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Home My WebLink AboutJanuary 11, 2016 cilq ao = Executive. Committee . i-- — Rm7c3� Meeting Minutes 12C • Monday, January 11, 2016 2:00 pm - Council Chambers • Chair: Councillor McLean Present: Councillors: K. Ashe I. Cumming R. Johnson B. McLean D. Pickles Absent: Mayor Ryan — City Business 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 C. Rose - Chief Planner • S. Karwowski - Division Head, Finance & Treasurer M. Gadzovski - Division Head, Water Resources & Development Services D. Selsky - Manager, Capital Projects & Infrastructure L. Harker - Deputy Clerk N. Emery - Coordinator, Traffic Operations L. Roberts -Committee Coordinator (1) Disclosure of Interest No disclosures of interest were noted.• ' (II) Matters for Consideration 1. Director, Engineering & Public Works, Report ENG 01-16 Amberlea Park Splash Pad Construction -Tender No. T-23-2015 Recommendation 1 co A Executive Committee Meeting Minutes Wig-WO Eira_ Monday, January 11, 2016 • • 2:00 pm - Council Chambers Chair: Councillor McLean • Moved by Councillor Pickles Seconded by Councillor Johnson 1. That Tender No. T-23-2015 as submitted by Pine Valley Corporation in the total tendered amount of$229,877.03 (HST included) be accepted; 2. That the total gross project cost of$275,659.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $248,239.00 (net of HST rebate) be approved; 3. That the Division Head, Finance & Treasurer be authorized to finance the total net project cost in the amount of$248,239.00 as follows: a) The sum of$136,531.00 as approved in the 2015 Parks Capital Budget by a transfer from the Parkland Reserve Fund; b) The sum of$111,708.00 as approved in the 2015 Parks Capital Budget by a transfer from Development Charges (DC)— Parkland Development & Trails Reserve Fund; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 2. Director, Engineering & Public Works, Report ENG 02-16 Proposed All-way Stop Control, Rosebank Road and Toynevale Road Staff responded to questions raised regarding any review mechanisms in place with respect to the location of the crossing guard in order to monitor for any resulting traffic delays and to determine the appropriateness of the location. Recommendation Moved by Councillor Pickles Seconded by Councillor Johnson 1. That the attached draft by-law be enacted to amend Schedule "7" to By-law 6604/05 to provide for the regulation of stop signs on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to address the proposed installation of an all-way stop control at the intersection of Rosebank Road and Toynevale Road; and 2 C'.ty 00 A Executive Committee. Meeting Minutes IKONV IL Monday, January 11, 2016 2:00 pm - Council Chambers Chair: Councillor McLean 2. That the existing school crossing guard station on Rosebank Road in front of Rosebank Road Public School be monitored upon installation of the proposed all-way stop and, if additional traffic delays and safety concerns are evident, be relocated to the proposed all-way stop location upon the start of the 2016-2017 school year in September. Carried 3. Fire Chief Report FIR 01-16 Emergency Generator Work -Fire Hall #6 Recommendation Moved by Councillor Pickles Seconded by Councillor Johnson That Report FIR 01-16 regarding the emergency purchase of the generator at Fire Hall #6 be received by Council. Carried 4. Director, Corporate Services & City Solicitor, Report FIN 01-16 2016 Interim Levy and Interim Tax Installment Due Dates • Recommendation Moved by Councillor Pickles Seconded by Councillor Johnson 1. That an interim property tax levy be adopted for all realty property classes for 2016; 2. That the interim property tax levy tax instalment due dates be February 25 and April 25, 2016; 3. That the attached draft by-law, providing for the imposition of the taxes, be enacted; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this.report. Carried 3 • a� Executive Committee =i==y Meeting Minutes 3 oIDj�� -'--— - c Monday, January 11, 2016 2:00 pm - Council Chambers Chair: Councillor McLean • 5. Director, Corporate Services & City Solicitor, Report FIN 02-16 2016 Financial Policy and Housekeeping Items Discussion period ensued with questions raised regarding fill permit fees, the volume of fill and top soil being transported out as a result of development and the resulting impact on rural roads. Questions were also raised regarding the purchasing policy and whether a system was in place to prevent repetitive rewarding of contracts to the same company. • Recommendation Moved by Councillor Johnson Seconded by Councillor Cumming 1. That Council amend the Community Grant Policy to permit the issuance of grants to those organizations that previously received grants up to $1,000 to accommodate the grant requests that occur prior to Council budget approval; 2. That Council approve the Development Services fee changes listed on Attachment 1 and these fees be incorporated into the development of the 2016 Current Budget; 3. That Council amend the Purchasing Policy as follows: a) That the Chief Administrative Officer and Treasurer be authorized to approve consulting services between$30,000 to $50,000 initiated by the Director without going through the competitive process and any award above $50,000 is subject to the additional approval of Council; b) That subsection 6.12 (Purchasing Policy) be amended to authorize the Chief Administrative Officer and Treasurer to approve the purchase of goods and services that are within budget over$75,000 up to $250,000; c) Any contract or tender for the purchase of goods and services over $250,000 will require the approval of the Director, Division Head, Finance &Treasurer, Chief Administrative Officer and Council; d) That subsection 6.08 (Purchasing Policy) be amended to allow the Director to approve the purchase of goods or services over $1,000 and up to $5,000 not covered by a contract or blanket order where a minimum of one informal quote has been obtained and that the 4 • C'ifq o1 Executive Committee Meeting Minutes S' Monday, January 11, 2016 . 2:00 pm - Council Chambers Chair: Councillor McLean Director or designate is responsible to ensure that all of the Health & Safety and Insurance requirements have been met; 4. That the City's Investment Policy be amended to permit the City to invest in The One Investment Program - Universe Corporate Bond Portfolio to an upset dollar limit of$5.0 million and that the corresponding By-law be approved; 5. That Pickering Council authorize staff to proceed with the initial investigation and preliminary marketing of City owned lands at 2510 Brock Road and the lands adjacent to the Pickering Soccer Centre located at 1975 Clements Road; 6. That the City's Fair Wage Policy be repealed; and 7. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried (IV) Other Business . 1. Councillor Johnson requested that staff provide a summary of changes to the speed limits which were implemented on rural roads, and whether all appropriate signage had been installed. (V) Adjournment The meeting adjourned at 2:32 pm. 5