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Home My WebLink AboutDecember 7, 2015 o4 Executive Committee Meeting Minutes ��► OWE Monday, December 7, 2015 2:00 pm - Council Chambers Chair: Councillor Cumming Present: Mayor Ryan Councillors: • K. Ashe I. Cumming R. Johnson B. McLean D. Pickles Also Present: T. Prevedel - Chief Administrative Officer P. Bigioni - Director, Corporate Services & City Solicitor M. Carpino - Director, Culture & Recreation J. Hagg - Fire Chief R. Holbom Director, Engineering & Public Works T. Melymuk - Director, City Development S. Karwowski - Division Head, Finance &Treasurer D. Shields - City Clerk (I) . Disclosure of Interest No disclosures of interest were noted. (H) Matters for Consideration 1. Director, Culture & Recreation, Report CR 13-15 Request for Proposal No. RFP-13-2015 -Integrated Heat Recovery and Refrigeration System Upgrade Project at The Pickering Recreation Complex Recommendation Moved by Mayor Ryan Seconded by Councillor Pickles 1. That Proposal No. RFP-13-2015 submitted by Cimco Refrigeration in the amount of$1,549,311.36 (HST included) be accepted; 1 Cali ‘;rExecutive Committee -� !z-- Meeting Minutes Monday, December 7, 2015 2:00 pm - Council Chambers Chair: Councillor Cumming 2. That the total gross project cost of$1,735,761.00 (HST included), including the amount of the proposal and other associated costs, and the total net .project cost of$1,563,107.00 (net of HST rebate), be approved; 3. That Council authorize the Division Head, Finance & Treasurer to finance the net project cost of$1,563,107.00 as follows: a) The sum of$210,000.00 as provided for in the 2014 Capital Budget Recreation Complex Core — Domestic Hot Water Tank be increased to $256,200.00, to be funded by a transfer from the Federal Gas Tax Reserve Fund; b) The sum of$360,000.00 as provided for in the 2014 Capital Budget Recreation Complex Pool — Dehumidification Units be increased to $439,200.00, to be funded by a transfer from the Federal Gas Tax Reserve Fund; c) The sum of$60,000.00 as provided for in the 2014 Capital Budget Recreation Complex Pool —Axial High Speed Flow Fan, to be funded by a transfer from the Recreation Complex Pool Surcharge Fund; d) The sum of$200,000.00 as provided for in the 2015 Capital Budget Recreation Complex Core — Domestic Hot Water Heat Recovery Units be increased to $243,979.00, to be funded by a transfer from the Federal Gas Tax Reserve Fund; e) The sum of$520,000.00 as provided for in the 2015 Capital Budget Recreation Complex Arenas— Refrigeration Integration Upgrade and Ice Controller System, to be funded by a transfer from the Rate Stabilization Reserve; f) The additional sum of$13,200.00 for the Recreation Complex Pool — Axial High Speed Flow Fan be funded from property taxes by re- directing funds from the 2015 Capital Budget Recreation Complex Core — Golf Simulator Project; g) The additional provision of$30,528.00 for contingency to be funded by a transfer from the Reserve for Sustainable Initiatives; and 2 o4 Executive Committee • Meeting Minutes IiiONONI1411 Monday, December 7, 2015 2:00 pm - Council Chambers Chair: Councillor Cumming 4. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Carried 2. Director, Culture & Recreation, Report CR 24-15 Office Space -Lease Agreement Recommendation Moved by Mayor Ryan Seconded by Councillor Pickles 1. That the Mayor and City Clerk be authorized to execute the Lease Agreement allowing the City of Pickering to lease office space from Emix Ltd. for a five year and six month term, effective January 1, 2016 to June 30, 2021 with an option to renew for an additional two five year terms, in the form included as Attachment 1, subject to such revisions as are acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; and 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. • Carried 3. Director, Culture & Recreation, Report CR 25-15 Reciprocal Use of Facilities Agreement -Durham Catholic District School Board Recommendation Moved by Mayor Ryan Seconded by Councillor Pickles 1. That the Mayor and Clerk be authorized to execute a Reciprocal Use of Facilities Agreement pursuant to which the Durham Catholic District School Board will have use of City owned parks listed in Schedule A and the City of Pickering will have use of Board owned schools and school fields listed in Schedule B from January 1, 2016 to December 31, 2025, in the form included as Attachment 1, subject to such revisions as are acceptable to the Director, Culture & Recreation and the Director, Corporate Services & City Solicitor; and 3 °0 A Executive Committee Meeting Minutes Monday, December 7, 2015 Y , 2:00 pm - Council Chambers Chair: Councillor Cumming 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4. Director, Engineering & Public Works, Report ENG 21-15 Request for Proposal No. RFP-16-2015 Rotary Frenchman's Bay West Park -Preparation of Detailed Drawings for Master Plan Implementation A question and answer period ensued regarding the next steps in the process. Recommendation Moved by Mayor Ryan Seconded by Councillor Pickles 1. That Proposal No. RFP-16-2015 as submitted by The MBTW Group, to prepare detailed drawings for master plan implementation for Rotary Frenchman's Bay West Park in.the amount of$210,487.93 (HST included) be accepted; 2. That the total gross project cost of$231,537.00 (HST included), including the proposal amount and other associated costs, and the total net project cost of $208,506.00 (net of HST rebate) be approved; 3. That Council authorizes the Division Head, Finance &Treasurer to finance the net project cost in the amount of$208,506.00 as follows: a) the sum of $180,000.00 as provided for in the 2015 Parks Capital Budget be increased to $200,000.00 and be financed by the issue of an internal loan over a period not to exceed five years; b) the balance of$8,506.00 to be funded from property taxes; c) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4 Cali °� - Executive Committee Meeting Minutes IVE Monday, December 7, 2015 2:00 pm - Council Chambers Chair: Councillor Cumming 5. Director, Corporate Services &.City Solicitor, Report FIN 29-15 Section 357/358 of the Municipal Act—Adjustment to Taxes Recommendation Moved by Mayor Ryan Seconded by Councillor Pickles 1. That the write-off of taxes as provided for under Sections 357/358 of the Municipal Act, 2001 be approved; and 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 6. Director, Corporate Services & City Solicitor, Report FIN 30-15 • 2016 Interim Spending Authority Recommendation Moved by Mayor Ryan Seconded by Councillor Pickles 1. That the 2016 Interim Operating Expenditures be approved at 50% of the prior year's budget, including adjustments, as contained in Attachment 1, pending approval of the formal 2016 Current Budget by Council; and 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 7. Director, Corporate Services & City Solicitor, Report FIN 31-15 2016 Temporary Borrowing By-law Recommendation • Moved by Mayor Ryan Seconded by Councillor Pickles 5 obi Executive Committee = Meeting Minutes LI WIC Monday, December 7, 2015 2:00 pm - Council Chambers Chair: Councillor Cumming 1. That the temporary borrowing limit of$42,000,000 be established to meet 2016 current expenditures pending receipt of taxes and other revenues for the period January 1, 2016 to September 30, 2016 inclusive, and $20,000,000 thereafter until December 31, 2016; 2. That the temporary borrowing limit for capital purposes for 2016 be established at $25,000,000; 3. That the attached draft by-law providing for the temporary borrowing of monies be enacted; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 8. Director, Engineering & Public Works, Report PW 04-15 Request for Additional Funding for the purchase of a One Ton Truck -Standard Cab and Everest "LSD" Side Dump Spreader Recommendation Moved by Mayor Ryan Seconded by Councillor Pickles 1. That Report PW 04-15 of the Director, Engineering & Public Works regarding a request for additional funding for the purchase of a New Latest Model Year, One Ton Truck with Standard Cab and Everest "LSD" Side Dump Spreader as approved by Council per Resolution 89/15 be received; 2. That the recommendation submitted by Maclver Dodge Jeep Ltd. to increase the Gross Vehicle Weight Rating (GVWR) of this vehicle from 14,000 lbs to 19,500 lbs and add a Snow Plow Prep Package at an additional cost of $7,335.00 (HST extra) be accepted; 3. That the total gross project cost of$103,875.00 (HST included) and the total net project cost of$93,543.00 (net of HST rebate) be approved; 4. That the Division Head, Finance & Treasurer be authorized to finance the total net project cost as approved in the 2015 Parks Capital Budget in the amount of$85,000.00 be increased to $93,543.00 by a transfer from the Vehicle Replacement Reserve; and 6 Cltq oo Executive Committee �'—' Meeting Minutes 11411111101 Monday, December 7, 2015 2:00 pm - Council Chambers Chair: Councillor Cumming 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried (IV) Other Business Councillor Pickles questioned and confirmed that City Staff would be reviewing the Firearms By-law in conjunction with the development and completion of Seaton. (V) Adjournment The meeting adjourned at 2:19 pm. 7