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HomeMy WebLinkAboutFebruary 27, 2017Council Meeting Minutes PICKERING, - _February 27, 2017 7:00 pm Council Chambers Present: Mayor Ryan Councillors: K. Ashe M. Brenner, S. Butt I. Cumming . . B. McLean D. Pickles Also Present: T. Prevedel —Chief Administrative Officer K. Bentley - Director, City Development & CBO 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. Rose - Chief Planner C. Grant - CEO Pickering Library J. Halsall - Manager, Budgets & Internal Audit L. Harker - (Acting) City Clerk L Roberts - Committee Coordinator. (1) Invocation' Mayor Ryan called the meeting to order and led Council in the saying of the Invocation. (II) Disclosure of Interest 1. Councillor Brenner declared a conflict of interest with respect to "Animal Services and Culture & Recreation salaries as he .has.family members employed in these areas. Councillor Brenner did not take part in the discussions or vote on the matter. 2. Councillor Cumming declared a conflict of interest with, respect to the Seaton employment lands.- Councillor Cumming did not take part in the discussions or vote on the matter. 1 G4 4 PICKERING Council Meeting Minutes February 27, 2017 7:00 pm - Council Chambers 3. Councillor McLean declared a conflict of interest with respect to Community Grants — Pickering Auxiliary Rescue Association and Durham Regional Police Children's Games. Councillor McLean did not take part in discussions or vote on the matter. (III) Adoption of Minutes Resolution #262/17 Moved by Councillor McLean Seconded by Councillor Brenner Council Meeting Minutes, January 16, 2017 In Camera Council Meeting Minutes, February 6, 2017 Special Council Meeting Minutes, February 6, 2017 Planning & Development Committee Minutes, February 6, 2017 Executive Committee (Budget) Meeting Minutes, February 16, 2017 Carried (IV) Delegations Ronald McWilliams Re: Report FIN 04-17 Ronald 'McWilliams appeared before Council with respect to Report FIN 04-17 and the proposed increase in license fees for wrecking yards. He stated that his family has owned and operated their wrecking yard on Kingston Road since 1969. He noted they are fully licensed with the Ministry, and make every effort to retain a site which is clear of oil and garbage, and noted that they do not stockpile parts on site. He appealed to Council to reconsider the increase in license fees to bring them more in line with surrounding municipalities. (V) Correspondence 1. Corr.57-17 Lon Harnish Rotary Club of Ajax 255 Huntingwood Drive Oshawa, ON L1J 7C6 Moved by Councillor Ashe Seconded by Councillor McLean Resolution #263/17 E C4 Council Meeting Minutes PICKERING February 27, 2017 7:00 pm - Council Chambers That Corr. 57-17 received from Lon Harnish, Pickering RibFest Chairperson, Rotary Club of Ajax, seeking Council approval for the annual Pickering RibFest to be a pet - free event be endorsed. Carried 2. Corr.58-17 Christopher Harris, Town Clerk Town of Whitby And Andrew Brouwer, City Clerk City of Oshawa Discussion period ensued with respect to the impacts on surrounding Regional roads as well as a lack of funding from the Province to offset the maintenance costs incurred with the increase in traffic since the implemention of tolls on Highway 412. Resolution #264/17 Moved by Councillor Ashe Seconded by Councillor McLean That Corr. 58-17 received from the Town of Whitby and the City of Oshawa seeking Council support of a recommendation passed by Whitby Council on December 12, 2016 requesting that the Province of Ontario make Highway 412 a non -tolled highway be endorsed. Carried Unanimously on a Recorded Vote (VI) Committee Reports Report EC 2017-02 of the Planning & Development Committee Director, City Development & CBO, Report PLN 03-17 Draft Plan of Subdivision Application SP-2016-02 Zoning By-law Amendment Application A 10/16 Frontdoor Developments Inc. Block 111, Plan 40M-1413, (2090 Duberry Drive) 3 -CIS 4 DICKERING Recommendation Council Meeting Minutes February 27, 2017 7:00 pm - Council Chambers 1. That Draft Plan of Subdivision Application SP-2016-02, submitted by Frontdoor Developments Inc., on lands being Block 111, Plan 40M-1413, to establish a residential plan of subdivision consisting of 40 lots for detached dwellings fronting a public road, as shown on Attachment #2 to Report PLN 03-17, and the implementing conditions of approval, as set out in Appendix I, be endorsed; and 2. That Zoning By-law Amendment Application A 10/16, submitted by Frontdoor Developments Inc., to implement the Draft Plan of Subdivision SP-2016-02, on lands being Block 111, Plan 40M-1413, be approved, and that the draft Zoning By-law Amendment as set out in Appendix II to Report PLN 03-17 be forwarded to Council for enactment. Resolution #265 /17 Moved by Councillor Pickles Seconded by Councillor Brenner That Report 2017-02 of the Planning & Development Committee meeting held on February 6, 2017, be adopted. Carried New and Unfinished Business Director, Finance & Treasurer, Report FIN 02-17 2017 Current Budget and Financial Statements Excluded Expenses Reporting as Required by Ontario Regulation 284/09 Resolution #266/17 Moved by Councillor McLean. Seconded by Councillor Brenner It is recommended that Report FIN 02-17 of the Director, Finance & Treasurer regarding the exclusion of certain expenses from the 2017 Budget be adopted in accordance with the provisions of Ontario Regulation 284/09 of the Municipal Act, 2001. Carried n - C4 4 DICKERING 2. Director, Finance & Treasurer, Report FIN 04-17 2017 Current and Capital Budget Council Meeting Minutes February 27, 2017 7:00 pm - Council Chambers Discussion ensued with respect to the proposed wrecking yard fees, with members recommending that all user fees be reviewed on a more regular basis. Members also discussed the need to account for escalating utility costs going forward. Resolution #267/17 Moved by Councillor Brenner Seconded by Councillor Ashe That Report FIN 04-17 of the Director, Finance & Treasurer be approved; and, a) That the 2017 Current Budget expenditure for personnel costs, consisting of salaries and wages (Account 1100), overtime (Account 1200) and employer contributions (Account 1400), in the total amount of $52,841,872 be approved; b) That the 2017 Gross Current Budget expenditures for City purposes in the amount of $38,230,985 (excluding personnel expenditures) less estimated current revenues of $31,096,589 (City Revenues of $30,046,589 plus $850,000 for assessment growth plus supplementary taxes of $200,000) and net transfer from the Rate Stabilization Reserve of $1,500,000 for City operations be approved; c) That the Capital from Current expenditure in the amount of $1,319,600 funded from property taxes be approved; and d) That the total final City levy under paragraphs a), b) and c) above, plus an additional $150,000 for the Fence Levy, $75,000 for the Seniors Property Tax Relief program and $100,000 for the Minor Buildings Replacement Reserve Strategy Special Levy, for a total final levy of $60,120,868 being an increase of approximately 2.69% over the 2016 budget, be approved; 2. That the 2017 Capital Budget for the City of Pickering with a Gross Expenditure of $45,144,080 be adopted as presented: a) That the following capital financing sources be approved as presented in the 2017 Capital Budget: Transfer from Current Fund to Capital Fund $1,319,600 Transfers from Reserves: 5 C4 o� Council Meeting Minutes 1- ICKERING February 27, 2017 7:00 pm - Council Chambers - Rate Stabilization Reserve (7021) 513,545 - City Share Dev. Charges Projects (7022) 121,196 - Vehicle Replacement Reserve (7040) 1,112,000 - Capital Replacement Reserve (7001) 286,250 - Don Beer Arena Surcharge (7033) 15,700 - Rec. Complex Core Surcharge (7034) 44,500 - Rec. Complex Pool Surcharge (7034) 41,000 - Dunbarton Pool Surcharge (7032) 18,000 - Provision for Eastern Library (7042) 67,455 - Seaton FIA Funding Reserve (7193) 24,000 Transfers from Reserve Funds: - Operations Centre (7708) 12,229,000 - Development Charges (7605 to 7621) 10,884,559 - Federal Gas Tax Funds (7505) 2,959,685 - Roads and Bridges (7709) 1,678,000 - Third Party Contribution (7501) 1,875,000 -_Parkland Development (7502) 298,275 - Seaton Infrastructure (7192) 60,000 Debt - 5 yr 250,000 Debt - 10 yr 547,500 Debt - 15 yr 1,413,000 Debt - 20 yr 2,000,000 Internal Loan - 5 yr 1,091,000 Internal Loan - 10 yr 820,000 Federal Grant (TBD) 450,000 Federal Grant — Clean Water & Wastewater 675,000 Fund Provincial Grant - Clean Water & Wastewater 337,500 Fund Provincial Grant - Ontario Communities Infrastructure Fund 1,312,315 Provincial Grant — Enabling Accessibility 50,000 Sale of Land 2,650,000 Total $45,144,080 b) That total external debt financed by property taxes of $4,210,500 for the projects identified in the 2017 Capital Budget, and as indicated in this report, in the amount of $250,000 for a period not to exceed 5 years, $547,500 for a period not 6 - C4 6� PICKERING Council Meeting Minutes February 27, 2017 7:00 pm - Council Chambers to exceed 10 years, $1,413,000 for a period not to exceed 15 years and $2,000,000 for a period not to exceed 20 years be approved; c) That the internal loans in the amount of $1,911,000 be undertaken at the discretion of the Director, Finance & Treasurer; d) That projects identified in the 2017 Capital Budget as being financed through the issuance of debt be subject to additional, specific approval of the expenditure and the financing by Council; e) That any debt repayment, interest or financing provisions contained in the annual Current Operating Budget not used in the current year's payments requirements may, at the discretion of the Director, Finance & Treasurer, be used to apply towards additional principal repayment, outstanding loan or debt charges or to reduce debt, internal loans or any other amounts to be financed; f) That all Capital expenditures or portions thereof approved in the 2017 Capital Budget to be financed through the issuance of debt may, at the discretion of the Director, Finance & Treasurer, be financed through internal loans, current or capital funds or a combination thereof; g) That the Director, Finance & Treasurer, be authorized to make draws from Reserve and Reserve Funds for projects included in the approved capital budget up to the amount approved; h) That Council authorize the Director, Finance & Treasurer to finance the purchase and cost of 28 acres of land and corresponding associated land transaction costs located in the Pickering Innovation Corridor in the amount of $2.5 million and the financing be as follows: That the sum of $2,500,000 be financed at the discretion of the Treasurer either through the sale of land, internal loan or by the issue of debentures by the Regional Municipality of Durham, for a period not to exceed fifteen years at a rate to be determined. i) That the Director, Finance & Treasurer be authorized at his discretion to apply any excess funds obtained through the issuance of debentures as provided for under Section 413 of the Municipal Act, 2001 as amended; j) That the Director, Finance & Treasurer be authorized to finance any senior government grant funding shortfall related to the capital project Frenchman's Bay West Park = Master Plan (Phase 1) account (5780.1706.0000) through internal loan, Draw from the Rate Stabilization Reserve (7021) or by the issue of debentures by the Regional Municipality of Durham for a period not to exceed 7 DICKERING - C4 4 3. Council Meeting Minutes February 27, 2017 7:00 pm - Council Chambers fifteen years at a rate to be determined and that the refinancing option apply to all funding sources; k) That the Director, Finance & Treasurer be authorized to finance any senior government grant funding shortfall related to the capital project Marksbury Road Outfall account (5410.1702.0000) through internal loan, Draw from the Rate Stabilization Reserve (7021) or by the issue of debentures by the Regional Municipality of Durham for a period not to exceed fifteen years at a rate to be determined and that the refinancing option apply to all funding sources; 1) That Council authorize the change in financing sources for the following capital projects: Capital project Streetlight Luminaries Replacement — Phase 3 account (5325.1705.0000) by increasing the IESO grant funding amount for this project up to $500,000 with a corresponding reduction in Federal Gas Tax funding; Capital project Rossland Road Reconstruction account (5320.1616.6250) by increasing the funding from Development Charges Roads account (7610) to $56,250 with a corresponding reduction in Federal Gas Tax funding. m) - That the Director, Finance & Treasurer be authorized to finance any shortfall in the Development Charges Operational Services Reserve Fund that is being used to fund.the Clements Road Operations Centre through the issue of debentures by the Regional Municipality of Durham for a period not to exceed twenty years at a rate to be determined; and n) That Council authorize the additional capital expenditure not to exceed $125,900 for Park Crescent Road (Phase 1) capital project account (5321.1303.6251) for the construction of additional underground utility works and this cost be funded by 50% from the (7610) Reserve Fund DC -Roads and 50% Reserve City Share DC(7022); That the Director, Finance & Treasurer be authorized to transfer: a) Any surplus current operating funds at year-end in excess of approximately $125,000 in the following ratio: 25% to the Rate Stabilization Reserve (7021); 25% to the Capital Equipment Reserve (7001); 25% to the City Share DC Projects Reserve (7022) and 25% to the Stormwater Management Reserve Fund (7710); b) Any surplus funds from the Emergency Operational Capital Needs Account (2901.0000.000) to the Facilities Reserve; and 0 - C4 0� Council Meeting Minutes PICKERING 7. February 27, 2017 .00 pm - Council Chambers c) That the revenue from the sale of used vehicles recorded in account (1593.0001.0000) be transferred to the Vehicle Replacement Reserve (7040); 4. That the Director, Finance & Treasurer be authorized to make any changes or undertake any actions necessary, to ensure that the budget plan accommodates any reallocation of 2017 current operating expenditures and revenues resulting from any reorganization or to accommodate any labour relations settlements including adjusting the Personnel related accounts and that any revenue shortfall as a result of a Provincial tax policy change be adjusted through the 2017 final tax rates; 5. That the Director, Finance & Treasurer be authorized at his discretion to fund Property Tax Write-offs account (2134.0000.000) that exceed the budget provision due to assessment appeals that translates into a deficit position for the corporation and this shortfall be funded from a transfer from the Assessment Appeal Reserve (7011) and if this reserve is depleted then the shortfall to be funded from the Rate Stabilization Reserve (7021) and that any shortfall from Payment -in -Lieu Education Share revenue estimates be funded from a transfer from the Rate Stabilization Reserve (7021); 6. That the Director, Finance & Treasurer be authorized to use any under expenditures from projects funded from Reserves or Reserve Funds to fund over expenditures for approved projects funded from the same source(s); 7. That the Council Compensation Policy be revised under sub section 07.03 to permit the City contribution to be made to either a RRSP or Tax Free Savings Account and no combination be permitted and that the guidelines for the RRSP contribution as outlined in subsection 07.03 be applied where applicable to the Tax Free Savings Account; 8. That the Director, Finance & Treasurer be authorized at his discretion to close any prior year's capital expenditure accounts and to first apply any excess funding from property taxes to any over expenditure in other accounts and to secondly transfer any remaining excess funding back to the original sources of funds; 9. That Council approve the cancellation of the following approved capital projects: a) 2015 Capital Project (5780.1519) Frenchman's Bay Waterfront Master Plan (Phase 1 a) - $640,000. 10. That the Director, Finance & Treasurer be authorized at his discretion to close any consulting account expenditure and corresponding revenue source that is over three years from the original purchase order date of issuance; 11. That the Director, Finance & Treasurer be authorized at his discretion to re -finance any capital expenditures that failed to meet the Federal Gas Tax reporting criteria from other sources including transfers of funds from reserves and reserve funds; 9 —offo DICKERING Council Meeting Minutes February 27, 2017 7:00 pm - Council Chambers 12. That the Director, Finance & Treasurer be authorized to: a) Undertake transactions in the spot or forward (12 months or less) currency markets in order to effect United States dollar denominated expenditures in the Current or Capital Budgets; b) Sign leases or rental agreements on the City's behalf for the provision of vehicles or equipment required for temporary use during periods of equipment breakdown or repair or during periods of increased need (e.g. inclement weather); and c) Restate the 2017 Current Operating, User Fees and Capital Budgets to reflect: (i) any Council changes made at the February 27 Council meeting; (ii) any reorganization or personnel account changes (salary, benefits and overtime) that result from salary increases or negotiated labour settlements; and d) To process budget transfers during the fiscal year which do not change the overall approved property tax levy. 13. That Council approve to single source the following professional services as requested by the client departments in accordance with the City's Purchasing Policy Item 10:03 (c); a) The Finance Department requests that Public Sector Digest Inc., be awarded the contract to complete the City's Asset Management Plan in the amount of $100,000; b) The Office of the Chief Administrative Officer requests that TD Graham & Associates Consulting and Graphics Design Ltd., be the City's graphics design consultant for a two year period and that the expenditures for their services do not exceed $60,000 within a calendar year; and c) That the firm of the Biglieri Group be retained by the City to assist in the development of an RFP for the City Centre Project, for a total fee not to exceed $100,000; 14. That the Director, Finance & Treasurer be authorized at his discretion to draw from the Winter Control Reserve to fund any current budget deficit as a result of higher than budget winter control costs; 15. That Council pass the attached General Municipal Fees and Charges By-law and adopt the changed fees for By-law and Animal Services as revised below and incorporate the user fee schedule into the 2017 Current budget: 10 C4 Council Meeting Minutes PICKERING February 27, 2017 7:00 pm - Council Chambers a) The Wrecking Yard license fee on page one of the 2017 user fee schedule be revised and that the fee be increased to $2,500 from $20. 16. That the Director, Finance & Treasurer be authorized to adjust, where appropriate, the per kilometre travel expense reimbursement rate during the year in order to maintain a reasonable level of reimbursement with any increase in cost being met from under expenditures in other accounts; 17. That Council approve the continuing engagement of the firm of Watson & Associates Economists Ltd. to be used for Development Charge issues, Development Charge Study, financial studies related or in support of the DC Background Study and issues related to the City, Seaton and/or Duffin Heights; 18. That the Director, Finance & Treasurer be authorized to transfer any funds received from the sale of lands located on the west side of Brock Road, south of Dersan Street to the Operations Centre Reserve Fund; 19. That Council approve the continuing engagement of the following firms: Nixon Fleet & Poole LLP, Municipal Tax Advisor Group and Municipal Tax Equity Consultants to be used to protect the property tax base by defending assessment appeals through proactive assessment base management; 20. That the Director, Finance & Treasurer be authorized to initiate any assessment appeals necessary to protect the assessment base of the City; 21. That the Director, Finance & Treasurer be authorized at his discretion to transfer any green energy rebates and revenue associated with the Claremont solar roof rental project account (1530.2620.0000) and other incentives and rebates account (2620.9993.0000) to the Reserve for Sustainable Initiatives; 22. That the 2018 budget be developed with a priority to maintaining service levels; increasing the funding (reserves) for the replacement of existing infrastructure, that the 2018 Building Services Cost Centre be developed with zero City funding and any increase in service levels be funded through special levies; 23. That Council amend the Community Grant policy as follows: a) That the recommended grants to Seaton Soaker Trail ($3,000) and Canadian Food Truck Festival ($3,000) be issued after the event; b) That the grant application deadline date be changed to September 29, 2017 to accommodate the 2018 Budget cycle; c) That the City be notified in advance of any festival or celebration events that are sponsored either partially or fully by the City before the grant payment is released; and 11 Council Meeting Minutes PICKERING .February 27, 2017 7:00 pm - Council Chambers d) Any organization's application shall be deemed as ineligible if the funding requested is for school extracurricular or school related extracurricular events; 24. That any unused funds in excess of $1,000 for accessibility capital projects (6183) be transferred to the Reserve for Accessibility Initiatives; 25. That Council authorize staff to enter into a contribution agreement with FedDev Ontario for funding under the Canada 150 Community Infrastructure Program for the Renovation of Pickering City Hall Public Washrooms and Service Counters in the approved funding amount of $66,000; 26. That Council approve the change in funding for the City Hall Accessibility Upgrade project to reflect the receipt of the $66,000 from Pickering's Canada 150 Community Infrastructure Program (CIP 150) Intake Two Project Application and that the draw from the Rate Stabilization Reserve be reduced by the grant amount; 27. That Council authorize the establishment of the following reserves: a) That a Fence Reserve be established and any unused funds from the Fence Levy as approved by Council be transferred to this reserve and this reserve be used to fund fence replacements on City owned property; , b) That a Tree Replacement Reserve be established and that the $100 from every Tree Cutting Permit be transferred to this reserve and that these funds be used to purchase replacement trees to be located on City property; c) That a Minor Buildings Replacement Reserve be established and that $100,000 be transferred to this reserve and that this reserve be used to fund the replacement of old and/or small municipal facilities whereby it would be more cost effective to replace an existing building with modern building materials and systems rather than to undertake major repairs; and d) That a Seaton Financial Impact Agreement (FIA) Reserve be established and that the additional payments as required under the Seaton Financial Impact Agreement be transferred to this reserve and that these funds be used to offset the capital costs associated with Seaton development; 28. That Council approve the establishment of the Seaton Infrastructure Reserve Fund and that the draft by-laws attached hereto for the establishment of the reserve fund be enacted; 29. That Council authorize the Director, Finance & Treasurer to transfer any surplus funds from the Vacancy Rebate Program account (2138.3100.0000) due to either a cancellation or change in the Vacancy program scope and that these funds be transferred to the Roads & Bridges Reserve Fund (7709); 12 C4 4 Council Meeting Minutes PICKERING February 27, 2017 7:00 pm - Council Chambers 30. That Council direct the Director, Finance & Treasurer to develop a Property Tax Relief program for Low Income Seniors & Persons with Disabilities that includes the following principles: a) The 2017 grant amount is $200 per household; b) Only one application per household; c) The individual must make an application every year; d) The home must be the principle residence; e) The individual must have lived in Pickering for one year; f) If the individual is applying under the Low Income Seniors Property Tax Relief program the individual is in receipt or qualifies for the Guaranteed Income Supplement (GIS) benefit; and g) If the individual is applying under the Disabled Persons Property Tax Relief Program, the individual must be in receipt of or qualifies for the Ontario Disability Support Program. 31. That the appropriate City of Pickering officials be authorized take the necessary actions as indicated in this report. Carried Later in the Meeting [Refer to following motions] Resolution # 268/17 Moved by Councillor Ashe Seconded by Councillor McLean That Item 15 a) be amended to read as follows: The Wrecking Yard license fee on page one of the 2017 user fee schedule be revised and that the fee be increased to $250.00 from $20.00. Carried Resolution # 269/17 Moved by Councillor Brenner Seconded by Councillor McLean That Item 22 be amended to include the following as 22 b); b) That the 2018 budget guideline be set at 2 — 2.5% excluding special levies, including a dedicated levy for escalating electric utility costs. Carried Unanimously on a Recorded Vote The main motion was then Carried unanimously on a recorded vote. 13 DICKERING - C4 4 Council Meeting Minutes February 27, 2017 7:00 pm - Council Chambers (Vill) By-laws 7541 /17 Being a by-law to amend Restricted Area (Zoning) By-law 3036, as amended by By-law 1976/85, to implement the Official Plan of the City of Pickering, Region of Durham, Block 111, Plan 40M-1413 (SP-2016-02; A 10/16) 7542/17 Being a by-law to amend By-law No. 6191/03 to confirm General Municipal Fees. 7543/17 Being a by-law to provide for the establishment of a Reserve Fund to be known as the Seaton Infrastructure Reserve Fund. Resolution #270/17 Moved by Councillor Ashe Seconded by Councillor Brenner That By-law Nos. 7541/17 through 7543/17, be approved. Carried (IX) Other Business 1) Councillor McLean noted that at the January 16, 2017 Council meeting he had given notice that he would be bringing forward a Notice of Motion regarding the re -allocation of the "Police Effectiveness and Modernization Grant" for Police Services. He stated that he had brought this motion forward at the Regional level, and was pleased to announce that the Province had agreed to hold off on any changes to the funding, and he would not be bringing this Motion forward. 2) Councillor Cumming requested that staff fully remove the parking restrictions on Brookshire Square. He noted that in speaking with residents, the issues surrounding on street parking have now been resolved. It was noted this item could be added to the recommendation going forward at the March 61h Executive Committee meeting. (X) Confirmation By-law By-law Number #7544/17 Councillor Pickles, seconded by Councillor Cumming moved for leave to introduce a By- law of the City of Pickering to confirm those proceedings of February 27, 2017. Carried 14 ° Council Meeting Minutes. C�D PICKERING � � -February 27, 2017. 7:00 pm Council Chambers (XI) Adjournment Moved by Councillor Brenner Seconded by Councillor McLean That the meeting be adjourned at 7:47 pm. Carried Dated this 27th day of February, 2017. Mayor -41 Lisa Harker .,.q.- Deputy Clerk 15