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HomeMy WebLinkAboutJune 8, 2015 City o¢ Executive Committee Meeting Agenda Monday, June 8, 2015 PIC ERING Council Chambers 2:00 pm Chair: Councillor McLean (I) Disclosure of Interest Pages (II) Delegations (Ill) Matters for Consideration 1. Director, City Development, Report PLN 05-15 1-9 2015 Economic Development Work Program City of Pickering Recommendation That Report PLN 05-15 of the Director, City Development regarding the 2015 Economic Development Work Program be received for information. 2. Director, Culture & Recreation, Report CR 04-15 10-89 Community Association Lease Agreements -Northern Community Centres Recommendation 1. That Report CR 04-15 regarding Community Association Lease Agreements be received; 2. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Brougham Recreation Association set out in Attachment 1 to this Report, subject to minor revisions acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; 3. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Greenwood Recreation Association set out in Attachment 2 to this Report, subject to minor revisions acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; 4. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Mt. Zion Community Centre Association set out in Accessible For information related to accessibility requirements please contact p.l r K C ^ r G Linda Roberts F C I Phone: 905.420.4660 extension 2928 TTY: 905.420.1739 Email: Iroberts @pickering.ca (ai o1 • Executive Committee Meeting Agenda sa Monday, June 8, 2015 PI KERING Council Chambers 2:00 pm Chair: Councillor McLean Attachment 3 to this Report, subject to minor revisions acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; 5. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Whitevale & District Residents' Association set out in Attachment 4 to this Report, subject to minor revisions acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; and 6. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto. 3. Director, Culture & Recreation, Report CR 07-15 90-141 Community Engagement Strategy Report -Annual Status Update & Priorities for 2015-2016 Recommendation 1. That Council receive Report CR 07-15 regarding the City of Pickering Community Engagement Strategy; 2. That Council receive for information the 2015 Annual Update Report: City of Pickering Community Engagement Strategy (Priorities for 2014-2015) as per Attachment 1; 3. That Council endorse the proposed City of Pickering Statement of Commitment to Community Engagement as per Attachment 2; 4. That Council approve the following five key community engagement priorities for 2015 and 2016 subject to any required budget approval within the 2016 budget cycle process: a) Set clear benchmarks and measures for increasing public engagement and report annually. b) Adopt new, more deliberative techniques for involving residents in decision-making. city oin Executive Committee Meeting Agenda • Monday, June 8, 2015 PICKERING 0 Council Chambers 2:00 pm Chair: Councillor McLean c) Create`a co-production task force to review opportunities to devolve, enhance or share City services with residents and local groups. d) Engage citizens to enhance current design principles for proposed developments. e) Develop and offer an annual Civics 101 class to Pickering residents. 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 4. Director, Culture & Recreation, Report CR 08-15 142-174 Tender for Desiccant Dehumidification at Don Beer Arena -Tender No. T-9-2015 Recommendation 1. That Report CR 08-15 of the Director, Culture & Recreation regarding the Desiccant Dehumidification at Don Beer Arena be received; 2. That Tender No. T-9-2015 submitted by Climate Control Engineers and Contractors in the amount of$280,183.50 (HST included) be accepted; 3. That the total gross project cost of$362,945.00 (HST included), including the amount of the tender and other associated costs, and the total net project cost of$326,843.00 (net of HST rebate), be approved; 4. That Council authorize the Division Head, Finance &Treasurer to finance the project, as provided for in the 2015 Don Beer Arena Capital Budget, in the amount of$326,843.00 from the Federal Gas Tax Reserve Fund; and 5. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. 5. Director, Culture & Recreation, Report CR 09-15 175-187 Canada 150 Community Infrastructure Program -Endorsement of Proposed Pickering Project city co Executive Committee Meeting Agenda a-� --a �_ � Monday, June 8, 2015 PICKERING Council Chambers 2:00 pm Chair: Councillor McLean Recommendation 1. That Report CR 09-15 of the Director, Culture & Recreation regarding the Canada 150 Community Infrastructure Program be approved; 2. That Council approve the participation of the Corporation of the City of Pickering in the Canada 150 Community Infrastructure Program: • a) through the submission of an online application by the deadline of June 9, 2015; • b) that the City's application for the grant consist of the Renovation of the Delaney Rink at a total estimated cost of$2,900,160 with a net estimated City cost of$1,934,407; 3. That staff be given authority to prepare and submit the necessary documentation for the online application including a resolution of Council; 4. That staff be given the authority to apply for any future grant applications; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. 6. Director, Engineering & Public Works, Report ENG 11-15 188-195 School Crossing Guard Program Tender No. T-8-2015 Recommendation 1. That Report ENG 11-15 of the Director, Engineering & Public Works regarding Tender No.T-8-2015, to provide all labour, equipment and services including administration for the operation of the City's School Crossing Guard Program be received; 2. That Tender No. T-8-2015 submitted by Staffing Services in the total tendered amount of$1,695,000.00 (HST included) with a net project cost of$1,526,400.00 (net of HST rebate) be approved for the three year period from September 2015 to June 2018, subject to the annual review and extension to the contract by the Manager, Supply & Services; and cif!, o¢ • Executive Committee Meeting Agenda' Monday, June 8, 2015 PICKERING Council Chambers 2:00 pm Chair: Councillor McLean 3. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. 7. Fire Chief Report FIR 02-15 196-208 Mutual Aid Agreement between Pickering Fire Services Department And Toronto Fire Services Recommendation 1. That Report FIR 02-15 of the Fire Chief be received; 2. That the Fire Protection Services Agreement between The Corporation of the City of Toronto and The Corporation of the City of Pickering be approved; 3. That the Mayor and City Clerk be authorized to execute the said agreement subject to minor revisions satisfactory to the Fire Chief; and 4. That appropriate City of Pickering officials be given the authority to give. effect thereto. 8. Director, Corporate Services & City Solicitor, Report FIN 15-15 209-214 Development Charges—Annual Indexing Recommendation 1. That Report FIN 15-15 of the Director, Corporate Services & City Solicitor be received; 2. , That effective July 1, 2015 as provided for in By-law 7324/13, the Development Charges referred to in Schedule "C" of that By-law be increased by 2.1 percent; and 3. That the appropriate officials of the City of Pickering be given authority to give effect thereto. 9. Director, Corporate Services.& City Solicitor, Report FIN 16-15 215-287 2014 Year End Recommendation C;tr o� _ Executive Committee Meeting Agenda fives„ ° • i Monday, June 8, 2015 PI KERING Council Chambers 2:00 pm Chair: Councillor McLean 1. That Report FIN 16-15 of the Director, Corporate Services & City Solicitor be received; 2. That the Year-end Communication Report as submitted by Deloitte LLP (Deloitte) be received for information; and 3. That the 2014 draft Audited Consolidated Financial Statements for the City of Pickering be approved. 10. Director, Corporate Services & City Solicitor, Report FIN 17-15 288-289 2014 Building Permit Stabilization Reserve Fund Recommendation It is recommended that Report FIN 17-15 from the Director, Corporate Services & City Solicitor regarding the 2014 Building Permit Stabilization Reserve Fund be received for information. 11. Director, Corporate Services & City Solicitor, Report FIN 18-15 290-297 2015 Final Tax Due Date for Commercial, Industrial and Multi-Residential Realty Tax Classes Recommendation 1. That Report FIN 18-15 of the Director, Corporate Services & City Solicitor be received; 2. That the Division Head, Finance &Treasurer be authorized to issue the final 2015 Tax Bills for Commercial, Industrial and Multi-residential properties with a due date of September 25, 2015; 3. That the Division Head, Finance &Treasurer be authorized to make any changes or undertake any actions necessary, including altering the due date, in order to ensure that the tax billing process is completed and in order to comply with Provincial Regulations; 4. That the draft By-law attached to this report be enacted; and 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect hereto. • C',ty 00 Executive Committee Meeting Agenda Monday, June 8, 2015 PICKERING Council Chambers 2:00 pm Chair: Councillor McLean (IV) Other Business (V) Adjournment • Cal/ 00 Report to Executive Committee PICKERING Report Number: PLN 05-15 Date: June 8, 2015 From: Thomas Melymuk Director, City Development Subject: 2015 Economic Development Work Program City of Pickering File: D-1500-001 Recommendation: 1. That Report PLN 05-15 of the Director, City Development regarding the 2015 Economic Development Work Program be received for information. Executive Summary: The Economic Development Office delivers a work program organized into areas of activity that include: Investment Readiness, Business Attraction, Business Retention and Expansion, and Film Industry Liaison. Within these work streams, a variety of services are delivered concurrently, in order to protect and grow our economic base, with the intent of stimulating assessment growth and creating new jobs (see Attachment#1 - Economic Development Work Program). The City of Pickering is now entering a time of significant economic transition. We are experiencing slower growth in the manufacturing sector and limited new commercial investment. The shortage of vacant employment lands has also challenged the City's ability to offer viable development options to satisfy immediate investment enquiries. In response to this, staff is now shifting attraction,efforts away from the broadly based promotion of Pickering to target industry sectors with the potential to deliver strategically chosen business investment and jobs. •The 2015 Economic Development work program will focus on investment in four business growth areas within our community, being: City Centre, Seaton employment lands, Great Lakes Nautical Village and the Small Business Community. Investment attraction efforts in these four areas will be supported by current industry sector research and delivered over a full range of marketing tools including print, electronic and social media. Investment attraction activities include participation at trade shows and in trade missions, to be undertaken in partnership with known economic development service providers and with the support of Pickering stakeholders and business ambassadors. Financial Implications: There are no financial implications beyond those included in the approved 2015 budget. • 1 PLN 05-15 June 8, 2015 Subject: 2015 Economic Development Work Program Page 2 1. . Background 1.1 Currently, the City of Pickering Economic Development Office delivers a work program organized as follows: • Investment Readiness - these activities are necessary to continually understand the Pickering community and to adapt to market trends to attract new investment and support business expansion. • Business Attraction - these activities are conducted within our office and supported by other City departments; in our community in partnership with regional business support and attraction agencies, and; outside of our community in partnership with Pickering Business Ambassadors and trade industry groups. .• Business Retention & Expansion -these activities respond to the needs of our business community and may include celebrating successes, education on best practices for businesses, mitigating threats to economic growth; building relationships that support the creation of community loyalty; • Film Industry Liaison - coordinates the issuance of Film Location Permits in consultation with other City departments. We also participate on a Regional film industry sector team, to expand and attract the film industry within Durham Region. 1.2 The City of Pickering is now entering a time of significant economic transition. We are experiencing slower growth in the manufacturing sector and only limited new commercial investmen t. Many industry dust sectors have implemented ented Lean operating models and new technology. With these changes impacting Canadian and Ontario economies, it is imperative that the City develop real-world strategies to ensure our economic sustainability in a highly competitive investment market. 2. Discussion 2.1 2015 Investment Attraction Plan In 2015, the Economic Development Office will be implementing an Investment Attraction Plan to target investment attraction activities in four key areas: City Centre, Seaton employment lands, Great Lakes Nautical Village and the City's Small Business Community. 2.1.1 City Centre • Our downtown is designated by the Province as an Urban Growth Centre and Mobility Hub. The enclosed pedestrian bridge, new GO parking structures and LEED Gold office tower with the Durham/Centennial College campus have added much needed transportation infrastructure and iconic visual built form to our City Centre. These elements provide the foundation to promote our City Centre as an investment option for those seeking office or retail space at competitive lease rates with the benefits of urban amenities and multi modal transit. 2 PLN 05-15 June 8, 2015 Subject: . 2015 Economic Development Work Program Page 3 A City Centre Zoning By-law and City Centre Urban Design Guidelines that are geared towards quality built form and mixed land use development are under preparation. These planning tools, once adopted, would assist in streamlining the development approval process and making lands within the City Centre development ready. Last year, a new City Centre banner was introduced on street lights surrounding the Civic Complex area. This year, banner installation will expand to include installations on Kingston Road and Liverpool Road. The new banners will be of the same design, but slightly larger to gain better exposure on these higher traffic corridors. Use of the City Centre branding element will.be extended to include , creation of a City Centre lure brochure highlighting the pedestrian bridge, office tower, GO parking, new urban lighting, integrated transportation amenities, shopping, restaurants and downtown housing options. An updated inventory of vacant and underutilized lands within the City Centre is currently underway. The inventory will serve as a quick reference tool for Council and staff when responding to site specific development enquiries or making recommendations to new investors. 2.1.2 Seaton Employment Lands The Seaton employment lands bordering Highway 407 represent a notable area of prestige employment activity within the City and Durham Region. In order to attract the desired industries and achieve the targeted job densities set for the employment lands, staff are retaining a consulting firm to complete a Sector Analysis Study. The Study will include: • reviewing the make-up and status of our current industrial base to identify opportunities for expansion or relocation of existing industry • identifying challenges or threats to attracting new investment • researching and identifying existing and emerging industry sectors appropriate for investment • developing and implementing a strategy for targeted investment attraction A component of the Study involves engaging key stakeholders including local businesses, education institutions, community organizations and Federal.and Provincial agencies involved in economic development with regard to current strengths and weaknesses, as well as future opportunities and threats affecting Pickering's ability to attract targeted businesses and industry operations to the Seaton lands. Following the results of the Study, staff will produce marketing materials to engage the targeted industries, including sector profiles of those industries that are thriving in Pickering, as well as the sectors identified as preferred targets for investment. 3 PLN 05-15 June 8, 2015 Subject: 2015 Economic Development Work Program Page 4 These will form part of an investment package that also includes demographic and statistical information, aerial mapping, Economic and Community Profile of Pickering, Cost of Doing Business, testimonials and more. 2.1.3 Great Lakes Nautical Village The renewed commitment of the Nautical Village Business Association (NVBA) is resulting in expanded tourism programming including Sunday's on the Porch, weekend street vendors, and a four day event to coincide with the City of Pickering programming for the 2015 Durham Festival. With the reconstruction of the Frenchman's Bay harbour entrance now completed including the newly designed spit walkway to provide pedestrian access out to the harbour entrance, more park users and boaters will be drawn to the Nautical Village during the boating season. With the assistance of Culture & Recreation staff, the NVBA has been invited to augment City programming during the Durham Festival and are planning to run an Apple Festival, and a one day farmers' market in Millennium Square. Businesses will also be offering special event promotions on food and services to coincide with the City's Thursday night Waterfront Music events. Staff from the Economic Development Office is now a member of the Board of Directors of the NVBA and will act as an advisor to the Board, giving support to their efforts wherever possible. In 2015, this office will create a video to promote both the business and lifestyle amenities located in the Nautical.Village featuring testimonials from the local businesses. Promotion of the Nautical Village will be implemented with articles in both print and on-line sailing magazines. 2.1.4 Supporting Small Business and the Emerging Entrepreneur Over 75% of businesses in Pickering are small businesses with less than 10 employees. A significant sector of home-based and on-line businesses also call Pickering home. To enhance the level of service to the business community at the City Development front counter, Economic Development staff are now being engaged to assist new business enquiries pertaining to the planning and development approval processes. To support the small business owner and the emerging entrepreneur, the Economic Development Office will help to facilitate a number of educational opportunities, either through sponsorship or in direct partnership with other local small business support providers. For 2015, these opportunities include: • facilitating an Excellence in Manufacturing Event for local manufacturers who are looking to implement social media as part of their sales strategy. 4 PLN 05-15 June 8, 2015 Subject: 2015 Economic Development Work Program Page 5 • sponsorship of the Ajax-Pickering Board of Trade— Next Generation of Manufacturing Seminars. Held twice a year, manufacturers are invited to attend sessions delivered by industry experts, addressing topics of concern to the manufacturing sector. The topics are chosen based on a survey of local manufacturers asked to identify their areas of interest. • delivery of a five part series entitled `Deconstruct Your Business Plan'. This will be delivered from May until early July, in partnership with the Business Advisory Centre Durham and the Meridian Credit Union (Pickering Branch). Sessions will address business feasibility and risk, branding, marketing, networking and social media, business rules and regulations and financial business models and loans. This Office will once again participate in the 2015 Do it in Durham event. The week long event is a component of the world wide, 2015 Global Entrepreneur Week. Lead by the Business Advisory Centre Durham we hope to beat the 2014 global ranking of 4th largest regional program as Durham will target the delivery of upwards of 50 separate events across Durham Region. The City of Pickering will host a breakfast networking event at the OPG Information Centre, focused on managing growth. The event will feature a panel of experts representing major Canadian brands as they share personal company growth journeys and how it was managed and maintained profitably. 2.1.5 Other Activities Staff will attend sector specific industry trade shows and conferences in order to gather industry knowledge, promote the City of Pickering and its investment opportunities, and build one-on-one relationships with industry sector decision makers. Staff will also participate in the foreign direct investment and trade mission programs with our economic development partners at the Region of Durham and/or the Greater Toronto Marketing Alliance. 3. Conclusion The Economic Development Office will continue to deliver its day-to-day services to support the business community. In 2015, a shift will be made in the investment attraction work program to implement strategic, targeted efforts to attract new investment. These efforts will take on a pro-active approach to investment attraction and be delivered using a wide range of attraction tools, in partnership with local stakeholders and established business investment partners. Attachments 1. Economic Development Office Work Program 5 PLN 05-15 June 8, 2015 Subject: 2015 Economic Development Work Program Page 6 Prepared By: Approved/Endorsed By: Catherine Hodge Grant McGregor, MCIP, RPP Coordinator, Economic Development Manager, Sustainability & Economic Development iaz Jadoon, B. COMM (HONS), MPM Thomas Melymu , MCIP, RP Coordinator, Economic Development Director, City Development • • CH:ld Recommended for the consideration of Pickering City Council 0/tidejai t 21, 2.015 Tony Prevedel, P.Eng. Chief Administrative Officer 6 rrt.CHME�;!7 / TO iLN 05-15 Economic Development Work Program • Investment Readiness — stating who we are Information Collection of data necessary to understand the makeup of our Databases existing business base, identify the threats to the maintenance and growth of our economy and support the attraction of new investment: ✓ community demographics (population;'age; household income, educational achievements, cultural diversity, etc.) ✓ labour force data (current employed/unemployed, sector wages, local labour support groups; labour pool size & access, etc.) ✓ servicing data (utility providers, infrastructure mapping & rates) ✓ supply chain data (based on sector identification) ✓ Inventory of available Land & Space ✓ Business Trends tracking — may include professional development activities such as conferences, seminars &workshops ✓ Customer Relationship Management system for tracking client and prospect conversations Developable Land Project necessary to: Review ■ understand what lands are available ✓ determine what is required to make these lands investment ready ✓ support the creation of investment response packages Investment Packages Product custom created to respond to investment enquiries that may include: ✓ information drawn from information databases ✓ marketing materials ✓ letters of welcome ✓ information provided by outside resources such as the Province of Ontario, Region of Durham, etc. • • 7 ATTACHMENT# / TO REPORT Business Attraction — connecting with the target market Marketing Materials Preparation of promotional pieces in print, video and electronic format, that represent: ✓ our Investment Program Brand ✓ our business community ✓ our community as a whole ✓ sector specific business strengths Investment Enquiry Process of responding to significant enquiries for new Responses business to locate to, and invest in, our community: ✓ investment enquiries are enhanced by up to date databases, understanding of development opportunities, availability of marketing/promotional pieces; creation of collaborative relationships within and outside of the City of Pickering Stakeholder Establishing relationships with local stakeholders (business Engagement owners, land owners, business organizations, community organizations), for the purpose of: ✓ leveraging their business network to promote the City of Pickering ✓ receiving information pertinent to the protection of existing investment and the opportunity for new business growth Economic Promotional and information tools used on their own or as Development Tools part of investment enquiries, trade shows, business startups, and Publications including: ✓ Economic & Community Profile ✓ Land & Space Inventory • ✓ Top 10 Reasons to Invest ✓ Demographics & Statistics Report Generator Investment Packages Product custom created to respond to investment enquiries that may include: ✓ information drawn from information databases ✓ marketing materials ✓ letters of welcome ✓ information provided by outside resources such as the Province of Ontario, Region of Durham, etc. Industry Trade Shows Attendance at targeted industry sector events to: and Conferences ✓ gather information on the industry and its needs ✓ develop relationship with potential investors ✓ promote the City of Pickering as a preferred location for investment 8 "T T AGHi'iti1?i / TO REPOR1 , N n5-i5 • Business Retention & Expansion — supporting the growth of existing businesses Website The most important economic development tool in the program, the website is both a business retention and new investment tool: ✓ portal to our City ✓ most often the first place an investor looks when considering a community ✓ communication tool ✓ promotional venue ✓ valuable resource Corporate Calling Program to establish a reciprocal relationship with our own business stakeholders: ✓ to identify constraints to local business growth ✓ to offer promotional opportunities to celebrate local business success ✓ first step to establish ambassadors that can represent our business community at a global level ✓ extract local business and labour force information ✓ identify the City of Pickering as a resource for business support Supporting the Economic Development Office as a resource for: Entrepreneur ■ services available to business start ups ✓ research of business support funding Building relationships with other business support experts: ✓ financial ✓ academia ✓ research & development ✓ labour force support • Business Directory Tool that identifies and promotes the business services within our community: ✓ portal into our business community for those within and outside of our community ✓ supply chain tool ✓ encourages local spending Economic Promotional and information tools used on their own or as Development Tools part of investment enquiries, trade shows, business startups, and Publications including: ✓ E-Newsletters ✓ Land & Space Inventory ✓ Business News and Business Event Calendar ✓ Small Business Guide ✓ Business Openings & Ribbon Cutting Guide 9 °0 Report to „' �' Executive Committee PI KERING Report Number: CR 04-15 Date: June 8, 2015 From: Marisa Carpino Director, Culture & Recreation Subject: Community Association Lease Agreements - Northern Community Centres - File: A-1440-001-15 Recommendation: 1. That Report CR 04-15 regarding Community Association Lease Agreements be received; 2. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Brougham Recreation Association set out in Attachment 1 to this Report, subject to minor revisions acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; 3. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Greenwood Recreation Association set out in Attachment 2 to this Report, subject to minor revisions acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; 4. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Mt. Zion Community Centre Association set out in Attachment 3 to this Report, subject to minor revisions acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; 5. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Whitevale & District Residents' Association set out in Attachment 4 to this Report, subject to minor revisions acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; and 6. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto. Executive Summary: On April 22, 2014, Council approved Resolution #224/14 authorizing staff to prepare written facility agreements with community associations that operate City owned facilities to be brought back to Council for consideration and approval. 10 CR 04-15 June 8, 2015 Subject: Community Association Lease Agreements Page 2 As such, staff have prepared draft lease agreements for the Brougham Recreation Association to continue to operate the Brougham Hall, Greenwood Recreation Association to continue to operate the Greenwood Community Centre, Mt. Zion Community Centre Association to continue to operate the Mt. Zion Community Centre, and Whitevale & District Residents Association to continue to operate Whitevale Community Centre. The Culture & Recreation Department recommends that the Lease Agreements included as Attachments 1, 2, 3 and 4 be initiated for a five year term beginning July 1, 2015 and ending June 30, 2020. Financial Implications: The City of Pickering would continue to fund general maintenance costs of these northern facilities such as utilities, water treatment systems, septic systems and snow removal for the parking lot which is approximately $11,000 annually for Brougham Hall, $21,000 annually for Greenwood Community Centre, $10,600 annually for Mt. Zion Community Centre and $8,000 annually for Whitevale Community Centre, which are reflected annually in the Culture & Recreation current budgets. Not included in these costs are capital projects that vary year-to-year depending on their need. The respective community association would continue to fund the day-to-day costs to operate these community facilities, which is often but not always offset by the nominal rental revenues generated through facility permits. Discussion: On April 22, 2014, Council approved Resolution #224/14 authorizing staff to prepare written facility agreements with community associations that operate City owned facilities to be brought back to Council for consideration and approval. As such, staff have prepared draft lease agreements for the Brougham Recreation Association to continue to operate the Brougham Hall, Greenwood Recreation Association to continue to operate the Greenwood Community Centre, Mt. Zion Community Centre Association to continue to operate the Mt. Zion Community Centre, Whitevale & District Residents Association to continue to operate the Whitevale Community Centre, for a five year period beginning July 1, 2015 and ending June 30, 2020 respectively. Staff have consulted with the community associations in the. preparation of their respective draft lease agreement and have collected their endorsement of the document. These associations have successfully operated the respective community centres for the City of Pickering for the past several years under a verbal facility agreement. Under the terms and conditions of the draft lease agreements, these associations are responsible for the day-to-day maintenance and operating expenses of the premises which includes caretaking, general supplies, garbage removal and snow 'removal on all CORP0227-07/01 revised 11 CR 04-15 June 8, 2015 Subject: Community Association Lease Agreements Page 3 sidewalks, walkways and other areas of pedestrian passage of the respective community centres, as applicable. They are also required to maintain 2 million of general liability insurance. As per the draft lease agreement, these associations will continue to book the premises for non-profit functions, charity events, receptions and any other City approved purpose, receiving 100% of the rental fees. The City of Pickering is responsible for utilities, water treatment systems, septic systems, snow removal for the parking lot and capital upgrades. More detailed information regarding community centre activities as well as community association responsibilities and costs are as follows: Brougham Recreation Association provides the Brougham Hall at no cost to a local church group for special events, Boy Scouts for annual sleep over and Backwoods Players for theatrical productions. The Brougham Hall is permitted for a fee for various private functions such as showers, anniversaries and Christmas parties. The association is responsible to clean the facility at their expense and coordinates all facility rentals, keeping 100% of rental revenue which totals $3,050 in 2014. The annual expenses of the Brougham Recreation Association totals $2,014 in 2014 and included cleaning supplies, cleaning services, equipment replacement and insurance. Greenwood Recreation Association uses the Greenwood Community Centre to host a variety of community events such as Summer Kick Off BBQ, Greenwood Skating Party, Greenwood Fling Dance and Christmas Pot Luck. The association permits the facility for a fee to a Karate group and for various private rentals that includes Act One School of Drama, Valley View School and filming.. The association is responsible to clean the facility at their expense and coordinates all facility rentals, keeping 100% of rental revenue which totals $4,575 in 2014. The association received a further$2,100 through the Karate program in 2014 and $330 through Tennis Memberships. The annual expenses of the Greenwood Recreation Association totals $8,184 in 2014 and included cleaning supplies, cleaning services, community events and insurance. Mt. 'Zion Community Centre Association use the community centre to host association meetings. They also provide free use of the community centre when the activity is for community use (i.e. craft and bake sale, funeral). The facility is permitted for a fee for various private functions such as bridal showers, baby showers and business meetings. . The association is responsible to clean the facility at their expense and coordinates all facility rentals, keeping 100% of rental revenue which totals $870 in 2014. The annual expenses of the Mt. Zion Community Centre Association totals $1,368 in 2014 and included cleaning services and insurance. CORP0227-07/01 revised 12 • CR 04-15 June 8, 2015 Subject: Community Association Lease Agreements Page 4 Whitevale & District Residents Association uses the Whitevale Community Centre to host their regular association meetings and a.variety of community events such as the Whitevale Spring Festival, Whitevale Fisherman's Breakfast, Summer Solstice Community BBQ and Whitevale Christmas Craft Show. The association also permits the facility for a fee for filming, Seaton Trail Race, scout groups and private rentals. The association is responsible to clean the facility at their expense and coordinates all facility rentals, keeping 100% of rental revenue which totals $2,005 in 2014. The association also generated approximately $6,054 in revenues from their 2014 Whitevale Spring Festival. The annual expenses of the Whitevale & District Residents Association totals $5,515 in 2014 and included cleaning supplies, cleaning services, community events and insurance. These long standing community associations have operated the respective community centres on behalf of the City for the past several years under a verbal agreement. During this time, they have maintained and operated these municipally owned facilities in a diligent and conscience manner that has satisfied the City. Their contributions relieve the City of Pickering from the responsibility and cost of managing the day-to-day activities, permitting and cleaning of the facility, while still providing access to valuable facility space for the local community. In return for their efforts, these community organizations aim to generate nominal net revenues and have the opportunity to access free, local, facility space to sustain and support their association's activities. As a result, the Culture & Recreation Department recommends that a Lease Agreement be initiated for the Brougham Recreation Association to continue to operate the Brougham Hall in the form included as Attachment 1, Greenwood Recreation Association to continue to operate the Greenwood Community Centre in the form included as Attachment 2, Mt. Zion Community Centre Association to continue to operate the Mt. Zion Community Centre in the form included as Attachment 3, and Whitevale & District Residents Association to continue to operate the Whitevale Community Centre in the form included as Attachment 4, for a five year term beginning July 1, 2015 and ending June 30, 2020 respectively. Attachments: 1. Draft License Agreement with Brougham Recreation Association for Brougham Hall. 2. Draft Licence Agreement with Greenwood Recreation Association for Greenwood Community Centre. 3. Draft Licence Agreement with Mt. Zion Community Centre Association for Mt. Zion Community Centre. . 4. Draft Licence Agreement with Whitevale & District Residents Association for Whitevale Community Centre. 5. Location Map of Brougham Hall. CORP0227-07/01 revised 13 CR 04-15 June 8, 2015 Subject: Community Association Lease Agreements Page 5 6. Location Map of Greenwood Community Centre: 7. Location Map of Mt. Zion Community Centre. 8. Location Map of Whitevale Community Centre. Prepared/Approved/Endorsed By: Marisa Carp' o Director, Culture & Recreation :mc s' Recommended for the consideration of Pickering City Council 614J Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 14 ATTACHMENT# TCREPORT# - Lease Agreement This Lease is made as of the 1st day of July, 2015. Between: The Corporation of the City of Pickering (the "City") - and - Brougham Recreation Association (the "Association") Article I Interpretation Definitions 1. • In this Lease, (a) "Commencement Date" means July 1, 2015; (b) "Lease".means this lease as it may be amended from time to time; (c) "Premises" means the entire facility known as Brougham Hall in the City of Pickering, Regional Municipality of Durham; (d) "Rent" means the rent payable pursuant to Section 21; and (e) "Term" means the term of this Lease as set out in Section 18. Headings 2. The division of this Lease into articles, sections, subsections and schedules and the insertion of headings are for convenience of reference only and shall not affect the construction or interpretation of this Lease. • 15 2 Schedule 3. Schedule "A" (City's Alcohol Management Policy) and Schedule "B" (City's Conditions of Agreement) are incorporated into and form part of this Lease. Severability 4. All of the provisions of this Lease are to be construed as covenants even where not expressed as such. If any such provision is held to be or rendered invalid, unenforceable or illegal, then it shall be considered separate and severable from this Lease and the remaining provisions of this Lease shall remain in force. Number 5. Wherever a word importing the singular number only is used in this Lease, such word shall include the plural. Words importing either gender or firms or corporations shall include the other gender and individuals, firms or corporation where the context so requires. Governing Law 6. This Lease shall be governed by, and interpreted and enforced in accordance with, the laws in force in the Province of Ontario. Entire Agreement 7. This Lease constitutes the entire agreement between the parties concerning the Premises and may only be amended or supplemented by an agreement in writing signed by both parties. Article II Grant and Use Grant 8. In consideration of the performance by the Association of its obligations under this Lease, the City leases the Premises to the Association for its use during the Term. • Association Use of Premises 9. The Premises shall be used only for functions by not-for-profit organizations, other organizations pre-approved in writing by the City, charity events, non= cornmercial receptions and for no other purpose without the prior written consent of the City which consent may be arbitrarily withheld. 16 1 3 10. The Association's use of the Premises shall be in accordance with the City's Alcohol Management Policy (Schedule "A") and Conditions of Agreement (Schedule "B"). Nuisance 11. The Association shall not carry on any activities or do or suffer any act or thing that constitutes a nuisance or which is offensive or an annoyance to the City. City Use of Premises 12. The City shall have first right of refusal to use the Premises. The Association shall not be entitled to any rental fees or other remuneration associated with the use of the Premises by the City. Assignment and Subletting • 13. Subject to section 14, the Association shall not assign this Lease or sublet all or any portion of the Premises without the prior written consent.of the City, which consent may be arbitrarily withheld. Licences. 14. The Association may grant licences to licensees.approved in writing by the City to use the Premises provided, (a) the term of the licence does not exceed one (1) month; (b) the licensee agrees to comply with sections 9 and 10 of this Lease; and (c) The Association agrees that it shall only charge such fees for the rental of the Premises at the rate that is approved by the City from time to time. The City and the Association shall establish the approved rental fee rate yearly throughout the Term. 15. The Association shall retain 100% of all licence fees recovered for the use of the Premises. . 16. The Association shall submit a written report to the City every four months documenting the source and amount of all licence fees received by the Association for the Premises. 17. The Association shall submit their annual financial statement to the City by February 15th of each year. 17 4 Article Ill Term Term 18. The term of this Lease shall be five (5) years from the Commencement Date to June 30, 2020. 19. This Agreement may be terminated by either party upon six month's notice to the other in writing. Overholding 20. If the Association remains in possession of the Premises after the expiry of the Term, there shall be no tacit renewal of this Lease or the Term, notwithstanding statutory provisions or legal presumption to the contrary, and the Association shall be deemed to be occupying the Premises from month to month upon the same terms, covenants and conditions as are set forth in this Lease insofar as they are applicable to a monthly tenancy. Article IV Rent Rent 21. The Association shall pay to the City as rent for the entire Term in lawful money of Canada the sum of One (1) Dollar ($1.00). Gross Lease 22. The City acknowledges that this is a gross lease and agrees to pay all charges, impositions and outlays of every nature and kind relating to the Premises except as expressly set out in this Lease. Article V Maintenance, Repairs and Alterations Maintenance of Premises 23. The Association shall maintain and operate the Premises so that they shall always be of good appearance and suitable for the proper operation of the Premises. 18 5 24. The Association shall provide general maintenance services to the Premises at its expense and shall provide all necessary cleaning and maintenance supplies such as cleaning products, related paper products and cleaning equipment. 25. As set out in WHMIS Regulation R.R.O. 1990, Reg. 860, as amended by: O. Reg 36/93 of the Occupational Health and Safety Act, or its successors, the Association shall be responsible to maintain a binder containing safety data sheets for all hazardous products stored or used on the Premises. Said binder must be kept current at all times and available for reference by users of said products. 26. The Association shall be responsible to provide the City with WHMIS training certification of individuals working with cleaning products and/or hazardous materials on the Premises and of Association members working alone or overseeing any maintenance tasks performed on the Premises. 27. The Association shall be responsible to provide the City with: (a) WHMIS training certification of individuals working with cleaning products and/or hazardous materials on the Premises and of Association members working alone or overseeing any maintenance tasks performed on the Premises; and (b) completed Ministry of Labour Health & Safety Awareness Training for Supervisors for those same individuals. 28. The Association shall be responsible for all day-to-day operating expenses including garbage removal. The Association shall not be responsible for utilities. 29. The City shall provide snow removal services for the parking lot. The Association shall be responsible for snow removal on all sidewalks, walkways and all other areas of pedestrian passage on the Premises. 30. (1) Subject to subsection (2), the City shall be responsible for all inspections, • preventative maintenance, and replacement at its sole discretion, with respect to: (a) HVAC equipment; (b) electrical systems (including lighting); (c) water supply, treatment and septic systems; (d) plumbing system and fixtures; (e) roofs; (f) exterior cladding; (g) doors and hardware; (h) parking lots; (i). lawn care, landscaping and pest control. 19 6 (2) The Association shall be responsible for any damages or costs incurred due to the misuse or negligence of the Association, its employees, invitees, servants, agents, or others under its control and the Association shall pay to the City on demand the expense of any repairs including the City's reasonable administration charge necessitated by such negligence or misuse. 31. The Association shall immediately notify the City of any unsafe conditions on the Premises. Security ' 32. The Association shall be responsible for the security of the Premises. The Association will ensure that no copies of the keys to the Premises are made or given to third parties (even temporarily) without the prior written consent of the City. Only Association representatives that have signed for keys with the City or parties granted written consent by the City, will be authorized to be in the possession of keys to the Premises. 33. Any keys provided to the Association, or its licensees, must be returned to the City upon request. Alterations/Improvements to Premises 34. The Association shall only be permitted to make alterations and improvements to the Premises that have been approved by the City. Article VI Insurance and Indemnity Insurance & Liability 35. (1) The Association, at its sole cost and expense, shall take out and keep in force during the Term: (a) Insurance upon property owned by it which is located on the Premises; (b) Comprehensive insurance of the type commonly called general public liability, which shall include coverage for personal liability, contractual liability, Association's legal liability, non-owned automobile liability, abuse liability, bodily injury, death and property damage, all on an occurrence basis with respect to the Association's use and occupancy of the Premises, with coverage for any one occurrence or claim of not less than $2,000,000, or 20 7 such other amount as the City may reasonably require upon not less than six months notice at any time during the Term, which insurance shall include the City as a named insured and shall protect the.City in respect of claims by the Association as if the City were separately insured; and (c) Insurance against such other perils and in such amounts as the City may from time to time reasonably require upon not less than 90 days written notice, such requirement to be made on the basis , that the required insurance is customary at the time for prudent tenants of similar properties. 36. All insurance required to be maintained by the Association hereunder shall be on Terms and with insurers to which the City has no reasonable objection. Each policy shall contain a waiver by the insurer of any rights of subrogation or indemnity or any other claim over to which the insurer might otherwise be entitled against the City or the agents or employees of the City, and shall also contain an undertaking by the insurer that no material change adverse to the City or the Association will be made, and the policy will not lapse or be cancelled, except after not less than thirty days written notice to the City of the intended change, lapse or cancellation. The Association shall furnish to the City, if and whenever requested by it, certificates or other evidences acceptable to the City as to the insurance from time to time effected by the Association and its renewal or continuation in force, together with evidence as to the method of determination of full replacement cost of the Associations Leasehold Improvements, trade fixtures, furniture and equipment, and if the City reasonably concludes that the full replacement cost has been underestimated, the Association shall forthwith arrange for any consequent increase in coverage required hereunder. If the Association shall fail to take out, renew and keep in force such insurance, or if the evidences submitted to the City pursuant to the preceding sentence are unacceptable to the City or no such evidences are submitted within a reasonable period,after request therefore by the City then the City may give to the Association written notice requiring compliance with this section and specifying the respects in which the Association is not then in compliance with this section. If the Association does not, within 72 hours or such lesser period as the City may reasonably require having regard to the urgency of the situation, provide appropriate evidence of compliance with this section, the City may, but shall not be obligated to, obtain some or all of the additional coverage or other insurance which the Association shall have failed to obtain, without prejudice to any other rights of the City under this Lease or otherwise, and the Association shall pay all premiums and other expenses incurred by the City in that connection as additional rent pursuant to section 21 hereof. 21 _ i 8 • Limitation of City's Liability 37. The City shall not be liable for any bodily injury or death of any person, or loss or damage to any property belonging to the Association or its employees, invitees or licensees or its guests, or to any other person in, on or about the Premises, unless caused by the gross negligence of the City. • Association's Indemnification of City 38. The Association shall indemnify and save harmless the City in respect of: (a) all actions, causes of actions, suits, liens, claims and demands whatsoever, which may arise either directly or indirectly by reason of any act or omission of the Association, its servants, licensees, invitees, members, guests, contractors or agents in the use or occupation of the Premises; (b) any loss, cost, expense or damage suffered or incurred by the City arising from any breach by the Association of any of its covenants and obligations under this Lease; (c) all costs, expenses and reasonable legal fees that may be incurred or paid by the City in enforcing against the Association the covenants, agreements and representations of the Association set out in this Lease. Article VII Remedies on Default City's Right to Re-Enter 39. If any amount payable to the City under this Lease shall remain unpaid for fifteen (15) days after the Association has received notice thereof, then it shall be lawful for the City at any time thereafter to re-enter the Premises. City's Right to Remedy Default 40. In addition to all other remedies the City may have under this Lease and in law, if the Association is in default of any of its obligations under this Lease, and such default has continued for a period of ten (10) days after receipt of notice by the Association (or such longer period as may be reasonably required in the such default, except an emergency where the City will circumstances to cure suc p g y tY not be required to give notice), the City, without prejudice to any other rights which it may have with respect to such default, may remedy such default and the Association shall be responsible for all such costs. 22 9 Waiver • 41. No condoning, excusing or overlooking by the City of any default, breach or non-observance by the Association at any time or times in respect of any covenant, obligation or agreement under this Lease shall operate as a waiver of the City's rights hereunder in respect of any continuing or subsequent default, breach or non-observance, or so as to defeat or affect in any way the rights of the City in respect of any such continuing or subsequent default or breach, and no waiver shall be inferred from or implied by anything done or omitted by the Association save only an express waiver in writing. Article VIII Miscellaneous Quiet Enjoyment 42. The City shall permit the Association to peaceably possess and enjoy the Premises during the Term without any interference from the City, or any person lawfully claiming by,from or under the City provided the Association is not in default. Right of Entry 43. The Association agrees to permit the City and authorized representatives of the City to enter the Premises at any time for the purpose of inspecting the Premises. The City shall use its best efforts to minimize the disruption to the Association's use of the Premises during any such entry. Signs 44. The Association may only erect signs on the Premises with the City's prior approval. All such signs shall be removed from the Premises at the end of the Term. Compliance with Laws 45. The Association, at its sole cost and expense, shall comply with all legal requirements (including statutes, laws, by-laws, regulations, ordinances, orders, rules and regulations of every governmental authority having jurisdiction) that relate to the use of the Premises by the Association or the making of any improvements to the Premises by the Association. 23 10 • Notice 46. Any notice required to be given by the City to the Association under this Lease shall be in writing and shall be delivered to the Premises or such other address of which the Association has notified the City in writing, and any such notice delivered shall be deemed good and sufficient notice under the terms of this Lease. 47. Any notice required to be given by the Association to the City under this Lease shall be in writing and shall be delivered to The Corporation of the City of Pickering, Pickering Civic Complex, One The Esplanade, Pickering, Ontario (Attention: City Clerk) or such other address of which the City has notified the Association in writing, and any such notice delivered shall be deemed good and sufficient notice under the terms of this Lease. Successors and Assigns 48. This Lease shall enure to the benefit of and be binding upon the parties and their respective successors (including any successor by reason of amalgamation or statutory arrangement) and permitted assigns. • In Witness Whereof the parties have executed this Lease. The Corporation of the City of Pickering • • David Ryan, Mayor Debbie Shields, City Clerk Brougham Recreation Association Gord McGregor, President 24 Schedule A THE CORPORATION OF THE CITY OF PICKERING Engineering & Public Works Department Culture & Recreation Department MUNICIPAL ALCOHOL POLICY December 17, 2014 Purpose The purpose of this policy is to endeavor to ensure the appropriate management of the use and consumption of alcoholic beverages in municipally owned facilities; to avoid related problems and to ensure the . safety and well being of all participants and to protect the Corporation, its employees and volunteers. 1. Definitions In this Policy, the term, (a) "Licensed function" means a function for which a permit has been issued by, or is otherwise licensed by, the Liquor License Board of Ontario at which alcoholic beverages may be consumed; (b) "Closed private licensed function" means a licensed function determined by the Director of Culture and Recreation to be closed to the general public and of a private nature; (c) "Designated facility" means a City owned building, park, open space and associated parking lot designated by this policy as suitable for an indoor or outdoor licensed function; (d) "User" means a person, group or association to whom the City has granted written permission to use a designated facility for a licensed function and; (e) , "Server" means any person serving alcohol 2. Designated Facilities (1) The following are designated facilities for indoor licensed functions: (a) Brougham Community Centre (b) Claremont Community Centre (c) Don Beer Sports Facility Community Centre - (d) East Shore Community Centre (e) Front Street Centre (f) Green River Community Centre (g) Greenwood Community Centre 25 (h) Mount Zion Community Centre (i) Pickering Civic Complex (j) Pickering Recreation Complex (k) Seniors Activity Centre (I) West Shore Community Centre (m) Whitevale Community Centre (n) Petticoat Creek Community Centre (o) Pickering Museum Village (2) The following are designated facilities for outdoor licensed functions: (a) Claremont Community Park (b) Dunmoore Park ' (c) Kinsmen Park (d) Pickering Museum Village 3. Alcohol Restrictions Within Designated Facilities All designated facilities defined in this policy shall be deemed a "public place" and as such, in accordance with Section 31 of the Liquor Licence Act, R.S.O. 1990, c.L. 19, no person shall have or consume or sell liquor in any designated facility unless a licence or permit is issued or unless specifically covered by an L.L.B.O. permit. 4. Safe Transportation (1) Only those users implementing a safe transportation strategy (e.g., a designated driver program, an alternate home transportation option) to prevent intoxicated participants from driving will be permitted to use designated facilities for licensed functions. - • (2) The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. 5. No Alcohol and Low Alcohol.Drinks (1) Only users offering a sufficient quantity of no alcohol and low alcohol drinks will be permitted to use designated facilities for . licensed functions. V (2) The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. 6. "Statement of Intoxication" Sign 'r (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs indicating that it is illegal to 26 2 serve participants to a state of intoxication. Such signs shall read as follows: City of Pickering — Department of Engineering and Public Works Services— Culture and Recreation Department. Statement of Intoxication It is contrary to the Liquor Licence Act of Ontario to serve persons to intoxication. For this reason, servers in this facility are required to obey the law and not serve anyone to intoxication. Should you wish a no alcohol or low alcohol "breather" round, request a soft drink, coffee or smaller than usual portion of alcohol. (2) Signs shall be provided by the City to users for display by them in the designated facility during the licensed function. 7. Participant Controls V (1) Only users providing sufficient controls to prevent underage, intoxicated or rowdy persons from entering the designated facility, to refuse service to such persons, and to remove such persons from the designated facility will be permitted to use designated facilities for licensed functions. (2) Such controls shall include the following: (a) Having a supervisor in charge of the licensed function present in the designated facility at all times during the function. • (b) Having at least two monitors at each entrance to the licensed function at all-times during the function; (c) Accepting only an age of majority card,.a photo driver's license - or a passport as identification for entry; . • (d) Having a monitor or monitors (other than entrance monitor) in the designated facility at all times during the function at least one monitor for every 200 participants; (e) Using monitors and servers who are 19 years of age or older; (f) Using monitors and servers who do not consume alcohol during the function; and (g) Providing a list of the names of supervisors, monitors and servers to the Director prior to the function. 3 27 (3) The Director may require a potential user to demonstrate that such controls will be imposed by the user if written permission to use the designated facility for a licensed function is granted. 8. Supervisor, Monitor, and Server Training (1) Only users providing sufficient numbers of supervisors, monitors and servers that have attended an appropriate training course in server intervention will be permitted to use designated facilities for licensed functions. V • (2) Such training should utilize CAMH course material, and may be provided, at a reasonable cost, through the Department of Culture and Recreation. (3) The Director may require a potential user to demonstrate that sufficient numbers of supervisors, monitors and servers that have attended such a course will be provided by the user if written permission to use the designated facility for a licensed function is granted. • (4) Closed private licensed functions are exempt from this section of the policy; however, users of designated facilities for closed private licensed functions shall be encouraged to provide voluntarily properly trained supervisors, monitors and servers since such users are not exempt from responsibility for compliance with the law and for the sobriety and safety of participants. (5) All servers must be "Smart Serve Certified" 9. Insurance (1) Liability Insurance is a mandatory requirement for all individuals/community user groups utilizing city-owned or operated facilities-within the City of Pickering. All programs, meetings, recreational events, cultural and social events require liability insurance. Users groups can provide personal proof of insurance, a minimum of$2 million insurance, naming the City of Pickering as an additional insured, or purchase insurance through the City of Pickering, Facility User Group Program. Rates for insurance coverage will vary depending on risk factors, length of the activity, the number of participants, among other factors at the event. Any changes in activities by the user group must be reported to Facility Booking Staff for possible adjustments to the permit. Insurance information must be received and paid in full before the permit start date. Liability Insurance covers from the time and date reflected on the rental permit only. The extra fee for the liability insurance will be added to the rental agreement with the applicable taxes. 28. 4 (2) When a patron requests a facility/ice rental, facility booking staff -. members will confirm the event/function required on the permit. Facility staff will review the Liability Insurance User Group Rating Schedule to determine the appropriate fee to be charged to the individual/community user group. (3) Only users having a minimum of$2,000,000 third party general liability insurance coverage, naming the Corporation of the City of Pickering as an additional insured, will be permitted to use designated facilities for licensed functions. 10. Accountability (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs informing participants of the following: ' (a) The name, address and telephone number of the user; (b) The name, address and telephone number of the representative of the user responsible for the function; (c) The address and telephone number of the nearest Police Station; (d) The address and telephone number of the Liquor License Board of Ontario; and (e) The address and telephone number of the Department of Culture and Recreation (2) A user that contravenes any City policy or procedure or any applicable law may be refused permission to use designated • facilities for licensed functions, at the Director's discretion; Indefinitely, or (a) Until the user can demonstrate to the Director's satisfaction that a further contravention shall not occur. 11. Promoting the Policy The Department of Culture and Recreation shall design and implement, in consultation with CAMH, a strategy to orient all potential users to the • • requirements of this policy and to promote this policy to the community at large. J:IFACILRYIFAC1000WIISCWIunlapal Alcohol POficyDCC • • 5 • 29 Schedule B Qat 00 Facility Rental Application , PICKERING Conditions of Agreement 1) The City reserves the right to cancel any permit temporarily or permanently, should accommodation be required for special events, or in an emergency. 2) 50% of payment is due at time of booking. This is a non-refundable deposit. 3) Applicants must be members of authority in the organization seeking accommodation. 4) The facility is to be used only on the date(s) and time(s) specified, and only for the purpose named. No teen dances/parties, stags or stagettes are permitted in our halls. This permit is not transferrable. 5) The City will not be responsible for personal injury or damage or for the loss or theft of clothing or equipment of the applicants, or anyone attending on the invitation of the applicant or any persons contracted by the applicant. 6) The applicant shall be responsible for the conduct and supervision of all persons admitted to the building(s) and grounds and shall see that all regulations contained herein are strictly observed. 7) , Unnecessary noise which disturbs the peace, quiet, or comfort of any person in any type of residence, place of business, etc., in proximity to the facility shall not be permitted. 8) The exits must be kept free from obstruction in case of fire. a) The applicant must pay all damages arising from the use of the property. b) A damage/security deposit will be charged for all rentals, to be refunded at a later date, if no damage, excessive maintenance costs are incurred as a result of the facility rental. c) The applicant must pay such fees for extra work by custodians, etc., as the City may determine. 9) Games of chance, lottery, or gambling in any forms, contrary to law is strictly forbidden. 10) It shall be the responsibility of the applicant to see that all persons admitted to the function being held, have vacated the premises promptly by 2:00 am. 11) If liquor of any type is to be served, sold or available at the function, the applicant must obtain all necessary permits and licenses and must adhere to the City of Pickering `Alcohol Management Policy'. A copy of the liquor license must be posted on the wall during the function. 12) The City of Pickering requires every event have a minimum of$2,000,000 third party general liability insurance coverage. This insurance must be purchased as part of the rental process. 13) For all special occasion permits, only monitors and servers that possess a server intervention program certificate will be permitted to use the designated facility. Information is available at www.smartserve.orq. Page 3 of 6, C R 1101-04/28 30 (Hi/ co Facility Rental Application w= PI KERING 14) The licensor reserves the right to provide security personnel or Pay-Duty Police at the expense of the licensee, should the Supervisor, Facility Programs deem it necessary. 15) Hall cancellations are subject to a $35.00 administration fee. 16) All cancellations must be received in writing ninety days prior to the function, or the entire rental fee will be forfeited. 17) All rental rates are subject to increase. Post-dated cheques will not be accepted. 18) This contract is not valid unless it is signed and dated by the person renting the facility and returned as soon as possible to the Facility Booking Clerk. 19) Recreation Complex Staff will set-up the tables and chairs `provided' a diagram of the layout is submitted by the Monday preceding the function. You may obtain the diagrams at the Complex Information Desk. Any materials/articles dropped off prior to the function, or left after the function, must have prior approval from the Maintenance Department or designate. 20) If Complex Banquet Halls are rented, please use the outside entrance to Banquet Hall, do not use main Complex doors. Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act and will be used for the purpose of administering facility rentals. Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611. HST applies to this Rental — Registration No. 108078593 Page 4 of 6 CR1101-04/28 • 31 ATTACHMENT ;`._ _„I oq v Lease Agreement This Lease is made as of the 1st day of July, 2015. Between: The Corporation of the City of Pickering (the "City") - and - Greenwood Recreation Association (the "Association") Article Interpretation Definitions 1. In this Lease, (a) "Commencement Date" means July 1, 2015; (b) "Lease" means this lease as it may be amended from time to time; • (c) "Premises" shall mean that portion of the Community Centre being composed of the first floor hallways, concession area, and storage rooms and the second floor multi-purpose hall with kitchen, adjacent hallways, and washroom facilities as shown on Schedule "A" attached hereto; (d) "Rent" means the rent payable pursuant to Section 21; and (e) "Term" means the term of this Lease as set out in Section 18. Headings 2. The division of this Lease into articles, sections, subsections and schedules and the insertion of headings are for convenience of reference only and shall not affect the construction or interpretation of this Lease. 32 2 Schedule 3. Schedule "B" (City's Alcohol Management Policy) and Schedule "C" (City's Conditions of Agreement).are incorporated into and form part of this Lease. Severability 4. All of the provisions of this Lease are to be construed as covenants even where not expressed as such. If any such provision is held to be or rendered invalid, unenforceable or illegal, then it shall be considered separate and severable from this Lease and the remaining provisions of this Lease shall remain in force. Number 5. Wherever a word importing the singular number onlyis used in this Lease, such word shall include the plural. Words importing either gender or firms or corporations shall include the other gender and individuals, firms or corporation where the context so requires. Governing Law 6. This Lease shall be governed by, and interpreted and enforced in accordance with, the laws in force in the Province of Ontario. Entire Agreement 7. This Lease constitutes the entire agreement between the parties concerning the Premises and may only be amended or supplemented by an agreement in writing signed by both parties. Article II Grant and Use. Grant 8. In consideration of the performance by the Association of its obligations under this Lease, the City leases the Premises to the Association for its use during the Term. Association Use of Premises 9. The Premises shall be used only for functions by not-for-profit organizations, other organizations pre-approved in writing by the City, charity events, non- commercial receptions and for no other purpose without the prior written consent of the City which consent may be arbitrarily withheld. 33 3 10. The Association's use of the Premises shall be in accordance with the City's Alcohol Management Policy (Schedule "B") and Conditions of Agreement (Schedule "C"). 11. The Greenwood Recreation Association shall have the exclusive use of the Premises every Saturday and Wednesday evening. Nuisance 12. The Association shall not carry on any activities or do or suffer any act or thing that constitutes a nuisance or which is offensive or an annoyance to the City. City Use of Premises 13. The City shall have first right of refusal to use the Premises. The Association shall not be entitled to any rental fees or other remuneration associated with the use of the Premises by the City. Assignment and Subletting 14. Subject to section 15, the Association shall not assign this Lease or sublet all or any portion of the Premises without the prior written consent of the City, which consent may be arbitrarily withheld. Licences 15. The Association may grant licences to licensees approved in writing by the City to use the Premises provided, (a) the term of the licence does not exceed one (1) year; (b) the licensee agrees to comply with sections 9 and 10 of this Lease; and (c) The Club agrees that it shall only charge such fees for the rental of the Premises at the rate that is approved by the City from time to time. The City and the Club shall establish the approved rental fee rate yearly throughout the Term. 16. The Association shall retain 100% of all licence fees recovered for use'of the Premises. 17. The Association shall submit a written report to the City every six months documenting the source and amount of all licence fees received by the Association for the Premises. 34 4 18. The Association shall submit their annual financial statement to the City by February 15th of each year. Article Ill Term Term 19. The term of this Lease shall be five (5) years from the Commencement Date to June 30, 2020. 20. This Agreement may be terminated by either party upon six month's notice to the other in writing. Overholding 21. If the Association remains in possession of the Premises after the expiry of the Term, there shall be no tacit renewal of this Lease or the Term, notwithstanding statutory provisions or legal presumption to the contrary, and the Association shall be deemed to be occupying the Premises from month to month upon the same terms, covenants and conditions as are set forth in this Lease insofar as they are applicable to a monthly tenancy. Article IV Rent Rent 22. The Association shall pay to the City as rent for the entire Term in lawful money of Canada the sum of One (1) Dollar ($1.00). Gross Lease 23. The City acknowledges that this is a gross lease and agrees to pay all charges, impositions and outlays of every nature and kind relating to the Premises except as expressly set out in this Lease. 35 5 . Article V Maintenance, Repairs and Alterations Maintenance of Premises 24. The Association shall maintain and operate the Premises so that they shall always be of good appearance and suitable for the proper operation of the Premises. 25. The Association shall provide general maintenance services to the Premises at its expense and shall provide all necessary cleaning and maintenance supplies such as cleaning products, related paper products and cleaning equipment. 26. As set out in WHMIS Regulation R.R.O. 1990, Reg. 860, as amended by: O. Reg 36/93 of the Occupational Health and Safety Act, or its successors, the Club shall be responsible to maintain a binder containing safety data sheets for all hazardous products stored or used on the Premises. Said binder must be kept current at all times and available for reference by users of said products. 27. The Association shall be responsible to provide the City with WHMIS training certification of individuals working with cleaning products and/or hazardous materials on the Premises and of Club members working alone or overseeing any maintenance tasks performed on the Premises. 28. The Association shall be responsible to provide the City with: (a) WHMIS training certification of individuals working with cleaning products and/or hazardous materials on the Premises and of Association members working alone or overseeing any maintenance tasks performed on the Premises; and (b) completed Ministry of Labour Health & Safety Awareness Training for Supervisors for those same individuals. 29. The Association shall be responsible for all day-to-day operating expenses including garbage removal from the facility to the exterior storage bin. The Association shall not be responsible for utilities. 30. The City shall provide snow removal services for the parking lot, sidewalks, walkways and all other areas of pedestrian passage on the Premises. 31. (1) Subject to subsection (2), the City shall be responsible for all inspections, preventative maintenance, and replacement at its sole discretion, with respect to: (a) HVAC equipment; (b) electrical systems (including lighting); • 36 6 (c) water supply, treatment and septic systems; (d) plumbing system and fixtures; (e) roofs; (f) exterior cladding; (g) doors and hardware; (h) parking lots; (i) lawn care, landscaping and pest control. • (2) The Association shall be responsible forany damages or costs incurred due to the misuse or negligence of the Association, its employees, invitees, servants, agents, or others under its control and the Association shall pay to the City on demand the expense of any repairs including the City's reasonable administration charge necessitated by such negligence or misuse. 32. The Association shall immediately notify the City of any unsafe conditions on the Premises. Security 33. The Association shall be responsible for the security of the Premises. The Club will ensure that no copies of the keys to the Premises are made or given to third parties (even temporarily) without the prior written consent of the City. Only Club representatives that have signed for keys with the City, or parties granted written consent by the City, will be authorized to be in the possession of keys to the Premises. 34. Any keys provided to the Association, or its licensees, must be returned to the City upon request. Alterations/Improvements to Premises 35. The Association shall only be permitted to make alterations and improvements to the Premises that have been approved by the City. Article VI Insurance and Indemnity Insurance & Liability 36. Association's Insurance (1) The Association, at its sole cost and expense, shall take out and keep in force during the Term: 37 7 (a) insurance upon property owned by it which is located on the Premises; (b) comprehensive insurance of the type commonly called general public liability, which shall include coverage for personal liability, contractual liability, Association's legal liability, non-owned automobile liability, abuse liability, bodily injury, death and property damage, all on an occurrence basis with respect to the Association's use and occupancy of the Premises, with coverage for any one occurrence or claim of not less than $2,000,000, or such other amount as the City may reasonably require upon not less than six months notice at any time during the Term, which insurance shall include the City as a named insured and shall • protect the City in respect of claims by the Association as if the City were separately insured; and (c) insurance against such other perils and in such amounts as the City may from time to time reasonably require upon not less than 90 days written notice, such requirement to be made on the basis that the required insurance is customary at the time for prudent tenants of similar properties. 37. All insurance required to be maintained by the Association hereunder shall be on Terms and with insurers to which the City has no reasonable objection. Each policy shall contain a waiver by the insurer of any rights of subrogation or indemnity or any other claim over to which the insurer might otherwise be entitled against the City or the agents or employees of the City, and shall also contain an undertaking by the insurer that no material change adverse to the City or the Association will be made, and the policy will not lapse or be cancelled, except after not less than thirty days written notice to the City of the intended change, lapse or cancellation. The Association shall furnish to the City, if and whenever requested by it, certificates or other evidences acceptable to the City as to the insurance from time to time effected by the Association and its renewal or continuation in force, together with evidence as to the method of determination of full replacement cost of the Associations Leasehold Improvements, trade fixtures, furniture and equipment, and if the City reasonably concludes that the full replacement cost has been underestimated, the Association shall forthwith arrange for any consequent increase in coverage required hereunder. If the Association shall fail to take out, renew and keep in force such insurance, or if the evidences submitted to the City pursuant to the preceding sentence are unacceptable to the City or no such evidences are submitted within a reasonable period after request therefore by the City then the City may give to the Association written notice requiring compliance with this section and specifying the respects in which the Association is not then in compliance with this section. If the Association does not, within 72 hours or such lesser period as the City may reasonably require having regard to the urgency of the situation, provide 38 8 appropriate evidence of compliance with this section, the City may, but shall not be obligated to, obtain some or all of the additional coverage or other insurance - which the Association shall have failed to obtain, without prejudice to any other rights of the City under this Lease or otherwise, and the Association shall pay all premiums and other expenses incurred by the City in that connection as additional rent pursuant to section 21 hereof. Limitation of City's Liability 38. The City shall not be liable for any bodily injury or death of any person, or loss or damage to any property belonging to the Association or its employees, invitees or licensees or its guests, or to any other person in, on or about the Premises, unless caused by the gross negligence of the City. Association's Indemnification of City 39. The Association shall indemnify and save harmless the City in respect of: (a) all actions, causes of actions, suits, liens, claims and demands whatsoever, which may arise either directly or indirectly by reason of any act or omission of the Association, its servants, licensees, invitees, members, guests, contractors or agents in the use or occupation of the Premises; (b) any loss, cost, expense or damage suffered or incurred by the City arising from any breach by the Association of any of its covenants and obligations under this Lease; (c) all costs, expenses and reasonable legal fees that may be incurred or paid by the City in enforcing against the Association the covenants, agreements and representations of the Association set out in this Lease. Article VII Remedies on Default City's Right to Re-Enter 40. If any amount payable to the City under this Lease shall remain unpaid for fifteen (15) days after the Association has received notice thereof, then it shall be lawful for. the City at any time thereafter to re-enter the Premises. 39 9 City's Right to Remedy Default 41. In addition to all other remedies the City may have under this Lease and in law, if the Association is in default of any of its obligations under this Lease, and such default has continued for a period of ten (10) days after receipt of notice by the Association (or such longer period as may be reasonably required in the circumstances to cure such default, except in an emergency where the City will not be required to give notice), the City, without prejudice to any other rights which it may have with respect to such default, may remedy such default and the Association shall be responsible for all such costs. Waiver 42. No condoning, excusing or overlooking by the City of any default, breach or non-observance by the Association at any time or times in respect of any covenant, obligation or agreement under this Lease shall operate as a waiver of the City's rights hereunder in respect of any continuing or subsequent default, breach or non-observance, or so as to defeat or affect in any way the rights of the City in respect of any such continuing or subsequent default or breach, and no waiver shall be inferred from or implied by anything done or omitted by the Association save only an express waiver in writing. Article VIII Miscellaneous Quiet Enjoyment 43. The City shall permit the Association to peaceably possess and enjoy the Premises during the Term without any interference from the City, or any person lawfully claiming by, from or under the City provided the Association is not in default. . Right of Entry 44. The Association agrees to permit the City and authorized representatives of the City to enter the Premises at any time for the purpose of inspecting the Premises. The City shall use its best efforts to minimize the disruption to the Association's use of the Premises during any such entry. Signs 45. The Association may only erect signs on the Premises with the City's prior approval. All such signs shall be removed from the Premises at the end of the Term. 40 10 Compliance with Laws 46. The Association, at its sole cost and expense, shall comply with all legal requirements (including statutes, laws, by-laws, regulations, ordinances, orders, rules and regulations of every governmental authority having jurisdiction) that relate to the use of the Premises by the Association or the making of any improvements to the Premises by the Association. Notice 47. Any notice required to be given by the City to the Association under.this Lease shall be in writing and shall be delivered to the Premises or such other address of which the Association has notified the City in writing, and any such notice delivered shall be deemed good and sufficient notice under the terms of this • Lease. 48. Any notice required to be given by the Association to the City under this Lease shall be in writing and shall be delivered to The Corporation of the City of Pickering, Pickering Civic Complex, One The Esplanade, Pickering, Ontario (Attention: City Clerk) or such other address of which the City has notified the Association in writing, and any such notice delivered shall be deemed good and sufficient notice under the terms of this Lease. • Successors and Assigns 49. This Lease shall enure to the benefit of and be binding upon the parties and their. respective successors (including any successor by reason of amalgamation or statutory arrangement) and permitted assigns. Schedules 50. Schedules "A", "B" and "C" attached hereto form part of this Agreement. - I 41 11 In Witness Whereof the parties have executed this Lease. The Corporation of the City of Pickering David Ryan, Mayor Debbie Shields, City Clerk Greenwood Recreation Association Rick Hyatt, President 42 1 O U) n m I m . m z m m • O o D 0 z z O 0 0 m r- r O 00 C x Z_ . H C) . m z --I 70 m . : � . ..., , T il OW___\ . 73 . 17\V - \\NN,'• m lib N 1 \\‘ k,: \\\\\ ,1' • • . 1. &21\‘1 k--! . m v, N \Ns \., . Xi. 1 zap ' 1os v . \ I....m.A , 6. ,.......■ elow■ Z , _ . 43 • Schedule B THE CORPORATION OF THE CITY OF PICKERING Engineering & Public Works Department Culture & Recreation Department MUNICIPAL ALCOHOL POLICY December 17, 2014 Purpose The purpose of this policy is to endeavor to ensure the appropriate management of the use and consumption of alcoholic beverages in municipally owned facilities; to avoid related problems and to ensure the safety and well being of all participants and to protect the Corporation, its • employees and volunteers. 1. Definitions In this Policy, the term, • (a) "Licensed function" means a function for which a permit has been issued by, or is otherwise licensed by, the Liquor License Board of Ontario at which alcoholic beverages may be consumed; (b) "Closed private licensed function" means a licensed function determined by the Director of Culture and Recreation to be closed to the general public and of a private nature; (c) "Designated facility" means a City owned building, park, open space and associated parking lot designated by this policy as suitable for an indoor or outdoor licensed function; (d) "User" means a person, group or association to whom the City has granted written permission to use a designated facility for a licensed function and; (e) "Server" means any person serving alcohol 2. Designated.Facilities (1) The following are designated facilities for indoor licensed functions: (a). Brougham Community Centre (b) Claremont Community Centre (c) . Don Beer Sports Facility Community Centre (d) East Shore Community Centre (e) Front Street Centre (f) Green River Community Centre Greenwood Community Centre 44 (h) Mount Zion Community Centre (i) Pickering Civic Complex (j) Pickering Recreation Complex (k) Seniors Activity Centre (I) West Shore Community Centre (m) Whitevale Community Centre (n) Petticoat Creek Community Centre (o) Pickering Museum Village (2) The following are designated facilities for outdoor licensed functions: (a) Claremont Community Park (b) Dunmoore Park (c) Kinsmen Park (d) Pickering Museum Village 3. Alcohol Restrictions Within Designated Facilities All designated facilities defined in this policy shall be deemed a'public place" and as such, in accordance with Section 31 of the Liquor Licence Act, R.S.O. 1990, c.L. 19, no person shall have or consume or sell liquor in any designated facility unless a licence or permit is issued or unless specifically covered by an L.L.B.O. permit. 4. Safe Transportation (1) Only those users implementing a safe transportation strategy (e.g., a designated driver program, an alternate home transportation option) to prevent intoxicated participants from driving will be permitted to use designated facilities for licensed functions. (2) The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. 5. No Alcohol and Low Alcohol.Drinks • (1) Only users offering a sufficient quantity of no alcohol and low alcohol drinks will be permitted to use designated facilities for licensed functions. • (2) The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. 6. "Statement of Intoxication" Sign (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs indicating that it is illegal to 2 45 serve participants to a state of intoxication. Such signs shall read as follows: City of Pickering — Department of Engineering and Public Works Services — Culture and Recreation Department. Statement of Intoxication It is contrary to the Liquor Licence Act of Ontario to serve persons to intoxication. For this reason, servers in this facility are required • to obey the law and not serve anyone to intoxication. Should you wish a no alcohol or low alcohol "breather" round, request a soft drink, coffee or smaller than usual portion of alcohol. (2) Signs shall be provided by the City to users for display by them in the designated facility during the licensed function. 7. Participant Controls (1) Only users providing sufficient controls to prevent underage, intoxicated or rowdy persons from entering the designated facility, to refuse service to such persons, and to remove such persons from the designated facility will be permitted to use designated facilities for licensed functions. (2) Such controls shall include the following: (a) Having a supervisor in charge of the licensed function present in the designated facility at all times during the function. (b) Having at least two monitors at each entrance to the licensed function at all times during the function; (c) Accepting only an age of majority card, a photo driver's license • or a passport as identification for entry; (d) Having a monitor or monitors (other than entrance monitor) in the designated facility at all times during the function at least one monitor for every 200 participants; (e) Using monitors and servers who are 19 years of age or older; (f) Using monitors and servers who do not consume alcohol during the function; and list of the names of supervisors, monitors and (g) Providing a t p , servers to the Director prior to the function. 3 46 (3) The Director may require a potential user to demonstrate that such controls will be imposed by the user if written permission to use the designated facility for a licensed function is granted. 8. Supervisor, Monitor, and Server Training (1) Only users providing sufficient numbers of supervisors, monitors and servers that have attended an appropriate training course in server intervention will be permitted to use designated facilities for licensed functions. (2) Such training should utilize CAMH course material, and may be provided, at a reasonable cost, through the Department of Culture and Recreation. (3) The Director may require a potential user to demonstrate that sufficient numbers of supervisors, monitors and servers that have attended such a course will be provided by the user if written permission to use the designated facility for a licensed function is granted. (4) Closed private licensed functions are exempt from this section of the policy; however, users of designated facilities for closed private licensed functions shall be encouraged to provide voluntarily properly trained supervisors, monitors and servers since such users are not exempt from responsibility for compliance with the law and for the sobriety and safety of participants. (5) All servers must be "Smart Serve Certified" 9. Insurance (1) Liability Insurance is a mandatory requirement for all individuals/community user groups utilizing city-owned or operated facilities-within the City of Pickering. All programs, meetings, recreational events, cultural and social events require liability insurance. Users groups can provide personal proof of insurance, a minimum of$2 million insurance, naming the City of Pickering as an additional insured, or purchase insurance through the City of Pickering, Facility User Group Program. Rates for insurance coverage will vary depending on risk factors, length of the activity, the number of participants, among other factors at the event. Any changes in activities by the user group must be reported to Facility Booking Staff for possible adjustments to the permit. Insurance information must be received and paid in full before the permit start date. Liability Insurance covers from the time and date reflected on the rental permit only. The extra fee for the liability insurance will be added to the rental agreement with the applicable taxes. 4 47 (2) When a patron requests a facility/ice rental, facility booking staff members will confirm the event/function required on the permit. Facility staff will review the Liability Insurance User Group Rating Schedule to determine the appropriate fee to be charged to the individual/community user group. (3) Only users having a minimum of$2,000,000 third party general liability insurance coverage, naming the Corporation of the City of Pickering as an additional insured, will be permitted to use designated facilities for licensed functions. 10. Accountability (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs informing participants of the following: (a) The name, address and telephone number of the user; (b) The name, address and telephone number of the representative of the user responsible for the function; (c) The address and telephone number of the nearest Police Station; (d) The address and telephone number of the Liquor License Board of Ontario; and (e) The address and telephone number of the Department of Culture and Recreation (2) A user that contravenes any City policy or procedure or any applicable law may be refused permission to use designated facilities for licensed functions, at the Director's discretion; Indefinitely, or (a) Until the user can demonstrate to the Director's satisfaction that a further contravention shall not occur. 11. Promoting the Policy The Department of Culture and Recreation shall design and implement, in consultation with CAMH, a strategy to orient all potential users to the . requirements of this policy and to promote this policy to the community at large. J:\FACILUTYFFAC1000UAISCUAUniapal Alcohol Policy.DOC 48 5 Schedule C Ci Facility Rental Application PICKERING Conditions of Agreement 1) The City reserves the right to cancel any permit temporarily or permanently, should accommodation be required for special events, or in an emergency. 2) 50% of payment is due at time of booking. This is a non-refundable deposit. 3) Applicants must be members of authority in the organization seeking accommodation. 4) The facility is to be used only on the date(s) and time(s) specified, and only for the purpose named. No teen dances/parties, stags or stagettes are permitted in our halls. This permit is not transferrable. 5) The City will not be responsible for personal injury or damage or for the loss or theft of clothing or equipment of the'applicants, or anyone attending on the invitation of the applicant or any persons contracted by the applicant. 6) The applicant shall be responsible for the conduct and supervision of all persons admitted to the building(s) and grounds and shall see that all regulations contained herein are strictly observed. 7) Unnecessary noise which disturbs the peace, quiet, or comfort of any person in any type of residence, place of business, etc., in proximity to the facility shall not be permitted. 8) The exits must be kept free from obstruction in case of fire. a) The applicant must pay all damages arising from the use of the property. b) A damage/security deposit will be charged for all rentals, to be refunded at a later date, if no damage, excessive maintenance costs are incurred as a result of the facility rental. c) The applicant must pay such fees for extra work by custodians, etc., as the City may determine. 9) Games of chance, lottery, or gambling in any forms, contrary to law is strictly forbidden. 10) It shall be the responsibility of the applicant to see that all persons admitted to the function being held, have vacated the premises promptly by 2:00 am. 11) If liquor of any type is to be served, sold or available at the function, the applicant must obtain all necessary permits and licenses and must adhere to the City of Pickering `Alcohol Management Policy'. A copy of the liquor license must be posted on the wall during the function. 12) The City of Pickering requires every event have a minimum of$2,000,000 third party general liability insurance coverage. This insurance must be purchased as part of the rental process. 13) For all special occasion permits, only monitors and servers that possess a server intervention program certificate will be permitted to use the designated facility. Information is available at www.smartserve.org. Page 3 of 6 CR1101-04/28 49 City. e4 Facility Rental Application PICKERING 14) The licensor reserves the right to provide security personnel or Pay-Duty Police at the expense of the licensee, should the Supervisor, Facility Programs deem it necessary. 15) Hall cancellations are subject to a $35.00 administration fee. 16) All cancellations must be received in writing ninety days prior to the function, or the entire rental fee will be forfeited. 17) All rental rates are subject to increase. Post-dated cheques will not be accepted. 18) This contract is not valid unless it is signed and dated by the person renting the facility and returned as soon as possible to the Facility Booking Clerk. 19) Recreation Complex Staff will set-up the tables and chairs `provided' a diagram of the layout is submitted by the Monday preceding the function. You may obtain the diagrams at the Complex Information Desk. Any materials/articles dropped off prior to the function, or left after the function, must have prior approval from the Maintenance Department or designate. 20) If Complex Banquet Halls are rented, please use the outside entrance to Banquet Hall, do not use main Complex doors. Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act and will be used for the purpose of administering facility rentals. Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611. HST applies to this Rental — Registration No. 108078593 Page 4 of 6 CR 1101-04/28 50 ATTACHMENT# 9--" TO REPORT# .— C' Lease Agreement This Lease is made as of the 1st day of July, 2015. Between: The Corporation of the City of Pickering (the "City") and Mt. Zion Community Centre Association (the "Association") Article Interpretation Definitions 1. In this Lease, (a) "Commencement Date" means July 1, 2015; (b) "Lease" means this lease as it may be amended from time to time; (c) "Premises" means the entire facility known as Mt. Zion Community Centre in the City of Pickering, Regional Municipality of Durham; (d) "Rent" means the rent payable pursuant to Section 21; and (e) "Term" means the term of this Lease as set out in Section 18. Headings 2. The division of this Lease into articles, sections, subsections and schedules and the insertion of headings are for convenience of reference only and shall not affect the construction or interpretation of this Lease. 51 2 _ Schedule 3. Schedule "A" (City's Alcohol Management Policy) and Schedule "B" (City's Conditions of Agreement) are incorporated into and form part of this Lease. Severability 4. All of the provisions of this Lease are to be construed as covenants even where not expressed as such. If any such provision is held to be or rendered invalid, unenforceable or illegal, then it shall be considered separate and severable from this Lease and the remaining provisions of this Lease shall remain in force. Number 5. Wherever a word importing the singular number only is used in this Lease, such word shall include the plural. Words importing either gender or firms or corporations shall include the other gender and individuals, firms or corporation where the context so requires. Governing Law 6. This Lease shall be governed by, and interpreted and enforced in accordance with, the laws in force in the Province of Ontario. Entire Agreement 7. This Lease constitutes the entire agreement between the parties concerning the Premises and may only be amended or supplemented by an agreement in writing signed by both parties. Article II Grant and Use Grant 8. In consideration of the performance by the Association of its obligations under this Lease, the City leases the Premises to the Association for its use during the Term. Association Use of Premises 9. The Premises shall be used only for functions by not-for-profit organizations, other organizations pre-approved in writing by the City, charity events, non- commercial receptions and for no other purpose without the prior written consent of the City which consent may be arbitrarily withheld. 52 3 10. The Association's use of the Premises shall be in accordance with the City's Alcohol Management Policy (Schedule "A") and Conditions of Agreement (Schedule "B"). Nuisance 11. The Association shall not carry on any activities or do or suffer any act or thing that constitutes a nuisance or which is offensive or an annoyance to the City. City Use of Premises 12. The City shall have first right of refusal to use the Premises. The Association shall not be entitled to any rental fees or other remuneration associated with the use of the Premises by the City. Assignment and Subletting 13. Subject to section 14, the Association shall not assign this Lease or sublet all or any portion of the Premises without the prior written consent of the City, which consent may be arbitrarily withheld. . Licences 14. The Association may grant licences to licensees approved in writing by the City to use the Premises provided, (a) the term of the licence does not exceed one (1) month; (b) the licensee agrees to comply with sections 9 and 10 of this Lease; and (c) The Club agrees that it shall only charge such fees for the rental of the Premises at the rate that is approved by the City pp Y tY from time to time. The City and the Club shall establish the approved rental fee rate yearly throughout the Term. 15. The Association shall retain 100% of all licence fees recovered for the use of the Premises. 16. The Association shall submit a written report to,the City every four months documenting the source and amount of all licence fees received by the Association for the Premises. 17. The Association shall submit their annual financial statement to the City by February 15th of each year. 53 4 Article Ill Term Term 18. The term of this Lease shall be five (5) years from the Commencement Date to June 30, 2020. 19. This Agreement may be terminated by either party upon six month's notice to the other in writing. Overholding 20. If the Association remains in possession of the Premises after the expiry of the Term, there shall be no tacit renewal of this Lease or the Term, notwithstanding statutory provisions or legal presumption to the contrary, and the Association shall be deemed to be occupying the Premises from month to month upon the same terms, covenants and conditions as are set forth in this Lease insofar as they are applicable to a monthly tenancy. Article IV Rent Rent 21. The Association shall pay to the City as rent for the entire Term in lawful money of Canada the sum of One (1) Dollar ($1.00). Gross Lease 22. The City acknowledges that this is a gross lease and agrees to pay all charges, impositions and outlays of every nature and kind relating to the Premises except as expressly set out in'this Lease. Article V Maintenance, Repairs and Alterations Maintenance of Premises 23. The Association shall maintain and operate the Premises so that they shall always be of good appearance and suitable for the proper operation of the Premises. 54 5 24. The Association shall provide general maintenance services to the Premises at its expense and shall provide all necessary cleaning and maintenance supplies such as cleaning products, related paper products and cleaning equipment. 25. As set out in WHMIS Regulation R.R.O. 1990, Reg. 860, as amended by: O. Occupational Health and Safety Act, or its successors, the Club Reg 36/93 of the tY 9 p shall be responsible to maintain a binder containing safety data sheets for all hazardous products stored or used on the Premises. Said binder must be kept current at all times and available for reference by users of said products. 26. The Association shall be responsible to provide the City with WHMIS training, certification of individuals working with cleaning products and/or hazardous materials on the Premises and of Club members working alone or overseeing any maintenance tasks performed on the Premises. 27. The Association shall be responsible to provide the City with: (a) WHMIS training certification of individuals working with cleaning products and/or hazardous materials on the Premises and of Association members working alone or overseeing any maintenance tasks performed on the Premises; and (b) completed Ministry of Labour Health & Safety Awareness Training for Supervisors for those same individuals. 28. The Association shall be responsible for all day-to-day operating expenses including garbage removal. The Association shall not be responsible for utilities. 29. The City shall provide snow removal services for the parking lot. The Association shall be responsible for snow removal on all sidewalks, walkways and all other areas of pedestrian passage on the Premises. 30. (1) Subject to subsection (2), the City shall be responsible for all inspections, preventative maintenance, and replacement at its sole discretion, with respect to: (a) HVAC equipment; • (b) electrical systems (including lighting); • (c) water supply, treatment and septic systems; (d) plumbing system and fixtures; (e) roofs; (f) exterior cladding; (g) doors and hardware; (h) parking lots; (i) lawn care, landscaping and pest control. 55 6 (2) The Association shall be responsible for any damages or costs incurred due to the misuse or negligence of the Association, its employees, invitees, servants, agents, or others under its control and the Association shall pay to the City on demand the expense of any repairs including the City's reasonable administration charge necessitated by such negligence or misuse. 31. The Association shall immediately notify the City of any unsafe conditions on the Premises. Security 32. The Association shall be responsible for the security of the Premises. The Club. will ensure that no copies of the keys to the Premises are made or given to third parties (even temporarily) without the prior written consent of the City. Only Club representatives that have signed for keys with the City, or parties granted written consent by the City, will be authorized to be in the possession of keys to the Premises. 33. Any keys provided to the Association, or its licensees, must be returned to the City upon request. Alterations/Improvements to Premises 34. The Association shall only be permitted to make alterations and improvements to the Premises that have been approved by the City. Article VI Insurance and Indemnity Insurance & Liability 35. Association's Insurance (1) The Association, at its sole cost and expense, shall take out and keep in force during the Term: (a) insurance upon property owned by it which is located on the Premises; • 56 7 (b) comprehensive insurance of the type commonly called general public liability, which shall include coverage for personal liability, contractual liability, Association's legal liability, non-owned automobile liability, abuse liability, bodily injury, death and property damage, all on an occurrence basis with respect to the Association's use and occupancy of the Premises, with coverage or claim of not less than $2,000,000, or for an one occurrence o Y such other amount as the City may reasonably require upon not less than six months notice at any time during the Term, which insurance shall include the City as a named insured and shall protect the City in respect of claims by the Association as if the City were separately insured; and (c) insurance against such other perils and in such amounts as the City may from time to time reasonably require upon not less than 90 days written notice, such requirement to be made on the basis that the required insurance is customary at the time for prudent tenants of similar properties. 36. All insurance required to be maintained by the Association hereunder shall be on Terms and with insurers to which the City has no reasonable objection. Each policy shall contain a waiver by the insurer of any rights of subrogation or indemnity or any other claim over to which the insurer might otherwise be entitled against the City or the agents or employees of the City, and shall also contain an undertaking by the insurer that no material change adverse to the City or the Association will be made, and the policy will not lapse or be cancelled, except after not less than thirty days written notice to the City of the intended change, lapse or cancellation. The Association shall furnish to the City, if and whenever requested by it, certificates or other evidences acceptable to the City as to the insurance from time to time effected by the Association and its renewal or continuation in force, together with evidence as to the method of determination of full replacement cost of the Associations Leasehold Improvements, trade fixtures, furniture and equipment, and if the City reasonably concludes that the full replacement cost has been underestimated, the Association shall forthwith arrange for any consequent increase in coverage required hereunder. If the Association shall fail to take out, renew and keep in force such insurance, or if the evidences submitted to the City pursuant to the preceding sentence are unacceptable to the City or no such evidences are submitted within a reasonable period after request therefore by the City then the City may give to the Association written notice requiring compliance with this section and specifying the respects in which the Association is not then in compliance with this section. If the Association does not, within 72 hours or such lesser period as the City may reasonably require having regard to the urgency of the situation, provide appropriate evidence of compliance with this section, the City may, but shall not be obligated to, obtain some or all of the additional coverage or other insurance which the Association shall have failed to obtain, without prejudice to any other 57 8 rights of the City under this Lease or otherwise, and the Association shall pay all premiums and other expenses incurred by the City in that connection as additional rent pursuant to section 21 hereof. Limitation of City's Liability 37. The City shall not be liable for any bodily injury or death of any person, or loss or • damage to any propertybelonging to the Association or its employees, invitees or licensees or its guests, or to any other person in, on or about the Premises, unless caused by the gross negligence of the City. Association's Indemnification of City 38. The Association shall indemnify and save harmless the City in respect of: (a) all actions, causes of actions, suits, liens, claims and demands whatsoever, which may arise either directly or indirectly by reason of any act or omission of the Association, its servants, licensees, invitees, members, guests, contractors or agents in the use or occupation of the Premises; (b) any loss, cost, expense or damage suffered or incurred by the City arising from any breach by the Association of any of its covenants and obligations under this Lease; (c) all costs, expenses and reasonable legal fees that may be incurred or paid by the City in enforcing against the Association the covenants, agreements and representations of the Association set out in this Lease. Article VII Remedies on Default City's Right to Re-Enter 39. If any amount payable to the City under this Lease shall remain unpaid for fifteen (15) days after the Association has received notice thereof, then it shall be lawful for the City at any time thereafter to re-enter the Premises. City's Right to Remedy Default 40. In addition to all other remedies the City may have under this Lease and in law, if the Association is in default of any of its obligations under this Lease, and such default has continued for a period of ten (10) days after receipt of notice by the Association (or such longer period as may be reasonably required in the 58 9 circumstances to cure such default, except in an emergency where the City will not be required to give notice), the City, without prejudice to any other rights which it may have with respect to such default, may remedy such default and the Association shall be responsible for all such costs. Waiver • 41. No condoning, excusing or overlooking by the City of any default, breach or non-observance by the Association at any time or times in respect of any covenant, obligation or agreement under this Lease shall operate as a waiver of the City's rights hereunder in respect of any continuing or subsequent default, breach or non-observance, or so as to defeat or affect in any way the rights of the City in respect of any such continuing or subsequent default or breach, and no waiver shall be inferred from or implied by anything done or omitted by the Association save only an express waiver in writing. Article VIII Miscellaneous Quiet Enjoyment 42. The City shall permit the Association to peaceably possess and enjoy the Premises during the Term without any interference from the City, or any person lawfully claiming by, from or under the City provided the Association is not in default. Right of Entry 43. The Association agrees to permit the City and authorized representatives of the City to enter the Premises at any time for the purpose of inspecting the Premises. The City shall use its best efforts to minimize the disruption to the Association's use of the Premises during any such entry. Signs 44. The Association may only erect signs on the Premises with the City's prior approval. All such signs shall be removed from the Premises at the end of the Term. 59 - i 10 Compliance with Laws 45. The Association, at its sole cost and expense, shall comply with all legal requirements (including statutes, laws, by-laws, regulations, ordinances, orders, rules and regulations of every governmental authority having jurisdiction) that relate to the use of the Premises by the Association or the making of any improvements to the Premises by the Association. Notice 46. Any notice required to be given by the City to the Association under this Lease shall be in writing and shall be delivered to the Premises or such other address of which the Association has notified the City in writing, and any such notice delivered shall be deemed good and sufficient notice under the terms of this Lease. 47. Any notice required to be given by the Association to the City under this Lease shall be in writing and shall be delivered to The Corporation of the City of Pickering, Pickering Civic Complex, One The Esplanade, Pickering, Ontario (Attention: City Clerk) or such other address of which the City has notified the Association in writing, and any such notice delivered shall be deemed good and sufficient notice under the terms of this Lease. Successors and Assigns 48. This Lease shall enure to the benefit of and be binding upon the parties and their respective successors (including any successor by reason of amalgamation or statutory arrangement) and permitted assigns. In Witness Whereof the parties have executed this Lease. The Corporation of the City of Pickering David Ryan, Mayor Debbie Shields, City Clerk 60 11 Mt. Zion Community Centre Association • Evelyn Jones, President Ruth Taylor, Treasurer 61 Schedule A THE CORPORATION OF THE CITY OF PICKERING Engineering & Public Works Department Culture & Recreation Department MUNICIPAL ALCOHOL POLICY December 17, 2014 Purpose The purpose of this policy is to endeavor to ensure the appropriate management of the use and consumption of alcoholic beverages in municipally owned facilities; to avoid related problems and to ensure the safety and well being of all participants and to protect the Corporation, its employees and volunteers. 1. Definitions In this Policy, the term, (a) "Licensed function" means a function for which a permit has been issued by, or is otherwise licensed by, the Liquor License Board of Ontario at which alcoholic beverages may be consumed; (b) "Closed private licensed function" means a licensed function determined by the Director of Culture and Recreation to be closed to the general public and of a private nature; (c) "Designated facility" means a City owned building, park, open space and associated parking lot designated by this policy as suitable for an indoor or outdoor licensed function; (d) "User" means a person, group or association to whom the City has granted written permission to use a designated facility for a licensed function and; (e) "Server" means any person serving alcohol 2. Designated Facilities (1) The following are designated facilities for indoor licensed functions: (a) Brougham Community Centre (b) Claremont Community Centre (c) Don Beer Sports Facility Community Centre (d) East Shore Community Centre (e) Front Street Centre (f) Green River Community Centre (g) Greenwood Community Centre 62 (h) Mount Zion Community Centre (i) Pickering Civic Complex (j) Pickering Recreation Complex (k) Seniors Activity Centre (I) West Shore Community Centre (m) Whitevale Community Centre (n) Petticoat Creek Community Centre (o) Pickering Museum Village (2) The following are designated facilities for outdoor licensed functions: (a) Claremont Community Park (b) Dunmoore Park (c) Kinsmen Park (d) • Pickering Museum Village 3. Alcohol Restrictions Within Designated Facilities All designated facilities defined in this policy shall be deemed a'public place" and as such, in accordance with Section 31 of the.Liquor Licence Act, R.S.O. 1990, c.L. 19, no person shall have or consume or sell liquor in any designated facility unless a licence or permit is issued or unless specifically covered by an L.L.B.O. permit. 4. Safe Transportation (1) Only those users implementing.a safe transportation strategy (e.g., a designated driver program, an alternate home transportation option) to prevent intoxicated participants from driving will be permitted to use designated facilities for licensed functions. • (2) The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a'licensed function is granted. 5. No Alcohol and Low Alcohol.Drinks (1) Only users offering a sufficient quantity of no alcohol and low alcohol drinks will be permitted to use designated facilities for . licensed functions. (2) The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to . use the designated facility for a licensed function is granted. 6. "Statement of Intoxication" Sign (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs indicating that it is illegal to 2 63 serve participants to a state of intoxication. Such signs shall read as follows: City of Pickering — Department of Engineering and Public.Works Services— Culture and Recreation Department. Statement of Intoxication It is contrary to the Liquor Licence Act of Ontario to serve persons • to intoxication. For this reason, servers in this facility are required to obey the law and not serve anyone to intoxication. Should you wish a no alcohol or low alcohol "breather" round, request a soft drink, coffee or smaller than usual portion of alcohol. (2) Signs shall be provided by the City to users for display by them in the designated facility during the licensed function. 7. Participant.Controls (1) Only users providing sufficient controls to prevent underage, intoxicated or rowdy persons from entering the designated facility, to refuse service to such persons, and to remove such persons from the designated facility will be permitted to use designated facilities for licensed functions. (2) Such controls shall include the following: (a) Having a supervisor in charge of the licensed function present in the designated facility at all times during the function. (b) Having at least two monitors at each entrance to the licensed function.at all times during the function; . (c) Accepting only an age of majority card, a photo driver's license • or a passport as identification for entry; (d) Having a monitor or monitors (other than entrance monitor) in the designated facility at all times during the function at least one monitor for every 200 participants; (e) Using monitors and servers who are 19 years of age or older; (f) Using monitors and servers who do not consume alcohol during the function; and (g) Providing a list of the names of supervisors, monitors and servers to the Director prior to the function. 64 3 (3) The Director may require a potential user to demonstrate that such controls will be imposed by the user if written permission to use the designated facility for a licensed function is granted. 8. Supervisor, Monitor, and Server Training (1) Only users providing sufficient numbers of supervisors, monitors and servers that have attended an appropriate training course in server intervention will be permitted to use designated facilities for licensed functions. • (2) Such training should utilize CAMH course material, and may be provided, at a reasonable cost, through the Department of Culture • and Recreation. (3) The Director may require a potential user to demonstrate that sufficient numbers of supervisors, monitors and servers that have attended such a course will be provided by the user if written permission to use the designated facility fora licensed function is granted. • (4) Closed private licensed functions are exempt from this section of the policy; however, users of designated facilities for closed private licensed functions shall be encouraged to provide voluntarily properly trained supervisors, monitors and servers since such users are not exempt from responsibility for compliance with the law and for the sobriety and safety of participants. • (5) All servers must be "Smart Serve Certified" 9. Insurance . (1) Liability Insurance is a mandatory requirement for all individuals/community user groups utilizing city-owned or operated facilities-within the City of Pickering. All programs, meetings, recreational events, cultural and social events require liability insurance. Users groups can provide personal proof of insurance, a minimum of$2 million insurance, naming the City of Pickering as an additional insured, or purchase insurance through the City of Pickering, Facility User Group Program. Rates for insurance coverage will vary depending on risk factors, length of the activity, the number of participants, among other factors at the event. Any changes in activities by the user group must be reported to Facility Booking Staff for possible adjustments to the permit. Insurance information must be received and paid in full before the permit start date. Liability Insurance covers from the time and date reflected on the rental permit only. The extra fee for the liability insurance will be added to the rental agreement with the applicable taxes. 4 65 (2) When a patron requests a facility/ice rental, facility booking staff -. members will confirm the event/function required on the permit. Facility staff will review the Liability Insurance User Group Rating Schedule to determine the appropriate fee to be charged to the individual/community user group. (3) Only users having a minimum of$2,000,000 third party general liability insurance coverage, naming the Corporation of the City of . Pickering as an additional insured, will be permitted to use designated facilities for licensed functions. 10. Accountability (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs informing participants of the following: (a) The name, address and telephone number of the user; (b) The name, address and telephone number of the representative of the user responsible for the function; (c) The address and telephone number of the nearest Police Station; (d) The address and telephone number of the Liquor Licerise Board of Ontario; and (e) The address and telephone number of the Department of Culture and Recreation (2) A user that contravenes any City policy or procedure or any applicable law may be refused permission to use designated facilities for licensed functions, at the Director's discretion; Indefinitely, or (a) Until the user can demonstrate to the Director's satisfaction that a further contravention shall not occur. 11. Promoting the Policy The Department of Culture and Recreation shall design and implement, in consultation with CAMH, a strategy to orient all potential users to the requirements of this policy and to promote this policy to the community at large. J:TACILJTY\FAC1OOD1MISC\Munidpal Alcohol PohcyDOC 66 5 Schedule B C',fr 00 Facility Rental Application --- PICKERING Conditions of Agreement 1) The City reserves the right to cancel any permit temporarily or permanently, should accommodation be required for special events, or in an emergency. 2) 50% of payment is due at time of booking. This is a non-refundable deposit. 3) Applicants must be members of authority in the organization seeking accommodation. 4) The facility is to be used only on the date(s) and time(s) specified, and only for the purpose named. No teen dances/parties, stags or stagettes are permitted in our halls. This permit is not transferrable. . 5) The City will not be responsible for personal injury or damage or for the loss or theft of clothing or equipment of the applicants, or anyone attending on the invitation of the applicant or any persons contracted by the applicant. 6) The applicant shall be responsible for the conduct and supervision of all persons admitted to the building(s) and grounds and shall see that all regulations contained herein are strictly observed. . 7) Unnecessary noise which disturbs the peace, quiet, or comfort of any person in any type of residence, place of business, etc., in proximity to the facility shall not be permitted. 8) The exits must be kept free from obstruction in case of fire. a) The applicant must pay all damages arising from the use of the property. b) A damage/security deposit will be charged for all rentals, to be refunded at a later date, if no damage, excessive maintenance costs are incurred as a result of the facility rental. c) The applicant must pay such fees for extra work by custodians, etc., as the City may determine. . 9) Games of chance, lottery, or gambling in any forms, contrary to law is strictly forbidden. 10) It shall be the responsibility of the applicant to see that all persons admitted to the function being held, have vacated the premises promptly by 2:00 am. 11) If liquor of any type is to be served, sold or available at the function, the applicant must obtain all necessary permits and licenses and must adhere to the City of Pickering `Alcohol Management Policy'. A copy of the liquor license must be posted on the wall during the function. 12) The City of Pickering requires every event have a minimum of$2,000,000 third party general liability insurance coverage. This insurance must be purchased as part of the rental process. 13) For all special occasion permits, only monitors and servers that possess a server intervention program certificate will be permitted to use the designated facility. Information is available at www.smartserve.orq. Page 3 of 6 CR1101-04/28 67 Qat 00 Facility Rental Application • PICKERING 14) The licensor reserves the right to provide security personnel or Pay-Duty Police at the expense of the licensee, should the Supervisor, Facility Programs deem it necessary. 15) Hall cancellations are subject to a $35.00 administration fee. 16) All cancellations must be received in writing ninety days prior to the function, or the entire rental fee will be forfeited. 17) All rental rates are subject to increase. Post-dated cheques will not be accepted. 18) This contract is not valid unless it is signed. and dated by the person renting the facility and • returned as soon as possible to the Facility Booking Clerk. 19) Recreation Complex Staff will set-up the tables and chairs 'provided' a diagram of the,layout is submitted by the Monday preceding the function. You may obtain the diagrams at the Complex Information Desk. Any materials/articles dropped off prior to the function, or left after the function, must have prior approval from the Maintenance Department or designate. 20) If Complex Banquet Halls are rented, please use the outside entrance to Banquet Hall, do not use main Complex doors. Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act and will be used for the purpose of administering facility rentals. Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611. HST applies to this Rental — Registration No. 108078593 • Page 4 of 6 CR 1101-04/28 68 . I - ATTACHMENT# `I TO REPORT ... o Lease Agreement This Lease is made as of the 1st day of July, 2015. Between: The Corporation of the City of Pickering (the "City") - and - Whitevale & District.Residents' Association (the "Association") Article I Interpretation Definitions 1. In this Lease, (a) "Commencement Date" means July 1, 2015; (b) "Lease" means this lease as it may be amended from time to time; (c) "Premises" means the entire.facility known as Whitevale Community Centre in the City of Pickering,. Regional Municipality of Durham; (d) "Rent" means the rent payable pursuant to Section 21; and • (e) "Term" means the term of this Lease as set out in Section 18. Headings 2. The division of this Lease into articles, sections, subsections and schedules and the insertion of headings are for convenience of reference only and shall not affect the construction or interpretation of this Lease. 69 2 Schedule 3. Schedule "A" (City's Alcohol Management Policy) and Schedule "B" (City's Conditions of Agreement) are incorporated into and form part of this Lease. Severability 4. All of the provisions of this Lease are to be construed as covenants even where not expressed as such. If any such provision is held to be or rendered invalid, unenforceable or illegal, then it shall be considered separate and severable from this Lease and the remaining provisions of this Lease shall remain in force. Number 5. Wherever a word importing the singular number only is used in this Lease, such word shall include the plural.. Words importing either gender or firms or corporations shall include the other gender and individuals, firms or corporation where the context so requires. Governing Law, 6. This Lease shall be governed by, and interpreted and enforced in accordance with, the laws in force in the Province of Ontario. Entire Agreement 7. This Lease constitutes the entire agreement between the parties concerning the Premises and may only be amended or supplemented by an agreement in writing signed by both parties. Article ll Grant and Use Grant 8. In consideration of the performance by the Association of its obligations under this Lease, the City leases the Premises to the Association for its use during the Term. Association Use of Premises 9. The Premises shall be used only for functions by not-for-profit organizations, other organizations pre-approved in writing by the City, charity events, non- commercial receptions and for no other purpose without the prior written consent of the City which consent may be arbitrarily withheld. 70 3 10. The Association's use of the Premises shall be in accordance with the City's Alcohol Management Policy (Schedule "A") and Conditions of Agreement (Schedule "B"). Nuisance 11. The Association shall not carry on any activities or do or suffer any act or thing that constitutes a nuisance or which is offensive or an annoyance to the City. City Use of Premises 12. The City shall have first right of refusal to use the Premises: The Association shall not be entitled to any rental fees or other remuneration.associated with the use of the Premises by the City. Assignment and Subletting 13. Subject to section 14, the Association shall not assign this Lease or sublet all or any portion of the Premises without the prior written consent of the City, which consent may be arbitrarily withheld. • Licences 14. The Association may grant licences to licensees approved in writing by the City to use the Premises provided, (a) the term of the licence does not exceed one (1) month; (b) the licensee agrees to comply with sections 9 and 10 of this Lease; and (c) the Association agrees that it shall only charge such fees for the rental of the Premises at the rate that is approved by the City from time to time. The City and the Association shall establish the approved rental fee rate yearly throughout the Term. 15. The Association shall retain 100% of all licence fees recovered for the use of the Premises. 16. The Association shall submit a written report to the City every four months documenting the source and amount of all licence fees received by the Association for the Premises. 17. The Association shall submit their annual financial statement to the City by February 15th of each year. 71 4 Article III Term Term 18. The term of this Lease shall be five (5) years from the Commencement Date to June 30, 2020. 19. This Agreement may be terminated by either party upon six month's notice to the other in writing. Overholding 20. If the Association remains in possession of the Premises after the expiry of the Term, there shall be no tacit renewal of this Lease or the Term, notwithstanding statutory provisions or legal presumption to the contrary, and the Association shall be deemed to be occupying the Premises from month to month upon the same terms, covenants and conditions as are set forth in this Lease insofar as they are applicable to a monthly tenancy. Article IV Rent Rent 21. The Association shall pay to the City as rent for the entire Term in lawful money of Canada the sum of One (1) Dollar ($1.00). Gross Lease 22. The City acknowledges that this is a gross lease and agrees to pay all charges, impositions and outlays of every nature and kind relating to the Premises except as expressly set out in this Lease. Article V Maintenance, Repairs'and Alterations • Maintenance of Premises 23. The Association shall maintain and operate the Premises so that they shall always be of good appearance and suitable for the proper operation of the Premises. 72 5 24. The Association shall provide general maintenance services to the Premises at its expense and shall provide all necessary cleaning and maintenance supplies such as cleaning products, related paper products and cleaning equipment. 25. As set out in WHMIS Regulation R.R.O. 1990, Reg. 860, as amended by: O. Reg 36/93 of the Occupational Health and Safety Act, or its successors, the i Association shall be responsible to maintain a binder containing safety data sheets for all hazardous products stored or used on the Premises. Said binder must be kept current at all times and available for reference by users of said products. 26. The Association shall be responsible to provide the City with WHMIS training certification of individuals working with cleaning products and/or hazardous materials on the Premises and of Association members working alone or overseeing any maintenance tasks performed on the Premises. 27. The Association shall be responsible to provide the City with: (a) WHMIS training certification of individuals working with cleaning products and/or hazardous materials on the Premises and of Association members working alone or overseeing any maintenance tasks performed on the Premises; and (b) completed Ministry of Labour Health & Safety Awareness Training for Supervisors for those same individuals. 28. The Association shall be responsible for all day-to-day operating expenses including garbage removal. The Association shall not be responsible for utilities. 29. The City shall provide snow removal services for the parking lot. The Association shall be responsible for snow removal on all sidewalks, walkways and all other areas of pedestrian passage on the Premises. 30. (1) Subject to subsection (2), the City shall be responsible for all inspections, preventative maintenance, and replacement at its sole discretion, with respect to: (a) HVAC equipment; (b) electrical systems (including lighting); (c) water supply, treatment and septic systems; (d) plumbing system and fixtures; (e) roofs; (f) exterior cladding; (g) doors and hardware; (h) parking lots; (i) lawn care, landscaping and pest control. 73 • 6 (2) The Association shall be responsible for any damages or costs incurred due to the misuse or negligence of the Association, its employees, invitees, servants, agents, or others under its control and the Association shall pay to the City on demand the expense of any repairs including the City's reasonable administration charge necessitated by such negligence or misuse. 31. The Association shall immediately notify the City of any unsafe conditions on the Premises. Security 32. The Association shall be responsible for the security of the Premises. The Association will ensure that no copies of the keys to the Premises are made or given to third parties (even temporarily) without the prior written consent of the City. Only Association representatives that have signed for keys with the City or parties granted written consent by the City, will be authorized to be in the possession of keys to the Premises. 33. Any keys provided to the Association, or its licensees, must be returned to the City upon request. Alterations/Improvements to Premises 34. The Association shall only be permitted to make alterations and improvements to the Premises that have been approved by the City. Article VI Insurance and Indemnity Insurance & Liability 35. Association's Insurance (1) The Association, at its sole cost and expense, shall take out and keep in force during the Term: (a) insurance upon property owned by it which is located on the Premises; (b) comprehensive insurance of the type commonly called general public liability, which shall include coverage for personal liability, contractual liability, Association's legal liability, non-owned automobile liability, abuse liability, bodily injury, death and property damage, all on an occurrence basis with respect to the Association's use and occupancy of the Premises, with coverage 74 7 for any one occurrence or claim of not less than $2,000,000, or such other amount as the City may reasonably require upon not less than six months notice at any time during the Term, which insurance shall include the City as a named insured and shall protect the City in respect of claims by the Association as if the City were separately insured; and (c) insurance against such other perils and in such amounts as the City may from time to time reasonably require upon not less than 90 days written notice, such requirement to be made on the basis that the required insurance is customary at the time for prudent tenants of similar properties. 36. All insurance required to be maintained by the Association hereunder shall be on Terms and with insurers to which the City has no reasonable objection. Each policy shall contain a waiver by the insurer of any rights of subrogation or indemnity or any other claim over to which the insurer might otherwise be entitled against the City or the agents or employees of the City, and shall also contain an undertaking by the insurer that no material change adverse to the City or the Association will be made, and the policy will not lapse or be cancelled, except after not less than thirty days written notice to the City of the intended change, lapse or cancellation. The Association shall furnish to the City, if and whenever requested by it, certificates or other evidences acceptable to the City as to the insurance from time to time effected by the Association and its renewal or continuation in force, together with evidence as to the method of determination of full replacement cost of the Associations Leasehold Improvements, trade fixtures, furniture and equipment, and if the City reasonably concludes that the full replacement cost has been underestimated, the Association shall forthwith arrange for any consequent increase in coverage required hereunder. If the Association shall fail to take out, renew and keep in force such insurance, or if the evidences submitted to the City pursuant to the preceding sentence are unacceptable to the City or no such evidences are submitted within a reasonable period after request therefore by the City then the City may give to the Association written notice requiring compliance with this section and specifying the respects in which the Association is not then in compliance with this section. If the Association does not, within 72 hours or such lesser period as the City may reasonably require having regard to the urgency of the situation, provide appropriate evidence of compliance with this section, the City may, but shall not be obligated to, obtain some or all of the additional coverage or other insurance which the Association shall have failed to obtain, without prejudice to any other rights of the City under this Lease or otherwise, and the Association shall pay all premiums and other expenses incurred by the City in that connection as additional rent pursuant to section 21 hereof. Limitation of City's Liability 37. The City shall not be liable for any bodily injury or death of any person, or loss or • 75 8 damage to any property belonging to the Association or its employees, invitees or licensees or its guests, or to any other person in, on or about the Premises, unless caused by the gross negligence of the City. Association's Indemnification of City 38. The Association shall indemnify and save harmless the City in respect of: (a) all actions, causes of actions, suits, liens, claims and demands whatsoever, which may arise either directly or indirectly by reason of any act or omission of the Association, its servants, licensees, invitees, members, guests, contractors or agents in the use or occupation of the Premises; (b) any loss, cost, expense or damage suffered or incurred by the City arising from any breach by the Association of any of its covenants and obligations under this Lease; (c) all costs, expenses and reasonable legal fees that may be incurred or paid by the City in enforcing against the Association the covenants, agreements and representations of the Association set out in this Lease; (d) The Association shall ensure that all permit holders using the Premises have a minimum of $2,000,000 third party general liability insurance that must be arranged through the permit application process and paid for by the permit holder. Article VII Remedies on Default City's Right to Re-Enter 39. If any amount payable to the City under this Lease shall remain unpaid for fifteen (15) days after the Association has received notice thereof, then it shall be lawful for the City at any time thereafter to re-enter the Premises. City's Right to Remedy Default 40. In addition to all other remedies the City may have under this Lease and in law, if the Association is in default of any of its obligations under this Lease, and such default has continued for a period of ten (10) days after receipt of notice by the Association (or such longer period as may be reasonably required in the circumstances to cure such default, except in an emergency where the City will not be required to give notice), the City, without prejudice to any other rights • 76 9 which it may have with respect to such default, may remedy such default and the Association shall be responsible for all such costs. Waiver 41. No condoning, excusing or overlooking by the City of any default, breach or non-observance by the Association at any time or times in respect of any covenant, obligation or agreement under this Lease shall operate as a waiver of the City's rights hereunder in respect of any continuing or subsequent default, breach or non-observance, or so as to defeat or affect in any way the rights of the City in respect of any such continuing or subsequent default or breach, and no waiver shall be inferred from or implied by anything done or omitted by the Association save only an express waiver in writing. Article VIII Miscellaneous Quiet Enjoyment 42. The City shall permit the Association to peaceably possess and enjoy the Premises during the Term without any interference from the City, or any person lawfully claiming by, from or under the City provided the Association is not in default. Right of Entry 43. The Association agrees to permit the City and authorized representatives of the City to enter the Premises at any time for the purpose of inspecting the Premises. The City shall use its best efforts to minimize the disruption to the Association's use of the Premises during any such entry. Signs 44. The Association may only erect signs on the Premises with the City's prior approval. All such signs shall be removed from the Premises at the end of the Term. Compliance with Laws 45. The Association, at its sole cost and expense, shall comply with all legal requirements (including statutes, laws, by-laws, regulations, ordinances, orders, rules and regulations of every governmental authority having jurisdiction) that relate to the use of the Premises by the Association or the making of any improvements to the Premises by the Association. . 77 10 Notice 46. Any notice required to be given by the City to the Association under this Lease shall be in writing and shall be delivered to the Premises or such other address of which the Association has notified the City in writing, and any such notice delivered shall be deemed good and sufficient notice under the terms of this Lease. • 47. Any notice required to be given by the Association to the City under this Lease shall be in writing and shall be delivered to The Corporation of the City of Pickering, Pickering Civic Complex, One The Esplanade, Pickering, Ontario (Attention: City Clerk) or such other address of which the City has notifie d t he Association in writing, and any such notice delivered shall be deemed good and sufficient notice under the terms of this Lease. Successors and Assigns 48. This Lease shall enure to the benefit of and be binding upon the parties and their respective successors (including any successor by reason of amalgamation or statutory arrangement) and permitted assigns. In Witness Whereof the parties have executed this Lease. The Corporation of the City of Pickering David Ryan, Mayor Debbie Shields, City Clerk Whitevale & District Residents' Association Scott Finlayson, President 78 Schedule A THE CORPORATION OF THE CITY OF PICKERING Engineering & Public Works Department Culture & Recreation Department MUNICIPAL ALCOHOL POLICY December 17, 2014 Purpose The purpose of this policy is to endeavor to ensure the appropriate management of the use and consumption of alcoholic beverages in municipally owned facilities; to avoid related problems and to ensure the safety and well being of all participants and to protect the Corporation, its employees and volunteers. 1. Definitions In this Policy, the term, (a) "Licensed function" means a function for which a permit has been issued by, or is otherwise licensed by, the Liquor License Board of Ontario at which alcoholic beverages may be consumed; (b) "Closed private licensed function" means a licensed function determined by the Director of Culture and Recreation to be closed to the general public and of a private nature; • (c) "Designated facility" means a City owned building, park, open space and associated parking lot designated by this policy as suitable for an indoor or outdoor licensed function; (d) "User" means a person, group or association to whom the City has granted written permission to use a designated facility for a licensed function and; (e) "Server" means any person serving alcohol 2. Designated Facilities (1) The following are designated facilities for indoor licensed functions: (a) Brougham Community Centre (b) Claremont Community Centre (c) Don Beer Sports Facility Community Centre (d) East Shore Community Centre (e) Front Street Centre (f) Green River Community Centre (g) Greenwood Community Centre 79 (h) Mount Zion Community Centre , (i) Pickering Civic Complex (j) Pickering Recreation Complex (k) Seniors Activity Centre (I) West Shore Community Centre (m) Whitevale Community Centre (n) Petticoat Creek Community Centre (o) Pickering Museum Village (2) The following are designated facilities for outdoor licensed functions: (a) Claremont Community Park (b) Dunmoore Park (c) Kinsmen Park (d) Pickering Museum Village 3. Alcohol Restrictions Within Designated Facilities All designated facilities defined in this policy shall be deemed a"public place" and as such, in accordance with Section 31 of the Liquor Licence Act, R.S.O. 1990, c.L. 19, no person shall have or consume or sell liquor in any designated facility unless a licence or permit is issued or unless specifically covered by an L.L.B.O. permit. 4. Safe Transportation (1) Only those users implementing a safe transportation strategy (e.g., a designated driver program, an alternate home transportation option) to prevent intoxicated participants from driving will be permitted to use designated facilities for licensed functions. (2) The Director may require a potential user to demonstrate that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. 5. No Alcohol and Low Alcohol.Drinks (1) Only users offering a sufficient quantity of no alcohol and low alcohol drinks will be permitted to use designated facilities for . licensed functions. (2) The Director may require a potential user to demonstrate-that such a strategy will be implemented by the user if written permission to use the designated facility for a licensed function is granted. 6. "Statement of Intoxication" Sign (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs indicating that it is illegal to • 2 80 • serve participants to a state of intoxication. Such signs shall read as follows: City of Pickering — Department of Engineering and Public Works Services— Culture and Recreation Department. Statement of Intoxication It is contrary to the Liquor Licence Act of Ontario to serve persons to intoxication. For this reason, servers in this facility are required to obey the law and not serve anyone to intoxication. Should you wish a no alcohol or low alcohol "breather" round, request a soft drink, coffee or smaller than usual portion of alcohol. (2) Signs shall be provided by the City to users for display by them in the designated facility during the licensed function. 7. Participant Controls (1) Only users providing sufficient controls to prevent underage, intoxicated or rowdy persons from entering the designated facility, to refuse service to such persons, and to remove such persons from the designated facility will be permitted to use designated facilities for licensed functions. (2) Such controls shall include the following: (a) Having a supervisor in charge of the licensed function present in the designated facility at all times during the function. (b) Having at least two monitors at each entrance to the licensed function at all-times during the function; (c) Accepting only an age of majority card, a photo driver's license or a passport as identification for entry; . (d) Having a monitor or monitors (other than entrance monitor) in the designated facility at all times during the function at least one monitor for every 200 participants; • (e) Using monitors and servers who are 19 years of age or older; (f) Using monitors and servers who do not consume alcohol during the function; and. (g) Providing a list of the names of supervisors, monitors and servers to the Director prior to the function. • 3 81 (3) The Director may require a potential user to demonstrate that such controls will be imposed by the user if written permission to use the designated facility for a licensed function is granted. 8. Supervisor, Monitor, and Server Training (1) Only users providing sufficient numbers of supervisors, monitors and servers that have attended an appropriate training course in server intervention will be permitted to use designated facilities for licensed functions. • (2) Such training should utilize CAMH course material, and mayy be provided, at a reasonable cost, through the Department of Culture and Recreation. (3) The Director may require a potential user to demonstrate that sufficient numbers of supervisors, monitors and servers that have attended such a course will be provided by the user if written permission to use the designated facility fora licensed function is granted. (4) Closed private licensed functions are exempt from this section of the policy; however, users of designated facilities for closed private licensed functions shall be encouraged to provide voluntarily properly trained supervisors, monitors and servers since such users are not exempt from responsibility for compliance with the law and for the sobriety and safety of participants. (5) All servers must be "Smart Serve Certified" 9. Insurance (1) Liability Insurance is a mandatory requirement for all individuals/community user groups utilizing city-owned or operated facilities-within the City of Pickering. All programs, meetings, recreational events, cultural and social events require liability insurance. Users groups can provide personal proof of insurance, a minimum of$2 million insurance, naming the City of Pickering as an additional insured, or purchase insurance through the City of Pickering, Facility User Group Program. Rates for insurance coverage will vary depending on risk factors, length of the activity, the number of participants, among other factors at the event. Any changes in activities by the user group must be reported to Facility Booking Staff for possible adjustments to the permit. Insurance information must be received and paid in full before the permit start date. Liability Insurance covers from the time and date reflected on the rental permit only: The extra fee for the liability insurance will be added to the rental agreement with the applicable taxes. 4 82 . (2) When a patron requests a facility/ice rental, facility booking staff members will confirm the event/function required on the permit. Facility staff will review the Liability Insurance User Group Rating •Schedule to determine the appropriate fee to be charged to the individual/community user group. users having a minimum of 2 000 000 third party general (3) Only $ , ( ) Y 9 p Y9 liability insurance coverage, naming the Corporation of the City of Pickering as an additional insured, will be permitted to use designated facilities for licensed functions. 10. Accountability • (1) Users of designated facilities for licensed functions shall display prominently in the facility a sign or signs informing participants of the following: • (a) The name, address and telephone number of the user; (b) The name, address and telephone number of the representative of the user responsible for the function; (c) The address and telephone number of the nearest Police Station; (d) The address and telephone number of the Liquor License Board of Ontario; and (e) The address and telephone number of the Department of Culture and Recreation • (2) A user that contravenes any City policy or procedure or any applicable law may be refused permission to use designated facilities for licensed functions, at the Director's discretion; Indefinitely, or • (a) Until the user can demonstrate to the Director's satisfaction that a further contravention shall not occur. 11. Promoting the Policy The Department of Culture and Recreation shall design and implement, • in P 9 consultation with CAMH, a strategy to orient all potential users to the requirements of this policy and to promote this policy to the community at large. . J:IFACILTMFAC1000WDSCWIunicipal Alcohol Polcy.DOC • 5 • 83 Schedule B Citti 00 Facility Rental Application PICKERING Conditions of Agreement 1) The City reserves the right to cancel any permit temporarily or permanently, should accommodation be required for special events, or in an emergency. 2) 50% of payment is due at time of booking. This is a non-refundable deposit. 3) Applicants must be members of authority in the organization seeking accommodation. 4) The facility is to be used only on the date(s) and time(s) specified, and only for the purpose named. No teen dances/parties, stags or stagettes are permitted in our halls. This permit is not transferrable. 5) The City will not be responsible for personal injury or damage or for,the loss or theft of clothing or equipment of the applicants, or anyone attending on the invitation of the applicant or any persons contracted by the applicant. 6) The applicant shall be responsible for the conduct and supervision of all persons admitted to the building(s) and grounds and shall see that all regulations contained herein are strictly observed. 7) Unnecessary noise which disturbs the peace, quiet, or comfort of any person in any type of residence, place of business, etc., in proximity to the facility shall not be permitted. 8) The exits must be kept free from obstruction in case of fire. a) The applicant must pay all damages arising from the use of the property. b) A damage/security deposit will be charged for all rentals, to be refunded at a later date, if no damage, excessive maintenance costs are incurred as a result of the facility rental. c) The applicant must pay such fees for extra work by custodians, etc., as the City may determine. 9) Games of chance, lottery, or gambling in any forms, contrary to law is strictly forbidden. • 10) It shall be the responsibility of the applicant to see that all persons admitted to the function being held, have vacated the premises promptly by 2:00 am. 11) If liquor of any type is to be served, sold or available at the function, the applicant must obtain all necessary permits and licenses and must adhere to the City of Pickering 'Alcohol Management Policy'. A copy of the liquor license must be posted on the wall during the function. 12) The City of Pickering requires every event have a minimum of$2,000,000 third party general liability insurance coverage. This insurance must be purchased as part of the rental process. 13) For all special occasion permits, only monitors and servers that possess a server intervention program certificate will be permitted to use the designated facility. Information is available at www.smartserve.org. Page 3 of 6 CR1101-04/28 84 Cm/ 00 A Facility Rental Application • PICKERING . 14) The licensor reserves the right to provide security personnel or Pay-Duty Police at the expense of the licensee, should the Supervisor, Facility Programs deem it necessary. 15) Hall cancellations are subject to a $35.00 administration fee. 16) All cancellations must be received in writing ninety days prior to the function, or the entire rental fee will be forfeited. 17) All rental rates are subject to increase. Post-dated cheques will not be accepted. 18) This contract is not valid unless it is signed and dated by the person renting the facility and returned as soon as possible to the Facility Booking Clerk. 19) Recreation Complex Staff will set-up the tables and chairs `provided' a diagram of the layout is submitted by the Monday preceding the function. You may obtain the diagrams at the Complex Information Desk. Any materials/articles dropped off prior to the function, or left after the function, must have prior approval from the Maintenance Department or designate. 20) If Complex Banquet Halls are rented, please use the outside entrance to Banquet Hall, do not use main Complex doors. Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act and will be used for the purpose of administering facility rentals. Questions about this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, 905.420.4611. HST applies to this Rental — Registration No. 108078593 • Page 4 of 6 CR 1101-04/28 • 85 A,I IACHMEN i 4, TO RE ORT#_,C..- C) _ S. v ‘., Vilie BROUGHAM o d . 1 IS% ,,,,. 0 0 \G 0 O(J 11111 S-c 10 O Y oo r SP ,NG . O ° a o O 2 1410 4 0 O �// � o SUBJECT BUILDING io Q SI 'C '• lb • 0 Q • it • ' • 0 O BROUG•AM CREEK i iii o 'CY' ENGINEERING&PUBLIC ATTACHMENT FOR CULTURE & WORKS DEPARTMENT CAPITAL PROJECTS& RECREATION REPORT CR 04-15 __ ��: INFRASTRUCTURE COMMUNITY ASSOCIATION LEASE AGREEMENTS N.T.S April 16/2015 BROUGHAM COMMUNITY HALL V CM CI N 1 I oC • 86 ATIA.CHMENT#_Co TO iEPOR #� 0'4 ^ ' S G F c, 0 <3 LAO � o 0 0 0 0 PLAY 0 0 . O . AREA r BASEBALL CI:3 RI DIAMOND SUBJECT BUILDING Q • P TENNIS • COURTS 9� Z PICKERING vlUSEU VI ��/,� VILLAGE •// . SEASONAL SKATING RINK 0 a 1. . \ . .(_' n . .‘tly) ENGINEERING&PUBLIC ATTACHMENT FOR CULTURE & Cali WORKS DEPARTMENT �-"Y°il -< CAPITAL PROJECTS& RECREATION REPORT CR 04-15 . _ini: -_ - A INFRASTRUCTURE COMMUNITY ASSOCIATION AGREEMENTS r7; GREENWOOD NWOODCOMMUNITY CENTRE N N.T.S April 16/2015 87 X f ACHMEN 1 # ' TO KcPO T� c - kS • EIGHTH CONCESSION ROAD SUBJECT BUILDING (400 • o � _ SEVENTH O CONCESSION • ROAD ENGINEERING&PUBLIC ATTACHMENT FOR CULTURE & WORKS DEPARTMENT Cat/ CAPITAL PROJECTS& RECREATION REPORT CR 04-15 INFRASTRUCTURE COMMUNITY ASSOCIATION LEASE AGREEMENTS ' NN `�'``" � N.T.S April 16/2015 MOUNT ZION COMMUNITY CENTRE co:1 414 C 88 ATTACHMENT#. (3 TO t.cFOri I # og OL1-- k S DUFF/NS 0 0 WHITEVALE n-p. s 0 cli---:). . .0 • .• . • o ' . iiii.• 0 ),1\ . 0 11011 .' Iii, \ o C. Z. 1 �y tn rN � SUBJECT •II (1) BUILDING,,,... 0. ..-\------.1 ' II � o BASEBALL y DIAMOND d (JR.) SOCCER PITCH Y� (JR.) o �� F�` 1% �r Olt A . • ENGINEERING PUBLIC I,ME� ATTACHMENT FOR CULTURE & City 4 ___ 0 CAPITAL PROJECTS& RECREATION REPORT CR 04-15 �_ , ,,- ,,�_=_ INFRASTRUCTURE COMMUNITY ASSOCIATION LEASE AGREEMENTS ' '', N��°' ' N.T.S May 11 /2015 WHITEVALE COMMUNITY CENTRE 1'1 a h,E ' C 1 • gc V City t4 = Report to Executive Committee PICKERING Report Number: CR 07-15 Date: June 8, 2015 From: Marisa Carpino Director, Culture & Recreation Subject: Community Engagement Strategy Report - Annual Status Update & Priorities for 2015-2016 - File: A-1440-001-15 Recommendation: 1. That Council receive Report CR 07-15 regarding the City of Pickering Community Engagement Strategy; 2. That Council receive for information the 2015 Annual Update Report: City of Pickering Community Engagement Strategy (Priorities for 2014-2015) as per Attachment 1; 3. That.Council endorse the proposed City of Pickering Statement of Commitment to Community Engagement as per Attachment 2; 4. That Council approve the following five key community engagement priorities for 2015 and 2016 subject to any required budget approval within the 2016 budget cycle process: a) Set clear benchmarks and measures for increasing public engagement and report annually. b) Adopt new, more deliberative techniques for involving residents in decision- making. c) Create a co-production task force to review opportunities to devolve, enhance or share City services with residents and local groups. d) Engage citizens to enhance current design principles for proposed developments. e) Develop and offer an annual Civics 101 class to Pickering residents. 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. 90 • CR 07-15 June 8, 2015 Subject: Community Engagement Strategy Report Page 2 Executive Summary: At the Council meeting of July 14, 2014, Council enacted Resolution #260/14 authorizing staff to complete five key community engagement priorities in 2014-2015 from the City of Pickering's Community Engagement Strategy. As such, a team of municipal staff representing all departments and the Pickering Public Library have been working together to implement these strategies in 2014-2015 and have prepared an annual update for Council's information (see Attachment 1). Looking forward, the Community Engagement staff team is seeking Council approval to proceed with five additional priorities in 2015-2016, which were identified in the City of Pickering Community Engagement Strategy. Financial Implications: Five community engagement priorities, identified for completion in 2014-2015, utilized approved funds in the 2014 and 2015 Current Budgets. These funds were primarily dedicated to International Association of Public Participation 2 (IAP2) training of Council, Directors and select City staff. The Community Engagement staff team will address future funding of community engagement initiatives in the 2016 budget approval process. Discussion: Community Engagement is one of Pickering's five corporate priorities. As such, a team of municipal staff representing all departments and the Pickering Public Library began working together in early 2012 to develop a corporate Community Engagement Strategy. The consulting services of MASS LBP were retained to complete individual and small group interviews with Council, and various City staff departments in April 2012. They also completed larger consultation sessions with senior staff, Council, front line staff, community leaders and citizen advisory committee members. The findings of these consultation sessions informed their final report entitled "Together and Towards: A report to support the development of an engagement strategy for Pickering" which was received by Council at the July 8, 2013 Council Meeting. At that meeting, Council authorized staff to complete nine community engagement priorities in 2013-2014 as per Resolution #87/13. At the July 14, 2014 Council Meeting, Council received a progress update on these nine community engagement priorities and authorized staff to complete an additional five community engagement priorities in 2014- 2015 as per Resolution #260/14. The purpose of this report is, in part, to provide an annual update on staffs progress of these 2014-2015 community engagement priorities (see Attachment 1). CORP0227-07/01 revised 91 CR 07-15 June 8, 2015 Subject: Community Engagement Strategy Report Page 3 Highlights'of the 2015 Annual Update Report include: 1. Create a new learning and engagement unit to advise Council & Departments. Eleven city staff received International Association of Public Participation 2 (IAP2) training in 2014. Two additional City staff will receive this training in November 2015. In total, there are now 13 key City staff trained in the International Association of Public Participation 2 (IAP2). Staff with IAP2 training have acted as facilitators for several open houses regarding South Pickering growth. Next, a sub-committee of the community engagement core staff working group will be developing a train the trainer program in order to pass along this knowledge to a wider range of City staff internally. Members of Council and Directors will receive an International Association of Public Participation 2 (IAP2) training designed for senior officials in September 2015. . 2. Propose a motion for Council consideration concerning the City's commitment to engagement and adopt a strategy on public engagement and learning. Endorsing a statement of commitment for Community Engagement will publically express the City's commitment to effective public engagement and desire to create a more engaged community. Referring to examples in other municipalities such as Burlington, Guelph, London and Oakville, the community engagement core staff team have drafted a proposed City of Pickering Statement of Commitment as per Attachment 2 and are seeking Council's endorsement. 3. Involve engagement specialists in the design of public consultation to support major City planning exercises. Staff from the Office of the CAO, Library, and City Development who received IAP2 training in the fall 2014, worked with an external engagement specialist retained by the City Development.Department to deliver five community roundtable discussions in January and February 2015 regarding growth in Pickering. The findings from the roundtable discussions were used to develop an online engagement platform which was recently activated to collect additional resident feedback. Funding from the Places to Grow Implementation Fund program were used to implement the roundtable discussions and the online platform. 4. Work with residents to periodically review and redesign City services and programs. Staff continue to facilitate regular Sport Council and Pickering Recreation Complex stakeholder meetings to collect feedback on City services and programs. New in CORP0227-07/01 revised 92 CR 07-15 June 8, 2015 Subject: Community Engagement Strategy Report Page 4 2015, Culture & Recreation staff regularly attend stakeholder group meetings which include squash club executive meetings and the newly formed racquetball committee. Culture & Recreation staff introduced a new Coffee Chat & Cards initiative at the Pickering Recreation Complex.for those age 55+. Library staff have developed the Cultural Stakeholders Networking Group as identified in the 2014 Cultural Plan. These meetings provide a forum for cultural organizations in Pickering to collaborate, share resources and stay connected. The Library has also reinstated the Teen Advisory Group in order to collect ongoing input on services from a teen perspective. Fire Services had designed a comprehensive fire safety program for grade one students called "Adopt A School". Pickering firefighters teach the curriculum over four learning sessions using lessons, activities and home connections. The Adopt a School program began in the fall of 2014 and was completed in the spring of 2015. Sixteen schools and a total of 482 students participated in the program to date. The Leash Free Working Group met twice last year to review concerns in the leash free area. In an attempt to find new members, staff used social media (Facebook), community page and posters at our existing leash free area. The working group gained 2 new members. Throughout the year, working group members act as staff's eyes and ears at the park. They ensure the leash free areas are kept clean, holes are filled in, garbage picked up, and seeding. The working group provided valuable input on where the solar light should be placed. The light was installed and has been a huge success. 5. Develop a long-term strategy for providing information to residents, compensating for diminished local media. Earlier this year, staff prepared a 2015 Communications Plan which identified a number of strategies to maximize communication channels considering available resources. These strategies include newly formed City of Pickering Street Teams and Brand Ambassadors conducting outreach; developing Pickering's New Free Mobile App, Pingstreet, to provide residents and visitors with convenient access to City information and tools on the go; created new website section `pickering.ca/beprepared'; created media relations procedure ADM 140-004 and will provide media training for key staff; and implemented online social media campaign for Heart Your City. Staff will implement a boulevard sign pilot program to promote high profile City initiatives and events in designated areas within the community. Key corporate messages would be determined and customized signage would be designed to support our community engagement initiatives. CORP0227-07/01 revised 93 CR 07-15 June 8, 2015 Subject: Community Engagement Strategy Report Page 5 Additionally, the Community Engagement staff team has identified an additional five priorities of the City of Pickering Community Engagement Strategy that municipal staff aim to complete in 2015-2016. Priorities to be completed in 2015-2016: 1. Set clear benchmarks and measures for increasing public engagement and report annually. 2. Adopt new, more deliberative techniques for involving residents in decision- making. • 3. Create a co-production task force to review opportunities to devolve, enhance or share City services with residents and local groups.. 4. Engage citizens to enhance current design principles for proposed developments. 5. Develop and offer an annual Civics 101 class to Pickering residents (carried forward from last year, previously approved by Council as per resolution #260/14). The Community Engagement staff team is seeking Council approval to proceed with the strategies identified for 2015-2016, subject to the approval of any necessary funding within the 2016 budget cycle process. Annual updates will be provided to Council so they are informed of staffs progress. Attachments: 1. 2015 Annual Update Report: City of Pickering Community Engagement Strategy (Priorities for 2014-2015) 2. Proposed City of Pickering Statement of Commitment to Community Engagement. 3. "Together and Towards: A report to support the development of an engagement strategy for Pickering" prepared by MASS LBP CORP0227-07/01 revised 94 CR 07-15 June 8, 2015 ' Subject: Community Engagement Strategy Report Page 6 Prepared/Approved/Endorsed By: Marisa Carpin. Director, Culture & Recreation Cathy Grant Chief Executive Officer, Pi ing Public Library Paul B g oni Directo Co orate Services & City So icitor Ri hard Holborn Director, Engineering &,Public Works Tom Melymuk Director, City Development :mc Recommended for the consideration of Pickering City Council �� . 20/S Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 95 • ATTACHMENT# 1 TO REPORT# OR C).7— IS m •awCD00 fl GI 51'. n O = ; N C QoO _ -a 0. . ' O CO N n"0 (D 0 = O O Q. CD e,+, 0� w a O 0 co 7.,..• 7 -• cA r y (0 . r = = = 03 = 5. 0 CD . o _ 3 =•cQ r4 cD co tQ O fu _ n c4 0 CQCa rO,. e=•r -=•re. 0 EA' C - N _ = co CD = O CD Q _. 0 = CD a ED �• _ .'. 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CD t. • • CC . 3" . ,- CD' 3 104 • ATTACHMENT+_ TO REPORT# C 07 =- S City of Pickering Proposed Statement of Commitment to Community Engagement The City of Pickering is committed to working collaboratively with our residents and stakeholders on the development, decision making, and delivery of services that will continue to make Pickering a great place to live, work and play. The City of Pickering believes that effective, well designed community engagement will: • be based on realistic expectations, mutual respect, trust, and responsibility • be timely, clear, and transparent • invite our residents to get involved and contribute to the wellbeing of their neighbourhood, and Pickering as a whole • foster two-way communication to implement a shared vision that meets the evolving needs of our community 105 C a) L V -Y L � a) C O '0 O U U) �, - 0 C I 0 - N C O 0) O)• O — a � C >, O Q N C C Q ' O cd C E E U Oo cd a) � Q) a) O O L C ° L C U ca _ Q ±' ( C C�•Q) a) 0 , C 0 O C Q) >, a) a C + '( L C _c O) i C C cd O 0 O a) Q) (- u) Cr) Co C �j C c'd 0 a) U cti a) C O : Q cd -0 - a) a- C E 0 O -E co . N I _E E O O +-, '- O o• L O C �. 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C) 7 0 .E- _C Q O L C O 0 Q� - 3 Q) C - E • ' C co O v/ a) E 0 3 0c 3 0 0 0 C N -a) ° t E `o "ca Ca �:r 0 0 E ° 0)— d a o °) •N c O C o D_ 0 •° E -0 a) E C ° o o U 0 c 3 U o c >C co m V CO Ta o c m a) fa ..5- a0) m a) m 0 Q 0 CO a°i o '°- 0 ,c O. o °) 0 co O. O = a>i j N 0 C. , 7 a) �" ca 0 7 O O c = c p c Z m 0 7 m °- O m e ° ° ° ° E o ° ° o) >o C E c `o c > o co y 0 U L > v ° 0 c Q1 E co 0 + o > > c s o to G) m0 G1 0).N ° 0 •.- o °) 01 c 0 m O m CI• O -O 0 C E a) N 1'a) O_ N C O -,'t1,- ° O 7 °) 7 0) N. ar r 3 - o u r a' `? E '-- r C c ,_ CV N C c 0 a) O U m U n 0 U O m 0 o m 140 0 U_ 0 p Ur yI C a) • • • E cvs. C C a) C O C Q.) E Q a) U a) 0 Q Q U) 0 0 Q . Q 1- L m 0 Fes, a , 2 141 (PIij c _ Report to• Executive Committee PICKERING Report Number: CR 08-15 Date: June 8, 2015 From: Marisa Carpino Director, Culture & Recreation Subject: Tender for Desiccant Dehumidification at Don Beer Arena - Tender No. T-9-2015 • - File: A-1440 Recommendation: 1. That Report CR 08-15 of the Director, Culture & Recreation regarding the Desiccant Dehumidification at Don Beer Arena be `received; 2. That Tender No. T-9-2015 submitted by Climate Control Engineers and Contractors in the amount of$280,183.50 (HST included) be accepted; 3. That the total gross project cost of$362,945.00 (HST included), including the amount of the tender and 'other associated costs, and the total net project cost of $326,843.00 (net of HST rebate), be approved; 4. That Council authorize the Division Head, Finance & Treasurer to finance the project, as provided for in the 2015 Don Beer Arena Capital Budget, in the amount of$326,843.00 from the Federal Gas Tax Reserve Fund; and 5. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Executive Summary: The existing mechanical units that provide dehumidification for Don Beer Arena have reached the end of their economic life cycle. For many years, the existing wall mounted units have failed to meet the operational demands of the arena resulting in high humidity conditions that have contributed to the deterioration of the building interior and envelope Staff have determined that the most cost-efficient solution is to install a roof mounted desiccant dehumidification system that will economically and effectively dehumidify pads 1 and 2 at Don Beer Arena. Installing an energy efficient roof mounted desiccant dehumidification system will result in less annual building maintenance costs, improved indoor air quality, reduced dasherboard fogging and the ability to program summer ice on a single ice pad. To that end, Tender No. T-9-2015 was prepared and advertised on the City's website. 142 . Report CR 08-15 June 8, 2015 Subject: Tender for Desiccant Dehumidification at Don Beer Arena Page 2 The low bid submitted by Climate Control Engineers and Contractors in the amount of $280,183.50 (HST included) is recommended for approval. The total gross project cost is estimated to be $362,945.00 and the total net project cost is estimated at $326,843.00 (net of HST rebate). Financial Implications: • 1. Tender Amount Tender No. T-9-2015 $247,950.00 HST (13%) $ 32,233.50 Total Gross Tender Cost $280,183.50 2. Estimated Project Costing Summary Tender No. T-9-2015 $247,950.00 Miscellaneous Costs $ 2,000.00 Integration of Controls $ 20,000.00 Consulting Costs $ 26,240.00 Inspection & Testing $ 5,000.00 Contingency $ 20,000.00 Total Cost $321,190.00 HST (13%) $ 41,755.00 Total Gross Project Costs $362,945.00 HST Rebate (11.24%) ( 36,102.00) Total Net Project Costs • $326,843.00 3. Approved Source of Funds Don Beer Arena Approved Code Source of Funds Budget Required 5715.1503.6178 Federal Gas Tax $330,000.00 $326,843.00 Total Funds $330,000.00 $326,843.00 Project Cost under (over) approved funds by $3,157.00 143 Report CR 08-15 June 8, 2015 Subject: Tender for Desiccant Dehumidification at Don Beer Arena Page 3 Discussion: Arenas built more than 20 years ago were primarily designed for seasonal operations (six to seven month ice season). Today, most arenas in urban areas either operate their refrigeration plants year round or for an extended season to maximize revenue and meet the demands of user groups. Operating in the hot humid summer weather, including the spring and fall "shoulder" months, increases the moisture load on the dehumidification systems in arenas. As such, dehumidification systems originally designed for seasonal operation are often not suitable for use during these periods. With increased humidity in an arena, water vapour in the air condenses on cold surfaces such as building walls, structure and the ice surface itself. The hazards of condensation on the building structure include rot, mold and corrosion. Condensation on the ice surface must be frozen by the refrigeration plant and impacts the quality of the ice surface. For these reasons, a dehumidification system designed to maintain proper humidity levels in summer weather is required to ensure ice quality and protect the building from moisture damage. Don Beer Arena operates with small interior dehumidification units mounted on a platform in two corners of each rink. These units simply cannot provide sufficient dehumidification to maintain optimal humidity levels during the spring and fall seasons and will not permit summer ice use within the facility. TS Engineering Inc. were retained by the City of Pickering to complete a study and make recommendations for the most cost effective and energy efficient dehumidification system at Don Beer Arena. TS Engineering Inc. issued their pre-design report entitled Don Beer Arena Dehumidification Upgrade Pre-Design Report dated October 10, 2014. In that report, TS Engineering Inc. recommended the addition of one roof mounted desiccant dehumidifier sized to move 15,000 CFM of processed air and capable of moisture removal rates to meet the calculated load for pads 1 and 2. Ice pads 1 and 2 are the older of the three rinks at Don Beer and are showing the most deterioration due to high humidity. The configuration of ice pads 1 and 2 allow for a single desiccant system to be located centrally and provide dehumidification to both ice pads. Ice pad 3 is the newest ice surface at Don Beer Arena and the desiccant unit in that location performs substantially better than pads 1 and 2. As such, a replacement unit is not required in ice pad 3. The added benefit of adding desiccant dehumidification is that Culture & Recreation Department staff can now program and offer summer ice rentals at Don Beer Arena. Stakeholders and user groups were consulted and confirmed a high level of interest in booking summer ice for their groups. To enable summer ice, the refrigerated ice pad needs to have existing embedded heating loops under the refrigerated slab to prevent frost being driven into the sub-soil, causing frost heave and damaging the slab. This is unnecessary when using a slab for seasonal ice only as the summer removal of ice allows the underslab frost to dissipate each year. Only ice pad 1 at Don Beer Arena has the necessary underslab heating and therefore is the only pad that can be used for 144 summer ice rental. . Report CR 08-15 June 8, 2015 Subject: Tender for Desiccant Dehumidification at Don Beer Arena Page 4 Bids have been received to the tendering call, which closed on Wednesday, May 13, 2015 for the supply and installation of a Desiccant Dehumidification System at Don Beer Arena. A mandatory site visit was held on Thursday, April 30, 2015 and 4 bidders attended, of which 3 bidders submitted a tender for this project. The low bidder, Climate Control Engineers and Contractors, has submitted a copy of the Health & Safety Policy, the current WSIB Workplace Injury Summary Report and • Clearance Certificate, confirmation of Ministry of Labour Health and Safety Awareness Training for every worker and supervisor on this project, proof of compliance with amended Confined Space Entry Regulations (September 30, 2006), along with copies of certification and all are acceptable to the Coordinator, Health & Safety. Certificate of Insurance is deemed acceptable to Manager, Budgets & Internal Audit. Waste Management Plan and list of subcontractors has been approved by the Manager, Facility Operations. The project engineers - TS Engineering Inc. have reviewed the tender submitted by Climate Control Engineers and Contractors Ltd. and has deemed it acceptable. In conjunction with the foregoing approvals, staff have reviewed the previous work experience of Climate Control Engineers and Contractors Ltd, the references provided and the bonding available on this project and the bid is deemed acceptable. Upon careful examination of all tenders and relevant documents received, the Culture & Recreation Department recommends the acceptance of the low bid submitted by Climate Control Engineers and Contractors for Tender No. T-9-2015 in the amount of $280,183.50 (HST included) and that the total net project cost of$326,843.00 be approved. Attachments: 1. Supply & Services Memorandum dated May 14, 2015. 2. Don Beer Arena Dehumidification Upgrade Pre-Design Report by TS Engineering Inc. dated October 10, 2014 145 Report CR 08-15 June 8, 2015 • Subject: Tender for Desiccant Dehumidification at Don Beer Arena Page 5 Prepared By: Approved/Endorsed By: iv mu Mike Spatafora Marisa Carpino Supervisor, Facilities Operations Director, Culture & Recreation 090,19 Brian J. Duffield Stan Karwowski Man ger, Facilities Operations Division Head, Finance & Treasurer. j Vera A. Fe gemacher C.P.P., CPPO, CPPB, C.P.M., CMM III Manager, Supply & Services MM:mc • Recommended for the consideration of Pickering City Council 1 1/0. 2.0 Tony Prevedel, P.Eng. Chief Administrative Officer 146 • • i-I CH LENT n_ I -T O REPORT — S A • PICK ERIN _ j e m O CULTURt aa��-��¢RLATeOt� s tIE�IO RECEIVED f\/ I (G (5 ( FILE NO. . To: Marisa Carpino : �_ _ _._ ... _ May 14, 2015 Director, Culture and Recreation I !FWD - '"=: b`:` J`-A' OR From Vera A. Felgemacher • &r•EC __ r° 'I • Manager, Supply & Services _�_ _ >!�E,0I :1r.Es• • t Cf • C CPEA. k - 7U ' DICE SUSTAIN • Copy: • Manager, Facilities Operations :. . • DEV . Subject: Tender No: T-9-2015 • • Tender for Desiccant Dehumidification System at the Don Beer Arena • 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. Three tenders 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. 1103 (r) provides checking tendered unit prices and extensions unit prices shall govern and extensions will be corrected accordingly, which has been done. A Copy of the tenders are attached for your review. • • Summary • • • • Harmonized Sales Tax•lncluded Bidder`. Total Tendered Amount After..Calculation Check Climate Control Engineers and Contractors - $280,183.50 • $280,183.50 • Mapleridge Mechanical Contracting Ltd. $328,830.00 • $328,830.00 Prairie Plumbing Ltd. . . $344,650.00 $344,650.00 • Pursuant to Information to Bidders Item 28 and Tendering Specifications Item 18, the following documentation will be requested of the low bidder for your review during the evaluation stage of this tender call. Please advise if we are 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 document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); 147 2 -; p,-11-L...c,...R_ (39 ,.11A.Crii I t N 1 77 _, . - .. 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Rink#3 Desiccant Dehumidification Construction Budget 10 5.5. Summary 10 APPENDICES Appendix A-Don Beer Arena Dehumidification Upgrade Conceptual Layouts Appendix B-Don Beer Arena Dehumidification Upgrade Proposed Equipment Details Appendix C-Don Beer Arena Dehumidification Structural Conceptual Drawings TS ENGINEERING INC.,8 PLAXTON CRESENT,TORONTO,ON,M413 ILt Page 1 149 City of Pickering Dehumidification Upgrade Don Beer Arena Pre Design Report 1.0 . Introduction This report is intended to assess the dehumidification equipment at the Don Beer Arena in Pickering and suggest potential replacement equipment. Though not part of the proposed upgrade, ventilation systems in the rink bowls will also be reviewed because their function has a major impact on the dehumidification requirements. The facility was constructed in three phases with Rink#1 in 1969,Rink#2 in 1973 and Rink#3 in 2001. One of the three rinks is capable of year round ice and it is typical for the seasonal ice making process to take place in August of each year: Even twenty years ago, many ice arenas operated for only six or seven months per year. Today, most arenas in urban areas either operate their refrigeration plants year round or for an extended season. Operating in the hot humid summer weather increases the moisture load on the dehumidification systems in arenas and dehumidification systems originally designed for seasonal operation, i.e. November through March, are most often not suitable for use during the summer. With increased humidity in an arena,water vapour in the air condenses on cold surfaces such as building walls, structure and the ice surface itself. The hazards of condensation on the building structure include rot, mold and corrosion. Condensation on the ice surface must be frozen by the refrigeration plant and impacts the quality of the ice surface. Therefore, a Y g P dehumidification system designed to maintain proper humidity levels in summer weather is required to ensure ice quality and protect the building from moisture damage. 2.0 Existing Conditions Based on discussions with City Staff, a review of existing drawings and on site investigation, the following is a summary of existing conditions affecting dehumidification: — The occupancy counts for the three rinks are as follows: • Rink#1: 200 people • Rink#2: 30o people • Rink#3: loo people — The floor areas(ice/non-ice)of each rink bowl areas follows: • Rink#1: 1585o ft2/618o ft2 • Rink#2: 15455 ft2/616o ft2 • Rink#3: 15940 ft2/5335 ft2 — Each rink is fitted with twin packaged refrigerant based dehumidifiers mounted in the rink corners above the ice surface. The units are Humicons as manufactured by Cimco Refrigeration. TS ENGINEERING INC.,8 PLAXTON CRESENT,TORONTO,ON,M4B iLl Page 2 150 City of Pickering Dehumidification Upgrade Don Beer Arena Pre Design Report • — The packaged units were struggling during one site visit, shortly after the ice making process. Considerable condensation on cold surfaces inside the rink bowl was noted. • • .•.- 2 _ n4 Figure 1:Typical Existing Packaged Dehumidifier(Rink 3 Shown) — The North dehumidifiers in Rink#51 and 2 are each fed from a zoA breaker in the 575V distribution panel located in the common Refrigeration Room. — The South dehumidifiers in Rink#s i and 2 are both fed from a 575V distribution panel located on the mezzanine in the southwest corner of Rink#1. The circuit breakers for the units are 15A and 20A for Rinks 1&z respectively. — The Rink#3 dehumidifiers are each fed from a 20 A breaker in a 575 distribution panel located in the Rink#3 electrical room. — For indoor air quality control, each rink is equipped with a noxious gas detection system that is presumably interlocked with ventilation equipment. — Each rink bowl is equipped with an exhaust fan and a fresh air damper, both installed in the respective rink outdoor walls. — In addition to the main ventilation equipment, additional exhaust fans are situated above the spectator areas. These are presumably installed to provide demand ventilation when the gas fired infra red heaters above the spectator areas are in operation. TS ENGINEERING INC.,8 PLAXTON CRESENT,TORONTO,ON,M4B Page 3 151 City of Pickering Dehumidification Upgrade Don Beer Arena Pre Design Report • f#y i f1 ? 2,71.14111 -i 4. • 1;» A T F lr 3- 4 r a r .i .Er s • b ' H �._. 1,-Yi 41 3 SDK. Figure z-Typical Existing Exhaust Fan(Rink t Shown) — There is evidence of ongoing moisture issues in the rink bowls including paint damage and surface rust on structural steel components. — At several locations, cracks in the building envelope were evident which contribute to moisture infiltration. Most doors,pipes and mechanical equipment appeared to require some degree of additional sealing. Figure 3-Typical Existing Fresh Air Intake(Rink 1 Shown) TS ENGINEERING INC.,8 PLAXTON CRESENT,TORONTO,ON,M45 IL/ Page 4 152 • City of Pickering Dehumidification Upgrade Don Beer Arena Pre Design Report 3.0 Dehumidification and Ventilation Requirements The dehumidification requirements and associated equipment selections shall be based on the following design criteria: Summer ASHRAE Weather Data—Pickering,ON: 86°F Dry Bulb 76°F Wet Bulb Winter ASHRAE Weather Data—Pickering,ON:4°F Dry Bulb Arena Indoor Design Condition: 60°F,45%R.H. Based on established design standards for arena dehumidification and ventilation, the requirements of the Don Beer Arena have been calculated and the results are summarized in Table 1. The calculated moisture loads above below allow for 10% of the ventilation as required by current ASH RAE Codes for Indoor Air Quality. Due to the high cost of treating outdoor air, demand ventilation is common practice in arenas. Demand ventilation means that under normal operating conditions,a minimal amount of fresh air is brought in the building. Full ventilation mode is initiated manually by the operators or by a noxious gas sensor fault. Most often, the dehumidifying capacity of arena systems are sized to handle only internal moisture loads. Some arena dehumidification systems are sized to handle internal moisture loads plus the demand ventilation rate (usually 10%-2o% of the full ventilation rate). To size the unit for full ventilation mode, which rarely occurs, would mean a much larger desiccant wheel, gas service and electrical service. The rarity of this condition is the reason most facilities elect to size the system for demand ventilation or no ventilation. Arenas that install dehumidification systems in this manner, do so with the understanding that temporary spikes in humidity in the building will occur, depending on outdoor conditions and ventilation rates. For the purposes of preliminary equipment selections and construction budgets, 10%ventilation shall be assumed, i.e. 10% of the values presented in Table 1. Rink# Occupants Rink Floor Area Non Rink Floor Ventilation ft2 Area-ft2 Required-CFM 1 200 15850 6180 6626 2 300 15455 6160 7256 3 100 15940 5335. 5852 Table t:Summary of Rink Bowl Ventilation Requirements TS ENGINEERING INC,8 PLAXTON CRESENT,TORONTO,ON,M4B iLi Page 5 153 City of Pickering Dehumidification Upgrade Don Beer Arena Pre Design Report The total moisture load for each rink is made up of internal loads and the ventilation load. A summary of moisture loads for the three Don Beer arena rink bowls are presented below in Table 2. Rink# Infiltration Permeation Occupants Ventilation Safety Total lb/hr lb/hr lb/hr lb/hr ' (10%) lb/hr 1 7.6 6.4 65.6 34.1 11.4 125.0 2 4.6 5.o 80.6 37.3 12.8 140.3 • 3 4.8 6.4 . 50.6 30.1 9.2 101.1 Table i:Summary of Calculated Moisture Loads 4.0 Analysis of Existing Systems 4.1. Dehumidification The existing Humicon mechanical dehumidifiers utilize a refrigerant cooling coil to remove moisture from the building. When the arenas were constructed, units of this type were the standard in the industry. However,over the past fifteen years,desiccants have become the preferred method of dehumidifying arenas. Each existing Humicon unit is capable of approximately 15 lb/hr of moisture removal which means each rink has 3o lb/hr of moisture removal capacity. Referring back to our calculated moisture loads,clearly these units do not possess the capacity to handle the moisture loads in the three rinks. Even in the absence of ventilation, the Humicons cannot handle the internal moisture loads. The key to arena dehumidification is to ensure that the dew point of the air is lower than the temperature of any building surface it contacts. For arenas, a dew point of 32°F—35°F is ideal. Since moisture is constantly added to the space, the dehumidifier is most effective if it provides air at a dewpoint below the target design of 35°F. Desiccants maintain 35°F dewpoint in the space by providing air at a dewpoint between 10F and 20°F. Mechanical dehumidifiers,like the existing Humicon units,supply air at or near the target dewpoint 35°F. For this reason, mechanical dehumidifiers are less effective and much slower to respond than desiccants which have become the industry standard. Desiccants capture moisture due to a difference in vapour pressure. A cool, dry desiccant wheel has a very low surface vapour pressure in comparison with humid air. The surface vapour pressure rises as more moisture is captured until the surface of the wheel is saturated. The wheel is then heated, which reverses the vapour pressure differential, TS ENGINEERING INC.,8 PLAXTON CRESENT,TORONTO,ON,M45 iLi Page 6 154 City of Pickering Dehumidification Upgrade Don Beer Arena Pre Design Report forcing the moisture out of the wheel. This moisture is rejected to the outdoors by the desiccant unit. �.2' "'.' r 8 r p ' $ .V ii i f 7 '' il »;` P s 'r r i?- i s Yw � 7- x 'Wes" t r + M lttp.- E 1 # i 1 r � - 4R If'�� _• i rII Figure 4:Typical rooftop desiccant installation The switch from mechanical dehumidification to a desiccant increases the rate of moisture removal in the facility. Since more work is being done, it follows that more energy is required. The mechanical dehumidifiers require electricity for both moisture removal and air movement while desiccants use natural gas for moisture removal and electricity for air movement. Therefore, once a retrofit to a desiccant is complete, owners should expect a drop in electricity consumption,but an increase in natural gas costs which when combined, will result in an increase in the dehumidifier operating costs. However, a desiccant also creates additional electrical savings by lowering the load on the refrigeration system. It is important to note that the impact on the refrigeration system can be negated if the plant is not setup and operated in an efficient manner. 4.2. Ventilation Systems The capacity of the existing ventilation systems is estimated at approximately 1o,000 CFM per rink which exceeds the ASHRAE.62 requirements. It is presumed that the network of noxious gas sensors initiate ventilation when required. The exhaust fans operate at a single speed so when they are in operation, the moisture load from fresh air will be excessive. Therefore,under normal operation,there is no fresh air introduced to the rink bowls. In order to improve indoor air quality,rooftop desiccants can be utilized to mix fresh air with return air before passing over the desiccant wheel. The advantage of this practice is that the TS ENGINEERING INC.,8 PLAXTON CRESENT,TORONTO,ON,M4B iLl Page 7 155 City of Pickering Dehumidification Upgrade Don Beer Arena Pre Design Report moisture from fresh air is removed prior to entering the building. However,the addition of fresh dampers air does increase the size, weight and cost of the desiccant unit. Alternatively,the City could consider installing variable air volume systems when the existing ventilation equipment is replaced in the future. 5.0 Design Solutions and Construction Budgets With a construction budget of$250,0oo in mind,it is recommended that the Don Beer Arena be served by two desiccant units, one to serve Rinks#1 and#2 and a smaller unit dedicated to Rink#3. The proposed dehumidifiers would be mounted on the existing roof with sheet metal ductwork distributing the air to and from the units. The new desiccant units will have capability to treat up to 10%of the required ventilation air. 5.1. Rink#s 1 & 2 Design Solution Design Summary • One (1) roof mounted desiccant dehumidifier sized to move 15,000 CFM of process air and capable of the moisture removal rates shown in Table 2. The moisture load associated with full emergency ventilation is not within these units' capacity. Thus the unit is intended to operate with the following features: • All air to the new dehumidifier shall be recirculated air from the Rink 1 and 2 arena bowls. • Ventilation air shall be provided by the existing equipment. Therefore, fresh air, when introduced to the building, is untreated. Depending on outdoor conditions,operation of the ventilation equipment could result in a temporary rise in building humidity, i.e. Dehumidifier units are not sized to handle full ventilation air. • Common ductwork system shall include motorized dampers. Should only one rink require dehumidification,the motorized dampers shall isolate the satisfied rink. • Sound attenuation on dehumidifier discharge ductwork to prevent transmission of noise into rink bowls • A new breaker in the Refrigeration Room 575V distribution panel and power wiring to the rooftop desiccant. • A humidistat in each rink bowl'shall cycle the unit and control the aforementioned ductwork motorized dampers. • Remote panel shall be installed in the Rink 1 and 2 Zamboni Room for ease of access to the basic control features. • The desiccant unit shall be installed on the existing rink bowl steel structure which will be reinforced as required to support the added load. • Tie in to existing natural gas piping on roof directly adjacent to new dehumidifier. • Inspect building joints and openings for cracks and seal as required. Refer to Appendices for conceptual drawings and equipment details of the proposed design solution for Rinks 1 &2. TS ENGINEERING INC.,8 PLAXTON CRESENT,TORONTO,ON,M4B iLl Page 8 156 City of Pickering Dehumidification Upgrade Don Beer Arena Pre Design Report 5.2. Rink#s 1 & 2 Desiccant Dehumidification Construction Budget DEMOLITION OF EXISTING DEHUMIDIFIERS $4000 NEW DESICCANT UNIT $90,000 HOISTING,DUCTWORK AND GAS PIPING $38,000 POWER AND CONTROL WIRING $14,000 STRUCTURAL AND ROOF OPENINGS $24,000 COMMISSIONING $3,000 SUB TOTAL: $173,000 CONTINGENCY @a 10% $17,300 BUDGET TOTAL(not including HST). $190,600 5.3. Rink #3 Design Solution Design Summary One (1) roof mounted desiccant dehumidifier sized to move 7500 CFM of process air and capable of the moisture removal rates shown in Table 2. Moisture load associated with full emergency ventilation is not within these units' capacity. Thus the unit is intended to operate with the following features: • All air to the new dehumidifier shall be recirculated air from the Rink#3 arena bowl. • Ventilation air shall be provided by the existing equipment. Therefore, fresh air, when introduced to the building,is untreated. Depending on outdoor conditions,operation of the ventilation equipment could result in a temporary rise in building humidity, i.e. Dehumidifier units are not sized to handle full ventilation air. • Sheet metal ductwork for supply and return air from the unit. • Sound attenuation on dehumidifier discharge ductwork to prevent transmission of noise into rink bowl. • A new breaker in the Rink#3 Electrical Room 575V distribution panel and power wiring to the rooftop desiccant. • A humidistat in the Rink#3 rink bowl shall cycle the unit. • Remote panel shall be installed in the Rink#3 Zamboni Room for ease of access to the basic control features. • The desiccant unit shall be installed above the existing concrete hollow core slab. The load of the new dehumidifier will be supported by new columns such that no additional load will be sustained by the hollow core slabs. • Tie in to existing natural gas piping in the North East corner of the rink bowl and run new supply new line out to desiccant on roof. • Inspect building joints and openings for cracks and seal as required. Refer Appendices for conceptual drawings and equipment details of the proposed design solution for Rink 3. • T5 ENGINEERING INC,8 PLAXTON CRESENT,TORONTO,ON,M4B Page 9 157 City of Pickering Dehumidification Upgrade Don Beer Arena Pre Design Report 5.4. Rink#3 Desiccant Dehumidification Construction Budget DEMOLITION OF EXISTING DEHUMIDIFIERS $2200 NEW DESICCANT UNIT $63,000 HOISTING, DUCTWORK AND GAS PIPING $21,200 POWER AND CONTROL WIRING $7,000 STRUCTURAL AND ROOF OPENINGS $29,000 COMMISSIONING $3,000 SUB TOTAL: $ 25,400 CONTINGENCY @10% $12,540 BUDGET TOTAL(not including HST). $137,940 5.5. Summary The existing dehumidification equipment at the Don Beer Arena is not suitable for an extended season or year round use. Excessive condensation inside the rink bowls was witnessed during the seasonal ice making process and through an inspection of the facility,it is clear this is an ongoing issue. Calculation of the moisture loads in the facility along with comparison with the capacity of the existing equipment verifies this point. Given the moisture removal requirements, facility layout and project funding, replacement of the existing equipment with two gas fired desiccants is a proven solution to the existing humidity issues. The recommended moisture removal rates and corresponding desiccant units allow for 10% of the ventilation rate required by Code. Typically, the ventilation systems operate only to maintain indoor air quality when required. In the event of a high noxious gas condition,the existing ventilation systems would introduce more outdoor air into the building than the new desiccants can handle. Depending on outdoor conditions, this could result in a temporary spike in humidity until such time as the gas fault clears, the ventilation cycles off and the desiccants can remove the additional moisture. This strategy is driven by the excessive capital and operating costs of treating outdoor air in high volumes during hot humid weather. The sum of the Construction Budgets above are in excess of the funds available for the project. Note that design solution features two separate dehumidifiers which can be installed under separate capital projects if necessary but we would expect combining the ,projects would offer a savings over the pricing used for the Construction Budgets. With the unknown impact of competitive bidding, we suggest the City consider tendering both dehumidifiers with itemized pricing for each dehumidifier. END OF REPORT TS ENGINEERING INC.,8 PLAXTON CRESENT,TORONTO,ON,M4B Page 10 158 ,...p.._ Appendix A Dehumidification Upgrade Conceptual Layouts City of Pickering Don Beer Arena Dehumidification Upgrade Feasibility Study 159 • e Q © O © O O ? O OM O 0 0 0 . - - I _ '—'1 I - i ---- _ 1 �I - - - - - - — — — - - — i l 1 I , 1 I l I 1 I I i .I i i ` Ii 9! t II! - ma Mi 1.1 I I I I I I I I I I I II I I •1 I I I PO I I -I - - ' —a A 1 - - - - - - - - -ate- - - - �I I A 1- 1- - 1 - - 1 - ! 1 _I__ ! — — —— -I 1 I I I I U I�,' t a • •. -1 \_,,, ! h-J 1 L___. 1 ,. ,._,. _ _ _ • .1 --- —11.1 _. III It-IBM IIIM ° my obi - r �_'�r/1 �,_ , 1 �, - - - - - --��� _ _ f. 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" 0111 ,1 N 11 I l 1 1 ,, . z I gl 1 0 - - � 3 _ _ �_ _ _ I _ _F � _ _N i .� p . o - - I-- - - - - - - - i - r-- - - I - - r __ _ 1 gyp ` tomom o 1611 IOW, __,_ AM - 0 rill '2 I r //z - P - - ---1 - - --' - - ----t Mil 1 l - f Z ,r= :"uiu i- 1111 Z 0 Till Hifi 1 " as i i i i i � I • © B i IP le\ id Pi 1 i i 1 1. ri 11 i 11 i i \li _. O - iiih - - - - — I- - I o 0 0 0 0 0 0 0-716 e F •sae 9.e-l2? € e e - e la' zoR4e , _ - Zm '0�SO P. C': � T. 0 0= _g� _ � ..:fr i S &11-1 : z c No> N 161 m Appendix B Dehumidification Upgrade Proposed Equipment Details City of Pickering Don Beer Arena Dehumidification Upgrade Feasibility Study 162 1 cep Concepts and Designs Rink#3 DH-1.48 Standard Desiccant Dehumidification Units INCORPORATED Unit Layout Drawing and Specifications ---- PIPING VESTIBULE DH ACCESS P ACCESS 0 0 SEA6NCE REACTIVATION HEATER ELECTRICAL BOX CLEARANCE 0 ACCESS - ACCESS II m • olifili---1-. Q �I 1 j II I II�' o , _ • N. - DHACCES _ ACCESS • APPROX. 0 SEANCE 0 SECTION A-A ELECTRICAL DROP •CLEARRSaCE ____L • J Am-- E X50) TOP SIDE VIEW 01_� (1.56) o (3:25} 0 r ROOF SNG a. aS . PENRETRATION MO) '■ 1 1.50 . .F ike K a,o • 0 o¢ L��,�+ z FjjtTI } i !tit' I BI- SET NR i+--:G---+�( H= �.--L�-.-I I 6F AIR V `.-t'7,' "II 11 FRONT Gibs VIEW RIGID'SIDE VIEW BACK SIDE VIEW LEFT SIDE VIEW �-..� `CONSULT FACTORY - CPTIONA.L 56 P?LY -LENGTH WILL VARY Nirl_ _ O AIR LOC.4T1OES -- HUTH HORSE POWER C ) ill a ,~ I�i A 20: ANT..t » !1; h.. "it G0;•i e.xm}I kg----2 CO t �1 "Ii �. �� ,L I II D 3 DRIVP.LIL LOCAI ON aoni0N SIDE V@W 't:i.eP OPTIONALRE11RN A P LOCATIONS Figure:Unit layout drawing of a right hand unit. Numbered balloons and dimensions are described in more detail below. 0. Unit Details 1. Process Air Inlet Opening 3. Desiccant Cassette cont.. - Unit Dimensions and Weight -Opening Dimensions and Specifications: . -Desiccant Cassette Specifications: Width(W)&overall(OW) ...63.0&75.0[n] Width(C)x Length(D) 30 x 26[in] Shaft diameter 1.0000[in] Base frame height(BH) 5.0[n] Face area 5.42[ft2] Frame size(WXHXD) 54°x54"x12.5" Height(H)&overall(OH)....60.0&77.6[in] Max face velocity 1,385[FPM] Tubing size(square) 1.50[in] Length(L) 98.0 pn] Static pressure drop 0.12[in W.C.] - All welded,304 stainless steel frame Approximate Unit weight 4,500[Ibs] Bottom opening covered with punched screen -Cassette to Rotor Air Seals: - Unit Construction: -Opening Options: Lifetime Viton®dual wiper blade seals 2"double wall,3.0#fiberglass insulation Location(bottom,top,end,or left side) 400°F continuous temperature rating 16 gauge,G-90 galvanized wall panels,roof Damper(none,manual,or modulating) -Rotor Drive System • panels,roof liners and floors -Air Mixing Options: . 1/30 HP gear motor,7.5 RPM,240:1 ratio 20 gauge,G-90 galvanized wall liners 100%return air Motor torque 220[n-Ibs] 12 gauge,G-90 galvanized perimeter and 80-100%return air/0-20%outside air 115V 1 PH 50/60Hz 0.45 FLA interior members for base(all welded) #40 Nickel-plated perimeter chain Univ.base for slab,donnage,or curb mount 2. Process Air Pre-Filters 11 tooth,0.625°bore,drive sprocket -Door Construction: -Filter Specifications: -Process Specifications: Extruded Santoprene®foam gasket 1.T thick double wall,urethane insulation Size 5x2"D) 5 Process face area 9.44[ft2] . 14°x25"x2° 5 Max face velocity 794[FPM] - Voltage Options(Direct Fired Burner or 16)x25°x2" 1 Max static pressure drop.....1.42[in W.C.] Steam Heating Coils for Reactivation): Face area 14.93[ft2] -Reactivation Specifications: Voltage FLA(MCA)MOP Max face velocity 5.02[FPM] Reactivation face area 3.15[ft2] 200V 3PH 60Hz 55.5(69.4)110 Mean static pressure drop...0.65[n W.C.] Max face velocity 630[FPM] 230V 3PH 60Hz 48.2(60.3)100 Dirty static pressure drop 1.00[in W.C.] Static pressure drop 1.42[in W.C.] 460V 3PH 60Hz 24.1(30.1)50 Filter efficiency 30%(MERV 6) 575V 3PH 60Hz 19.3(24.1)40 Filter bank is front-loading drop-in style • 4.Supply Air Outlet Opening - Voltage Options(Electric Resistance Coils 3. Desiccant Cassette - Opening Dimensions and Specifications: for Reactivation): Width(A)x Length Voltage FLA(MCA)MOP -Desiccant Rotor Specifications: O 9 (B)•••-...2. 916[in] Face area 2.89[ft2] 200V 3PH 60Hz Consult Factory Rotor diameter 48.03[in] Max face velocity 2,596[FPM] 230V 3PH 60Hz Consult Factory Rotor depth[nl([mml) 7.87(200) Static pressure drop 0.42(n W.C.] 460V 3PH 60Hz 206.3(212.3)250 Desiccant type Silica Gel Bottom opening covered with punched screen 575V 3PH 60Hz 165.1(169.9)200 Bearing(internal) Z99R10 -Opening Options: Location(bottom,top,or left side) F-7050-00(revision 000 on 6/13/2007) All dimensions and specifications are preliminary and may change. . Please consult factory for final dimensions and specifications • 163 Concepts end Designs . - D Rink#3 DH-148 (I Standard Desiccant Dehumidification Units INCORPORATED Unit Flow Drawing and Specifications DP BURNER - `..PREFILTER REACTIVATION FAN Dry Wet y O State Bulb Bulb Humidity Rat o _ _ 9 ^` + X1`, 1^- ' • (-'..` Point Temp Temp [grill)] `` r9 r9 � PROCESS AIR FLOW .. ;r ,*, p(;AGTIUP.TIO 4 3�,y yi, lfi \Y 1 A 65.0 64.9 92.5 f�,, \' ):1 " };,:: f - 'r t Y '_ B 65.0 64.9 92.5 ' t i 9 • AIR 57M ,te r - C 65.0 64.9 92.5 �� ;G• i? - z ESS max ,= D 107;6 68.7 42.6 _ ,,54 * }.{T: PROs t=. Q E 113.1 70.3 42.6 .. --- `' i~ " °� }e�` i 17x1 r fir+ Z K;c J REACTIVATION AIR FLOW .6,,,a.--. r R � �� s, %.!,;-,i5,.!;ir AIR OTF'P� . F 95.0 75.0 99.0 , _tc-- a �� Q G 95.0 75.0 99.0 x Y.-P. i:"-- " ,a t�}C `. "`= H 284.0 75.0 99.0 '--"`,�'`'' 4 `,' © b= SUPPLY FAN I 135.0 105.2 303.1 tc,,A,rsi, DESICCANT ROTOR J 135.0 105.2 303.1 PREFILTER DAMPER • Figure:Symbolic flow diagram of the desiccant system. • 5. Supply Fan and Motor 7. React.-DF Burner cont... 8. React.Air Outlet Opening -Performance Specifications: -Gas Thermal Content: - Opening Dimensions and Specifications: Max supply air volume 7,500[scfm] Natural gas 1,000[BTU/ft,] Width(J)x Height(K) 22 x 8[in] External static pressure 2.0[in W.C.] Propane 2,550[BTU/ft3] Face area 1:22[ft7] 200V(230V)3PH 60Hz.:.....39.0(34.0)FLA Max face velocity 1,622[FPM] -Max Supply Gas Flow Rate: 460V(575V)3PH 60Hz.......17.0(13.6)FLA Static pressure drop 0.17[n W.C.] Natural gas 539[CFH] -Fan Details Propane 211[CFH] Opening covered with a punched screen Fan wheel type Airfoil Blade - Opening Options: -Supply Gas Pipe Size: Housing style Direct Drive 7"to 14"W.0(low) 1[n) Location(end,right side,or top) Construction Class III 1 to 5 psig(med) %lin] Fan model 18°BIA Wheel 9. React. Fan and Motor -Motor Details 7. React.-Electric Resistance -Performance Specifications: Motor size and frame 15[HP]254T Max react.air volume 1,983[scfm] -Electrical Specifications: Motor speed 3,600[RPM] External static pressure 1.0[in W.C.] Motor type TEFC,E+ 200V(230V)3PH 60Hz Consult Factory 200V(230V)3PH 60Hz 14.0(12.0)FLA 460V(575V)3PH 60Hz 182.2(145.8)FLA 460V(575V)3PH 60Hz 6.0(4.8)FLA 6. React.Air Inlet Opening -Electric Resistance Coil(s)Data: -Fan Details Max power per coil(total)....29(145)[kW] - Opening Dimensions and Specifications: Fan wheel type Air Foil Blade Max power(total) 494,800[BTU/hr] Width(E)x Height(F) 24.5 x 24[in] Housing style Direct Drive Face area 4.08[ft2] Static pressure drop 0.5[n W.C.] Construction Class III Max face velocity 486[FPM] 7. React.-Steam Coils. Fan model 16"BIA Wheel Static pressure drop 0.02[n W.C.] - Motor Details Opening covered with a punched screen -)Steam Heating Coil Data: Motor size and frame 5[HP]184T • Steam Pressure jag 50(6i0 100 - Opening Options: Motor speed 3,600[RPM] • Location(end,right side,or top) Static press.drop[in W.C.]...0.94(0.69)1.08 Motor type 'TEFC,E+ Steam heating coil qty 4(3)2 6. Reactivation Air Pre-Filters Number coils/bank 1(1)1 , • Supply connection size[in] 1%(1'/)2'/z eel a -Filter Specifications: Return connection size[n] 1 14(1')2'% Size(WxHxD) Steam temperature[°F] 298(307)338 ": 24"x24"x2" 1 Lbs condensate[Ibs-H20/hr]565(566)636 . Face area 4.00[flz] -Steam Heating Coil Specifications: Max face velocity 496[FPM] . Mean static pressure drop 0.65[in W.C.] Fin length x fin height 24x22.5[n] , Dirty static pressure drop 1.00[in W.C.] Max air volume per coil 1,983[Z cfm] Face area 3.75[ft 2] Filter efficiency 30%(MERV 6) . Concepts and Designs Filter bank is front-loading drop-in style Max face velocity 529[FPM] -Coil Data: • INCORPORATED 7. React.-Direct Fired Burner Fins per inch(FPI) 11 2100 Park Drive NW -Burner Specifications: • Number ri rows 2 Owatonna,MN 55060 .•P Fin material&thickness AL(0.010[in]) Linear feet of burner 1'/:[ft] phone:507.451.2198 Tube material*&thickness..CU(0.035[in]) Max burner heat 538,900[BTU/hr] fax:507.451.1177 Casing material ,. Galvanized Static pressure drop 0.55[in W.C.] *Tube material is CU/NI for 100 psi steam . website:www.cdihvac.com • . email:sales @cdihvac.com All dimensions and specifications are preliminary and may change. F-7050-00(revision 000 on 6/13/2007) Please consult factory for final dimensions and specifications • 164 . 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F, Ea G ZoW L F ,_ d y� _LL Q Fq N ax cw uw Jo .-E g `�"T. . • <b w9 ¢ 3> F<3 <�� wn n •W ``°<3 gam= p u; LL Lu ¢ ` W • C . .6 165 ■ • Rink#s 1 &2 DC-1-11 68 Concept and Designs Standard Desiccant Dehumidification Units INCORPORATED Unit Layout Drawing and specifications - _-T PIPING VESTIBULE ACCESS OH ACCESS 0 0 MIN. ELECTRICAL BOX SERVICE REACTIVATION HEATER ACCESS CLEARANCE 0(INimwim.suppLY ACCESS • FAN AND MOTOR)° 187111. Z o Wa -Y-_-'°"° c •� FILTER ,N. CH ACCES ACCESS APPROX. 0 SERVICE 0 ELECTRICAL DROP CLEARyyANCE SECTION A•A -r J .� _-.___L -s. (250) TOP SIDE VIEW -"' E .- A STANDING (tti) APPROX.GAS (4 00)(3.25)-+•a-- Q ROOF SEA >S . PENETRATION Z 1.50 . h v¢ IFI �1�� ,,_,, <,1,17c- I, Qg, F T Pirilai ° '--I I Hl immon_i, i Q SUPPLY ' w 1.--� L- RETURN AIR _...1 BF AIR V .•-O'.1' FRONT SIDE VIEW RIGHT SIDE VEVI BACK SIDE VIEW LEFT SIDE VIEW `CONSULT FACTORY EMI OPTIONAL SLPPLY LENGTH WILL VARY !► AVi LOC.5110I.c WITH HORSE POTTER o MI Y °' ': C ` � al . ill III 6-.a-17177-0-1 MI I.,__;of, f - -,---:-_ 1-,,, 0 OPT WI_ 0 ,5 DAMI'FR I OCAT ON '"ti'.: �,. BD-OU SIDE VIEW 4, u OPTIGNALRE-URN AR LOCATIONS Figure:Unit layout drawing of a right hand unit Numbered balloons and dimensions are described in more detail below. 0. Unit Details 1. Process Air Inlet Opening 3. Desiccant Cassette cont... - Unit Dimensions and Weight -Opening Dimensions and Specifications: -Desiccant Cassette Specifications: • Width(W)&overall(OW) ...92.0&99.0[in] Width(C)x Length(D) 30 x 38[in] Shaft diameter 1.7717[n] Base frame height(BH) 7.0[in] Face area 7.92[ft2] Frame size(WxHxD) 76"x76"x13.5" Height(H)&overall(OH)....84.0&112.6[in] Max face velocity 1,895[FPM] Tubing size(square) 2.00[in] Length(L) 154.0[n] Static pressure drop 0.23[n W.C.] All welded,304 stainless steel frame Approximate Unit weight 6,000 fibs] Bottom opening covered with punched screen -Cassette to Rotor Air Seals: - Unit Construction: - Opening Options: Lifetime Viton®dual wiper blade seals 2"double wall,3.0#fiberglass insulation Location(bottom,top,end,or left side) 400°F continuous temperature rating 16 gauge,G-90 galvanized wall panels,roof Damper(none,manual,or modulating) -Rotor Drive System panels,roof liners and floors -Air Mixing Options: 1/20 HP gear motor,7.5 RPM,240:1 ratio • 20 gauge,G-90 galvanized wall liners 100%return air Motor torque 356[n-Ibs] 12 gauge,G-90 galvanized perimeter and 80-100%return air/0-20%outside air 115V 1 PH 50/60Hz 0.62 FLA interior members for base(all welded) #40 Nickel-plated perimeter chain Univ.base for slab,donnage,or curb mount 2. Process Air Pre-Filters 15 tooth,3/4"bore,drive sprocket - Door Construction: -Filter Specifications: -Process Specifications: Extruded Santoprene®foam gasket Size(WXHXD) Process face area 18.98[ft2] 1.7"thick double wall,urethane insulation 20"x20"x2" 12 Max face velocity 790[FPM] - Voltage Options(Direct Fired Burner or Face area 33.33[ft2] Max static pressure drop 1.41[n W.C.] Steam Heating Coils for Reactivation): Max face velocity 450[FPM] -Reactivation Specifications: Voltage FLA(MCA)MOP Mean static pressure drop...0.65[n W.C.] Reactivation face area 6.33[ft2] 200V 3PH 60Hz 92.8(116.0)200 Dirty static pressure drop 1.00[in W.C.] Max face velocity 629[FPM] 230V 3PH 60Hz 80.4(100.5)175 Filter efficiency 30%(MERV 6) Static pressure drop 1.41[n W.C.] 460V 3PH 60Hz 40.2(50.3)80 Filter bank is front-loading drop-in style 575V 3PH 60Hz 32.2(40.3)70 4.Supply Air Outlet Opening - Voltage Options(Electric Resistance Coils 3. Desiccant Cassette : Desiccant Specifications: - Opening Dimensions and Specifications:[i] for Reactivation): -Di t Rt S ifiti ) p Width(A)x Length(B) 38 8 x x 22 [ 24 n] Voltage FLA(MCA)MOP • Rotor diameter 68.11[n] Face area 6.33[ft2] 200V 3PH 60Hz Not Available Rotor depth[n]([mm]) 7.87(200) Max face velocity 2,368[FPM] 230V 3PH 60Hz Not Available Desiccant type Silica Gel Static pressure drop 0.35[in W.C.] 460V 3PH 60Hz Consult Factory Bearing(internal) 63092RS Bottom opening covered with punched screen 575V 3PH 60Hz Consult Factory - Opening Options: Location(bottom,top,or left side) • F-7070-00(revision'000 on 6/13/2007) All dimensions and specifications are preliminary and may change. I Please consult factory for final dimensions and specifications 166 • CD Concepts and Designs Rink#s 1 &2 DH-168 Standard Desiccant Dehumidification Units I N C O R P O R A T E D Unit Flow Drawing and Specifications • DF BURNER `PREFILTER REACTIVATION FAN , - ,, ,.. Dry Wet Humidity _ V s_` ©- y3 t State Bulb Bulb Ratio ? • z 13d Point Temp Temp _ti ['Fl [°F] [grllb] (� [ TLVPT : PROCESS AIR FLOW �,. RE G IOC t- t ` A 65.0 64.9 92.5 0 (.. �\,\�ti M 1 , y�y }, -4 B 65.0 64.9 92.5 {',[R ST '' t k .-- ,- C 65.0 64.9 92.5 �, %+ _ r�~ f.„7!',,, •D 107.7 68.7 42.5 I PROCESS r a- . 1 E E 112.2 70.0 42.5 -.L._ - + i lj *, 1 - d • REACTIVATION AIR FLOW '��' z y..l�h AIRST 'M F 95.0 75.0 99.0 = ' t \t 'J O R G 95.0 75.0 99.0 �y T i, �`' � may` H 284.0 75.0 99.0 -" ' r;•::i'.1 Q SUPPLY FAN I ' 135.0 105.2 303.0 O - 1:�, DESICCANT ROTOR J 135.0 105.2 303.0 -I' . PREFILTER DAMPER Figure:Symbolic flow diagram of the desiccant system. 5. Supply Fan and Motor 7. React.-OF Burner cont... 8. React.Air Outlet Opening -Performance Specifications: -Gas Thermal Content - Opening Dimensions and Specifications: Max supply air volume 15,000[scfm] Natural gas 1,000[BTU/ft3] Width(J)x Height(K) 32 x 12[in] Extemal static pressure 2.0[in W.C.] Propane 2,550[BTU/ft3] . Face area 2.67[ftz] 200V(230V)3PH 60Hz 69.8(60.6)FLA -Max Supply Gas Flow Rate: Max face velocity 1,491'[FPM] 460V(575V)3PH 60Hz 30.3(24.3)FLA Static pressure drop 0.14[in W.C.] Natural gas 1,078[CFH] -Fan Details , Propane 423[CFH] Opening covered with a punched screen Fan wheel type Airfoil Blade - Opening Options: -Supply Gas Pipe Size: Housing style Plenum Fan 7"to 14°W.0(low) 1'%[in]. Location(end,right side,or top) Construction Class III 1 to 5 psig(med) 1[in] Fan model • 28"CPN-BIA 9. React.Fan and Motor -Motor Details 7. React.-Electric Resistance -Performance Specifications: Motor size and frame 25[HP]284T Max react air volume 3,977[scfm] -Electrical Specifications: Motor speed 1,800[RPM] Extemal static pressure 1.0[in W.C.] Motor type •ODP,E+ 200V(230V)3PH 60Hz Not Available 200V(230V)3PH 60Hz 20.5(17.6)FLA 46 460V(575V)3PH 60Hz Consult Factory 460V(575V)3PH 60Hz 8.8(7.0)FLA 6. React.Air Inlet Opening -Electric Resistance Coil(s)Data: Fan Details I - Opening Dimensions and Specifications: Max power per coil(total)...:Consult Factory Fan wheel type Airfoil Blade Width(E)x Height(F) 37 x 34[in] Max power(total) Consult Factory Housing style Direct Drive Face area 8.74[ftz] Static pressure drop Consult Factory Construction Class III Max face velocity 455[FPM] 7. React.-Steam Coils Fan model 16"BIA Wheel Static pressure drop 0.02[in W.C.] -Motor Details Opening covered with a punched screen -Steam Heating Coil Data: Motor size and frame 7'/z[HP]213T -Opening Options: Steam Pressure si 501601100 100 Motor speed 3,600[RPM] . Location(end,right side,or top) Static press.drop[in W.C.]..0.89(0.65)0.72 Motor type TEFC,E+ Steam heating coil qty 4(3)2 • 6. Reactivation Air Pre-Filters Number coils/bank 1(1)1 cD Supply connection size[n]..1'/2(1%)2'/: -Filter Specifications: Return connection size[n]..1%(1%)2'/ Size(WxHxD) Steam temperature[°F] 298(307)338 16"x20"x2" 4 Lbs condensate[lbs-H2O/hr]1136(1139)1166 Face area 8.89[ft2) Steam Heating Coil Specifications: Max face velocity 447[FPM] Fin length x fin height 34 x 33[in] Mean static pressure drop...0.65[in W.C.] Max air volume per coil 3,977[scfm] Dirty static pressure drop 1.00[in W.C.] Face area 7.79[ftz] Filter efficiency 30%(MERV 6) Concepts and Designs Filter bank is front-loading drop-in style Max face velocity 511[FPM] -Coil Data: INCORPORATED 7. React.-Direct Fired Burner • Fins per inch(FPI) 11 2100 Park Drive NW Number of rows 2 -Burner Specifications: Owatonna,MN 55060 Fin material&thickness AL(0.010[in]) Linear feet of burner 3[ft] Tube material"&thickness..CU(0.035[n]) phone:507.451.2198 Max burner heat 1.077[MBTU/hr] Casing material Galvanized fax:507.451.1177 Static pressure drop 0.55[in W.C.] `Tube material is CU/Nl.for 100 psi steam website:www.cdihvac.com email:sales @cdihvac.com • All dimensions and specifications are preliminary and may change. F-7070-00(revision 000 on 6/13/2007) Please consult factory for final dimensions and specifications 167 Li U Y Z 1n Li ZJ < OW Z m W o O �O�LL� ig rows" Z w Li a cn w 0 nn O^-.111. 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L W C U > 'a I Ts o a ., o O a Up p O d 0 N o a)rt _en N O U c Q O O N . Z 0. U H O U r N 6 a) Q E� m d O Q 1:3 -o a ~' `- •a v) U d r C LO RI P.1 O a �) O -0 (6 >,U ' O a)C C O > y E E o H Z I- 4.) rn C C a) a o . cj o M a) o (a, as_ v) O d v L I. . U U .fl V 2 E 'o .o c ,- O .0 O v) C c a c w 1- O H ., 'O O Et E. H , c o 7 (6 a) (n " 0 O O v) O O (n ►. (n o C •a , _ _ n) I- m I- I- = C0 I- = Qr N M gm 174 CL 00 =T Report to _; ——== Executive Committee PICKERING Report Number: CR 09-15 Date: June 8, 2015 From: Marisa Carpino Director, Culture & Recreation Subject: Canada 150 Community Infrastructure Program - Endorsement of Proposed Pickering Project - File: A-1440-001-15 Recommendation: 1. That Report CR 09-1,5 of the Director, Culture & Recreation regarding the Canada 150 Community Infrastructure Program be approved; 2. That Council approve the participation of the Corporation of the City of Pickering in the Canada 150 Community Infrastructure Program: a) through the submission of an online application by the deadline of June 9, 2015; b) that the City's application for the grant consist of the Renovation of the Delaney Rink at a.total estimated cost of$2,900,160 with a net estimated City cost of$1,934,407; 3. That staff be given authority to prepare and submit the necessary documentation for the online application including a resolution of Council; 4. That staff be given the authority to apply for any future grant applications; and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Executive Summary: On May 15, 2015, Prime Minister Stephen Harper announced the Canada 150 Community Infrastructure Program. The program provides $150 million nationally over two years to support the rehabilitation, renovation and expansion of existing community infrastructure. The purpose of this report is to seek Council endorsement of the renovation of the Delaney Rink as the municipality's project in the Canada 150 Community Infrastructure Program at a total estimated cost of$2,900,160 and a net estimated City cost of $1,934,407. 175 CR 09-15 June 8, 2015 Subject: Canada 150 Community Infrastructure Program Page 2 The renovation of the Delaney Rink is in the City's forecasted 2016 capital budget and includes the replacement of the refrigerated rink slab and piping, replacement of the dasher board system, relocation of the players bench, acoustic treatment, renovation of the public washroom and dressing room to achieve accessibility standards, completion of the seating replacement program, general upgrades to the referees rooms, and finally, the modernization of the Delaney Rink public entrance with the elimination of the dated concrete ramp entrance to the Delaney Rink and the addition of an elevator, and a second floor with multipurpose community meeting rooms in its place. Many of the features of the Delaney Rink are original to the building dating back to 1983 and exceed the expected 25 year life cycle. The project will provide staff with the opportunity to replace end of life systems, realize energy savings by using energy efficient systems, achieve accessibility standard compliance and enhance user experience by modernizing the existing facility infrastructure. Financial Implications: The Renovation of the Delaney Rink is estimated to cost approximately $2,900,160 of which $965,753 (33.3 percent of total project cost) will be requested of the Federal Government through the Canada 150 Community Infrastructure Program. The current financial plan is to have the City's share estimated to be $1,934,407, funded from external debt charges. It is anticipated that when the 2016 budget is submitted to Council, this project's financing strategy will be finalized. • Discussion: In 2017, Canada will mark the 150th anniversary of Confederation. This milestone is a historic opportunity for Canadians to connect with our past, celebrate our achievements and create a lasting legacy. On May 15, 2015, Prime Minister Stephen Harper announced $150 million for the new Canada 150 Community Infrastructure Program, which will provide significant support for community and cultural infrastructure across the country to celebrate Canada's sesquicentennial. The program will provide support for the renovation, expansion and rehabilitation of existing infrastructure that provides community and cultural benefits for the public. The Federal Economic Development Agency for Southern Ontario (FedDev Ontario) is delivering the program in Southern Ontario with an allocation of$44 million over two years. Eligible recipients may receive a non-repayable contribution of up to 50 percent of total eligible project costs to a maximum of$1,000,000, with recipients providing the remaining balance. However, priority may be given to projects that require a federal contribution of only 33.3 percent. Projects must be completed by the end of 2017 to best support the Canada 150 celebrations. CORP0227-07/01 revised 176 CR 09-15 June 8, 2015 Subject: Canada 150 Community Infrastructure Program Page 3 The Delaney Rink renovation project is identified in the 2016 Capital Pickering Recreation Complex Arena Forecast, is approximately $1,800,000, and includes: replacement of the refrigerated rink slap and piping, replacement of the dasher board system, relocation of the players bench, acoustic treatment, renovation of the public washroom and dressing room to achieve accessibility standards, completion of the seating replacement program and general upgrades to the referees rooms. Currently, staff are preparing the project scope and have consulted our ice sport users groups to adjust 2016 ice permits accordingly. In addition, City staff are working to procure the architectural services for the Delaney Rink improvements which is included in the 2015 Pickering Recreation Complex Arena Capital Budget at $200,000. As a result of the Canada 150 Community Infrastructure Program announcement, City staff will be expanding this renovation project to include the modernization of the Delaney Rink public entrance that includes: a new elevator that will replace a dated and difficult to use concrete ramp entrance to the second floor of the Delaney Rink and the addition of multi-purpose accessible community meeting rooms. The modernization of Canada's Infrastructure is a key assessment tool in the Canada 150 Community Infrastructure Program and these arena upgrades address the much needed modernization of the arena which will also provide long term benefits to the community. . At this time, City staff seeks Council endorsement of the renovation of the Delaney Rink as the municipality's project in the Canada 150 Community Infrastructure Program as it is a requirement of the application process. • A further report will be submitted to Council once the results of the application are known and the tender costs have been received as costs and debt financing for the City's share must be approved by Council. Recommendation 4 of this report seeks Council's authority to apply for any future grant programs. In many instances, grant programs such as these require a resolution of council to support the municipality's project or application. During summer recess or at other times of the year, there may be situations when Members of Council may not be readily available to attend a special meeting of Council to endorse and approve such grant applications. For this reason, staff seek Council's authority to apply for any future • grant programs. In these instances, staff will inform Council through a memorandum at the earliest opportunity. Attachments: 1. Canada 150 Community Infrastructure Program; Program Guidelines. CORP0227-07/01 revised 177 CR 09-15 June 8, 2015 Subject: Canada 150 Community Infrastructure Program Page 4 Prepared/Approved/Endorsed By: Marisa Carpino Director, Culture & Recreation :mc Recommended for the consideration of Pickering City Council 0 / ///s z(: Zo(S Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised 178 • ATTACHMENT l TO REPORT# � • - r ilS u ,. P P' I {i 4 • • • • Canada 150 . Community Infrastructure • 1 Program • 1• • • PROGRAM GUIDELINES • • • • • • • ® ® Federal Economic Development Agence federate de developpement � ��IIU Agency for Southern Ontario economique pour le Sud de l'Ontario u 179 { • • • I ►® Federal Economic Development Agency federate de developpement. • Agency for Southern Ontario economi_que pour'le Sud de Ontario • TABLE OF CONTENTS Background • 3 • Eligibility 3 funding 6 .Application Process 6 • Assessment Process 7 Other Requirements 8 • • • • • • • • • • • 2 180 • • 41 Federal Economic Development Agence federale de developpement Agency for Southern Ontario economique pour le Sud de['Ontario Background Economic Action Plan 2015 announced $150 million nationally over two years for the new Canada 150 Community Infrastructure Program (CIP 150).The CIP 150 is part of a coordinated federal approach to celebrating Canada's 150th anniversary. • Under the theme"Giving back to Canada" —shaping the future,leaving a lasting legacy and giving a gift to Canada—this program will support the rehabilitation,renovation and expansion of existing public infrastructure assets such as community centres, recreational facilities,local arenas,cultural centres and other community infrastructure.This commitment is expected to • strengthen public infrastructure and provide economic benefits in communities across Canada. The Federal Economic Development Agency for Southern Ontario(FedDev Ontario) is delivering the program in southern Ontario with an allocation of$44.4 million over two years. • Eligibility I. Eligible Recipients Eligible recipients under the program include: • a municipal or regional government established by or under provincial statute; • a band council or an Aboriginal government authority established by a Self-Government Agreement or a Comprehensive Land Claim Agreement; • an incorporated not-for-profit organization; • a provincial entity that provides municipal-type infrastructure services to communities, as defined by provincial statute;and • a public-sector body that is established by or under provincial statute or by regulation or is wholly owned by a province, municipal or regional government which provides municipal-type infrastructure services to communities. II. Eligible Projects Funding is for the rehabilitation, renovation and expansion of existing community infrastructure assets that are non-commercial in nature and located in southern Ontario. Please see the Application Process section for a list of eligible communities. Ineligible projects include construction of new infrastructure,temporary installations,or facility expansions that would result in a significant increase of the asset(i.e. more than a 50 percent increase in square footage). 3 181 1. Federal Economic Development Agence federale de developpement Agency for Southern Ontario economique pour le Sud de 1'Ontario Eligible projects must: • fall under an eligible category and be proposed by an eligible recipient; • be for the rehabilitation,renovation or expansion of existing community infrastructure assets; • be open for use to the public and not limited to a private membership; • leverage a minimum of 50 percent of funding from other sources. Priority may be given to projects that leverage 66.6 percent or more;and • be substantially completed by March 31,2018. - For the purposes of the program,"substantially completed" has the same meaning and shall be determined in accordance with how the term "substantially performed"is defined in subsection 2(1)of the Construction Lien Act,R.S.O.1990,c.C.30,as amended,and "Substantial • Completion"shall have a corresponding meaning. Projects must fall within the following project categories to be eligible for funding under the program: • community centres (including Legion Halls); • cultural centres and museums; • parks, recreational trails,including fitness trails,bike paths and other types of trails; • libraries; _ • recreational facilities including local arenas,gymnasia,swimming pools,sports fields, tennis, basketball,volleyball or other sport-specific courts,golf courses,ski hills or other types of recreational facilities; • tourism facilities; • docks; • cenotaphs;and • other existing community infrastructure assets for public benefit that have a local community impact,such as local roads,drinking water treatment and distribution systems,connectivity and broadband, local airports,solid waste management and wastewater infrastructure. Examples of eligible projects include: • expansions such as new entrances and ramps to improve accessibility to a facility; • replacing windows and doors in a community centre to improve energy efficiency; • upgrading heating,cooling or electrical systems to meet safety standards; • adding a roof or lighting to an outdoor rink;and • extending a trail or bike path by no more than 50 percent of its existing length. • 4 • 182 . 1+M Federal Economic Development Agence federale de developpement Agency for Southern Ontario economique pour le Sud de('Ontario III. Eligible Project Costs Eligible costs are costs considered to be direct and necessary for the successful implementation of an eligible project and are paid by an eligible recipient under a contract for goods or services, excluding those explicitly identified in section IV below. Eligible project costs can only be reimbursed to the recipient if a contribution agreement is signed by both parties.Costs must first be incurred and paid by the recipient,and if deemed eligible,will then be reimbursed at the prescribed percentage of the federal contribution. Eligible costs for support under the program are as follows: • costs that are incurred between April 1,2016,and March 31,2018; • costs to rehabilitate, renovate or expand fixed capital assets of community infrastructure; • fees paid to professionals,technical personnel,consultants and contractors specifically • engaged for the purpose of the rehabilitation, renovation or expansion work; • costs of environmental assessments, monitoring and follow-up activities as required by the Canadian Environmental Assessment Act(CEAA)2012 or equivalent legislation; • costs of any public announcement and official ceremony or of any required temporary or permanent signage that includes the cost of creation and posting of signage; • other Costs that are considered to be direct and necessary for the successful implementation of the project and that are approved in advance;and • Employee salaries and other incremental costs(i.e.materials or equipment) of the recipient may be included in eligible costs under the following conditions: o the recipient is a local, regional or Aboriginal government;and o the.recipient confirms and substantiates that it is not economically feasible to tender a contract;and o costs are employed directly in respect of the work that would have been the subject of the contract;and o the costs are approved in advance and are included in the contribution agreement. FedDev Ontario reserves the right to make the final determination on the value of contributions and to exclude expenditures deemed to be ineligible or outside the scope-of the project. IV. Ineligible Project Costs Costs related to the following items are not eligible costs under the program: • project costs incurred before April 1, 2016,or after March 31,2018; • temporary installations and moveable equipment,including but not limited to, motorized vehicles,furniture,computers and sports equipment; • services or work that is normally provided by the recipient or a related party; 5 • 183 ® ® Federal Economic Development Agence federale de developpement Agency for Southern Ontario economique pour le Sud de('Ontario • salaries and other employment benefits of any employees of the recipient except as outlined above in Eligible Project Costs; _ • a recipient's overhead costs,its direct or indirect operating or administrative costs,and more specifically its costs related to planning,engineering, architecture,supervision, management and other activities normally carried out by the recipient's staff; • in-kind contributions; • the cost of feasibility and planning studies; • taxes, such as GST and HST,for which the recipient is eligible for a tax rebate and all other costs eligible for rebates; • the cost of land or any interest therein,and related costs; • cost of leasing of equipment by the recipient except for as indicated in eligible costs, above; • legal fees;and • routine maintenance costs. • Funding Eligible recipients may receive a non-repayable contribution of up to 50 percent of total eligible project costs of an infrastructure project,with recipients providing the remaining balance. However, priority may be given to those projects that require a federal contribution of only 33.3 percent. Eligible recipients may receive contributions of up to a maximum of$1,000,000. However, priority may be given to smaller-scoped projects to ensure projects can be completed within the required timeframes and to ensure that the program benefits are shared broadly. The total funding from all federal sources (including the CIP 150 and other sources such as the Gas Tax Fund)will not exceed 50 percent of total eligible project costs. All projects are required to begin and have substantially completed construction prior to March 31, 2018.Should this condition of funding not be met, FedDev Ontario shall have the right to cancel funding in whole or in part,and to be repaid any funding advanced,in whole or in part, for any project that is not completed by the end of the program. Application Process Applications and supporting documentation must be submitted to FedDev Ontario no later than 5:00 p.m.EDT on June 9,2015. • An application form and supporting documentation must be submitted for each project. . Incomplete and late applications will be deemed ineligible. • 6 • 184 • 1+1 Federal Economic Development Agence federale de developpement Agency for Southern Ontario economique pour le Sud de('Ontario Applicants are strongly encouraged to apply online at www.FedDevOntario.gc.ca/CIP150. If you are unable to access or submit your application online,please call the toll-free line at 1-866-593-5505. In order to apply to the program through FedDev Ontario,the project location must be located in southern Ontario within one of the following 37 Statistics Canada census divisions: Stormont, Dundas and Glengarry; Prescott and Russell; Ottawa; Leeds and Grenville; Lanark; Frontenac;Lennox and Addington; Hastings; Prince Edward;Northumberland;Peterborough; Kawartha Lakes; Durham;York;Toronto;Peel; Dufferin;Wellington;Halton; Hamilton; Niagara; Haldimand-Norfolk; Brant;Waterloo; Perth; Oxford; Elgin;Chatham-Kent; Essex; Lambton; Middlesex; Huron;Bruce;Grey;Simcoe; Haliburton;and, Renfrew. A list of the communities that form each census division is available online. Assessment Process FedDev Ontario will review all applications following the application deadline.Applicants will be notified of the results of their application in writing. Projects will be assessed on the eligibility requirements described above, as well as the following priority areas and selection criteria: Project Readiness:Applicants are required to provide information necessary to determine if the project is construction-ready and will be substantially completed by March 31,2018. Priority may be given to projects that can be completed by June 30,2017. Project Scope: In order to ensure that projects can be completed within the program timeframes and that the program benefits are shared broadly,priority may be given to smaller- scoped projects. Extent to which Other Funding is Leveraged:The ability for a given project to leverage 66.6 percent of project funding from other sources may be considered when making project decisions. Link to Canada's 150th Anniversary:Applicants are asked to outline how their infrastructure improvement project is linked to Canada's 150th anniversary. For example,does the project contribute to modernizing Canada's infrastructure,do the upgrades provide long-term benefits to a community,does it have historical significance related to Confederation,or will its improvement contribute to celebrating Canada's 150th anniversary. Incrementality:Applicants are required to attest,in conjunction with their project application, that the work to be undertaken is an incremental construction activity that would not 7 • • 185 ,at„ Federal Economic Development Agence federale de developpement '9� Agency for Southern Ontario economique pour le Sud de('Ontario otherwise have been constructed or constructed as quickly,were it not for funding from the CIP 150. Other Requirements Endorsement Proposed projects must be duly authorized or endorsed by a resolution of Council, Band or • Board of Directors,as applicable.The resolution is encouraged at the time of the application and must be received before a contribution agreement can be executed. In addition, not-for-profit organizations must provide the following documentation electronically with their application: • Certified copy of their articles of incorporation;and • List of current Board of Directors and contact information. Ownership of Asset -If an applicant does not own the asset for which CIP 150 funding is requested,the applicant must complete an Applicant Declaration and Landlord Authorization form at the time of application. If at any time within six(6)years from the date of completion of the project,the recipient sells, leases,encumbers or otherwise disposes of,directly or indirectly,any asset funded, in whole or • in part,with the financial assistance contributed under the terms of the program,the recipient must repay the federal government, on demand,a proportionate amount of the financial • assistance,as follows: • Repayment of Contribution Amounts Where Project asset is sold,leased, Repayment of contribution; encumbered or disposed of: {in current dollars) Within 2 Years after Project completion 100% !Between 2 and 6 Years after Project completion 55% • 16 Years after Project completion 0% Environmental Assessment Projects that are defined as"designated projects"under the Canadian Environmental Assessment Act,2012 and those located on "federal lands" may require an environmental assessment or review."Designated projects" include major projects such as electrical generating stations and transmission Iines,oil and gas mining and processing facilities,metal and mineral mines, major railway lines,and all season highways.Applicants should • 8 • • 186 1+1 Federal Economic Development Agence federale de developpement • Agency for Southern Ontario economique pour le Sud de('Ontario communicate with the Canadian Environmental Assessment Agency for more information on "designated projects". For projects carried out on"federal lands" (which are not"designated projects"), FedDev Ontario will have to determine if the project is likely to cause significant adverse environmental effects. Eligible project costs cannot be reimbursed until this review has been completed. Reporting All approved recipients will be required to submit progress reports until project completion. The progress report should detail progress on the implementation of the project,and amounts received through the agreement,amounts expended on approved projects,and an overall update on the project status.Details of this reporting will be provided to recipients in their contribution agreements. Contact Us For more information on the Canada 150 Community Infrastructure Program, please email or call 1-866-593-5505. • • • • • 9 187 Cali 054 Report to Executive Committee PICKERING Report Number: ENG 11-15 Date: June 8, 2015 From: Richard Holborn Director, Engineering & Public Works Subject: School Crossing Guard Program Tender No. T-8-2015 File: A-1440 Recommendation: 1. That Report ENG 11-15 of the Director, Engineering & Public Works regarding Tender No.T-8-2015, to provide all labour, equipment and services including administration for the operation of the City's School Crossing Guard Program be received; 2. That Tender No. T-8-2015 submitted by Staffing Services in the total tendered amount of$1,695,000.00 (HST included),with a net project cost of$1,526,400.00 (net of HST rebate) be approved for the three year period from September 2015 to June 2018, subject to the annual review and extension to the contract by the Manager, Supply & Services; and 3. That the appropriate City of Pickering officials be authorized to take necessary action to give effect hereto. Executive Summary: The current contract for the administration of the school crossing guard program will expire on June 30, 2015. Tender No. T-8-2015 was issued on Friday, March 27, 2015 and closed on Wednesday, April 15, 2015 with two bidders responding. The low bid in the amount of$1,695,000.00 (HST included), submitted by Staffing Services, the City's current service provider, is recommended for award. The City's purchasing policy requires staff to report to Council on the results of the tender and financing in order to proceed with this project in a timely manner. Financial Implications: The annual cost for the provision of the school crossing guard program is provided for in account 2230.2399.0000. In the 2015 Current Budget, costs were estimated for the period of September 2015 to December 2015 for the new contract. Based on the tender received by Staffing Services, the 2015 budget for the school crossing guard program will be exceeded by $17,744.00 which will be offset by savings available within the Engineering and Public Works Department. The 2016 and 2017 Current Budgets will reflect the amounts in the awarded contract. 188 Report ENG 11-15 June 8, 2015 Subject: School Crossing Guard Program Tender No. T-8-201,5 Page 2 The proposed funding requirements for this tender, subject to Council approval, would be as follows: 1. Tender Amount Tender No. T-8-2015 Year 1 Year 2 Year 3 Total (3 years) (2015) (2016) (2017) Tender Amount $500,000.00 $500,000.00 $500,000.00 $1,500,000.00 (HST (13%) 195,000.00 Gross Tendered Amount $1.695.000.00 2. Total Project Cost Tender No. T-8-2015 Tender Amount (3 Years) $1,500,000.00 Total Tender Amount (excluding taxes) 1,500,000.00 HST (13%) 195,000.00, Gross Project Cost 1,695,000.00 HST Rebate (11.24%) (168,600.00) Net Project Cost $1.526,400.00 . • 3. Approved Source of Funds ' Tender No. T-8-2015 Account Code Budget Required Year 1 2325.2478.0000 $430,000.00 $447,744.00 Project Cost.under (over) approved funds (Year 1). ($17,744.00) Discussion: The City of Pickering currently contracts the placement of 36 school crossing guard stations, the locations of which are outlined on the attached map (Attachment 1). The current contract for the supply and administration for school crossing guard services, Tender No. T-17-2012, will expire on June 30, 2015. The service provider, Staffing Services, was awarded the contract for the 2012/2013 school year and was extended for the optional second (2013/2014) and third (2014/2015) • school years. C0RP0227-07/01 revised 189 Report ENG 11-15 June 8, 2015 Subject: School Crossing Guard Program Tender No. T-8-2015 Page 3 Tender No.T-8-2015 for the City's School Crossing Guard Program was issued on Friday, March 27, 2015, and closed on Wednesday, April 15, 2015 with two bidders responding. The low bid in the amount of$1,695,000.00 (HST included) for three years, submitted by Staffing Services, the City's current service provided, is deemed acceptable. The following items submitted by Staffing Services have been checked and are deemed acceptable by the Manager, Capital Projects & Infrastructure: • provided references • proposed contract implementation scheme • policy/practice regarding absenteeism and vacations • policy/practice regarding training of both guard and supervisory staff The Health and Safety Policy, current WSIB Workplace Injury Summary Report, and Certificate of Clearance issued by Workplace Safety & Insurance Board as submitted by Staffing Services have been reviewed by the Coordinator, Health & Safety and is deemed acceptable. The Certificate of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. This tender maintains the current number of crossing guard stations and conditions of service for year one, which is the 2015/2016 school year (September 2015 to June 2016). The term of this contract is to include three school years from September 2015 to June 2018 inclusive. Each subsequent school year's service is subject to acceptable health and safety documentation and satisfactory performance evaluation of the prior year's service. The City reserves the right not to extend to the subsequent school year, should the requested documentation set out in Information to Bidders Item 26 not be acceptable and/or the performance evaluation not be acceptable, if in so doing the best interests of the City will be served. In conjunction with staffs review of the contractor's previous work experience, check of references submitted, and review of relevant documentation during the evaluation stage, the tender is deemed acceptable. Upon careful examination of the tender and relevant documents received, the Engineering & Public Works Department recommends the acceptance of the low bid submitted by Staffing Services for Tender No. T-8-2015 in the total tendered amount of $1,695,000.00 (HST included) for three years and that the total net project cost of $1,526,400.00 (net of HST rebate) be approved. • Attachments: 1. School Crossing Guard Program Location Map 2. Record of Tenders Opened and Checked —Tender No. T-8-2015 3. Supply & Services Memorandum dated April 16, 2015 CORP0227-07/01 revised 190 Report ENG 11-15 June 8, 2015 Subject: School Crossing Guard Program Tender No. T-8-2015 Page 4 Prepared By: Approved/Endorsed By: /V, (--77 Nathan Emery Rich d Holborn, P. Eng. Coordinator, Traffic Operations Dir,Q6or, Engineering & Public Works C— // ' Darr II elsky, C.E.T., CMM Ill Stan Karwowski, MBA, CPA, CMA Man ger, Capital Projects & In rastructure Division Head, Finance & Treasurer Vera A. F6Igemacher • CSCMP, CPPO, CPPB, CPM, CMM Ill Manager, Supply & Services NE:mjh • Recommended for the consideration of Pickering City Council 1 / / I / ',e / 147t 2 1, Zo/S Tony Prevedel, P.Eng. Chief Administrative Officer • CORP0227-07/01 revised 191 nowww. i '' ,'-': .., 7_'.,::''s'IT-,: 1.---Alci it -/3" . . ..... . ....._, .„.... i / : ; • .. . i • , ,n• , i E • 0 i F.t.4 111.1■ tli— I lit* • N. 0)8 .c.7)-2 * ' "' • (r) , . 1 •ar kr I 00 Cl) z i — .P.1., ' U • ‘ ! 0 0 CV Afj--- r-- ILI ' ...1 . dici(%-' ,7.., _,„,r_f- --Ni ■d/ • ii . __ - i i ,,----: L- ---- / • 1•77 , 1 r, ,---) ( •\ V• 'i ,. . •,_... :,. i. 7 ' !: • 7 i \ v ,. • i[ .__ , ....‘ ,, , , H......„, , ........_ , , , yil i V --L- ,-;?, ;,,..,.,,,e'-i L—L3_;\,–.... _____1 L_J1 a\frrvad-,r-r ..t I :.. '.. •..: CD r \ 1. \ .. 1---\ ',IrMac,,,,."±,- ,,II I -I 1_, tj 1 ild ,, .1 - • , 0 cn i \ a\r-\ • ‘...:,. . 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E O us Cn 193 ATTACHMENT# -3 TO REPORT# City 00 A f of 2-- �_ N_,ti tea,;:- • PICKERING Memo To: Richard Holborn April 16, 2015 Director, Engineering & Public Works From: Vera A. Felgemacher Manager, Supply & Services Copy: Manager, Capital Projects & Infrastructure Subject: Tender No. T-8-2015 School Crossing Guard Program 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. One addenda was issued and 2 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 deposits of at least 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). Two (2) 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 Bidder Total Tendered After Calculation Amount Check Staffing Services $1695,000.00 $1,695,000.00 Neptune'Security Services Inc. $2,034,000.00 $2,034,000.00 • Pursuant to Information to Bidders Item 26, 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 9 y proceed with this task. (a) a copy of the Health & Safety Policy to be used on this project; (b) a copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report document, a copy of the current CAD 7, NEER, or MAP reports may be submitted); 194(c) a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance Board; — ATTACHMENT#_? _TOREPORT# — / J1 y 1 -- = LL....of Z - (d) Copies of Ontario Ministry of Labour, Health and Safety Awareness Training certificates for every worker and supervisor who will be assigned to this project; . (e) the City's certificate of insurance shall be completed by the Bidder's agent, broker or insurer; (f) If the Bidder is not a limited Company, pursuant to the relevant Provincial or Federal legislation, ' a copy of the most recent business or partnership registration form filed with the Ministry of Governance and Consumer Service; and (g). Such further information, as the City may request in writing. In accordance with the Purchasing Policy Item 06.04, the authority for the dollar limit as set out below excludes HST, however, a Report to Council is requested. 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 a) The Company's proposed contact implementation scheme; b) The Company's policy/practice regarding absenteeism and vacations; c) The Company's policy/practice regarding training of both guard and supervisory. staff; . d) the Company's certification of confirmation of Guard and supervisory staff successful completion of a Police Record Check e) The company's certification of confirmation of Guard and supervisory staff successful completion of the Company's Guard training program f) A copy of the Health and Safety Policy to be used on this project; ' g) A copy of the current Workplace Injury Summary Report issued by Workplace Safety & Insurance Board (in lieu of the Workplace Injury Summary Report document, a `copy of the current CAD 7; NEER, or MAP reports may be submitted); h) A copy of the current Clearance Certificate issued by Workplace.Safety& Insurance Board; . i) The City's certificate of insurance or approved alternative form shall be completed by the bidder's agent, broker or insurer; j) Copies of Ontario Ministry of Labour,. Health and Safety Awareness Training certificates for every worker and supervisor who will be working on this project; After 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 y require further information, please feel free to contact me or a member of Supply& Se ices. CA, �� VAFIkm 1 Attachments April 16, 2015 _ Tender No. T-8-2015 Page 2 School Crossing Guard Program 1-95 °0 ==- Report to ril Executive Committee PICKERING Report Number: FIR 02-15 Date: June 8, 2015 From: John Hagg Fire Chief Subject: Mutual Aid Agreement between Pickering Fire Services Department and Toronto Fire Services - File: A-1440-001-15 • Recommendation: 1. That Report FIR-02-15 of the Fire Chief be received; 2. That the Fire Protection Services Agreement between The Corporation of the City of Toronto and The Corporation of the City of Pickering be approved; 3. That the Mayor and City Clerk be authorized to execute the said agreement subject to minor revisions satisfactory to the Fire Chief; and 4. That appropriate City of Pickering officials be given the authority to give effect thereto. Executive Summary: The City of Pickering Fire Services Department currently has the benefit of a Mutual Aid Agreement with the other municipalities within Durham Region, including the Town of Ajax. These Agreements have served the City of Pickering very well. At various times, the City has been both the recipient and the provider of assistance. Geographically, the City of Pickering is bounded on two sides by municipalities from Durham Region and on the west side by the City of Toronto and York Region municipalities. The City of Toronto is the largest City in Canada. Given the resources available in Toronto and the close location of those resources to Pickering's western border, it make sense for Pickering to enter into a Mutual Aid Agreement with Toronto in the form of Attachment 1. Financial Implications: There are no financial implications related to'this report. Discussion: . Subsection 2(5) of the Fire Protection and Prevention Act, 1997, S.O. 1997, c. 4 reads as follows: (5) A municipality may, under such conditions as may be specified in the agreement, enter into an agreement to, (a) provide such fire protection services as may be specified 196 • FIR-02-15 June 8, 2015 Subject: Mutual Aid Agreement between Pickering Fire Services and Toronto Fire Services Page 2 • in the agreement to lands or premises that are situated outside the territorial limits of the municipality; and (b) receive such fire protection services as maybe specified in the agreement from a fire department situated outside the territorial limits of the municipality. The City of Pickering Fire Services Department currently has the benefit of a Mutual Aid Agreement with the other municipalities within Durham Region, including the Town of Ajax. These agreements enable Pickering to obtain from neighbouring municipalities assistance at fire alarms where Pickering has either maximized its resources or requires additional resources to control or contain a fire. The Automatic Aid Agreement Pickering has with Ajax is for a defined area of Pickering, in the vicinity of Ajax's Fire Station. Consequently, Ajax's Fire Service can service that area more quickly, and is automatically dispatched on alarms in that defined area. The Fire Protection Services Agreement (Attachment 1) is a Mutual Aid Agreement with Toronto Fire Service for assistance which will need to be requested as and when required. The assistance may be in the form of fire suppression, rescue or emergency services or any combination of them, and includes assistance with hazardous materials incidents. The Fire Protection Services Agreement will serve to strengthen fire protection services for the residents of Pickering. Utilizing the resources of the largest fire service in Canada, and being able to offer our services to Toronto (in particular our water tankers) is an excellent example of municipal cooperation and a win-win situation for both municipalities: . Attachment: 1. Fire Protection Services Agreement between The Corporation of the City of Toronto and The Corporation of the City of Pickering Prepared/Endorsed By: Joh -gg Fire Chief JH:nrm/ks CORP0227-07/01 revised 197 • FIR-02-15 June 8, 2015 Subject: Mutual Aid Agreement between Pickering Fire Services and Toronto Fire Services Page 3 Recommended for the consideration of Pickering City Council , o-aaeja. I/04i 14, Lots Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised • 198 T-12- 02 -l5 ATTACHMENT*. _TO REPORT #._._ es/0m THIS FIRE PROTECTION SERVICES AGREEMENT made in quintuplicate as of the Xth day of Month, 2015. • BETWEEN: City of Toronto To be called in this Agreement "Toronto" Of The First Part • - and - • The City of Pickering To be called in this Agreement "Pickering" Of The Second Part Whereas Toronto and Pickering each maintain equipment and personnel for the suppression of fires within their respective territorial jurisdictions; • Whereas Toronto and Pickering each desire to augment the fire protection available to persons, lands and premises within their respective territorial jurisdictions in the event of large fires, conflagrations and natural or technological disasters; Whereas Toronto and Pickering each have an interest in providing mutual assistance to each other in emergencies in their respective territorial jurisdictions; Whereas subsection 2(5) of the Fire Protection and Prevention Act, 1997, S.O. 1997, c. 4 provides that a municipality, like Toronto and Pickering, may, under such conditions as may be specified in the agreement, enter into an agreement to provide such fire protection services as may be specified in the agreement to lands or premises that are situated outside the territorial limits of the municipality and receive such fire protection services as may be specified in the agreement from a fire department situated outside the territorial limits of the municipality; Whereas subsection 1(1) of the Fire Protection and Prevention Act defines "fire protection services" as including fire suppression, fire prevention, fire safety education, communication, training of persons involved in the provision of fire protection services, rescue and emergency services and the delivery of all those services; Whereas the Council of the Corporation of the City of Pickering, in adopting Report No. X at its meeting held on Xth day of Month, 2013 authorizing Pickering to enter into this agreement on the terms and conditions set out herein,; and Whereas the Council of the City of Toronto, in adopting Clause No. 3 of Report No. 6, entitled "Fire Protection Services Agreements with Greater Toronto Area Fire Departments and the Greater Toronto Airport Authority" of the Community Services Committee at its meeting held on June 18th, 19th and 20th, 2002, authorized Toronto to enter into this Agreement on the terms and conditions set out herein, Now Therefore This Agreement Witnesseth that, in consideration of the aforementioned background, the mutual covenants contained in the Agreement and 199 ATTACHMENT# L TO REPORT#11a.°2--if other good and valuable consideration (the sufficiency of all of which is now acknowledged), the parties agree as follows: 1. Definitions. In this Agreement, unless the context otherwise requires, the following expressions_ have the meanings indicated below: (a) "Agreement" means this agreement and all documents incorporated in it by reference as the same may be amended from time to time in accordance with the provisions hereof; "hereof', "hereto", and "hereunder" and similar expressions refer to this Agreement and not to any particular section; "Section" in this Agreement refers to the specified section of this Agreement; (b) "Assistance" means assistance in the form of fire suppression, rescue or emergency services or all or any one or any combination of them and includes assistance on hazardous materials incidents; (c) "Assisting Fire Department" means the fire department of the party to which a request for Assistance is made or which is making an offer of Assistance and, if the request or offer is accepted, the fire department of the party providing Assistance under this Agreement and, for the purposes of invoicing as provided for in Section 13, mean the party whose fire department provided Assistance to the Requesting Fire Department; (d) "Emergency" means an actual or potential condition or situation within the . territorial limits of the Requesting Fire Department that, in the opinion of its Fire Chief, poses an immediate and serious threat to life or property or to public health or safety and, in order to remove or reduce or otherwise remedy the condition or situation or to bring it under control successfully, requires resources that exceed the existing resources or capability or the Requesting Fire Department; (e) "Fire Chief' means the fire chief or chief fire official of the fire department of the party and includes any person designated by the party to act in place of the fire chief or chief fire official in his or her absence and also includes any senior command officer or other person specifically designated by either of them to act in his or her place in respect of an Emergency; (f) "prime rate" means the lowest rate of interest quoted by chartered banks to the most creditworthy borrowers for prime business loans as determined and published by the Bank of Canada; and (g) "Requesting Fire Department" means the fire department of the party requesting or being offered Assistance under this Agreement and, if the request or offer for Assistance is accepted, the fire department of the party receiving Assistance under this Agreement. 2 200 • ATTACHMENT#I._TO REPORT# 1 2Z 1� 2. Assistance Requests and Offers. In the event of an Emergency in its territorial l jurisdiction, a party may through its fire department request Assistance from the fire department of the other party, or the other party through its fire department may offer to provide Assistance to the fire department of the first party when faced with such circumstances, subject to the terms and conditions of this Agreement. 3. Assistance Requests Acceptance and Refusal. Where a request for Assistance is made under this Agreement, the Assisting Fire Department may in its sole discretion accept or refuse the request to provide Assistance and, if it accepts the request, may in its sole discretion determine the nature, type, scope, response • time and amount of Assistance to be provided and, regardless of whether it accepts or refuses the request, may in its sole discretion suggest alternatives to the Assistance requested. The Assisting Fire Department shall communicate any such decision to the Requesting Fire Department as soon as the circumstances affecting the Assisting Fire Department reasonably permit. 4. Nature of Assistance. Where an offer for Assistance is made under this Agreement, the Assisting Fire Department may in its sole discretion determine the nature, type, scope and amount of Assistance to be provided and may in its sole discretion suggest alternatives to the Assistance offered. 5. No Obligation. Nothing in this Agreement shall require or obligate, or be construed to require or obligate a party to request, provide or offer Assistance or to continue Assistance. Each party shall retain the right to refuse a request to provide or to discontinue Assistance and the right not to accept an offer of Assistance, and the right to suggest alternatives to the Assistance requested or offered and the right not to suggest such alternatives. 6. No Further Obligation. Where Assistance has been offered or provided by the Assisting Fire Department, the Assisting Fire Department shall not be obligated to provide any further Assistance or to do any thing or take any action beyond that which it specifically agreed to do in its offer of Assistance or its acceptance of the request to provide Assistance. 7. Withdrawing Assistance. Nothing in this Agreement shall prevent the Assisting Fire Department, acting in its sole discretion, from withdrawing all or any part of the Assistance or altering the nature, type, scope and amount of Assistance offered or provided or to be provided to the Requesting Fire Department or suspending or ceasing Assistance, in whole or in part. 8. Authority of Fire Chief. Each party authorizes its Fire Chief, on its behalf, (a). to request Assistance; (b) to accept or refuse, in whole or in part, a request to provide Assistance made; 3 201 ATTACHMENT#L__,TO REPORT# !?2-IS (c) to offer to provide Assistance; 4 es1 b (d) to accept or refuse, in whole or in part, Assistance offered; (e) to determine the nature, type, scope and amount of Assistance to be offered or provided, if any; (f) to issue instructions or determine the exact mission relating to the Assistance offered or provided or to be provided, if any; (g) to alter, in whole or in part, Assistance offered or provided or to be • provided, if any; (h) to suggest alternatives to the Assistance offered or requested; (i) to withdraw, in whole or in part, Assistance offered or provided or to be provided; (j) to withdraw, in whole or in part, and offer of Assistance made; (k)' to rescind, in whole or in part, acceptance of a request to provide Assistance or an offer of Assistance made; (I) to suspend, cease or discontinue, in whole or in part, Assistance; (m) except where expressly provided otherwise in this Agreement, to give any consent, permission or approval or make any other decisions required; and (n) to communicate (including determining the method, form and means of communication) to the other party any decision made or other matter with respect to Assistance, under this Agreement. 9. Familiarization. The parties may take such measures as their respective Fire Chiefs mutually determine are reasonably necessary to familiarize their respective fire departments with the fire suppression, rescue or emergency services that may be provided by the other party. 10. Responsibility and Direction. Despite any other provision in this Agreement, the Requesting Fire Department shall remain responsible for ensuring that all reasonable and prudent measures are taken by the Requesting Fire Department to mitigate an Emergency in respect to which an offer or request to provide Assistance has been made under this Agreement. The Assisting Fire Department shall keep confidential and, except, in the case of Pickering, for the purposes of enabling the Pickering Fire Chief to report under Section 11 and, in the case of Toronto, for the purposes of enabling the Toronto Fire Chief to report under Section 12, not disclose any information concerning the Emergency or the Assistance provided under this Agreement without the prior consent of the Requesting Fire Department whose consent shall not be arbitrarily or 4 202 ATTACHMENT# L TC7 REPORT 0Z-15 unreasonably denied or delayed. As far as is reasonably practical, during the Emergency and the Assistance provided under this Agreement, the Assisting Fire Department and the Requesting Fire Department shall remain intact, under the direct command of its highest ranking officer; however, despite Section 8(f) but subject to Section 7, operational direction to the Assisting Fire Department's senior officer on scene shall issue from the Fire Chief of the Requesting Fire Department only, provided that the Assisting Fire Department shall have the right to assign supervisory personnel to operate, or supervise the operation of in accordance with any such tactical or strategic direction, any of the Assisting Fire Department's equipment or personnel or both furnished as Assistance to the Requesting Fire Department. 11. Report to Pickering Council. The Pickering Fire Chief shall report to Pickering council, at such times as the council may determine as appropriate and otherwise as the Pickering Fire Chief considers appropriate, all Emergencies for which Assistance was offered or requested and was provided or not and, if Assistance was provided, the nature, type, scope and amount of the Assistance and whether such Assistance was later withdrawn in whole or in part and otherwise such matters as the Fire Chief considers relevant to the Emergency and the Assistance provided under this Agreement. 12. Report to Toronto Council. The Toronto Fire Chief shall report to Toronto council, at such times as the council may determine as appropriate and otherwise as the Toronto Fire Chief considers appropriate, all Emergencies for which Assistance was offered or requested and was provided or not and, if Assistance was provided, the nature, type, scope and amount of the Assistance and whether such Assistance was later withdrawn in whole or in part and otherwise such matters as the Fire Chief considers relevant to the Emergency and the Assistance provided under this Agreement. 13. Fee for Assistance. The parties agree that there shall be no personnel or equipment/vehicle fees charged to or by either the assisting or requesting department. The parties agree to reimburse the Assisting Fire Department for materials and equipment used and not reusable such as chemicals, foams, blankets and other non-reusable items or replace same with like goods. 14. Term of Agreement. This Agreement commences as of the date of this Agreement and continues until terminated pursuant to this Agreement. 15. Termination of Agreement. Either party may, for any reason or for no reason at all, terminate this Agreement upon thirty (30) days' prior written notice to the other party. 16. No Liability. The parties agree that no liability shall accrue to the party that is the Assisting Fire Department, its council members, officers, employees or agents where the Assisting Fire Department refuses to provide Assistance to the Requesting Fire Department or, if a request to provide Assistance is accepted, where the Assisting Fire Department neglects or fails to provide Assistance, or does not provide Assistance in a timely manner or, if Assistance is provided, for 5 203 ATTACHMENT# 1 TO REPORT#ai?oz-►5 any decisions made by the Assisting Fire Department with respect to the nature,( LO type, scope, response time and amount of Assistance provided or to be provided or for compliance or noncompliance by the Assisting Fire Department with any tactical or strategic direction issued by the Fire Chief of the Requesting Fire Department under Section 10 or where the Assisting Fire Department withdraws, discontinues, suspends or ceases Assistance, in whole or in part, or where the Assisting Fire Department suggests alternatives to the Assistance requested. The party that is the Requesting Fire Department hereby waives any claims that it may or might have against the party that is the Assisting Fire Department arising from all or any of the foregoing. 17. Indemnity. The party that is the Requesting Fire Department shall be liable for and shall defend, indemnify and hold harmless the party that is the Assisting Fire Department, its council members, officers, employees or agents from and against all claims, defence costs, settlement costs, all manner of action or actions, cause and causes of action, duties, dues, accounts, covenants, contracts, demands or other proceedings of every kind or nature whatsoever at law or in equity arising out of the performance of any Assistance provided or to be provided under this Agreement, except to the extent that same is caused or contributed to by the gross negligence or willful misconduct of the Assisting Fire Department or any person for which it is responsible in law in providing Assistance and relates to damages, losses or injuries (including injuries resulting in deaths) suffered or sustained by third parties. 18. Insurance. During the term of this Agreement, each party shall obtain and maintain in full force and effect, at its own cost, Commercial General Liability insurance issued by an insurance company authorized by law to carry on business in the Province of Ontario, providing for, without limitation, coverage for third party bodily injury, property damage and personal injury. Such policy shall: a. have inclusive limits of not less than Five Million Dollars ($5,000,000) per occurrence; b. contain a cross-liability clause endorsement of standard wording; c. add the other party as an additional insured; • d. not be terminated, cancelled or materially altered unless written notice of such termination, cancellation or material alteration is given to the other party at least thirty (30) clear days before the effective date thereof; e. provide that the Requesting Fire Department's liability insurance shall apply as primary insurance and not in excess to any liability insurance available under this Agreement to the Assisting Fire Department, except where the Assisting Fire Department is responsible under Section 17, in which case the Assisting Fire Department's liability insurance shall apply as primary insurance in accordance with the above; and , 6 204 ATTACHMENT# I TO REPORT#iR.oZ-15 Otta f. require that a party, upon the request of the other party, shall provide proof of insurance in a form satisfactory to the other party's insurance or risk manager. 19. Employment Status. Notwithstanding that employees, contractors and agents (collectively, the "workers") of the Assisting Fire Department may, as a result of this Agreement, be assigned to perform duties for the Requesting Fire Department and, in fact, be performing services for the Requesting Fire Department or the inhabitants,of its territorial jurisdiction or for their respective benefit, the parties agree that, despite anything in Section 10, the workers of the Assisting Fire Department shall retain their employment or contractual relationship with the Assisting Fire Department and shall remain, in all respects, workers of the Assisting Fire Department and, except as otherwise provided in Section 10, shall be under the command and supervision of the Assisting Fire Department and that the Requesting Fire Department is not to be considered the employer of the Assisting Fire Department's workers, under any circumstances or for any purposes whatsoever. The Assisting Fire Department shall remain responsible for all statutorily required deductions, contributions, premiums and payments (including without limitation employment insurance, Canada Pension Plan and Workplace Safety and Insurance) in respect of its workers. "Workplace Safety and Insurance Act, 1997, S.O. 1997, c.16, provided that the Assisting Fire Department shall fully indemnify the Requesting Fire Department in respect of all costs, charges, liabilities and obligations which may be incurred by the Requesting Fire Department by reason of subsection 71(1) of the said Act." 20. Notice. Where notice is required to be given to a party under this Agreement, the notice shall be in writing and may be given personally (through courier or otherwise), by regular letter mail, by electronic transmission, by telephone • transmission of a facsimile (i.e., fax) or by some other method that allows proof of receipt, and shall be given, a. in the case of notice to City of Toronto, to: Fire Chief Jim Sales City of Toronto Fire Services Division 4330 Dufferin Street Downsview, Ontario M3H 5R9 Fax No.: 416.397.4300 E-mail Address: jsales @toronto.ca. • b. and, in the case of notice to The Corporation of the City of Pickering to: Fire Chief John Hagg The Corporation of the City of Pickering Pickering Fire Services 1616 Bayly Street 7 . 205 ATTACHMENT# I TO REPORT#r1tzoz--15 Pickering Ontario 43 4 to L1 W 3N2 Fax No.: 905.839.6327 E-mail Address: jhagg @pickering.ca c. any such other address or fax number of which the party to be notified shall have given written notice to the other party in accordance with the above, provided that, d: notice given personally shall be deemed to have been received by the other party on the date of delivery; e. notice given by regular letter mail shall be deemed to have been received by the other party on the fifth day after mailing; and f. notice given by electronic transmission or by telephone transmission of a facsimile shall be deemed to have been received the day after it is sent or, if that day is a Saturday, Sunday or statutory holiday, on the next day that is not a Saturday, Sunday or statutory holiday, unless that other party establishes that it did not, acting in good faith, through absence, accident, illness or other cause beyond that other party's reasonable control, receive the notice until a later date than the deemed date of receipt, and provided that, g. notice given by or to its Fire Chief shall be deemed to be notice by or to the party. 21. Time of Essence. Except as expressly provided otherwise in this Agreement, time shall be of the essence of this Agreement. Despite the foregoing, the performance of any obligation of a party hereunder shall be excused to the extent that it is hindered or prevented or delayed because of labour disturbances, including strikes and lockouts and other job actions and including any arising out of any neglect or failure to have its collective agreement amended pursuant to Section 20, acts of God, storms, accidents, government regulations or interference or any cause whatsoever not within the reasonable control of the party. 22. Rights and Remedies Where Breach or Dispute. Nothing contained in this Agreement shall be construed as restricting or preventing either party from relying on any other right or remedy otherwise available to it at law or in equity in the event of any breach of this Agreement or a dispute under this Agreement. 23. Assignment. Neither party shall assign this Agreement, in whole or in part, or subcontract any portion of the services to be provided under this Agreement, without the written permission of the governing body of the other party, which permission may be unreasonably or arbitrarily denied or delayed. 8 206 • ATTACHMENT#_I TO REPOT T# IQ 61-15 10 24. Binding. This Agreement shall ensure to the benefit of, and be binding upon, the parties and their respective successors, administrators and permitted assigns. 25. Independent Contractors. Nothing contained in this Agreement shall be construed to mean that the parties are partners or joint venturers or agents of each other, or that the officials, officers, employees, contractors and agents of one party are those of the other party, or have any relationship other than that of independent contractors. 26. No Third Party Benefit. This Agreement shall not be construed as or deemed to be an agreement for the benefit of any third parties, and no third party shall have any right of action arising in any way under this Agreement for any cause whatsoever. 27. Governing Law. This Agreement shall be governed by the laws of the Province of Ontario and the laws of Canada applicable in the Province, and shall be treated in all respects as an Ontario contract. 28. Courts. The parties to this Agreement specifically submit to the exclusive jurisdiction of the courts of the Province of Ontario. 29. Severability. If any of the provisions of this Agreement or their application to any person or circumstance are to any extent rendered or held to be illegal, invalid or unenforceable, the remainder of this Agreement shall be construed as if such • illegal, invalid or unenforceable provision had never been contained in it. 30. Extended Meanings. Words expressed in the singular include the plural and visa-versa and words in one gender include all genders. 31. Grammatical Variations. Grammatical variations of any terms defined in this Agreement shall have similar meanings to such defined terms. 32. Legislative References. Any reference in this Agreement to all or any part of any statute, regulation, by-law or rule shall, unless otherwise stated, be a reference to that statute, regulation, by-law or rule or the relevant part thereof, amended, replaced or re-enacted from time to time. 33. Entire Agreement. This Agreement contains the entire agreement and understanding of the parties of the matters contained in it, and supersedes all prior agreements and understandings on these matters. 34. Amendment. Except where expressly provided otherwise, this Agreement shall not be amended, in any way, unless such amendment is in writing and is executed by all the parties with the same formalities, including all necessary prior approvals of the governing bodies of the respective parties, as this Agreement. 35. Conflict. In the event of a conflict between this Agreement and any agreement entered into by a party made under subsection 1.3(3) of the Emergency Plans Act, R.S.O. 1990, c. E.9, the agreement made under the Act shall prevail. A 9 207 �2az-15 TTACHMENT# ;._.TO REPORT# conflict occurs whenever a provision in this Agreement A and a provision in that 1O°��� agreement are inconsistent and cannot be reconciled. In such case, neither party shall have legal recourse against the other party and hereby waives all claims that it may or might have against it as a result thereof. 36. Survival. Sections 13, 16, 17, 19, 21, 22, 23, 24, 25, 26, 27, 28, 29, 30, 31, 32, 33, 34, 35 and 36 and the second sentence in Section 10 shall survive the termination of this Agreement in respect of any matter arising before the effective date of termination. IN WITNESS WHEREOF the parties hereto have caused this Agreement to be executed'by their duly authorized representatives, as of the date indicated above. • City of Toronto • Peter Wallace City Manager • The Corporation of the City of Pickering Dave Ryan Mayor • Debbie Shields Clerk 10 208 Cliff 4 -- Report to Executive Committee PICKERING Report Number:,FIN 15-15 Date: June 8, 2015 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Development Charges —Annual Indexing Recommendation: • 1. That Report FIN 15-15 of the Director, Corporate Services & City Solicitor be received; 2. That effective July 1, 2015 as provided for in By-law 7324/13, the Development Charges referred to in Schedule "C" of that By-law be increased by 2.1 percent; and 3. That the appropriate officials of the City of Pickering be given authority to give effect thereto. Executive Summary: The Development Charges Act 1997 and Ontario Regulation 82/98, and By-law 7324/13 provide for an automatic annual adjustment to the City's development charges based on the Non-residential Building Construction Price Index in order to keep development charges revenues current with construction costs. The Non- residential Building Construction Price Index (CPI) for the current indexing year is 2.1%. Adoption of the recommendations of this report will put into effect the higher rate for the period July 1, 2015 to June 30, 2016. Financial Implications: The Development Charges Study approved in December, 2013 provided a "CPI index holiday" for the first 18 months. The increase in development charges will assist in keeping the revenues generated in line with current costs. The residential development charges for single and semi detached units will increase by approximately $266. Other residential charges will increase similarly, and the non-residential charge will increase by approximately $0.02 per square foot. 209 FIN 15-15 June 8, 2015 Subject: Development Charges—Annual Indexing Page 2 Discussion: As provided for in Ontario Reg. 82/98, s.7, and in section 16 of the City's By-law 7324/13, the development charges charged by the City for all types of development may be indexed annually without amending the By-law. Adoption of the recommendations contained in this report will allow that increase to take effect July 1, 2015 thereby assisting in keeping revenues in line with the costs that development charges fund. Statistics Canada indicates that the Non-residential Building Construction Price Index (an indicator of our costs of construction) for the Toronto area has increased by 2.1% over the year ending March 31, 2015. The change is reflected in the table attached. Upon Council's approval of the recommendations contained in this report, the development charges brochure will be updated to reflect the approved rates. The updated brochure will be posted on the City's website and made available at various counters throughout the Civic Complex. Attachments: 1. Current Residential Development Charges 2. Proposed Residential Development Charges 3. Non-Residential Development Charges Prepared By: Approved/Endorsed By: Caryn Kong, CPA, CGA Stan Karwowski, CPA, CMA, MBA Senior Financial Analyst— Capital & Division Head, Finance &Treasurer Debt Management Paul B'•ion Direct. , Co pora e Services & City Solicitor 210 FIN 15-15 June 8, 2015 Subject: Development Charges—Annual Indexing . Page 3 Recommended for the consideration of Pickering City Council q l 1, 2 ' 1 S Tony Prevedel, P.Eng. .g Chief Administrative Officer • 211 ATTACH EN; # fOREPORT# IV 'j City of Pickering Current Residential Development Charges Effective Jan. 1, 2014 Per Residential Dwelling Unit By Type Service Single & Apt. Two Apt. One Other Category Semi Bedroom Bedroom Dwelling Detached & Larger & Smaller Units Development Related $182 $96 $71 $144 Studies Fire Protection 599 317 233 475 Parkland Dev & Trails 1,645 870 638 1,305 Indoor Recreation 3,427 1,812 1,328 2,718 Facilities Library 825 436 320 654 Operations Facilities & 552 292 215 437 Vehicles Transportation — Seaton 1 0 0 0 0 Rest of Pickering 5,072 2,682 1,968 4,023 Stormwater Management $387 204 150 307 Total -Seaton $7,617 $4,027 $2,955 $6,040 -Rest of Pickering $12,689 $6,709 $4,923 $10,063 212 ATTACHMENT REPORT-4;-1J Is-J • Proposed Residential Development Charges Effective July 1, 2015 Per Residential Dwelling Unit By Type Service Single & Apt. Two Apt. One Other Category Semi Bedroom Bedroom Dwelling Detached & Larger & Smaller Units Development Related $186 $98 $72 $147 Studies • Fire Protection 611 324 238 485 Parkland Dev & Trails 1,680 888 651 1,332 Indoor Recreation 3,499 1,850 1,356 2,775 Facilities Library 842 445 327 668 Operations Facilities & 564 298 220 446 Vehicles Transportation — ' Seaton' 0 0 0 0 Rest of Pickering 5,178 2,738 2,009 4,107 Stormwater Management $395 208 153 313 Total -Seaton1 $7,777 $4,111 $3,017 $6,166 -Rest of Pickering $12,955 $6,849 $5,026 $10,273 • 213 ATTACH MEND# 3 ,TO REM RT /6"--1S- Non-Residential Development Charges (DC) Current Non-Residential DC Proposed Non-Residential DC Effective Jan. 1, 2014 Effective July 1, 2015 Service Non- Prestige Non- Prestige Category Residential Employment Residential Employment Per Sq. Ft of Land in Per Sq. Ft of Land in Seaton Total Floor. Seaton per Total Floor per Net Hectare Area Net Hectare Area 2 Development Related $0.08 $2,508 $0.08 $2,561 Studies Fire Protection 0.26 8,119 0.26 8,2.89 Parkland Dev & Trails 0.14 4,235 0.14 4,324 Indoor Recreation 0.28 8,826 0.29 9,011 Facilities Library 0.07 2,123 0.07 . 2,167 Operations Facilities & 0.24 7,437 0.25 7,593 Vehicles Transportation — Seaton1 0 0 0 Rest of Pickering 2.50 0 2.55 0 • Stormwater $0.17 5,453 $0.17 5,568 Management Total -Seaton' $1.24 $38,701 $1.26 $39,513 -Rest of Pickering $3.74 $N/A $3.81 $N/A ' Subject to a separate agreement outside of the Development Charges Act concerning the provision of Transportation requirements in addition to other funding contributions 2.Does not apply to prestige employment land in Seaton 214 City 00 'a Report to 45 ark-su41 _== = Executive Committee• PICKERING Report Number: FIN 16-15 Date: June 8, 2015 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: 2014 Year End Recommendation: 1. That Report FIN .16-15 of the Director, Corporate Services & City Solicitor be received; 2. That the Year-end Communication Report as submitted by Deloitte LLP (Deloitte) be received for information; and 3. That the 2014 draft Audited Consolidated Financial Statements for the City of Pickering be approved. Executive Summary: Attached to this report is the auditor's Year-end Communication Report and the draft Audited Consolidated Financial Statements for the year ended December 31, 2014. Again this year, the auditor has provided an unmodified audit report on the financial statements. This means that the financial statements present fairly, in all material respects, the financial position of the City and its operations, assets and cash flows in accordance with Canadian public sector accounting standards. Staff are pleased to advise that the auditor did not identify any significant deficiencies during the audit to report to Council and therefore the auditor has not issued a management letter. Financial Implications: The Balance Sheet continues to improve with net financial assets increasing by approximately $18.8 million which means that the City is more than capable of meeting its financial commitments. The increase in the accumulated surplus is attributable to the increase in tangible capital assets from $205.3 million to $214.4 million as well as an increase in the discretionary Reserve and Reserve Funds balance explained further below. Expenditures were well within budget. Overall operating revenue was in line with the budget. The revenues reported in the Consolidated Statement of Operations are the combined revenues for operating and capital purposes. As a result, variances between 215 FIN 16-15 June 8, 2015 Subject: 2014 Year End Page 2 budget and actual arise due to the timing of approval in the capital budget as compared to the actual receipt of funds/recognition of revenue. Obligatory Reserve Funds which are provided for a specific purpose under legislation and included under deferred revenue remained relatively unchanged. The decrease in deferred revenue by $2.7 million was due to the recognition of the Federal and Provincial funding for the Frenchman's Bay Harbour Entrance project which was substantially completed in 2014. Total discretionary Reserves and Reserve Funds increased by $16.6 million to $46.8 million primarily due to the net proceeds on the sale of land in the Duffin Heights area of approximately $15.3 million being transferred to the Operations Centre Reserve Fund. Although noted as discretionary, almost half of these balances have been set aside for specific purposes by Council. Long term liabilities increased over the prior year as debt financing was received for the construction of the Indoor Soccer Facility and the Whitevale Bridge. Overall, the City's financial position is healthy. A strong balance sheet provides assurances to the City's lenders, bankers, ratepayers and businesses that the City is able to meet its financial commitments. Discussion: The audit of the consolidated financial statements for the year ended December 31, 2014 has been completed. The auditor's Year-end Communication Report is included as Attachment 1. This Report, prepared by Deloitte LLP, summarizes their findings from the December 31, 2014 audit and comments on significant matters regarding the audit. The independence letter in Appendix 1 confirms that Deloitte is independent from the City. Appendix 2 is the draft management representation letter which is provided by the City to the auditors. This letter indicates that the Financial Statements are management's responsibility and that management has provided and disclosed all necessary information to ensure that the Financial Statements are not materially misstated. This letter will be signed by the Chief Administrative Officer and the Treasurer upon approval of the financial statements by Council. Appendix 3 provides a summary of communication requirements which Deloitte is required to bring to Council's attention. During the course of any audit, auditors may find misstatements that may or may not be adjusted due to materiality. For 2014, no corrected or uncorrected misstatements arose from the audit. The scope of the audit does not include an in-depth evaluation of all systems or internal controls; however, the auditors may report on matters that come to their attention during the course of their review. No significant matters came to their attention to report in a management letter and, as a result, no management letter has been issued. The draft Audited Consolidated Financial Statements are included as Attachment 2. These statements are the responsibility of management and have been prepared by 216 FIN 16-15 June 8, 2015 Subject: 2014 Year End Page 3 City accounting staff under the direction of the Division Head, Finance & Treasurer. The auditors are responsible to express an opinion on these Consolidated Financial Statements based on their audit. An unmodified audit report has been issued. The Consolidated Financial Statements include the activities of the City of Pickering Public Library Board. The City's investment in.Veridian Corporation is accounted for on a modified equity basis, which means the City includes its share of Veridian's income or loss in the Consolidated Financial Statements. The Consolidated'Financial Statements are prepared on the full accrual basis in accordance with Canadian Public Sector Accounting Standards (PSAS), which includes reporting tangible capital assets. Tangible capital assets,.such as land, building, infrastructure and equipment are capitalized (recorded) at cost on the Statement of Financial Position (Balance Sheet) and amortized (depreciated, except for land) over their estimated useful lives in current operating expenses. The Statement of Financial Position includes tangible capital assets under the non-financial asset section and shows in Accumulated Surplus. This is different than the City's budget, which notes these capital items as expenditures. Statement of Financial Position (Balance Sheet) Financial assets are those assets which could provide resources to discharge existing liabilities or finance future operations. The City's financial assets increased by approximately $18.8 million. As the increase in liabilities was minimal, this led to an increase in net financial assets of$18.8 million over the prior year. The increase in financial assets is due to both an increase in Cash and Cash Equivalents and Investments. This increase is mainly due to the surplus funds on hand from the sale of land in Duffin Heights that closed in October. These funds were committed in previous budgets as funding sources for a number of capital projects taking place in the Duffin Heights area as well as a source of funds for the purchase of the land for the New Operations Centre and construction of the New Operations Centre. In addition, there was a larger cash balance held at the end of the year to meet_the City's financial needs in January, which included progress payments for Frenchman's Bay Harbour Entrance and the Indoor Soccer Facility projects. Non-financial assets include tangible capital assets which is the net book value (cost less accumulated amortization) of City-owned assets including land, buildings, roads, bridges and sidewalks infrastructure, storm sewer infrastructure, furniture and fixtures, vehicles and equipment. Non-financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They have useful lives extending beyond the current year and are not intended for sale in the ordinary course of operations. Note 10 of the Financial Statements provides a summary of the City's tangible capital assets. The December 31, 2014 gross book value of assets is $420.2 million and, after adjusting for amortization, the net book value of the assets is $214.4, • million. In other words, the City has consumed a substantial amount of the life of its assets. Future capital budgets have taken into consideration the investment into and the maintenance of the City's infrastructure base as a financial priority. 21 FIN 16-15 June 8, 2015 Subject: 2014 Year End Page 4 Statement of Operations (Income Statement) Revenue reported includes both operating and capital. Therefore, variances between budget and actual may arise due to the timing of approval in the capital budget as compared to the actual receipt of funds/recognition of revenue. This is clearly illustrated with the Government Grants and Fees revenue item. The budget amount includes a grant for ice storm recovery (nothing received in 2014) and Federal Gas Tax funding for the construction of a New Operations Centre that did not proceed in 2014. Therefore, the budget is higher than the actual. Development charges and contributions earned is another example of this timing differential as approximately half($8.7M) of the budget figure was development charge funding for the New Operations Centre. The gain on disposal of tangible capital assets is primarily attributable to the land sale in the Duffin Heights area in October. The capital budget expenditures-do not show on the Statement of Operations as capital expenditures. For those expenditures that meet the definition of a tangible capital asset (TCA), the cost is reported on the Statement of Financial Position (Balance Sheet). Only a portion of the asset's cost is included as an amortization expense each year over the life of the asset in the operating expenses reported on the Statement of Operations. The amortization expense is included in operating expenses for the asset's respective functional category. For example, amortization on a fire truck is included under the Protection to Persons and Property category. Capital budget expenditures that do not meet the TCA definition are included as operating expenses under the appropriate functional category. The budget figures reported need to reflect the change in reporting for capital budget expenditures to be PSAS compliant. Note 18 of the City's consolidated financial statements reflect the changes made to the 2014 Council approved budget to put it on a basis consistent with the full accrual basis of accounting. This means excluding capital expenditures that are deemed tangible capital assets and including amortization. Actual expenses are under budget in almost all functional areas. This illustrates City staff's commitment to controlling expenditures. There is not one specific area that stands out as a major contributor to the overall underage. The underage is reflected throughout the various cost centres. Accumulated Surplus The components that make up the Accumulated Surplus are disclosed in Note 11 of the City's consolidated financial statements and are summarized below. An accumulated surplus is the amount by which all assets (financial and physical) exceed all liabilities. It must be emphasized that these amounts are not surplus funds in the traditional sense. In other words, there is no City bank account that has a balance of$323.0 million. An accumulated surplus indicates that the City has net resources (financial and physical) that can be used to provide future services. What primarily contributes to this balance are the tangible capital assets of approximately $214.4 million and the City's equity in Veridian Corporation of approximately $76.4 million. 218 • FIN.16-15 June 8, 2015 Subject: 2014 Year End Page 5 The accumulated surplus is comprised of the following: Operating fund $ 125,219 Capital fund 16,042,591 Reserves and reserve funds 46,772,458 Equity in Veridian Corporation 76,374,399 Tangible capital assets 214,410,833 Post employment benefits liability (4,176,300) WSIB benefit liabilities (1,741,900) Internal loans (4,015,538) Net long-term liabilities (20,475,769) $323,315,993 Attachments: 1. Auditor's Year End Communication Report 2. 2014 Draft Audited Consolidated Financial Statements Prep red By: Approved/Endorsed By: Kristine Senior Stan Karwowski Manager, Accounting Services Division ead, Finance &Treasurer Paul 13'. 1 Direc •r, C•rp. ate Services & City Solicitor Recommended for the consideration of Pickering City Council dPrZa0elei 2S 24/.5 Tony Prevedel, P.Eng. Chief Administrative Officer 219 • • ATTACHMENT# TO REPORT# /14 • • Deloitte, • • The Corporation of the City of Pickering 7f." •p- 11 11 um c ati on• • • • • • For the year ended December 31,2014 I n n „. To be presented to the Executive Committee June 8, 2015 • • • • 2 20 • • Deloitteci Deloitte LLP • 5140 Yonge Street • . Suite 1700 • Toronto ON M2N 6L7 • Canada Tel:416-601-6150 Fax:416-601-6151 www.deloitte.ca May 21,2015 • Private and confidential Members of the Executive Committee The Corporation of the City of Pickering • 1 The Esplanade Pickering ON L1V 6K7 Dear Executive Committee Members: Report on audited annual consolidated financial statements , As agreed in our engagement letter dated November 3,2014,we have performed an audit of the • consolidated financial statements of the Corporation of the City of Pickering(the"City")as at and for the year ended December 31,2014,in accordance with Canadian generally accepted auditing standards ("GAAS")and expect to issue our audit report thereon on the date that the consolidated financial statements are approved by council. This report summarizes our findings from the audit which has been conducted in accordance with the Audit Plan that was presented to the Executive Committee at the meeting on January 12,2015. Use of our report This report is intended solely for the information and use of the Executive Committee,management,and • others within the City and is not intended to,and should not be,used by anyone other than these specified parties.Accordingly,we disclaim any responsibility to any other party who may rely on it. We would like to express our appreciation for the cooperation we received from the officers and employees of the City with whom we worked to discharge our responsibilities. We look forward to discussing this report with you and to answering any questions which you may have. • Yours truly, L.L7 Chartered Professional Accountants,Chartered Accountants Licensed Public Accountants 221 Table of contents Audit findings • 1 Audit risks 2 Internal control matters 3 Accounting practices,judgments and estimates 4 Audit scope matters 5 Appendices Appendix 1 —Independence letter Appendix 2—Draft management representation letter Appendix 3—Communication requirements • • Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Year-end communication i 222 • Audit findings • This report summarizes the main -findings arising from our audit Status of our audit We expect to be in a position to render our audit opinion on the consolidated financial statements of the City following approval of the consolidated financial statements by Council and the completion of the following outstanding procedures: • Receipt of signed management representation letter • Legal claims update • Completion of required audit procedures between the completion of our field work and the expected date of our audit report,and • Completion of our Engagement Quality Control review. Internal control No significant deficiencies in internal controls were noted as part of our audit. Internal control matters are discussed in greater detail on page 3 of this report. Corrected and In accordance with Canadian GAAS,we request that all misstatements be corrected. uncorrected We aggregate all uncorrected misstatements greater than 5%of materiality,and those that misstatements are quantitatively insignificant but qualitatively significant. There were no corrected or uncorrected misstatements arising from the audit: Conclusion In accordance with Canadian GAAS,our audit is designed to enable us to express an opinion on the fairness of the presentation of the City's annual consolidated financial statements prepared in accordance with Canadian public sector accounting standards("PSAS"). No restrictions have been placed on the scope of our audit.In performing the audit,we were given full and complete access to the accounting records,supporting documentation and other information requested. • We intend to issue an unmodified audit report on the consolidated financial statements of the • City for the year ended December 31,2014 once the outstanding items referred to above are completed satisfactorily and the consolidated financial statements are approved by Council. • • • • ©Deloitte LLP and affiliated entities. • The Corporation of the City of Pickering—2014 Year-end communication 1 223 Audit risks Our audit plan highlighted certain areas that we refer to as significant audit risks. There have been no changes to these areas of risk, nor have any additional areas of risk been • identified since our previous communication. The results of our audit work on these areas of risk are set out below .�r�5-�.5-�i�'~ € u kr�'•+� r'}�� ���'k����'�"�`4 r� ° a �f .s '�: -.. ,..�r�as €?���{_h"?' s�" Revenue/deferred • Significant revenue streams are a presumed area of audit risk. We have obtained revenue We will test the design and implementation of controls in these sufficient audit evidence Assurance standards revenue streams and perform substantive analytic procedures in this area and are include the presumption and detailed testing in these areas. satisfied with the results of a fraud risk involving • Substantive testing to determine if restricted grants/contributions of audit procedures improper revenue (i.e.,development charges,gas tax,etc.)and government performed. recognition. transfers have been recognized as revenue in the appropriate period Accounting estimates • Obtain documentation on management's controls over the We have obtained Estimates require development of accounting estimates for any significant sufficient audit evidence management judgments management estimates and assess risk in this area and are (i.e.,allowance for • Focused review of calculations and support satisfied with the results significant property tax of audit procedures appeals, contingent • Discussions with management performed. liabilities,estimated • Analytic review of related accounts accrued liabilities,.etc.) • Assess outcome of retrospective review of estimates from prior years Management override • Engage in periodic fraud discussions with certain members of We have obtained of controls senior management and others sufficient audit evidence Management is in a • Consider the potential for bias in judgments and estimates, in this area and are unique position to including performing retrospective analysis of significant satisfied with the results perpetrate fraud accounting estimates of audit procedures because of performed. management's ability to • Evaluate the business rationale for any significant unusual transactions directly or indirectly manipulate accounting • Evaluate the City's fraud risk assessment and consider entity- records and prepare level internal controls and internal controls over the closing and fraudulent financial reporting process statements by • Test journal entries that exhibit characteristics of possible overriding controls that management override of controls,identified using manual otherwise appear to be techniques. operating effectively. ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Year-end communication 2 224 • Internal control matters As part of our financial statement audit,we are required to consider many components of internal controls,which assist us in determining the risks of material misstatement and the identification of internal controls that will be relevant for our audit. Not all controls are relevant to every audit. For example, some internal controls may exist to address operational risks. For those controls deemed relevant to our audit, we evaluated the design of these controls and determined whether they were implemented. Canadian GAAS requires us to report to the Executive Committee any significant deficiencies in internal control that have come to our attention. Our audit was not designed to provide a high degree of assurance that significant deficiencies and material weaknesses, if any,would be detected.Accordingly,we are unable to and do not provide any assurance on the design or effective operation of internal control over financial reporting. We did not identify any significant deficiencies in the audit that have a material or significant impact on the consolidated financial statements. However, during our review of the IT policies and procedures, we noted that the following policy and procedure documents have not been reviewed by management in over two years: • Information Technology Policy • Personal Computer Procedure We recommend that management review and update the IT policies and procedures regularly to ensure that they are applicable to the current IT landscape and operating environment. Management response: A new IT Manager was hired in.Q1 2015 and has initiated a review of all IT policies. This review will be completed throughout FY2015 and policies will be approved by senior management before being distributed to all staff. Management will continue to update the policies going forward, as circumstances require. • Deloitte LLP and affiliated entities. . The Corporation of the City of Pickering—2014 Year-end communication 3 225 Accounting practices, judgments and estimates During the course of our audit of the consolidated financial statements,we considered the qualitative aspects of the financial reporting process, including items that have a significant impact on the relevance, reliability, comparability and understandability of the information included in the consolidated financial statements. Significant accounting policies The significant accounting policies are set out in Note 1 to the consolidated financial statements. In our judgment, the significant accounting policies and practices, selected and applied by management are, in all material respects, acceptable under PSAS and are appropriate to the particular circumstances • of the City. We did discuss with management the need to review accounting policies related to new fees in the development services area. With the expected increase in development activity in the City as well as new fee categories, it is important to assess the revenue recognition criteria in relation to the services • performed by the City. Management judgment and accounting estimates In our judgment,the significant accounting estimates made by management(with assistance from the City's actuary as appropriate) are, in all material respects, free of possible management bias and of material misstatement.The disclosure in the consolidated financial statements with respect to estimation uncertainty is in accordance with PSAS and is appropriate to the particular circumstances of the City. Significant estimates include: Post=employment benefits liability $4,355,300 (2013—$4,092,800) WSIB benefits liability $1,741,900 (2013—$991,559) Allowance for doubtful accounts • $385,222 (2013—$505,000) Provision for assessment appeals $326,539 (2013—$536,490) Accrual for retroactive pay $395,000 (2013—$290,000) ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Year-end communication 4 226 • • Audit scope matters • Canadian GAAS require that we also communicate to the Executive Committee on the following matters • Audit strategy and scope The audit planning and the preliminary risk assessment activities we conduct enable us to set the scope of our audit and to design procedures tailored to that scope. Our audit scope included the following(together, referred to as the"financial statements"): • Consolidated financial statements for the City of Pickering • City of Pickering Public Library Board, and • City of Pickering Trust Funds. Refer to our engagement letter dated November 3,2014. Materiality Materiality is the magnitude of misstatements, including omissions, in the consolidated financial statements that, individually or in the aggregate,could 'reasonably be expected to influence the economic decisions of the financial statement users.Judgments about materiality are made in the light of surrounding circumstances,and are affected by our perception of the information needs of the financial statement users,and by the size or nature of a misstatement,or a combination of both.We are responsible for providing reasonable assurance that your consolidated financial statements as a whole are free from material misstatement. Materiality levels were determined as follows: • Consolidated financial statements for the City—approximately 2.5%of budgeted expenses; • City of Pickering Public Library Board—approximately 3%of budgeted expenses; and • City of Pickering Trust Funds—approximately 3%of fund balance. • Significant difficulties During the course of our audit,we did not encounter any significant difficulties in encountered in dealing with management related to the performance of the audit. performing the audit Related party transactions Related party transactions are consistent with the ordinary course of business. Management judgment Accounting estimates are an integral part of the consolidated financial statements and accounting estimates prepared by management and are based on management's current judgments.These judgments are normally based on knowledge and experience about past and current • • events,assumptions about future events and interpretations of the financial reporting standards. During the year ended December 31,2014,management advised us that there were no significant changes in accounting estimates or in judgments relating to the • application of the accounting policies. Our views on the significant quantitative and qualitative aspects of the judgments and estimates made by the City's management are presented on page 4 of this report. • • ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Year-end communication 5 227 • • Legal and regulatory Management is responsible for ensuring that the City's operations are conducted in compliance accordance with the laws and regulations applicable to the City in the jurisdictions in which it operates.The responsibility for preventing and detecting non-compliance rests with management.The auditor is not and cannot be held responsible for preventing non-compliance with laws and regulations.We did not identify any instances where the City was not compliant with laws and regulations applicable to it. Post-balance sheet events Management is responsible for assessing subsequent events up to the date of the release of the consolidated financial statements. At the date of finalizing this report,we are not aware of any significant post balance sheet events. Management A draft version of the management representation letter to be signed by management representation letter is included in Appendix 2. Independence We have developed appropriate safeguards and procedures to eliminate threats to our independence or to reduce them to an acceptable level. You have requested that we report all relationships and other relevant matters that,in our professional judgment,may reasonably be thought to bear on our independence and confirmed our independence to the Executive Committee for the year ended December 31,2014 in Appendix 1. Quality control Our firm's quality control process embraces each of the elements identified in the Chartered Professional Accountants of Canada("CPA Canada") Handbook sections covering Canadian standards of quality control for firms that perform audits and reviews of consolidated financial statements and other assurance engagements. • • • ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Year-end communication 6 228 Appendix 1 Independence letter • • pp p ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Year-end communication 229 DeIoitte : Deloitte LLP 5140 Yonge Street Suite 1700 Toronto ON M2N 6L7 . Canada Tel: 416-601-6150 Fax: 416-601-6610 www.deloitte.ca May 21,2015 The Members of the Executive Committee The Corporation of the City of Pickering 1 The Esplanade Pickering ON L 1 V 6K7, Dear Executive Committee Members: We have been engaged to audit the consolidated financial statements of the Corporation of the City of Pickering(the"City")for the year ending December 31,2014. You have requested that we communicate in writing with you regarding our compliance with relevant ethical requirements regarding independence as well as all relationships and other matters between the City, our Firm and network firms that,in our professional judgment,may reasonably be thought to bear on our independence. You have also requested us to communicate the related safeguards that have been applied to eliminate identified threats to independence or reduce them to an acceptable level. In determining which relationships to report,we have considered relevant rules and related interpretations prescribed by the appropriate provincial institute/ordre and applicable legislation,covering such matters as: (a) holding a financial interest,either directly or indirectly,in a client; (b) holding a position,either directly or indirectly,that gives the right or responsibility to exert significant influence over the financial or accounting policies of a client; (c) personal or business relationships of immediate family,close relatives,partners or retired partners, either directly or indirectly,with a client; (d) economic dependence on a client;and (e) provision of services in addition to the audit engagement. We confirm to you that the engagement team and others in the firm as appropriate,the firm and,when applicable,network firms have complied with relevant ethical requirements regarding independence. We have prepared the following comments to facilitate our discussion with you regarding independence matters arising since May 15,2014,the date of our last letter. 230 The Corporation of the City of Pickering May 21,2015 Page 2 We are not aware of any relationships between the City and our Firm,including any network Firms that, in our professional judgment,may reasonably be thought to bear on our independence,that have occurred from May 15,2014 to May 21,2015. We have providedrnon-audit services in relation to assisting the City review its needs for a new Finance system. This included a review of the business and technical requirements as well as developing implementation and operating cost estimates. We hereby confirm that we are independent with respect to the City within the meaning of the Rules of Professional Conduct of the Chartered Professional Accountants of Ontario as of May 21,2015. This report is intended solely for the use of the executive committee,council,management,and others within the City and should not be used for any other purposes. Yours truly, Loo Chartered Professional Accountants,Chartered Accountants Licensed Public Accountants • 231 Appendix 2 — Draft management representation letter . . ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Year-end communication 232 [Client letterhead] June •,2015 Deloitte LLP 5140 Yonge Street Suite 1700 Toronto,ON M2N 6L7 Attention:Ms.Paula Jesty Dear Ms.Jesty: Subject: Consolidated financial statements of The Corporation of the City of Pickering for the year ended December 31,2014 This representation letter is provided in connection with the audit by Deloitte LLP("Deloitte"or"you") of the consolidated financial statements of The Corporation of the City of Pickering(the"City"or"we" or"us")for the year ended December 31,2014,and a summary of significant accounting policies and other explanatory information(the"Financial Statements")for the purpose of expressing an opinion as to whether the Financial Statements present fairly, in all material respects,the financial position,results of operations, and cash flows of the City in accordance with Public Sector Accounting Standards("PSAS"). We confirm that,to the best of our knowledge and belief,having made such inquiries as we considered necessary for the purpose of appropriately informing ourselves: Financial statements 1. We have fulfilled our responsibilities as set out in the terms of the engagement letter between the City and Deloitte dated November 3,;2014 for the preparation of the Financial Statements in accordance with PSAS. In particular,the Financial Statements are fairly presented,in all material respects,and present the financial position of the City as at December 31,2014 and the results of its operations and cash flows for the year then ended in accordance with PSAS. 2. Significant assumptions used in making estimates,including those measured at fair value,are reasonable. In preparing the Financial Statements in accordance with PSAS,management makes judgments and assumptions about the future and uses estimates. The completeness and appropriateness of the disclosures related to estimates are in accordance with PSAS. The City has appropriately disclosed in the Financial Statements the nature of measurement uncertainties that are material,including all estimates where it is reasonably possible that the estimate will change in the near term and the effect of the change could be material to the Financial Statements. The measurement methods,including the related assumptions and models,used in determining the estimates,including fair value,were appropriate,reasonable and consistently applied in accordance with PSAS and appropriately reflect management's intent and ability to carry out specific courses of action on behalf of the entity. No events have occurred subsequent to December 31,2014 that require adjustment to the estimates and disclosures included in the Financial Statements. • 233 Deloitte LLP June 0,2015 Page 2 There are no changes in management's method of determining significant estimates in the current year. 3. We have determined that the Financial Statements are complete as of the date of this letter as this is the date when there are no changes to the Financial Statements(including disclosures)planned or expected;all final adjusting journal entries have been reflected in the Financial Statements and the Financial Statements have been approved in accordance with our process to finalize financial statements. 4. We have completed our review of events after December 31,2014 and up to the date of this letter. All events subsequent to the date of the Financial Statements and for which PSAS requires adjustment or disclosure have been adjusted or disclosed. Accounting estimates and disclosures included in the Financial Statements that are impacted by subsequent events have been appropriately adjusted. 5. The Financial Statements are free of material errors and omissions. 6. The City has satisfactory title to and control over all assets,and there are no liens or encumbrances on such assets. We have disclosed to you and in the Financial Statements all assets that have been pledged as collateral. Information provided 7. We have provided you with: a. Access to all information of which we are aware that is relevant to the preparation of the Financial Statements, such as records,documentation and other matters.All financial statements and other financial information provided to you accurately reflect the activities and expenses of the City and do not reflect any activities or expenses of any other person or entity; b. All relevant information as well as additional information that you have requested from us for the purpose of the audit; and, c. Unrestricted access to persons within the entity from whom you determined it necessary to obtain audit evidence. 8. All transactions have been properly recorded in the accounting records and are reflected in the Financial Statements. 9. All transactions and events have been carried out in accordance with law,regulation or other authority. 10. We have disclosed to you the results of our assessment of the risk that the Financial Statements may be materially misstated as a result of fraud. 11. We have disclosed to you all information in relation to fraud or suspected fraud that we are aware of and that affects the entity and involves: a. Management; b. Employees who have significant roles in internal control; or c. Others where the fraud could have a material effect on the Financial Statements. • 234 Deloitte LLP June•,2015 Page 3 12. We have disclosed to you all information in relation to allegations of fraud,or suspected fraud, affecting the entity's Financial Statements and all knowledge of concerns or allegations of potential errors in the selection of accounting policies or the recording of transactions affecting the City that have been communicated by employees,former employees,or others,whether written or oral. • 13. We have disclosed to you all communications from regulatory agencies and all known instances of non-compliance or suspected non-compliance with laws and regulations whose effects should be considered when preparing the Financial Statements. 14. We have disclosed to you the identity of the entity's related parties and all the related party relationships and transactions of which we are aware,including guarantees,non-monetary • transactions and transactions for no consideration and participation in a defined benefit plan that shares risks between group entities. 15. We acknowledge our responsibility for the design,implementation and maintenance of internal control to prevent and detect fraud and error. • 16. We have disclosed to you all known,actual or possible litigation and claims,whether or not they have been discussed with our lawyers,whose effects should be considered when preparing the Financial Statements. As appropriate,these jtems have been disclosed and accounted for in the Financial Statements in accordance with PSAS. 17. We have disclosed to you,and the City has complied with all aspects of contractual agreements that could have a material effect on the Financial Statements in the event of non-compliance,including all covenants,conditions or other requirements of all outstanding debt. Independence matters For purposes of the following paragraph, "Deloitte"shall mean Deloitte LLP and Deloitte Touche Tohmatsu Limited,including related member firms and affiliates. 18. Prior to the City having any substantive employment conversations with a former or current Deloitte engagement team member,the City has held discussions with Deloitte and obtained approval from the Executive Committee of the;Council. Communications with taxation and regulatory agencies 19. We have disclosed to you all communications from: a. taxation authorities concerning assessments or reassessments that could have a material effect on the Financial Statements; and b. regulatory agencies concerning noncompliance with or potential deficiencies in,financial reporting requirements. Deficiencies in internal control 20. We have communicated to you all deficiencies in internal control of which we are aware. We have disclosed to you any change in the City's internal control over financial reporting that occurred during the current year that has materially affected,or is reasonably likely to materially affect,the City's internal control over financial reporting. • 235 Deloitte LLP June e,2015 Page 4 Work of management's experts 21. We agree with the work of management's experts in evaluating the valuation of post-employment benefits liability and WSIB benefits liability and have adequately considered the capabilities of the experts in determining amounts and disclosures used in the Financial Statements and underlying accounting records.We did not give any,nor cause any,instructions to be given to management's experts with respect to values or amounts derived in an attempt to bias their work,and we are not aware of any matters that have impacted the independence or objectivity of the experts. Liabilities and contingencies 22. We have disclosed to you all liabilities,provisions,contingent liabilities and contingent assets, including those associated with guarantees,whether written or oral,and they are appropriately reflected in the Financial Statements. Loans and receivables 23. The City is responsible for determining and maintaining the adequacy of the allowance for doubtful notes,loans,and accounts receivable, as well as estimates used to determine such amounts. Management believes the allowances are adequate to absorb currently estimated bad debts in the account balances. Employee future benefits 24. Employee future benefit costs,assets, and obligations have been properly recorded and adequately disclosed in the Financial Statements including those arising under defined benefit plans as well as termination arrangements.We believe that the actuarial assumptions and methods used to measure defined benefit plan assets,liabilities and costs for financial accounting purposes are appropriate in the circumstances. Government transfers 25. We have disclosed to you all correspondence relating to government transfers that the City has had with the funding body. 26. We have assessed the eligibility criteria and determined that the City is an eligible recipient for the government transfers received. 27. We have assessed the stipulations attached with the funding and have recognized the revenue in accordance with meeting the stipulations required. 28. All government transfers that have been recorded as deferred revenue give rise to an obligation-that meets the definition of a liability.Those liabilities have been properly recorded and presented in the Financial Statements. Tax Revenues 29. We have appropriately recorded tax assets and revenues when they meet the definition of an asset in accordance with Section PS 1000,Financial Statement Concepts,when they are authorized and when the taxable event occurs.These amounts have been appropriately measured in accordance with PS 3510,Tax Revenue,and have not been grossed up for any amount of tax concessions 236 Deloitte LLP June•,2015 Page 5 • Tangible capital assets 30.Tangible capital assets have been recorded properly and consistently according to the standards in Section PS 3150,Tangible Capital Assets. 31. Contributed tangible capital assets have been appropriately recorded at fair value,unless fair value is not reasonably determinable,and in such case,have been recorded at an appropriate nominal value. All contributed tangible capital assets have been appropriately disclosed. 32. We have assessed the useful lives of tangible capital assets and have determined all tangible capital assets contribute to the City's ability to provide goods and services and therefore do not require a write down. Environmental liabilities/contingencies 33. We have considered the effect of environmental matters on the City and have disclosed to you all liabilities,provisions or contingencies arising from environmental matters. All liabilities,provisions, contingencies and commitments arising from environmental matters,and the effect of environmental matters on the carrying values of the relevant assets are recognized,measured and disclosed,as appropriate,in the Financial Statements. Government Business Enterprises and Government Partnerships 34. The City has appropriately classified its investments in Veridian Corporation as a Government Business Enterprise. With regard to the City's investment in Veridian Corporation,we have disclosed to you any events that have occurred and facts that have been discovered with respect to such investment that would • affect the investment's value as reported in the financial statements. Yours truly, The Corporation of the City of Pickering Stan Karwowsld Division Head,Finance&Treasurer Tony Prevedel Chief Administrative Officer • 237 Appendix 3 — Communication requirements • • As indicated in our audit plan,we committed to communicate certain items to the Executive Committee on a regular basis, or as specified events occur. These items are summarized below. egre cao F x r n 1. Fraud or possible fraud identified through the audit process None noted. 2. Our responsibilities under Canadian GAAS Engagement letter dated November 3, 2014. 3. An overview of the overall audit strategy, addressing: Audit plan presented to the Executive • Timing of the audit Committee on January 12,2015. • Significant risks, including fraud risks • Nature and extent of specialized skill or knowledge needed to perform the planned audit procedures related to significant risk 4. Significant accounting policies,practices, unusual transactions, Refer to page 4 and to Note 1 of the and our related conclusions consolidated financial statements. • Alternative treatments for accounting policies and practices that None. have been discussed with management during the current audit period • 5. Our responsibility for other information in documents containing No other documents containing the audited financial statements,any procedures performed,and the audited financial statements. results 6. Consultation outside the engagement team regarding difficult or None. contentious matters that we believe are relevant to the audit .committee's oversight 7. Matters related to going concern None 8. Management judgments and accounting estimates Refer to page 4. 9. Significant transactions outside of the normal course of business, None noted including related party transactions • 10. Significant difficulties, if any,encountered dealing with None. management related to the performance of the audit, 11. Material written communications between management and us, Engagement letter dated November 3, including management representation letters 2014 and Management Representation letter(see Draft Appendix 2). 12. Other matters that are significant to the oversight of the financial None noted. reporting process 13. All relationships between the City and us that, in our professional Independence letter—Appendix 1. judgment, may reasonably be thought to bear on independence 14. A statement that, in our judgment,the engagement team and Independence letter—Appendix 1. others in our firm and,when applicable,network firms have complied with relevant ethical requirements regarding independence ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Year-end communication 238 • 15. Modifications to our opinion(s) None. 16. Our views,of significant accounting or auditing matters for which None. management consulted with other accountants and about which we have concerns 17. Major issues discussed with management prior to our retention None. 18. Illegal or possibly illegal acts that come to our attention None noted. 19. Significant deficiencies in internal control,if any,identified by us in No significant deficiencies noted. the conduct of the audit of the financial statements 20. Uncorrected misstatements and disclosure items No uncorrected misstatements or significant disclosure deficiencies noted. 21. Breach of independence None.See Independence letter— . Appendix 1. • • • ©Deloitte LLP and affiliated entities. The Corporation of the City of Pickering—2014 Year-end communication 239 • • • • ��Canatla�p '1� 100� Employers 1015 www.deloitte.ca Deloitte,one of Canada's leading professional services firms,provides audit,tax,consulting,and financial advisory services. Deloitte LLP,an Ontario limited liability partnership,is the Canadian member firm of Deloitte Touche Tohmatsu Limited. Deloitte refers to one or more of Deloitte Touche Tohmatsu Limited,a UK private company limited by guarantee,and its network of member firms,each of which is a legally separate and independent entity.Please see www.deloitte.com/about fora detailed description of the legal structure of Deloitte Touche Tohmatsu Limited and its member firms. ©Deloitte LLP and affiliated entities. 240 ATTACHMENT# TO REP*'T# Consolidated financial statements of The Corporatio of the City of Pickeri g December 31,2014 • FOR DISCUSSION PURPOSES ONLY 241 The Corporation of the City of Pickering December 31, 2014 Table of contents Independent Auditor's Report 1-2 Consolidated statement of financial position 3 Consolidated statement of operations 4 Consolidated statement of change in net financial assets 5 Consolidated statement of cash flows 6 Notes to the consolidated financial statements 7-25 FOR DISCUSSION PURPOSES ONLY 242 Deloitte LLP 5140 Yonge street Suite 1700 Toronto• M2N 6L7 Canad. Tel*416-601-6150 F-x:416-601-6151 .deloitte.ca / * Independent Auditor's Report To the Members of Council,Inhabitants' and Ratepayers of the Corporation of the City of Pickering ,, We have audited the accompanying consolidated financial s r to 4. : ••f the •rporation of the City of Pickering,which comprise the consolidated statement of ancial p0 on at December 31,2014,and the consolidated statements of operations,change in ne mancial assets, .. d cash flows for the year then ended,and a summary of significant accounting polic'-s and other exp . atory information. Management's Responsibility for the Consoli• :ted Financial S .tements Management is responsible for the preparati•• an.t'' 'resent. ion of these consolidated financial statements in accordance with Canadian p •lic sec .c . • ing standards,and for such internal control as management determines is necessary • enable the .j ep.•ation of consolidated financial statements that are free from material misstatement,w ether due to frau' or error. Auditor's Responsibility Our responsibility is to expres: . pinion on -se consolidated financial statements based on our audit. We conducted our audit in . co • 'th C. adian generally accepted auditing standards.Those standards require that we .omply • 1 e 'c. requirements and plan and perform the audit to obtain reasonable assurance abut whether ' - olidated financial statements are free from material misstatement. An audit involve •erfoiming proc::ures to obtain audit evidence about the amounts and disclosures in the consolidate, financial statem;•ts.The procedures selected depend on the auditor's judgment, including the . s- • ent of ris: of material misstatement of the consolidated financial statements, whether d to( • .) error • making those risk assessments,the auditor considers internal control relevant • the en'*•s •re.. .tion and fair presentation of the consolidated financial statements in order to desi:n audit procet that are appropriate in the circumstances,but not for the purpose of expressing an o. ion on the effe iveness of the entity's internal control.An audit also includes evaluating the ap• opriateness of a counting policies used and the reasonableness of accounting estimates made by ••anagement,as w-11 as evaluating the overall presentation of the consolidated financial statements. We believe th. the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit o•'.•'on. FOR DISCUSSION PURPOSES ONLY 243 Opinion In our opinion,the consolidated financial statements present fairly,in all material respects,the f I ancial position of the Corporation of the City of Pickering as at December 31,2014 and the results o its operations, change in its net financial assets and its cash flows for the year then ended in ac•ordance with Canadian public sector accounting standards: • Chartered Professional Accountants, Chartered Accountants Licensed Public Accountants ,2014 • Page 2 FOR DISCUSSION PURPOSES ONLY 244 The Corporation of the City of Pickering Consolidated statement of financial position . as at December 31, 2014 2014 2013 $ $ Financial assets Cash and cash equivalents 60,322,0•7 54,141,:27 Investments (Note 3) - 50,02•,674 38,942,562 Taxes receivable 14,•••5 8 16 50,622 Accounts receivable •,47 5 :,786,196 Investment in Veridian Corporation(Note 4(b)) 48,262,3 47,658,449 Promissory notes receivable(Note 5) 25,069,000 25,069,000 204,646,843 185,755,656 Liabilities Accounts payable and accrued liabilities 18,03•,•57 18,730,167 Other current liabilities 28,988 96,129 Deferred revenue(Note 6) 5 ,:49,931 54,587,493 Long-term liabilities(Note 9) 0,475,769 18,049,763 Post-employment benefit liability(Note 8(a)) 4,355,300 4,092,800 WSIB benefit liabilities(Note 8(b)) 1,741,900 991,559 96,561,845 96,547,911 Net financial assets / / 108,084,998 89,207,745 Non-financial assets Tangible capital assets (Note 10) 214,410,833 205,294,283 Prepaid expenses 482,587 281,689 Inventory 337,575 295,933 215,230,995 205,871,905 Accumulated surplus(Note 11) 323,315,993 295,079,650 • • e accompanying notes to the consolidated financial statements are an integral part of this financial statement. • Page 3 FOR DISCUSSION PURPOSES ONLY 245 • The Corporation of the City of Pickering Consolidated statement of operations year ended December 31, 2014 2014 2013 Budget • (Note 18) Actual Actual Revenues Residential and farm taxation 40,059,644 40,1 ,5 1 38,034,035 Commercial and industrial,taxation 10,546,399 10 :20 10 73,366 Taxation from other governments 8,296,500 :,492,109 :,578,659 User charges 8,532,421 9,670,171 8,494,817 Government grants and fees 10,532,991 5,494,095 6,183,653 Other contributions and donations 3,199,111 3,315,095 3,218,128 Development charges and developer contributions earned 16,4.•,077 4,098, 5 2,544,284 Contributed tangible capital assets - 58 ,652 4,916,745 Investment income 27. 1 1 1 • 4,423 506,444 Penalties and interests on taxes 2,485,1:1+ ,349,955 2,509,162 Fines 892,000 895,077 866,162 Interest on promissory notes 1,426,850 1,426,852 1,426,852 Equity share of Veridian Corporation earnings (Note 4(c)) - .2,530,930 4,862,085 Other 171,500 252,978 253,073 Gain on disposal of tangible capital assets - 18,890,968 394 0 ,861,492 109,568,173 92,667,859 Expenses(Note 19) General government 17,058,491 15,470,467 14,109,587 Protection to persons and prope 22,682,158 21,776,908 21,901,042 Transportation services 14,120,431 12,509,036 12,205,455 Environmental services 3,662,758 3,579,628 3,346,577 Social and family services 655,265 745,777 651,004 Recreational and cultur. serve 25,304,106 24,654,870 24,211,894 Planning and develop ent 3,402,519 2,595,144 2,748,656 86,885,728 81,331,830 79,174,215 Annual(deficit) s rplus 15,975,764 28,236,343 13,493,644 Accumulated s rplus,beginning year 295,079,650 295,079,650 281,586,006 Accumulat sur•lus,end of ear 311,055,414 323,315,993 295,079,650 • e accompanying notes to the consolidated financial statements are an integral part of this financial statement. Page 4 FOR DISCUSSION PURPOSES ONLY 246 - i The Corporation of the City of Pickering Consolidated statement of change in net financial assets year ended December 31, 2014 2014 2013 Budget (Note 18) Actual Actual Annual surplus 15,975,764 28,23;,343 13,49 ,644 Acquisition of tangible capital assets (49,857,440) (24, 5 9) (24, 69,658) Amortization of tangible capital assets 9,999,155 � 2 ,728,484 Gain on disposal of tangible capital assets - '88,890,9 �� (394) Proceeds on disposal of tangible capital assets - 20,358,312 215,553 (23,882,521) 15,138,49.0 (932,371) Transfer of assets under construction to tangible capital assets - 3,89 18 1,589,032 Assets under construction expensed - ,285 181,417 81,303 1,770,449 Acquisition of inventory of supplies - (1,128,666) (1,252,086) Use of inventory of supplies - 1,087,024 1,195,172 Acquisition of prepaid expenses, - (477,252) (274,189). Use of prepaid expenses 276,354 585,881 - (242,540) 254,778 Change in net financial assets D w3,• 2,521) 18,877,253 1,092,856 Net financial assets, beginning of year 8 ,207,745 89,207,745 88,114,889 Net financial assets,end of year / /65,325,224 108,084,998 89,207,745 e accompanying notes to the consolidated financial statements are an integral part of this financial statement. Page 5 FOR DISCUSSION PURPOSES ONLY 247 h. • The Corporation of the City of Pickering Consolidated statement of cash flows year ended December 31, 2014 2014 / 2013 $ $ Operating transactions Annual surplus 28,23. 43 13,493,%.44 Non cash items Amortization of tangible capital assets 9,:5j•'•32 9, 28,484 Gain on disposal of tangible capital assets 8,`T∎4'68) (394) Equity share of Veridian Corporation (2, 30,•`i1.4. (4,862,085) Contributed tangible capital assets recorded in revenue (582,652) (4,916,745) Change in non-cash operating items: Decrease in taxes receivable 1,655,57, 897,237 Increase in accounts receivable (2,691 49) (520,111) • . (Decrease) increase in accounts payable and accrued liabilitie (6 ,210) 6,278,531 Increase in other current liabilities 2,859 4,081 (Decrease) increase in deferred revenue r,737,562) 5,407,760 Increase in post-employment benefit liability 262,500 440,200 Increase in WSIB benefit liabilities 750,341 83,800 Increase in inventory (41,642) (56,914) (Increase)decrease in prepaid expenses (200,898) 311,692 12,401,238 26,289,180 Capital transactions D Acquisition of tangible capital assets (net of transfers and contributions) (19,861,174) (17,682,464) Proceeds on disposal of tangible capit. .assets 20,358,312 215,553 497,138 (17,466,911) Investing transactions Increase in investments (11,071,112) (1,993,406) Dividends received from V- idi. iporation 1,927,000 1,927,000 ----- (9,144,112) (66,406) Financing transactio Proceeds from de ntures issued 5,303,000 2,873,000 Principal repay nt of debentures (2,876,994) (2,598,257) / 2,426,006 274,743 Increase In s► :n. -sh eq alents 6,180,270 9,030,606 Cash an ash -•. vale ts, eginning of year 54,141,827 45,111,221 Cash arrfd cash eq ' es,end of year 60,322,097 54,141,827 Ca 'and cash equi alents consists of Cash 10,967,036 9,041,969 . Cash equivale s 49,355,061 45,099,858 60,322,097 54,141,827 ' e accompanying notes to the consolidated financial statements are an integral part of this financial statement. Page 6 FOR DISCUSSION PURPOSES ONLY 248 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2014 1. Significant accounting policies • The consolidated financial statements("the financial statements")of The Corporat•.n of the City of Pickering (the"City") are the representations of management prepared in accor.:nce with account' g standards established by the Public Sector Accounting Board("PSAB")of Ch.•ered Professiona • Accountants of Canada.Significant accounting policies adopted by the City . e follows: (a) Reporting entity (i) Consolidated financial statements • The consolidated financial statements reflect the assets,Ii-.ilities, revenues - d expenses of the reporting entity.The reporting entity is comprised of t'a activities of all .mmittees of Council and the City of Pickering Public Library Board ich is controlled y the City.. All material inter-fund transactions and balances ar- eliminated on con olidation. (ii) Investment in Veridian Corporation The City's investment in Veridian Corporation accou for o a modified equity basis, consistent with Canadian public sector accounting standar f. investments in government business enterprises.Under the modified :quity.basis,Verdian Corporation's accounting policies are not adjusted to conform tot .se of the City an. inter-organizational transactions and balances are not eliminated.The Pity recognizes its -quity interest in the annual earnings or loss of Veridian Corporation in its onsolidated state, ent of operations with a corresponding increase or decrease in its invest -nt asset account lividends that the City may receive from Veridian Corporation and other .pit. ansactions :re reflected as adjustments in the investment asset account. (iii) Operations of School Boar. and the Revn . Durham • The taxation, other reve es, expenditures assets and liabilities with respect to the operations of the school boards a d the Region of D rham(the"Region")are not reflected in these consolidated financi. statements. (iv) Trust funds Trust funds an• th.se ted operations administered by the City are not consolidated, but are reported sep-rate s Funds Statement of Financial Activities and Statement of Financial Pasition. (b) Basis of acc.unting (i) Acc -I basis of accou ng R: enue and expen -s are reported on the accrual basis of accounting.The accrual•basis of -ccounting recogn• es revenues as they are earned and measurable;expenses are recognized a -: are incu •-d and measurable as a result of the receipt of goods and services and the 'r-atio• .f a legal obligation to pay. (ii). Cas• :•. c. h equivalents Cash an. cash equivalents consist of cash on hand,demand deposits and short-term, highly liquid i estments that are readily convertible to known amounts of cash.Cash equivalents have = short-term maturity of three months or less from the date of acquisition. • • i Page 7 FOR DISCUSSION PURPOSES ONLY 249 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2014 • 1. Significant accounting policies(continued) - (b) Basis of accounting(continued) (iii) Investments • Long-term investments are recorded at cost and any loss in value w .ch is considered • her than temporary is recorded as appropriate.Any premium or discou t a 'urchase of a' investment is amortized over the life of the investment. (iv) Tangible capital assets (`TCA") Tangible capital assets are recorded at cost less accumult-d amortization. .st includes all • costs directly related to acquisition or construction of the ngible capital as -t including transportation costs, installation costs, design and engi eering fees,legal ees and site • preparation costs.Amortization is recorded on a strai ht-line basis over e estimated life of the tangible capital asset commencing once the asset i av ilable for use .s follows: Buildings 15 • 4 Machinery and equipment 2 o 25 ye Vehicles • to 15 years Infrastructure-Roads 10 to 50 years Infrastructure-Storm sewers 25 to 100 year: Infrastructure-Sidewalks 20 to 40 yea Information technology hardware 4 to 8 year. Infrastructure-Parks 10 to 40 tears Library collection materials 4 to 7 -ars Furniture and fixtures $ t. 0 years One-half of the annual amo r ization is c v ed'n the year of acquisition and in the year of disposal.Assets under co struction are not - ortized until the asset is available for productive use. Land is not amorti -d. Tangible capital ass- s received as con ibutions are recorded at their fair value at the date contributed, and tho amount is also recorded as revenue. (v) Accounting for P op Tax Cappi'g Provisions resulting from the Ontario Fair Assessment System • The net im•.ct in pro. to -s as a result of the application of the capping provisions does not affec he Consolidat-d 'tatement of Operations as the full amounts of the property taxes were le led. However,the apping adjustments are reported on the consolidated Statement of Fina ial Position as a r-ceivable/payable from/to the Region. (vi) D-erred revenue . • referred revenue represent user charges and fees which have been collected but for which t . ed services have yet to be performed.These amounts will be recognized as revenues ��..I ye:r the services are performed. In addition,any contributions received with e - Y7' s -ctions are deferred until the related expenditures are made. (vii) Post-em.oyment benefits The pr sent value of the cost of providing employees with future benefit programs is recognized as a ployees earn these entitlements through service.Actuarial gains and losses are a rtized over the average remaining service period ("ARSP").The actuary determined ARSP be 14 years. (v-i)Inventory Inventory is valued at the lower of cost and replacement cost.Cost is determined on a . weighted-average basis. Page 8 FOR DISCUSSION PURPOSES ONLY 250 The Corporation of the City of Pickering • Notes to the consolidated financial statements December 31, 2014 1. Significant accounting policies(continued) (b) Basis of accounting(continued) (ix) Government transfers Government transfers are recognized as revenue by the City in the p-riod in which the ansfers are authorized and any eligibility criteria are met, unless they are r- tri,f d through s'.ulations that require specific actions to be carried out in order to keep the ra e . dischar.a the liability.For such transfers, revenue is recognized when the stie lation has .y-n et. (x) Tax revenue Tax revenue is recognized on all taxable properties withi the City that are i•eluded in the tax roll provided by the Municipal Property Assessment Co•.oration, using property tax values included in the tax roll or property tax values that can .e reasonably est ated by the City as it ,relates to supplementary or omitted assessments, . to rates authorized by Council for the City's own purposes in the period for which the t. is ie . (xi) Intangible assets . Intangible assets are not recognized as as -ts in the financial tatements. (xii) Use of estimates The preparation of financial stateme in conformity wi Canadian public sector accounting standards requires management to ake estimates a a assumptions that affect the reported amounts in the financial stateme s and accompany' g notes.Accounts involving significant estimates include allowance for.ou.!' unts certain accrued liabilities,post-employment benefits liability,WSIB liabiliti:s and e .t- r:ating to the useful lives of tangible capital assets.Actual results could differ from t iv e e:timates. 2. Operations of school boards a d the Region of Durham Further to Note 1 (a)(iii)requi tions are made b the Region of Durham and School Boards requiring the City to collect property t. es and payments n lieu of property taxes on their behalf.The amounts collected and remitted are .ummarizes as fol ws: 0 2014 2013 Region School board Region School board $ $ $ $ Taxation 98,330,551 43,945,940 94,868,875 42,950,054 Payments i lieu of taxes 6,331,506 402,463 6,373,083 407,968 104,662,057 44,348,403 101,241,958 43,358,022 3. Inve m• 2014 2013 ' Cost Market value Cost Market value $ $ $ $ Long-term i - tments 50,020,674 50,191,189 38,949,562 39,098,870 Long-te • investments are comprised of deposit notes, bonds,and guaranteed investment certificates. Page 9 FOR DISCUSSION PURPOSES ONLY 251 - Y The Corporation of the City of Pickering • Notes to the consolidated financial statements December 31, 2014 4. Investment in Veridian Corporation • (a) Veridian Corporation is owned by the City of Pickering,Town of Ajax, Municipa' of Clarington a • the City of Belleville.The City has a 41 per cent interest in Veridian Corporati.n.Veridian Corporation,as a government business enterprise, is accounted for on the odified equity basis in these consolidated financial statements.Veridian Corporation serves as e electrical distribution utility for a number of communities including the four noted above and on is non-regul.ted utility service ventures through its subsidiaries. The following table provides condensed supplementary consolidat-d financial in ma ion for the corporation and its subsidiaries for the year ended December 31 The amounts are isclosed in thousands of dollars: 2 14 2013 • ( 0's) (000's) $ $ Financial position 1 Assets . Current 91,350 82,508 Capital and intangibles 209,215 200,901 • Other 11,657 19,344 Total assets / / 312,222 302,753 Liabilities - Current D 72,859 53,089 Long-term debt 106,578 112,197 Other 15,097 21,252 Total liabilities 194,534 186,538 Shareholders'equity Share capital • 67,260 67,260 Contributed capi .1 25 25 Retained earn' gs O 50,403 48,930 Total equity 117,688 116,215 Total liabiliti: and equity 312,222 302,753 Financi.Yactivities Co odity revenue 263,218 246,386 C. modity expens- (263,218) (246,386) 0 i tion reven - 51,987 48,985 . O.•rati . expe es (39,768)- (36,309) Othz c' e 'expense) (6,186) (686) Eamin. (lo.$)from discontinued operations 140 (131) Net earning for the year 6,173 11,859 • • Page 10 FOR DISCUSSION PURPOSES ONLY 252 • The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2014 4. Investment in Veridian Corporation(continued) (b) City of Picketing's investment represented by: 2014 '013 $ $ Promissory notes receivable(Note 5) 5, 9, • 5,069,000 Investments in Veridian Corporation Initial investment in shares of the Corporation 30,496,196 30,496,196 Accumulated earnings 38,880,3.4 36,349,434 Accumulated dividends received (22,223 102) (20,296,002) Increase in value of investments 1,11:,821 1,108,821 Total investment 48, 62,379 47,658,449 • (c) Equity in Veridian Corporation C\\ v 2014 2013 $ $ Balance, beginning of year 75,770,469 72,835,384 Equity share of net earnings for the y-ar 2,530,930 4,862,085 Dividend received from Veridian Co'.or ' (1,927,000) (1,927,000) Balance, end of year(Note 11) 76,374,399 75,770,469 (d) Contingencies and guarantee of Veridian Corp. ation(the"Corporation')as disclosed in their financial statements are as Wows. (i) Insurance claims • The Corporation i-a member of the '1 unicipal Electric Association Reciprocal Insurance Exchange("ME; 'I. rhich was • eated on January 1, 1987.A reciprocal insurance exchange may be defin a.,�'i"•• • of pe ons formed for the purpose of exchanging reciprocal • contracts of demn ' or in er- surance with each other.MEARIE provides general liability insurance o member e .tri tilities. Insure premiums charted to each member utility consist of a levy per$1,000 of service reve e subject to a cr-.it or surcharge based on each electric utility's claims experience. Ins rance limits of up • $30,000,000 per occurrence are covered by MEARIE. (ii) ontractual obligaf.n-Hydro One Networks Inc. ("HONI") T,' - &. •oratio subsidiary,Veridian Connections Inc. ("VCI"),is party to a connection and .'f. ery :greement with HONI related to the construction by HONI of a transformer station deg';y d • meet VCI's anticipated electricity load growth. Construction of the project was comple es during 2007 and VCI connected to the transformer station during 2008. To the -xtent that the cost of the project is not recoverable from future transformation Conn: tion revenues,VCI is obliged to pay a capital contribution equal to the difference be een these revenues and the construction costs allocated to VCI.The construction costs a •sated to VCI for the project are$9,975,000. The Corporation has recorded a liability and a corresponding intangible asset for$1,212,000 as at December 31,2014(2013-$1,212,000), based on management's best estimate of the future transformation connection revenue shortfall. HONI is expected to perform a true-up based on • actual load at the end of the tenth and fifteenth anniversaries of the in-service date. Page 11 FOR DISCUSSION PURPOSES ONLY • 253 • • The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2014 4. Investment in Veridian Corporation(continued) (d) Contingencies and guarantees of Veridian Corporation(the"Corporation')as d. closed in their financial statements are as follows:(continued) (iii) General claims From time to time,the Corporation is involved in various lawsuits, ai -*and regulate proceedings in the normal course of business. In the opinion of .n.,.- t,the o, come of such matters will not have a material adverse effect on the Cor•oration's fin:4, ial •osition, results of operations or cash flows. (e) Lease commitments Future minimum lease payment obligations under operatin• eases are as folk s: (000's) 2015 32 2016 24 2017 2 2018 2 2019 2 • Thereafter 64 126 5. Promissory notes receivable 2014 2013 $ $ Promissory note receivab - from Veridian Corporation maturing December 3 , . and bean g interest at the greater of 6% o th- •• Enere Board deemed long to debt r o*` - nual basis to maturity (6% e'•-ctive Nom ',-r , 2012) 7,095,000 7,095,000 Promissory •te receivable fro Veridian Connections Inc. maturing member 1, 2039 and bearing interest at 5.57% •om May 1, 2010 o December 31, 2014 and t en the Ontario E ergy Board deemed Ion:.-te eltr rate • each successke fi - ye t.enolther-after 17,974,000 17,974,000 War 25,069,000 25,069,000 Interest revenu-,earned from these notes receivable totaled$1,426,852(2013-$1,426,852).The promissory no - from Veridian Corporation is convertible into common shares at the rate of one common share for ev- $1,000 of principal amount, at the option of the City.The note from Veridian Connections Inc. is no longer convertible but the City may demand full or partial repayment with six months'notice with ce ''cation that the funds are required for municipal purposes.The City has signed an inter-creditor agree •ent confirming the subordinated ranking of these promissory notes to the senior debt financing issu-. by Veridian. 0- November 20,2014,the Ontario energy Board's deemed long-term rate has been established for the 'we year period commencing January 1,2015 until December 31,2019 at 4.47%.-This rate will be reset on January 1,2020. Page 12 FOR DISCUSSION PURPOSES ONLY 254 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2014 6. Deferred revenue 21 4 201. $ $ Obligatory Reserve Funds Development charges •9, ,698 3•,412,848 Parkland 1, 9 , 8 1,641,537 Federal gas tax 6,683,2 6,225,560 Third party/Developer's Contributions Reserve Fund 2,611,041 2,765,122 50,015,51 50,045,067 Other unearned revenues 1,83 3417 4,542,426 51, 9,931 54,587,493 Continuity of deferred revenue is as follows: Afar 2014 2013 Balance,beginning of year 54,587,493 49,179,733 Restricted funds received 5,567,239 6,752,288 General funds received D 857,249 3,839,952 Interest earned(restricted funds) 833,856 864,886 • 7,258,344 11',457,126 Earned restricted revenue tran "erred to operation- 6,430,648 5,179,131 Earned revenue transferred to operations 3,565,258 870,235 9,995,906 6,049,366 Balance,end of year � ' 51,849,931 54,587,493 7. Interfund loans As a means of ' nding various ca.tal acquisitions,funds are borrowed by the Capital Fund from Development harges deferred •evenue(obligatory reserve funds).These funds are secured by promissory otes with interest ates ranging from 2.0%to 3.96%and various payment terms ranging from 5 ye..r to 10 years.Th- inancing arrangements and ultimate repayment are approved by Council through e current budge process.Although these notes have payment terms as noted above,they are repay-•I- • land.T•e following is a sumary of the related loans: 2014 2013 $ $ Roads and str-etlights 457,422 510,015 Community cilities, libraries and parks 1,628,877 1,675,255 Protectio services 619,239 831,469 Municip- building - 10,790 Storm• ater system 1,310,000 - 4,015,538 3,027,529 Page 13 FOR DISCUSSION PURPOSES ONLY 255 ' t The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2014 • 8. Post-employment benefits liability (a) Post-employment benefits liability The City makes available to qualifying employees who retire before the ag; of 65,the oppott ity to continue their coverage for benefits such as post-retirement extended he.thcare benefits. Coverage ceases at the age of 65.The City also provides full time and .er,t nent part-ti - employees a sick time entitlement and any unused entitlement is acc.muF.— ear to y-ar.This accumulated entitlement is not vested and is forfeited at the time of etirement ohs rm' ation.The • most recent actuarial valuation of the post-employment benefits .s performed at J nuary 1,2014. Information about the City's benefits liability is as follows: 14 2013 $ $ Accrued benefits liability, beginning of year ,092,800 3,652,600 Current service costs 329,400 353,800 Interest on accrued benefits 254,200 244,400 Amortization of actuarial losses 147,200 219,900 Benefits paid during the year (468,300) (377,900) Accrued benefits liability, end of year 4,355,300 4,092,800 • Accrued benefit obligation 6,214,800 6,570,400 Unamortized actuarial losses (1,859,500) (2,477,600) Accrued benefits liability, end of ear 4,355,300 4,092,800 The main actuarial assumptiors employed in the -ctuarial valuations are as follows: (i) Discount rate The present value -. at December 31 014 of the future benefits was determined using a discount rate of 3 .%(2013-3.75% . (ii) Dental costs The dental rest tren. Lte was .75% (2013-4.0%)increase per annum. (iii) Health c. is Healt costs were assu 'ed to increase at 7.0% (2013-7.6%)and decrease by 0.25%(2013 0.2°. increments per ear to an ultimate rate of 4.75% per year in 2023 and thereafter. • O ' Page 14 FOR DISCUSSION PURPOSES ONLY 256 . The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2014 , 8. Post-employment benefits liability(continued) (b) Workplace Safety and Insurance Board(WSIB)benefit liabilities Effective January 1,2001,the City became a Schedule II employer under th-Workplace Safe & Insurance Act and follows a policy of self insurance for the risk associated ith paying benef for workplace injuries for all its employees.The WSIB administers the clai . re ted to workpl-ce , injuries and is reimbursed by the City.The most recent actuarial value 'on e WSIB b: efits was . performed at December 31,2014. Information about the City's WSIB liability is as follows: 201• 2013 $ $ Accrued WSIB liability, beginning of year 991,559 907,759 Current service cost 131,600. 127,800 Interest on accrued benefits 39,500 37,300 4(Amortization of estimation adjustment gain 718,141 - Benefits paid during the year (138,900) (81,300) Accrued WSIB liability, end of year 1,741,900 991,559 The main actuarial assumptions employe in the actuarial v- uations are as follows: (i) Discount rate The present value as at Dece er 3 .. 90elz,z, th- future benefits was determined using a discount rate of 3.5%(2013- .75%). (ii) Inflation rate The rate of inflation wa: assumed to be 2 %(2013-2.5%) per annum. I (iii) WSIB Administratio Rate Liabilities for WS : benefits have b: n increased 34.3%to reflect the administration rate charged by W A WSIB Re -rve F•was es :blished in 2001.The Reserve Fund balance at December 31, 2014 was 3,047,737 '6,13 $2,790,875). In addition,the City purchased two insurance policies at protect the Ci , against significant claims to the City.The occupational accident insura ce pays loss clai s up to$500,000 per work related accident.The excess workers coin ensation indemni pi insurance has a$500,000 deductible and will pay for claims up to and in uding$15,000,00e per work related accident. 9. Long-t m liabilities (a) e i. : if 4410 Ions term liabilities is made up of the following: 2014 2013 _ $ $ The muni•ipality is responsible for the payment of principal and interest charges on long-term !lab'sties issued by the Regional Municipality of D rham on the City's behalf. At the end of the year, he outstanding principal amount of this liability is • 20,475,769 18,049,763 Page 15 • FOR DISCUSSION PURPOSES ONLY 257 The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2014 9. Long-term liabilities (continued) (b) The above long-term liabilities have maturity dates of July 12,2016,2017,20 and 2022, November 21,2018,July 15,2014, December 23, 2014, October 15,2015 . d 2020, September 29,2016 and 2021 and October 16,2018 and 2023 with vario interest rates ranging. from 1.10%to 5.45%. Principal repayments are summarized as follows: 2015 2,758,239 2016 2,734,716 2017 2,415,834 2018 4,361,382 2019 1,433,903 Thereafter 6,771,695 20,475,769 (c) Long-term liabilities include principal sums of$5 2,000(2013-`.500)which may be refinanced by the issuance of debentures over a further riod not to excee 10 years,and$3,878,000(2013- $1,972,000)which may be refinanced by th issuance of debe ures over a further period not to exceed 5 years. (d) The above long-term liabilities have be approved by Co ncil by-law.The annual principal and interest payments required to service e - liabilities ar ithin the annual debt repayment limit prescribed by the Ministry of A ing. (e) Interest expense recorded in the ear relatino o these long-term liabilities is$686,554(2013- $642,118). 10. Tangible capital assets Information relating to tangib - capital assets is :s follows: (1) Contributed tangible ..pital assets • The City records t. gi;� o'al ass: s contributed by an external party at fair value on the date contributed.Typ• al exa•.i• es . e roads, storm sewers and sidewalks installed by a developer as part of a subdi sion or detpm•nt agreement.Contributions of tangible capital assets in 2014 amounted to .582,652(2013- "4,916,745). (ii) Tangible .apital assets recognized at nominal value Land der roads are as 'gned a nominal value of one Canadian dollar because this land only supports or is intended support road infrastructure and the majority ty of land acquired supporting ro.: all a ances was cquired at no cost. (iii) o o'�off a end h' torical treasures The city NA useum which holds various historical treasures and historical buildings pertaining to the heritag and history of the City of Pickering.These items are not recognized as tangible capital ass- in the financial statements because a reasonable estimate of the future benefits associated with such property cannot be made.Any acquisition or betterment of these assets is recogni -d as an expense in the financial statements. (iv) Othe T net book.value of tangible capital assets not being amortized because they are under . onstruction is$24,496,734(2013-$13,470,090). During the year,there were no write-downs of assets(2013-$Nil)and no interest was capitalized during the year(2013-$Nil). Page 16 • FOR DISCUSSION PURPOSES ONLY 258 LI co b OI to 0 .N. N n n co to 0 O m m co 0 el O 0 N a o N m m e m m e o N aC � N n O CD OD . N N LC- N O n OI b N O N N 7- O m . R t! N N .O! a o n < n a tt ' y d a m ON N n n y a " n _ • y J ` O n P- o Q 7 0 to_ et 0 c 7 CO t0 4. t to • C 7— 7- N N 0 ° a, to y y .2 to • N to V • O H N O O V ° b m O m r m O W so C X to N A O N b 5 w to to r N co LL • ` C 0 y CO N 0 CO CO CO 0 tt to o m 0 N n F m q q tf _ O a O ° m r r. m m M m v 'J — co to • o N o E N N • L.1 0 y� n co 0 N t N 0 0 . •d ` n b tr b to co co [t m N c'! b co ti o q r co (p V- O N M N « a N m c0 o N to 0 O 0 to N b N N N V V- m . O N C • ca m d' c a N b m ee0 c0 r 0 • o v m m e < m n m b m m b .N- 'o-N ,a • . , L q .N- c_ n m o d L c « • y - O tt to to 0 to , to N b d Y m n O b o co T N n t1 N m Co m b n m O1 0 u a n m n a c ` a N o a m N tr m N m m . . 0 . C co w Co m n m b m m ^ n n e a co CC • y b to m mo e n a O 2 E m m � N m v Z m to b Q. C W D Q CD •p•4 O ^ M m V m T n b o m O b m o 7 N K � w q o m co co n C b b n 03 o n n n •O O m m m tT m b 1° ` n .0 m n V a C CA n V N- n N n tt •I,..g F. . T4 F No • m •m r• Ob h e r ^_ N A N an T b m c. m N b m b LI n at • . •N F, r l a m m u o m n n m �/ ^� d C N O t0 tt b m O)rt. Tr C R t0 N O b N _` E t0 N b N O. O (3.) •5( L m_ m •b n b co co R b co m r 7 co d E d m m b N t� at , O °'M C C M n c N 10 M m N O yr O a .0 n N ti n m m m m t- a N O CD Ln LO m O co- H O O Oc• d N n n " m • �K v C N m • m ea N b b p CIr'1 IQ J itj N N N N CIS O n N O+ y T b O o N m Lo- ° b . b b O V r4 _ . 1 m mm .a) M d y o w O -"� $5 - ° °°' m E ° — T ' r O}J E 31 C E_ 3 C T C CO CU c >., 0 d C C to m 0 m al m 01 C f a d m m y • _ m C -. m J o N - .. m ` � 2 m E ° c E m a m gi 0 c c % a m, a j C c , o C C c n o m 4 a L H y v m d m v •ro Q ° m , ` to . U m Q m Q m Q J m 2 259 • • • F¢ CO a m N0) N- a 0) py CO CO N Li, O) -O CO 1- m °N O. CD CO N r) a r co. N P ai a) a) O m n 0 a p)al co r) co N. CO h N r N - N p a N Cr, 0) N T CO d • m N O ' CO 0 CO Cr N dC t9 N CD O ) i ) i O O N a a) O) c In 4 a ° °_ m • a at r- ti 1°- °1.. N a)- r a_ a_ . It" c a R F2 Cn O • - < U co • m i CO a 0 CD co CO CO 07 E 0 CO N co C' . CS CDoj o m CO � 0) oN 0 O r CO N a CO- CD N • C L U N R o a at N CO O) N CV -1 a a co r) m •� ro O a r) U E N CV- • . m Y co_ N o C0 a . m P " C°D m S EA a O C7 ' f` m N CU O co- m m O in N N m CO • m °) 'n m C In C o - '� r, r- o ° m . o m 0 c0 3 m m a 0 CC E L N r) r) N a7 g Ch r N . O U L CH 0 CO m CD m 0 N Y CV� m CO_O) . CO .3- OD" a) N m JL ta 2. Q cn 2 U)'I'5 O m D a) N m ' ! ' C co It CV U N a co a oIy N r m a> O • Z ` N co_ Cn m O m Co O W/J .. E m N N a m ' NO Z = 5 Si .•!�. Cp a r1 N- CO O) • r) m �- N U d �` CV CO CD r m co ti N �!) N m a. Co) m F_ Co r` N a e» 4C ti R R m r- co n m a N. o a r- a o O /-1 ° CO m r•••• `n r) CO CO CO ID LO '4.. ) CI •~` V) v.-4 y c `� 1°n CoD o o m CO a m° 1 Rt d t� a CD_ N m O O CO V ---� E °' rn In r ai m 0i C�l U •a C' m a l!1 [Y a CD m . W •N m m co ID m N 4 o •a 3 C°in m CO CO_0 CO CO m N m to m_ CO G C m m t-• g 0 N co g 1- ••� i- N O • m N o- Co co co O 0 C9 co° 01 N O O • � UY CV r- •p.( TJ CD J °- N N .co +4 .--a N co_ co cn m. O N-4 R m to N G a) O 0 O N `a a //��•�� („) as N B a W I�•1 1--4.' - I U Co C •-, c m ;"4 M d ` D ` o R O 0 m m m E o o m C N T W .C 0. • V C C O N y 7 6 • C V O Cr)LD C Q. F- N O C O G O O U Rm m N L m Q m m N a C° E Y 0,•1 � C] I— -0 i p , m c - 3 m o 44 - a E o c F C)) o c w a y. m.v c c c ' : ?) ° --2, ‹ o m 'a < m < m m H H O r .0 m < J Co Q m < -J Co 2 • 260 . The Corporation of the City of Pickering Notes to the consolidated fmancial statements December 31, 2014 - 11. Accumulated surplus The City's accumulated surplus is comprised of the following: '014 113 $ $ • Capital fund 6,14 1 •,649,524 Operating fund 125,2 % 125,210 , ■ Equity in Verdian Corporation 76,374,399 75,770,469 •Tangible capital assets 214,410,833 205,294,283 Post-employment benefits liability (4,176,30• (3,913,800) Internal loans (4,015, 8) (3,027,529) Net long-term liabilities (20,47 ,769) (18,049,763) WSIB benefit liabilities (1,7,1,900) (991,559) Reserves set aside for special purposes by Council Working capital 400,000 400,000 Self insurance 892,707 892,707 Replacement of capital equipment 1,187;358 1,572,987 Contingencies 1,476,554 1,584,339 Rate stabilization 16,056,925 16,169,680 City's share for development charge 2,176,952 1,127,979 Continuing studies 207,619 427,855 Vehicle replacement 1,193,121 790,159 Easement settlement D 20,390 17,595 • Eastern branch 15,882 55,000 . Move Ontario - 2,723 Land Purchase 99,403 99,403 , Seaton Development Revia 1,075,221 1,470,988 Financial Systems 486,638 454,647 Senior Centre 225,000 150,000 Accessibility Initiati=s 15,032 15,032 Winter Control O 700,000 - Sustainability In' iatives 11,610 - , Reserve funds s- aside for sped- purpose by Council Recreation . ograms and facil' ies 167,867 153,960 Acquisitio• of tangible capit- assets 282,676 1,501,128 Squash ourts - 7,107 WSIB 3,047,737 2,790,875 Ani al . - er 292,967 261,136 M•-n's -tow • h 146,244 143,983 Jperatio-,M tr- 15,463,685 133,532 Roads & bn••e- 768,020 - Stormwater n}anagement 362,850 - 323,315,993 295,079,650 Page 19 FOR DISCUSSION PURPOSES ONLY • 261 I The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2014 12. Pension agreement The City makes contributions to the Ontario Municipal Employees Retirement Fund OMERS),which is a multi-employer plan, on behalf of the members of its staff.The plan is a defined .enefit plan whic • specifies the amount of the retirement benefit to be received by the employees .ased on the lengt• of service and rates of pay. OMERS provide pension services to over450,000 active and retired members f. about 1,0tS f employers. Each year an independent actuary determines the funding st. us . 071--ZS Pr' ary Pension the"Plan")by comparing the actuarial value of the invested ..sets to the es' . ed present ( } y p g p value of all pension benefits that members have earned to-date.The ost recent actua al valuation of the Plan was conducted as at December 31 2014.The results oft • valuation disclo -d total actuarial liabilities as at that date of$77,284 million in respect of benefits . crued for service ith actuarial assets at that date of$70,206 million indicating an actuarial deficit of', ,078 million. Bec. se OMERS is a multi-employer plan,any pension plan surpluses or deficits a - a joint responsib.Ity of Ontario municipal organizations and their employers.As a result,the City do-. n recognize a share of the OMERS pension.surplus or deficit. Contributions made by the City to OMERS on accoun of current ice or 2014 were$3,428,624 (2013-$3,339,622). 13. Trust Funds Trust funds administered by the City amounting to$341,024(20 : -$333,943)have not been included in the Consolidated Statement of Financial Position nor have t -ir operations been included in the Consolidated Statement of Operations. 14. Related party transactions Veridian Corporation The City of Pickering is a princip. shareholder in V- Idian Corporation(Note 4).The City receives electricity and services from Ve dian Corporation .nd its subsidiary. 2014 2013 $ $ Transactions Revenues Interest on pro 'ssory note 1,426,852 1,426,852 Propertytaxe levied 45,116 45,714 Expenses Electrica energy and sen/i 2,503,038 2,127,282 Balances Acco 'ts payable and ac• ed liabilities 467,682 562,535 • Pro is xyajattes recei .ble 25,069,000 25,069,000 • Page 20 FOR DISCUSSION PURPOSES ONLY 262 The Corporation li City of Pickering Notes to the consodated fmancof the ial statements December 31, 2014 15. Guarantees In the normal course of business,the City enters into agreements which contain gu.rantees.The city. primary guarantees are as follows: (i) The City has provided indemnities under lease agreements for the use of arious facilities or and. Under the terms of these agreements the City agrees to indemnify the o un - parties for v. ious items including, but not limited to,all liabilities, loss,suits,and damag- a► .1 during,o' or after ' the term of the agreement.The maximum amount of any potential f re ..y :• can at be reasonably estimated. (ii) The City indemnifies all employees and elected officials includi • Library employe-s and board members for various items including, but not limited to,all co s to settle suits or.ctions due to association with the City,subject to certain restrictions.The ity has purchasea liability insurance to mitigate the cost of any potential future suits or actions.T'a term of the inde' nification is not . explicitly defined,but is limited to the period over which a'ndemnified pa' served as an employee or elected official of the City.The maximu a nt of any po -ntial future payment cannot be reasonably estimated. . (iii) The City has entered into agreements that may itclude indem 'es' favour of third parties, such as purchase and sale agreements,confidentia' agreements,engagement letters with advisors and consultants,outsourcing agreements, le. ing contracts, information technology agreements and service agreements.These indemnific- ion agreements •ay require the City to compensate counterparties for losses incurred by the counterparties as - result of breaches in representation and regulations or as a result of litigati. claims or statuto' sanctions that may be suffered by the counterparty as a consequence of the tr-• action.The -rms of these indemnities are not explicitly defined and the maximum amount . any rei bursement cannot be reasonably estimated. The nature of these indemnification .•reementss.. -11:44,ve s the City from making a reasonable estimate of the maximum exposure due to the ifficulties in as e ing the amount of liability which stems from the unpredictability of future events d the unlimited c• erage offered to counterparties. Historically,the City has not made any signific- t payments uncle,such or similar indemnification agreements and • therefore no amount has bee accrued in the b- ance sheet with respect to these agreements. 16. Contingent liabilities Litigation O The City has been :med as -fend-nt in certain legal actions in which damages have been sought. • The outcome oft -se actions is at t eterminable as at the date of reporting and accordingly,no provision has b--n made in these consolidated financial statements for any liabilities which may result. 17. Contractual .rrangement In November 2014,the City: tered into a provisional license agreement with the Pickering Soccer Club (PSC)f. the PSC to occu• and operate the Pickering Indoor Soccer Facility that was under const .cti.�*ai. ing 2014 •he term of the agreement is 15 years from November 5,2014 to November 4,21 9. 1r.der •: ter s of the agreement,the PSC shall repay 52.25%of the City's total cost of pu•chasing°a: I.td, constructing the facility and the related improvements.This amount shall be revised i the final agr- m: t to adjust for the total project construction costs. During the term of the agreement the PSC will be r:.uired to make instalment payments to the City until the outstanding obligation is paid in full. In the ev-nt of default,the PSC may be required to pay interest on any outstanding amount. PSC has cot menced its soccer program operations and is operating the facility at its own expense including . repairs and maintenance.Once a final form of agreement is executed the total amount of the PSC' obligation will be calculated. Page 21 FOR DISCUSSION PURPOSES ONLY 263 • • • The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2414 18. Budget figures The 2014 Budget adopted by Council on February 25,2014 was not prepared on a sasis consistent w. that used to report actual results.The budget was prepared on a modified accrue .asis while Publi Sector Accounting Standards require a full accrual basis of accounting.The bus set figures treate• all tangible capital asset acquisitions as expenditures and did not include amorti .tion expense on .ngible capital assets or post-employment benefits expenses.As a result,the budg-t flees presentes in the consolidated Statements of Operations and Change in Net Financial Ass- s r:a'—nt the b •get adopted by Council on February 25,2014 with adjustments as follows: 2014 2014 Council Non IC• Post-employm- t Budget approved expenditu -s be -fits/ presented in budget from c..ital amo • ation statements $ $ $ $ Revenue • Taxation 58,902,543 58,902,543 Capital 28,669,687 28,669,687 Other 15,289,,:2 15,289,262 102,86 ,492 - - 102,861,492 Expenditures General government 5,76 y' 51,000 1,038,359 17,058,491 Protection to persons and property 21,956,,r 55,000 670,751 22,682,158 Transportation services 8,673,9 • 1,500,000 3,946,452. 14,120,431 Environmental services 1,480,426 - 2,182,332 3,662,758 Social and family services 655,2. - - 655,265 Recreational and cultural s- 'ces 21,416 '45 1,187,000 2,700,661 25,304,106 Planning and development , 3,3; ,519 20,000 - 3,402,519 AU • 73 34,173 3,013,000 10,538,555 86,885,728 Annual surplus(deft•t) Tilr 29,527,319 (3,013,000) (10,538,555) 15,975,764 Capital expendit •-s (52,870,440) 3,013,000 - (49,857,440) Transfers from -serve and reserve fu .s 8,046,001 Dividend •m Veridian Corpo ation 1,927,000 Princip. repayment of deb (3,645,880) Debt• oc;y� 16,891,000 Pri. yef..era;'g fu • surplus (125,000) Page 22 FOR DISCUSSION PURPOSES ONLY 264 • The Corporation of the City of Pickering Notes to the consolidated financial statements December 31, 2014 19. Segmented information The City of Pickering is a diversified municipal government that provides a wide ra .e of services to it: residents. Distinguishable functional segments have been separately disclosed i he segmented information.The nature of the segments and the activities they encompass are :s follows: General Government This item relates to revenues and expenses of the City itself and cannot .- di ttribute• to a ' specific segment. Protection to Persons and Property Protection includes fire services,animal control, bylaw services, • ilding inspection d enforcement of the building code to ensure the safety and protection of all citiz- s and their proper . Public Works Services Public works includes construction and maintenance of th- Cis rzadways, ' cluding snow removal, sidewalk repairs,street lighting and maintenance of the .torm� i!r syste • Social and Family Services ` Social services for assistance or services for seni. S. Recreation and Culture Services • Recreation and cultural services include rec•eation programs, r aintenance and rental of facilities and parks, operation of the City's museum an. ibrary services. Planning and Development D. Planning and development provides . number of :rvi es including municipal planning and review of all property development plans. Segmented information has be-n provided in the .flowing pages. • • • • Page 23 FOR DISCUSSION PURPOSES ONLY " 265 CV 'a' 73 Cr)- LO r N LO N O 00 11) CO O r r N CD O CO CD T .`O.+ 6) N N LC) LO CO CO N N CD CC) 00 CO O CO tt N O r Cl... 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'v _ CO Y (V .44 cC3 = co . co 0 Q c U C 'O C _p (n • 'C"' N 00 t6 N CO O p N U o co 0) _a) rn •py 741 7 N - N Q (6 N d N O .� C O . etO — E CO rnaU vN C C p to C6 y .E 3 . • CA O p. • to N 0 C a O S .0 N co w 2 O O C to C 0) O O N rna O a� m v, 'v I1 ^ L a) L W L N a = a) a C 1� (1) M d CD CA U O >, O a a) (6 ` N [1 r.?�I C L O ""' ;...q of C al N x C 3 C m L C O N C p _ 0 0 . r 1 E CA p N O (S (6 d CO O O E ...J — O v O •fl a) TU` DI- 0UWU` O -° •� XfnUQO. - 4 C-' Z La r • • 267 Financial statement of The Corporation f the City of Picked 2 g Trust "unds December 31,2014 • FOR DISCUSSION PURPOSES ONLY 268 The Corporation of the City of Pickering Trust Funds December 31, 2014 Table of contents Independent Auditor's Report 1-2 Statement of financial activities and fund balances 3 Statement of financial position 4 Notes to the financial statements 5 • FOR DISCUSSION PURPOSES ONLY 2 6 9 Deloitte LLP 5140 Yonge eet Suite 1700 Toronto 0 1 M2N 6L7 Canada Tel: ,16.601-6150 F. :416-601-6151 .deloitte.ca Independent Auditor's Report . To the Members of Council, Inhabitants and Ratepayers of The Corporation of the City of Pickering itafation We have audited the accompanying financial statements of e o`the City of Pickering Trust Funds,which comprise the statement of financial position : at Dec r 3 ,2014,the statement of financial activities and fund balance for the year then e .ed,and a summ., of significant accounting policies and other explanatory information. Management's Responsibility for the Financia tatements Management is responsible for the preparatio an6t. esent. ion of these financial statements in accordance with Canadian accounting stan.. ds for .�►- s -t ofit organizations,and for such internal control as management determines is nee-ssary to enaN e 'e preparation of financial statements that are free from material misstatement,whet -r due to fraud or -rror. Auditor's Responsibility Our responsibility is to expres! . i nion on t -se financial statements based on our audit.We conducted our audit in acco .an' �• . as'an accounting standards for not-for-profit organizations. Those standards require It we co 41, y wit: ethical requirements and plan and perform the audit to obtain reasonable assur., ce about wh- the financial statements are free from material misstatement. An audit involves p-rforming proced. es to obtain evidence about the amounts and disclosures in the financial stateme' s.The procedur-. selected depend on the auditor's judgment,including the assessment of the risks of 'aterial misstate -nt of the financial statements,whether due to fraud or error.In making those risk ass-ss •-- ,the aud. or considers internal control relevant to the entity's preparation and fair presentatio, of 4.e fin:e cial atements in order to design audit procedures that are appropriate in the circumst., ces,bu *A/.r e purpose of expressing an opinion on the effectiveness of the entity's intern. control.An a di-also includes evaluating the appropriateness of accounting policies used and the reas..ableness of ace. ting estimates made by management,as well as evaluating the overall pr= entation of the ..ancial statements. We believe that ill e audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit op' 'on. FOR DISCUSSION PURPOSES ONLY 270 Opinion In our opinion,the financial statements present fairly,in all material respects,the financial pos' ion of The Corporation of the City of Pickering Trust Funds as at December 31,2014,and the resu 6. of its operations for the year then ended in accordance with Canadian accounting standards for .t-for-profit organizations. Chartered Professional.Accountants,Chartered Accountants Licensed Public Accountants ,2015 Page 2 FOR DISCUSSION PURPOSES ONLY. 271 The Corporation of the • City of Pickering Trust Funds Statement of financial activities and fund balance year ended December 31, 2014 2014 2013 Revenue Interest ,081 ,974 Fund balance, beginning of year 3 •43 5,969 Fund balance,end of year 3• 024 333,943 The accompanying notes to the financial statements are an integral part of this financial statement. Page 3 FOR DISCUSSION PURPOSES ONLY 272 The Corporation of the City of Pickering Trust Funds Statement of financial position as at December 31, 2014 2014 2013 • Assets Cash and investments 3 ,633 32 ,615 Interest receivable 5 91 6,328 3 024 333,943 Trust Fund position 341,024 / 333,943 • • • . O The accompanying notes to the financial statements are an integral part of this financial statement. Page 4 FOR DISCUSSION PURPOSES ONLY 27 3 The Corporation of the City of Pickering Trust Funds Notes to the financial statements December 31, 2014 • 1. Accounting policies The financial statements of The Corporation of the City of Pickering Trust Fun. are the represe -tions of management prepared in accordance with Canadian accounting standard for ot-for-Profit Organizations. Significant accounting policies adopted include: Basis of accounting Interest revenue is recorded as earned. • Expenses are reported on the accrual basis of accounting whic• recognizes expe•ses as they are incurred and measurable as a result of the receipt of goods o•services and the •reation of a legal obligation to pay. Investments Investments are recorded at amortized cost.The cos of investmen pl accrued interest approximates their fair value. 2. Dorothy Card Estate The City of Pickering administers a trust fun. for the Dorothy C:rd Estate for the care and upkeep of the destitute elderly.The fund balance is corn• ised of investme s and accumulated interest amounting to $341,024(2013-$333,943) 3. Statement of cash flows A statement of cash flows has no seen presented _: the information is readily determinable from the financial statements presented. • O • • • Page 5 27 4 FOR DISCUSSION PURPOSES ONLY • • • • • • Financial statements of City of Pickerin• • Public Library : oard • December 31,2014 • ■ • • FOR DISCUSSION PURPOSES ONLY 275 City of Pickering Public Library Board December 31, 2014 Table of contents Independent Auditor's Report 1-2 Statement of financial position 3 Statement of operations 4 Statement of change in net debt 5 Statement of cash flows 6 Notes to the financial statements 7-11 FOR DISCUSSION PURPOSES ONLY 2.76 Deloitte LLP 5140 Yonge street Suite 1700 Toronto• M2N 6L7 Canad. Tel 416-601-6150 F.x:416-601-6151 ■ .deloitte.ca Independent Auditor's Report To the Members of • The City of Pickering Public Library Board, Members of Council,Inhabitants and Ratepayers of the City of:ickering We have audited the accompanying financial statements of e ii . . ••icker' g Public Library Board, which comprise the statement of financial position as at D•cember 3 01,,and the statements of operations,change in net debt and cash flows for the ye. then ended,an. a summary of significant ' accounting policies and other explanatory informatio.. P Management's Responsibility for the Financia Statements Management is responsible for the preparati. an:•i• .resen .'ion of these financial statements in accordance with Canadian public sector ac•ountin r -d:,and for such internal control as management determines is necessary to - able the prIt. . on of financial statements that are free from material misstatement,whether due to i and or error. Auditor's Responsibility Our responsibility is to express . ioinion on t ,se financial statements based on our audit.We conducted our audit in acco .. 1• ana. an generally accepted auditing standards.Those standards • require that we comply w.f ethic -quire. ents and plan and perform the audit to obtain reasonable assurance about whethe'the fmanci. • a •ments are free from material misstatement. An audit involves p-rforming proced.1 es to obtain evidence about the amounts and disclosures in the financial stateme. .The procedur- selected-depend on the auditor's judgment,including the assessment of the risks of.c aterial misstate .-nt of the financial statements,whether due to fraud or error.In making those risk ass-ss.�e sits,the aud' or considers internal control relevant to the entity's preparation and fair presentatio 5 o :'e Ikh cial tements in order to design audit procedures that are appropriate in the circumst.o ces,b . o %.r e purpose of expressing an opinion on the effectiveness of the entity's intern. control.An .•di also includes evaluating the appropriateness of accounting policies used and the . mass.ableness of ace.a ting estimates made by management,as well as evaluating the overall pr: entation of the f. ancial statements. We believe that of e audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit op'..•n. FOR DISCUSSION PURPOSES ONLY 277 Opinion In our opinion,the financial statements present fairly,in all material respects,the financial po ' on of the City of Pickering Public Library Board as at December 31,2014 and the results of its operaf ens,changes in its net debt and its cash flows for the year then ended in accordance with Canadian pub ' sector accounting standards. • Chartered Professional Accountants,Chartered Accountants Licensed Public Accountants • ,2015 O . Page 2 FOR DISCUSSION PURPOSES ONLY 278 City of Pickering Public Library Board ty g ry Statement of financial position as at December 31, 2014 • 2014 2013 • $ $ Financial assets Cash 50 2, 0 Accounts receivable 8,001 239 Due from the Government of Canada 22 88 14,246 Due from City of Pickering 287,580 392,N. 304,315 Liabilities Accounts payable and accrued liabilities 489,30: 361,598 Post-employment benefits liability(Note 2) 277, 00 240,300 7,408 601,898 Net debt (,3`74,263) (297,583) Non-financial assets Tangible capital assets(Note 4) 1,624,688 1,640,560 Prepaid expense 97,163 57,283 1,721,851 1,697,843 Accumulated surplus(Note 5) / 1,347,588 1,400,260 • O - The accompanying notesito the financial statements are an integral part of this financial statement. Page 3 FOR DISCUSSION PURPOSES ONLY 279 City of Pickering Public Library Board Statement of operations year ended December 31, 2014 2014 2013 Budget (Note 6) $ $ • Revenue City of Pickering grants 5,549,029 ,•1 S,.74 5, 65,987 Federal grants 25,605 65 5,639 Province of Ontario grants 142,599 139, k.. 143,848 . Fines and other receipts 212,600 181,061 173,052 Total revenue • 5,929,83 5,939,046 5,588,526 Expenses Operating Salaries Salaries and wages 3,24• 6:s ,325,895 3,258,479 Fringe benefits 873, 44,, 866,559 857,375 4,145,210 4,192,454 4,115,854 Material,supplies and utilities Books 125 i 00 275,093 157,335 Utilities 1•°,181 189,544 191,912 Other supplies 39,500 49,302 42,179 363,681 513,939 391,426 Services Repairs and maintenance 590,893 427,498 311,229 Insurance 31,472 29,175 34,675 Travel 4,300 3,852 4,675 Consulting and professiona 42,255 54,721 29,421 Advertising 0 20,000 22,362 17,281 Conference 5,700 7,244 7,968 Postage 3,000 5,232 3,392 Telephone 74,601 66,369 74,894 Seminars and es cation 25,034 17,818 22,145 Software/hard are maintenance 88,100 87,108 57,473 Vehicle rep. rs and maintenance 5,287 3,548 4,124 Minor cap'al .urchases 61,000 68,383 65,087 Miscell. e. 16,100 17,893 28,116 967,742 811,203 660,480 ortization of fan.'.le capital assets 474,963 474,122 .423,682 'tat operating exp nses 5,951,596 5,991,718 5,591,442 Annual deficit (21,763) (52,672) (2,916) Accumulated s rplus,beginning of year 1,400,260 1,400,260 1,403,176 Accumulated surplus,end of year 1,378,497 1,347,588 1,400,260 The accompanying notes to the financial statements are an integral part of this financial statement. Page 4 FOR DISCUSSION PURPOSES ONLY 280 City of Pickering Public Library Board Statement of change in net debt year ended December 31, 2014 2014 2013 Budget (Note 6) Annual deficit (21,763) ;2,672) ,916) Acquisition of tangible capital assets (453,200) ( X50) (466,866) Amortization of tangible capital assets 474,963 474, N 423,682 21,763 15,872 (43,184) Change in prepaid expense - (39,8:i) 3,777 Change in net debt • - (76 :80) (42,323) Net debt, beginning of year ( 7,583) (29 ,583) (255,260) Net debt,end of year ,(29 .83) • 4,263) (297,583) • .C) The accompanying notes to the financial statements are an integral part of this financial statement. Page 5 FOR DISCUSSION PURPOSES ONLY 281 City of Pickering Public Library Board Statement of cash flows year ended December 31, 2014 2014 2013 $ $ Operating transactions Annual deficit (5 72) (2,116) Non-cash items Amortization of tangible capital assets 47 122 ; 3,682 • / 50 420,766 Change in non-cash operating items (Increase)decrease in accounts receivable (7,762) 106,573 (Increase) decrease in due from Government of Canada (12,3,/) 4,470 (Increase)decrease in due from City of Pickering (67, 26) (162,549) Increase in accounts payable and accrued liabilities 1 ,710 47,729 Increase in post-employment benefits liability 36,800 46,100 (Increase)decrease in prepaid expense (39,880) 3,777 36,800 46,100 458,250 466,866 Capital transactions Net acquisition of tangible capital assets (458,250) (466,866) Net decrease in cash D - - Cash,beginning of year 2,250 2,250 Cash,end of year / / 2,250 2,250 • The accompanying notes to the financial statements are an integral part of this financial statement. Page 6 FOR DISCUSSION PURPOSES ONLY 282 City of Pickering Public Library Board Notes to the financial statements December 31, 2014 • 1. Significant accounting policies The financial statements of the City of Pickering Public Library Board (the"Library :.ard")are the representations of management prepared in accordance with Canadian public se or accounting • standards established by the Public Sector Accounting Board("PSAB")of Cha -red Professional Accountants of Canada. Significant accounting policies adopted by the Library Board are as follows- Basis of accounting (a) Accrual basis of accounting Revenues and expenses are reported on the accrual basis of ccounting.The accrual basis of accounting recognizes revenues as they are earned and m:asurable;expens: are recognized, as they are incurred and measurable as a result of the receis of goods and se ices and the creation of a legal obligation to pay. (b) Non-financial assets (i) Tangible capital assets k . ■ Tangible capital assets are recorded at co. less accumulate. amortization.Cost includes all amounts that are directly attributable to .cquisition,develo. ent or betterment of the asset. The cost of the tangible capital asset i-amortized on a s 'aight-line basis over the estimated useful life as follows: Machinery and equipment 2 to 25 year. Information technology hardwar- . 8 years • Library collection material D, • -ars Furniture and fixtures 1: •o 5: years One-half of the annual a, ortization is char.-d in the year of acquisition and in the year of disposal. Other major assets' cluding the Libra. buildings are owned by the City and are not reflected in these financial st. ements. (ii) Contribution/d. at:Mean.ible 'a.ital assets■ Tangible capital asst-receiv-: as contributions or donations are recorded at their fair value at • the date o receipt, an. •,.t :it value is also recorded as revenue. (iii) Intan.i.e assets Inta'gible assets are .t recognized as assets in the financial statements., (c) Post--m.lo meet benef s T - p -—-.t value of e cost of providing employees with future benefits programs is recognized as : p ..ees ::rn the e entitlements through service.Any actuarial gains or losses are amortized on a stra:':- lin_ ba s over the average remaining service period(ARSP)of employees.The actuary estimate... SP to be 14 years. (d) Govemmen ransfers Govern nt transfers are recognized as revenue by the Library Board in the period in which the transfe is authorized and any eligibility criteria are met, unless they are restricted through stipul ions that require specific actions to be carried out in order to keep the transfer.For such tra sfers,revenue is recognized as the stipulation has been met. Page 7 FOR DISCUSSION PURPOSES ONLY 283 • • City of Pickering Public Library Board Notes to the financial statements December 31, 2014 • 1. Significant accounting policies(continued) Basis of accounting(continued) (e) Use of estimates The preparation of financial statements in conformity with Canadian pubf sector accountin• standards requires management to make estimates and assumptions trat R ct the repo -d amount of assets,liabilities and the disclosure of contingent assets a,d li.l i it� at the ,ate of the • financial statements and the reported amounts of revenues and ex.-nses durin. e •-Hod.Actual results could differ from those estimates. Balances which require .ignificant estimat- include tangible capital assets,which are based on estimated useful liv-s,and post-empl. ment benefits. 2. Post-employment benefits liability The Library Board makes available to qualifying employees w,o retire before th age of 65,the opportunity to continue their coverage for benefits such as ..st mployment e ended healthcare benefits. Coverage ceases at the age of 65.The Library :•ar Is provide ull time and permanent part-time employees a sick time entitlement and any un ed ment is.ccumulated year to year.• This accumulated entitlement is not vested and theref,re is forfei at t - time of retirement or termination.The post-employment benefits obligatio' at December 1 014 and the changes in the accrued benefit obligation for the 2014 fiscal year as determined b actuarial valuation prepared as at . January 1,2014. Information about the Library Board's post-e ,ployment benefits lability is as follows: 2014 2013 Post-employment benefits liability, •eginning of y r 240,300 194,200 Current service costs 35,400 33,200 Amortization of actuarial losse 15,600 16,600 Interest expense 19,100 15,500 • Benefits paid during the ye:r (33,300) (19,200) Post-employment benefi - Iil)lity 277,100 240,300 2014 2013 $ Accrued post- mployment benef s obligation 472,700 418,100 Unamortize actuarial losses (195,600) (177,800) Post-emp yment benefits lia1Sility 277,100 240,300 • Page 8 FOR DISCUSSION PURPOSES ONLY 284 City of Pickering Public Library Board Notes to the financial statements December 31, 2014 2. Post-employment benefits liability(continued) The main actuarial assumptions employed in the actuarial valuation are as follows: (a) Discount rate The present value as at December 31,2014 of the future benefits was d- ermined using a .'scount rate of 3.5% (2013-3.75%). (b) Dental cost The dental cost trend rate was 3.75%(2013-4.0%)per annum. (c) Health costs • Health costs were assumed to increase at 7.0%(2013-7..Vo).and decrease • 0.25% (2013-0.2%)increments per year to an ultimate rate of .. 5%per year in .23 and thereafter. 3. Pension agreement The Library Board makes contributions to the Ontario unicipal loye-s Retirement Fund(OMERS), which is a multi-employer plan, on behalf of eligible embers of its a .The Plan is a defined benefit plan that specifies the amount of the retirement be,efit to be receive. .y the employees based on the length of service and rates of pay. OMERS provide pension services to over 450 100 active and re' ed members and about 1,000 employers. Each year an independent actu. determines the nding status of OMERS Primary Pension ("the Plan")by comparing the ac,arial value of the' vested assets to the estimated present value of all pension benefits that memb- s hai •-d to :ate.The most recent actuarial valuation of the Plan was conducted as at Decem.-r 31 20`►; r- ults of this valuation disclosed total actuarial liabilities as at that date of$77,284 illion in resp:,.t o •enefits accrued for service with actuarial assets at that date of$70,206 million indirating an actuarial .eficit of$7,078 million. Because OMERS is a multi-employer plan,any pensio' plan surpluses or deficits are a joint responsibility of Ontario municipal organizations and their emplo -rs.As a result,t - Library Board does not recognize any share of the OMERS pension surplus or•eficit. • Contributions in the amo t o '.276,592'(20 3-$271,161)were paid to OMERS on behalf of its members during the ye-r. • ' O Page 9 FOR DISCUSSION PURPOSES ONLY 285 City of Pickering Public Library Board Notes to the financial statements December 31, 2014 • 4. Tangible capital assets(TCA) • Machinery Information' Library Fur 'ure and technology collection and equipment hardware materials fixtures • '014 $ $ $ $ $ Cost Balance beginning of year 9,992 255,729 2,317 •96 304,520 2,887,737 Additions during the year • - - 4 4,122 25,1 458,250 • . Disposals/transfers to • TCA during the year - - 189,110 - 189,110 • Balance,end of year 9,992 255,729 2,561,508 29,648 . 3,156,877 Accumulated amortization Balance,beginning of year 4,496 7 , 72 „12 105,883 1,247,177 Amortization 999 '6,261 437, 8 9,384 474,122 Accumulated amortization on disposals - - . 9,110 - 189,110 Balance,end of year 5,495 97,933 ,313,494 115,267 1,532,189 Net book value , 4,49 157,796 1,248,014 214,381 1,624,688 Machine• Info '•• Library Furniture Assets . -nd techno v.y Ilection and under equi• .ent hardware materials fixtures construction 2013 $ $ $ •$ $ Cost Balance beginning of ye- 9,992 3,006 2,040,705 304,520 127,520 2,645,743 Additions during the ye-r - 148,392 445,994 - - 594,386 Disposals/transfers TCA during the y ar 55,669 169,203 - 127,520 352,392 Balance,end of -ar 9,9:2 255,729 2,317,496 304,520 - 2,887,737 Accumulated a• ortization Balance,b-ginning of year 3,497 109,483 837,631 97,756 - 1,048,367 • Amortiza-on 999 17,858 396,698 8,127 - 423,682 Accum lated amortizatio o .is.. als - 55,669 169,203 - - 224,872 B. .n.- - • • year 4,496 71,672 1,065,126 105,883 - 1,247,177 44 )Ne book�= 5,496 184,057 1,252,370 198,637 - 1,640,560 5. Accumulated su •lus Accumulated s∎rplus consists of the following: 2014 2013 $ $ Inve ed in capital assets 1,624,688 1,640,560 Po•t-employment benefits liability (277,100) (240,300) 1,347,588 1,400,260 • Page 10 FOR DISCUSSION PURPOSES ONLY 286 . City of Pickering Public Library Board Notes to the financial statements December 31, 2014 6. Budget figures The 2014 budget was not prepared on a basis consistent with that used to report a ual results.The budget was prepared on a modified accrual basis while public sector accounting andards require . ull accrual basis of accounting.The budget figures treated all tangible capital asse (TCA)acquisition: as 'expenditures and did not include amortization expense on tangible capital as -ts.The following erovides a reconciliation from the approved budget to the budget numbers presentee n financial st. ements. 2014 Non TCA 21'4 budget Council approved expenditures a resented in budget from capita Amortization statements $ $ $ Revenue City of Pickering 5,549,029 - 5,549,029 Federal and provincial grants 168,204 - 168,204 Fines and other receipts 212,600 - - 212,600 5,929,83. - 5,929,833 Expenditures Salaries and benefits 4, 45,210 - - 4,145,210 Material,supplies . and utilites 36 - - 363,681 Services 635, 332,000 - 967,742 Amortization - - 474,963 474,963 5,144,63 332,000 474,963 5,951,596 Annual surplus 78 00 (332,000) (474,963) (21,763) Capital expenditures/ ./ additions O 85,200) 332,000 - (453,200) Page 11 FOR DISCUSSION PURPOSES ONLY 287 • ° == Report to Executive Committee PICKERING Report Number: FIN 17-15 Date: June 8, 2015 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: . 2014 Building Permit Stabilization Reserve Fund Recommendation: It is recommended that Report FIN 17-15 from the Director, Corporate Services & City Solicitor regarding the 2014 Building Permit Stabilization Reserve Fund be received for information. Executive Summary: Section 7(4) of the Building Code Act(the "Act") requires the City to prepare an annual report of building permit and inspection fees and related administrative and enforcement costs. This report fulfills the requirements of Section 7(4) of the Act. This report also contains information about the City's Building Permit • Stabilization Reserve Fund. Financial Implications: This report contains information pertaining to the financial status of the Building Permit Stabilization Reserve Fund as at December 31, 2014. Discussion: In December 2005, Council approved report PD 41-05, which enacted a new building permit process and fees under the Act. The Act requires permit fees to be accounted for, and not used to subsidize City functions other than administration and enforcement of the Act and the Ontario Building Code. Watson &Associates Economists Ltd. was retained to undertake a comprehensive analysis of all Planning & Development service costs, fees and legislative requirements and to develop an Activity Based Costing (ABC) model for the City. Using this information, Watson recommended a small increase in building permit fees to provide for cost recovery and establishment - of a building permit stabilization reserve fund. The purpose of this reserve fund is to provide a source of funds for current operating budget costs during an economic downturn to offset lower building permit revenues. Without such a reserve fund, reduced growth and permit volumes during a downturn could result in severe budgetary pressures which could impair the City's ability to enforce the Act and the Building Code. The Act requires that an annual report be prepared that includes total fees collected in the previous 12 month period and a summary of directly and indirectly related administrative costs. 288 FIN 17-15 June 8, 2015 Subject: 2014 Building Permit Stabilization Reserve Fund Page 2 The following statements indicate that expenses exceeded revenues and therefore the Act did not require any transfer to the reserve fund. Due to the relatively low rate of development since the fund was established in 2006, the accumulated shortfall for this reserve fund is approximately $3.85 million. Annual Report— Building Permit Fees for the year ended December 31,2014 Building Permit Revenue $1,302,585 Costs: Direct Costs $ (1,674,689) Indirect Costs (283,458) (1,958,147) Excess (Shortfall) Revenue Over Costs $ (655,562) Building Permit Stabilization Reserve Fund Opening Balance, January 1, 2014 $ , - 2014 Contribution Closing Balance, December 31, 2014 Attachments: None Prepared By: Ap• ove•/Endorsed By: Stan Karwowski Paul B.gior,i Division Head, Finance &Treasurer Directo , Corpor-te Services & City Solicitor Recommended for the consideration of Pickering City Council 0°/tkietel" c7 Zit 20/5 Tony Prevedel, P.Eng. Chief Administrative Officer 289 City ° `= Report to K= � - = Executive Committee PICKERING Report Number: FIN 18-15 Date: June 8, 2015 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: 2015 Final Tax Due Date for Commercial, Industrial and Multi-Residential Realty Tax Classes Recommendation: 1. That Report FIN 18-15 of the Director, Corporate Services & City Solicitor be received; • 2. That the Division Head, Finance &Treasurer be authorized to issue the final 2015 Tax Bills for Commercial, Industrial and Multi-residential properties with a due date of September 25, 2015; 3. That the Division Head, Finance &Treasurer be authorized to make any changes or undertake any actions necessary, including altering the due date, in order to ensure that the tax billing process is completed and in order to comply with Provincial Regulations; 4. That the draft By-law attached to this report be enacted; and 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect hereto. Executive Summary: Adoption of the above recommendations and passing the. attached By-law provides for the final 2015 tax billing for non-residential tax classes . (commercial, industrial and multi-residential). During the last few years, the City has billed the final non-residential taxes separately, mainly due to the additional steps that are required as a result of the capping legislation • Financial Implications: The attached By-law is for the final billing of 2015 property taxes for commercial, industrial and multi-residential properties. This billing of final property taxes will raise approximately.$27 million for the City, Durham Region and the School Boards. Tax bills for the Residential tax classes will be mailed by May 29, 2015 with due dates of June 25th and September 25th. 290 FIN 18-15 June 8, 2015 Subject: 2015 Final Tax Due Date for Commercial, Industrial and Page 2 Multi-Residential Realty Tax Classes Discussion: In 1998, the Province introduced Current Value Assessment or CVA on a Province-wide basis to replace the old patch work system (throughout the Province) where each municipality used a different base year for assessment purposes. The end result of CVA was that some businesses experienced property tax increases well above 100%. To reduce the property tax increases, the Province introduced capping legislation in 1998. The City of Pickering will soon be in a position to issue the final 2015 property tax bills in accordance with the capping provisions of Bill 140, Continued Protection for Property Taxpayers Act, 2000 and implemented through various Regulations. (Bill 140 replaced the original capping legislation of Bill 79 introduced and approved in 1998). This legislation was put in place to limit assessment reform related increases to 5% per year on commercial, industrial and multi-residential properties. Under this legislation, property owners facing increases due to property assessment reform had their increases "capped" (reduced). Conversely, those properties experiencing decreases were limited to that permitted under the legislation. This meant that taxes had to be clawed back from those experiencing decreases to fund the loss of revenue resulting from the capped increases. The funding of the capping protection is paid for on a Region wide-basis. The Region of Durham acts like a banker in this process. For example, the total cost of the capping protection for commercial tax class is paid for by the other commercial properties throughout the Region by having a portion of their property tax decrease withheld (clawed back). As part of the Region-wide process, the City of Pickering uses a Provincial database program called "Online Property Tax Analysis" (OPTA) to verify non-residential assessment data. Every municipality within Durham Region uses the OPTA system. Assessment Review Board decisions and Minutes of Settlement decisions have been incorporated into the capping calculations up to the "freeze" date of May 21, 2015. Bill 83— Legislative Changes to Capping Legislation In 2004, the Province passed Bill 83, Budget Measures Act, 2004, which provided for various optional tax tools that could be used for the non-residential tax class. In a two tier municipal government structure, the upper tier has the option to select all or some of the tax tools. These tax tools consisted of the following options: 1. Assessment-related increase cap raised from 5% to 10%. 2. Minimum annual threshold increase of 5% of total CVA property taxation. 3. Billing threshold established whereby a property that is within the $250 of its CVA based taxation is required to pay its full CVA property taxes. 4. The minimum CVA tax for new construction properties was 60% in 2006. New construction properties are now fully phased-in at 100% CVA tax. 291 FIN 18-15 June 8, 2015 Subject: 2015 Final Tax Due Date for Commercial, Industrial and Page 3 Multi-Residential Realty Tax Classes The purpose of these tax tools is to accelerate the movement of non-residential taxpayers to full CVA taxes (such that taxes are calculated using Current Value Assessment multiplied by the corresponding tax rate). The Region of Durham adopted all of the tax tools referenced above. Under the Municipal Act, Subsection 343(1), the tax bills must be mailed 21 days before the due date. Taxation staff are cognizant of this legislative requirement and design the tax billing process to meet this requirement. The coordinated efforts between OPTA and Durham Region municipalities have accelerated the capping calculation process over the last few years, allowing the capping `freeze' to be completed earlier in the year. This has provided an opportunity for the City to set an earlier tax due date for non- residential property tax.groups. Due to the implementation of our new tax software system and an earlier OPTA freeze date for 2015, we now have the ability to process our non-residential billing much earlier than in previous years. By billing the final taxes for non-residential properties in June, we will be able to re-calculate the monthly Pre-authorized Tax Payment (PTP) plan amounts effective for July 1st as opposed to August 1st or later. This will ensure that any property tax increase for non-residential PTP customers is spread out over 6 payments (July to December) rather than 3 payments as in 2014. Table One 2015 Billing Due Dates February 27 April 27 June 25 September 25 Instalment Dates Residential X X X X 4 Non-residential X X X 3 As the above table indicates, the residential taxpayer has four instalment dates and the non-residential taxpayer has three dates. In the past, the City has provided indirect cash flow assistance to the non-residential taxpayer by providing them the advantage of skipping the June instalment date, and by having the final instalment due in the fall. This year, taxation staff are still recommending that Council continue with the June payment holiday for non-residential properties. Communication Strategy n to mailing the tax bills, the City will advertise the tax instalment due dates on In additio t g ty the City's webpage and in the Pickering News Advertiser prior to each tax due date. 292 FIN 18-15 June 8, 2015 Subject: 2015 Final Tax Due Date for Commercial, Industrial and Page 4 Multi-Residential Realty Tax Classes Attachments: • 1. By-law to Establish the 2015 Final Tax Instalment and Due Date for Commercial, Industrial and Multi-Residential Tax Classes Prepared By: Approved / Endorsed By: Karen Uphoff Stan Karwowski (Acting) Supervisor, Taxation . Division Head, Finance &Treasurer Paul : :•i Dire, or, o •orate Services & City Solicitor Recommended for the consideration of Pickering City Council b°A)& 14/et r?, ZoLS Tony Prevedel, P.Eng. Chief Administrative Officer 293 ATTACHMENT# 1 TO REPORT# { i t?.-rs The Corporation of the City of Pickering By-law No. XXXX/15 Being a By-law to establish the 2015 Final Property Taxes and Due Date for the Commercial, Industrial and Multi-Residential 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, c.25 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, 2001, S.O. 2001, c.25 as amended, to levy on the whole rateable property according to the last revised assessment roll for The Corporation of the City of Pickering; and, Whereas the Regional Municipality of Durham has passed By-law No. 13-2015 to establish tax ratios, and By-law No. 15-2015 to adopt estimates of all sums required by The Regional Municipality of Durham for the purposes of the Durham Region Transit, Commission, and By-law No. 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 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; and, Whereas sub section 342 (2) of the Municipal Act, 2001, S.O. 2001, c.25 as amended, permits the issuance of separate tax bills for separate classes of real property for year 2015. 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") shall levy upon all Property Classes (Residential, Commercial, Industrial and Multi- residential) as set out in By-law No. xxxx/15 of Schedule A, the rates of taxation, for the City of Pickering, the Region of Durham and for Education purposes on the current value assessment. 294 By-law No. Page 2 2. Where applicable, taxes shall be adjusted in accordance with Bill 140, as amended and its Regulations. 3. The levy provided for shall be reduced by the amount of the interim levy for 2015. 4. The 2015 final tax calculations for the industrial, commercial and multi-residential realty tax classes is based on a freeze date of May 21, 2015. 5. The 2015 taxes owed for the commercial, industrial and multi-residential assessed properties shall be due in one instalment on September 25,,2015, or as adjusted by the Treasurer. 6. Except in the case of taxes payable under Section 33 and 34 of the Assessment Act, R.S.O. 1990, c.A31, as amended, the percentage charge as a penalty for non-payment of taxes and monies payable as taxes shall be added to every tax or assessment, rent or rate of any instalment or part thereof remaining unpaid on the first day of default and on the first day of each calendar month thereafter in which such default continues pursuant to subsections 345 (1), (2) and (3)of the Municipal Act 2001, S.O. c.25 as amended. The Treasurer shall collect by distress or otherwise under the provisions of the applicable statutes all such taxes, assessments, rents, rates or instalments or parts thereof as shall not have been paid on or before the several dates named as aforesaid, together with the said percentage charges as they are incurred pursuant to sections 349, 350 and 351 of the Municipal Act 2001, S.O. c.25 as amended. 7. If any section or portion of this By-law is found by a court of competent jurisdiction to be invalid, it is the intent of Council for The Corporation of the City of Pickering that all remaining sections and portions of this By-law continue in force and effect. 8. Taxes shall be payable to the Treasurer, City of Pickering. 9. This By-law is to come into effect on the date of its final passing. • By-law passed this 15th day of June, 2015. David Ryan, Mayor Debbie Shields, City Clerk 295 • O O N C) Co co N C) co O CD N O CD CO h CO sr CD CO') 0 C) s} CD O O N • sr co sr N 10 O) O sr CD CD CA N Q) C') O N O O) C) N sr 0 O J O O C7 CA O sr N CC) r- CO CD CD 0 N M CD sr.O N r O CA CA O r r N . C') N Co sr N sr sr h N C) N C) CO N sr C') CD N Co O N C)C'') < Z C) CD C. O st CD CD sr C') sr sr r CO N N. O N. CD u) CD CD sr c) iii i F- ._l st co CD Co C) r sr O W C) sr N CD C') C') N. 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