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Home My WebLink AboutNovember 14, 2016 64 Executive Committee PICKERING Meeting Minutes November 14, 2016 2:00 pm Council Chambers Chair: Councillor McLean 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, Community Services J. Hagg - Fire Chief R. Holborn - Director, Engineering Services S. Karwowski - Director, Finance & Treasurer C. Grant - Chief Executive Officer, Pickering Public Library C. Rose - Chief Planner D. Shields - City Clerk M. Gadzovski - Division Head, Water Resources & Development Services D. Quaife - Manager, Information Technology K. Senior - Manager, Accounting Services J. Halsall - Manager, Budgets & Internal Audit B. George - Local History & Genealogy Librarian, Pickering Public Library L. Harker - Deputy Clerk (I) Disclosure of Interest No disclosures of interest were noted. (II) Delegations 1. Paula Jesty, Deloitte LLP Re: Report FIN 22-16 1 • Cd, 06 Executive Committee P1CKE R1 NG Meeting Minutes November 14, 2016 2:00 pm Council Chambers Chair: Councillor McLean • Paula Jesty, Deloitte LLP, appeared before the Committee to outline the 2016 Year End Audit. Ms. Jesty provided an overview of the audit, and noted areas of risk to the City. A brief question and answer period ensued. Moved by Councillor Ashe Seconded by Mayor Ryan That the rules of procedure be suspended in order that Item # 1 be dealt with at this time. Carried 1. Director, Finance & Treasurer, Report FIN 22-16 2016 Year End Audit Recommendation Moved by Councillor Ashe Seconded by Mayor Ryan 1. That the Audit Service Plan as submitted by Deloitte LLP, included as Attachment 1 to this report be received for information; and 2. That the Chief Administrative Officer and the Division Head, Finance & Treasurer be authorized to sign the Master Services Agreement on behalf of the City. • Carried 2. Lorraine Sunstrum-Mann Executive Director, Grandview Children's Centre Re: Update on Activities of Centre Lorraine Sunstrum-Mann, Executive Director, Grandview Children's Centre, appeared before the Committee to provide an update on activities of the Centre. Ms. Sunstrum- Mann provided an overview of the services provided by the Centre, and noted that the demand for services is growing and that there are still many children awaiting treatment or services. She noted the Centre's plans for expansion to a new headquarters, and requested Council's support in this expansion by writing a letter of support to the Premier. Mayor Ryan left the meeting at 2:15 pm. 2 Executive Committee P 1 C K E R 1 N G Meeting Minutes November 14, 2016 2:00 pm Council Chambers Chair: Councillor McLean 3. Cathy Grant, CEO Pickering Library Bruce Fountain, Senior Associate, TCI Management Consultants Re: Report LIB 01-16 Cathy Grant, CEO, Pickering Library, appeared before the Committee to provide an overview of the Pickering Local History Collection Strategic Plan. This plan provides a solution to the need for safer storage of Pickering's historical documents, along with a clear strategy for the development of the Library's Local History Service. Becky George, Local History & Genealogy Librarian, appeared before the Committee to provide a status update on the current state of the City's Local History Service. Ms. George noted that the Library is currently at capacity and no longer accepting donations of historical items, and that this expansion is necessary to continue to preserve historical items. Bruce Fountain, Senior Associate, TCI Management Consultants, appeared before the Committee to provide an overview of the plan, noting a number of benefits to the City. A question and answer period ensued regarding why the Library can no longer accept items of historical value, and how the City compares to similar-sized municipalities when it comes to historical preservation. Mayor Ryan returned to the meeting at 2:30 pm. 4. Dale Quaife, Manager, Information Technology Re: Smart21 Communities Dale Quaife, Manager, Information Technology, appeared before the Committee regarding.the City's nomination as one of the world's Smart21 Communities of 2017 by the Intelligent Community Forum. Smart21 recognizes the world's leading municipalities that are successfully leveraging the power of technology to create a more connected, engaged, vibrant and sustainable community. Mr. Quaife noted that IT staff are currently working on the next stage of this process to be considered in the Top7 Intelligent Communities which will be announced in February. (III) Matters for Consideration 2. CEO, Pickering Public Library, Report LIB 01-16 Pickering Local History Collection Strategic Plan, Recommendation Moved by Councillor Brenner Seconded by Councillor Cumming 3 Ceib1 f j a Executive Committee PiCKERiNG Meeting Minutes November 14, 2016 2:00 pm Council Chambers Chair: Councillor McLean 1. That Council receive for information the Pickering Local History Collection Strategic Plan as per Attachment 1; and 2. That Council support the concept of a shared records storage facility as part of a future Central Library expansion. Carried 3. Director, Corporate Services & City Solicitor, Report BYL 01-16 8th Annual Toys for Tickets and Food for Fines 2016 Recommendation Moved by Councillor Pickles Seconded by Councillor Brenner 1. That parking tickets issued between December 1 through 16, 2016 be eligible for the Toys for Tickets/Food for Fines program; and 2. That the Toys for Tickets/Food for Fines program be implemented from December 1 through December 16, 2016. Carried 4. Director, Community Services, Report CS 14-16 Community Association Lease Agreement -South Pickering Seniors Club Recommendation Moved by Councillor Pickles Seconded by Councillor Brenner 1. That the Mayor and City Clerk be authorized to execute the Lease Agreement with South Pickering Seniors Club set out in Attachment 1 to this Report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and 2. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried 4 • Executive Committee PICKERING Meeting Minutes November 14, 2016 2:00 pm Council Chambers Chair: Councillor McLean 5. Director, Community Services, Report CS 15-16 Diana, Princess of Wales Park -Licence Renewal Agreement Recommendation Moved by Councillor Pickles Seconded by Councillor Brenner 1. That the Mayor and City Clerk be authorized to execute a license renewal agreement with the Minister of Infrastructure — Hydro One Networks Inc. for a further 5 year term, commencing January 1,2017, and ending on December 31, 2021 that is in a form satisfactory to the Director, Corporate Services& City Solicitor; 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, Engineering Services, Report ENG 19-16 Request for Proposal No. RFP-11-2016 Consulting Services for Claremont Drainage Plan Recommendation Moved by Councillor Pickles Seconded by Mayor Ryan 1. That the Proposal No. RFP-11-2016 submitted by Amec Foster Wheeler Environment & Infrastructure to undertake the consulting services for Claremont Drainage Plan, in the amount of $161,707.52 (HST included) be accepted; 2. That the total gross project cost of$221,734.00 (HST included), including the RFP amount, and associated costs, and the total net project cost of$199,678.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net • project cost of$199,678.00 as follows: 5 = U `'' Executive Committee PiCKERiNG Meeting Minutes II November 14, 2016 2:00 pm Council Chambers Chair: Councillor McLean ' a) The sum of$149.678.00 to be funded by a transfer from the Rate Stabilization Reserve; b) The sum of$50,000.00 to be funded by a contribution from the Regional Municipality of Durham; 4. That a copy of this report be forwarded to the Commissioner of Works, Region of Durham; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Ij Carried 7. Director, Engineering Services, Report ENG 26-16 Proposed Parking Restrictions -Hamlet of Cherrywood Recommendation Moved by Mayor Ryan Seconded by Councillor Ashe 1. That the attached draft by-law be enacted to amend Schedule "2" to By-law 6604/05 to provide for the regulation of parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering, specifically to address parking concerns on Rosebank Road and Third Concession Road. 2. 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 Services, Report ENG 27-16 Quotation NO. Q-56-2016 Hedgerow Place Storm Sewer Improvements Recommendation Moved by Councillor Pickles Seconded by Mayor Ryan 6 - ti) - Executive Committee PICK Meeting Minutes November 14, 2016 2:00 pm Council Chambers Chair: Councillor McLean 1. That Quotation No. Q-56-2016 submitted by Bry Ron Contracting Limited for Hedgerow Place Storm Sewer Improvements in the total quotation amount of. $58,556.60 (HST included) be accepted; • 2. That the total gross project cost of$66,672.00 (HST included), including the quotation amount and other associated costs, and the total net project cost of $60,040.00 (net of HST rebate) be approved; 3. That Council authorizes the Director, Finance & Treasurer to finance the net project cost in the amount of$60,040.00 as follows: a) the sum of$40,000.00 as provided for in the 2016 Capital Budget - Stormwater Management to be funded from the Provincial Grant - Transportation Initiatives; b) the over expenditure in the amount of$20,040.00 to be funded from property taxes; 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 21-16 Insurance Renewal — January 1, 2017 to December 31, 2017 Recommendation Moved by Councillor Cumming • Seconded by Councillor Brenner 1. That the City of Pickering renew its property, liability and other insurance policies through Jardine Lloyd Thompson Canada Inc. (JLT) for the period January 1, 2017 to December 31, 2017 in the amount of$601,947 (plus applicable taxes) and inclusive of terms and conditions acceptable to the Director, Finance & Treasurer; 2. That the insurance coverage through JLT be for a period of one (1) year with an option in favour of the City to extend the coverage on the same terms and . conditions for a second one year renewal term, subject to Council approval; 7 '/fExecutive Committee PiCKERiNG Meeting Minutes November 14, 2016 2:00 pm Council Chambers Chair: Councillor McLean 3. That L.V. Walker& Associates be confirmed as the City's Adjuster of Record for property, liability and other insurance and related matters; 4. That the Director, Finance & Treasurer be authorized to settle any claims including employing resources to investigate and defend claims, adjusting and legal fees, where it is in the City's interest to do so; 5. That the Director, Finance & Treasurer be authorized to purchase additional insurance, make changes to deductibles and existing coverages, and alter terms and conditions as becomes desirable or necessary to limit potential liability exposure and to protect the assets of the City and its elected officials and staff; and 6. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. • • Carried 10. Division Head, Human Resources, Report HUR 02-16 OMERS Normal Retirement Age Conversion -Fire Non-union Management Group Recommendation Moved by Councillor Ashe Seconded by Councillor Cumming 1. That Council enact a By-law to amend the normal retirement age from 60 years under the Ontario Municipal Employees Retirement System (OMERS) primary pension plan to provide that the normal retirement age for the Fire Non-union Management Group shall be 65 years effective January 1, 2017; and 2. That the appropriate officials be authorized to take the necessary actions included in this report. Carried (IV) Adjournment The meeting adjourned at 3:02 pm. 8