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HomeMy WebLinkAboutOctober 11, 2016 Cr Executive Committee PiCKERiNG Meeting Minutes October- 11, 2016 2:00 pm Council Chambers .Chair:_ Councillor Brenner Present: Mayor Ryan Councillors: K. Ashe M. Brenner I. Cumming B. McLean . D. Pickles Also Present: T. Prevedel - Chief Administrative Officer • K. Bentley (Acting) Director, City Development P. Bigioni - Director, Corporate Services & City Solicitor. M. Carpino - Director, Culture.& Recreation J. Hagg - Fire Chief R. Holborn Director, Engineering &Public Works S. Karwowski - Director, Finance & Treasurer C. Rose V - Chief Planner M. Gadzovski V - Division Head, Water Resources & Development Services D. Selsky Manager, Capital Projects & Infrastructure L. Harker - Deputy Clerk N. Zahoor - Coordinator, Transportation Engineering L. Roberts - Committee Coordinator (I) Disclosure of Interest No disclosures of interest were noted. (II) Matters for Consideration 1. Director, Corporate Services & City Solicitor, Report AS 01-16 Animal Shelter Commercial Lease -1688 Highway No. 7 Recommendation 1 • C Executive Committee P ICKERI NG Meeting Minutes October 11, 2016 2:00 pm Council Chambers Chair: Councillor Brenner Moved by Councillor McLean Seconded by Mayor Ryan 1. That the Mayor and City Clerk be authorized to enter into a new Commercial Lease with Transport Canada for the Pickering Animal Shelter, located at 1688 Highway 7, Brougham, for a period of three years, with an option to renew for two more years; 2. That the Mayor and City Clerk be authorized to execute the Commercial Lease as set out in Attachment 1 to this Report, subject to minor revisions agreeable to the Director, Corporate Services &City Solicitor; and 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 2. .Director, Corporate Services & City Solicitor, Report CLK 06-16 City Policy ADM 050 — Freedom of Information and Protection of Privacy Policy Recommendation Moved by Councillor McLean Seconded by Mayor Ryan That Council approve revised City Policy ADM 050, Freedom of Information and Protection of Privacy Policy (Attachment 1). Carried 3. Director, Culture & Recreation, Report CR 10-16 Community Engagement Strategy -Annual Status Report Recommendation Moved by Councillor McLean Seconded by Mayor Ryan 2 Cr 661 Executive Committee PiCKERiNG Meeting Minutes October 11, 2016 2:00 pm Council Chambers Chair: Councillor Brenner That Council receive for information the annual status report to the City of Pickering Community Engagement Strategy (Priorities for 2015/16) as per Attachment 1. Carried 4. Director, Culture & Recreation, Report CR 11-16 Consulting Services for a Recreation & Parks Master Plan and Skateboard Park Strategy -Request for Proposal No. RFP-10-2016 Recommendation Moved by Councillor McLean Seconded by Mayor Ryan 1. That Proposal No. RFP-10-2016, for Consulting Services for a Recreation & Parks Master Plan and Skateboard Park Strategy, submitted by Monteith Brown Planning Consultants in the amount of$194,321.02 (HST included) be accepted; 2. That the total gross project cost of$213,753.00 (HST included), including the amount of the proposal and other associated costs, and the total net project cost of$192,491.00 (net of HST rebate), be approved; 3. That Council approve the use of funds from account 5780.1505 that were approved for upgrades and repairs to the skateboard facility at Diana, Princess of Wales Park, for the Skateboard Park Strategy component of the Recreation & Parks Master Plan; 4. That Council authorize the Director, Finance & Treasurer to finance the net project cost of$192,491.00 as follows: a) The sum of$31,250.00, as provided for in the 2016 Current Budget Culture & Recreation Administration, be increased to $34,135.00 to be funded from property taxes; b) The sum of$93,750.00, as provided for in the 2016 Current Budget Culture & Recreation Administration, be increased to $102,406.00 to be funded by a transfer from the Development Charges Reserve Funds- Growth Studies (DCRF); 3 661 Executive Committee P1CKE R1 NG Meeting Minutes October 11, 2016 2:00 pm Council Chambers Chair: Councillor Brenner c) The sum of$55,950.00, as provided for in the 2015 Capital Budget Parks, to be funded by a transfer from the Rate Stabilization Reserve; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 5. Director, Culture & Recreation, Report CR 12-16 Canada Cultural Spaces Fund -Conservation Barn Reconstruction Project Recommendation Moved by Councillor McLean Seconded by Mayor Ryan 1. That Council endorse the City of Pickering's application to the Canada Cultural Spaces Fund for the Conservation Barn Reconstruction Project by way of a Council resolution; 2. That a copy of this report be forwarded to Jennifer O'Connell, MP Pickering - Uxbridge; and 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Carried 6. Director, Engineering & Public Works, Report ENG 09-16 Northern Roads Hard Surfacing Strategy Nadeem Zahoor, Coordinator, Transportation Engineering, appeared before the Committee and through the aid of a power point presentation, provided Members with a brief summary of the report. He outlined the main criteria of providing connectivity to Regional Roads, Highway 407 and Highway 7. Through the proposed five year forecast, he outlined the priority roads as well as maintenance costs. A discussion period ensued with respect to budget deliberations in relation to the priorities, noting design specifics should be provided prior to budget time. Members also questioned the rationale of the 7th Concession, and whether it was tied into the 4 c Executive Committee P 1 C KE R1 N G Meeting Minutes October 11, 2016 2:00 pm Council Chambers Chair: Councillor Brenner Seaton employment lands. It was also questioned whether special levies could be geographically assigned, if permitted under the Municipal Act. Recommendation Moved by Councillor McLean Seconded by Mayor Ryan 1. That the Northern Roads Hard Surfacing Strategy, identifying candidate existing loose surface roads to be upgraded to hard surface roads, from north of Taunton Road to the Uxbridge Pickering Townline, be endorsed by Council; 2. That Council consider funding for candidate roads selected for the Northern Roads Hard Surfacing Strategy through the annual budget process; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 7. Director, Engineering & Public Works, Report ENG 22-16 Browning Avenue Storm Sewer Replacement Tender No. T-13-2016 Recommendation Moved by Councillor McLean Seconded by Mayor Ryan 1. That Tender No. T-13-2016 Browning Avenue Storm Sewer Replacement as submitted by Ambler & Co. Inc. in the total tendered amount of$290,940.53 (HST included) be accepted; 2. That the total gross project cost of$331,139.00 (HST included), including the tendered amount and other associated costs, and the total net project cost of $298,201.00 (net of HST rebate) be approved; 3. That Council authorizes the Director, Finance & Treasurer to finance the net project cost in the amount of $298,201.00 as follows: 5 Cf ° • Executive Committee PiCKERiNG Meeting Minutes October 11, 2016 2:00 pm Council Chambers Chair: Councillor Brenner a) the sum of$174;000.00 as provided for in the 2011 Capital Budget - Stormwater Management be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed five years; b) the sum of$74,644.00 as provided for in the 2011 Capital Budget - Stormwater Management to be funded by a transfer from the Federal Gas Tax Reserve Fund; c) the sum of$170.00 to be funded from property taxes; d) the sum of$44,448.00 as provided in the 2011 Capital Budget— Development Projects to be funded by a transfer from the Development Charges City's Share Reserve; e) the sum of$4,939.00 as.provided in the 2011 Capital Budget— Development Projects to be funded by a transfer from the Development Charges Stormwater Management Reserve Fund; f) the financing and annual repayment charges in the amount of approximately $38,265.00 be included in the annual Current Budget commencing in 2017 or subsequent year in which the debentures are issued and continuing thereafter until the debenture financing is repaid; g) 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; 4. That the draft by-law attached to this report be enacted; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 8. Director, Engineering & Public Works, Report ENG 23-16 Tender for Squires Beach Road & Clements Road Intersection Improvements & Signalization Tender No. T-3-2016 Recommendation 6 C Executive Committee P 1 C K E R1 N G Meeting Minutes October 11, 2016 2:00 pm Council Chambers Chair: Councillor Brenner Moved by Councillor McLean Seconded by Mayor Ryan 1. That Tender No. T-3-2016 for Squires Beach Road & Clements Road Intersection Improvements & Signalization as submitted by Montgomery MacEwan Contracting in the total tendered amount of$425,742.56 (HST included) be accepted; 2. That the total gross project cost of$623,691.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $561,653.00 (net of HST) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of$561,653.00 as follows: a) the sum of$10,000.00 for the land acquisition as provided in the 2016 Capital Budget— Development Projects to be funded by a transfer from the Development Charges City's Share Reserve; • b) the sum of$137,913.00 as provided in the 2016 Capital Budget— Development Projects to be funded by a transfer from the Development Charges City's Share Reserve; c) the sum of$413,740.00 as provided in the 2016 Capital Budget— Development Projects to be funded by a transfer from the Development Charges Roads & Related 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 9. Director, Finance & Treasurer, Report FIN 18-16 Section 357/358 of the Municipal Act—Adjustment to Taxes Recommendation Moved by Councillor McLean Seconded by Mayor Ryan 1. That the write-off of taxes as provided for in Attachment 1, in accordance with Sections 357/358 of the Municipal Act, 2001 be approved; and 7 C4 Executive Committee PiCKERiNG Meeting Minutes October 11, 2016 2:00 pm Council Chambers Chair: Councillor Brenner 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 10. Division Head, Human Resources, Report HR-001-16 Respect in the Workplace Policy -HUR 070 Recommendation Moved by Councillor McLean Seconded by Mayor Ryan That Council approve amendments to the Respect in the Workplace Policy, as set out in Attachment 1, in order to comply with the requirements of the Occupational Health & Safety Act. Carried 11. Director, Corporate Services & City Solicitor, Report LEG 06-16 Duffin Heights Mixed Use Corridor Land Dispositions Recommendation Moved by Councillor McLean Seconded by Mayor Ryan 1. That the City-owned lands in the Duffin Heights Development Area fronting on Brock Road south of Dersan Street (as shown on Attachment 1) be declared surplus to the needs of the City. 2. That City staff be directed to take such steps and do such things as are necessary to effectively market and sell the said lands, and that the sale be exempt from the requirements of the City's Acquisition and Disposal of Land Policy so as to permit the more effective marketing thereof. 3. That, prior to entertaining Offers to Purchase, City staff report back to Council to provide information concerning the manner in which staff proposes to market and sell the lands. 8 Cit, 661 Executive Committee P JCKE RiNG Meeting Minutes October 11, 2016 2:00 pm Council Chambers Chair: Councillor Brenner 4. That the proceeds of sale of the lands be transferred to the City's Operations Center Reserve Fund in accordance with paragraph 17 of Council budget resolution 143/16. 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried (III) Adjournment The meeting adjourned at 2:25 pm. • • 9