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HomeMy WebLinkAbout2002/09/23 ~.(JI II ,. I Finance & Operations Committee Meeting Minutes Monday, September 23, 2002 at 1 :30 p.m. Chair: Councillor Holland PRESENT: Mayor Wayne Arthurs COUNCILLORS: M. Brenner M. Holland R. Johnson B. McLean D.Ryan ALSO PRESENT: T. Quinn - Chief Administrative Officer E. Buntsma - Director, Operations & Emergency Services G. Paterson - Director, Corporate Services & Treasurer R. Holborn - Division Head, Municipal Property & Engineering S. Reynolds - Division Head, Culture & Recreation S. Brake - Supervisor, Traffic Engineering & Waste Management D. Kearns - Committee Coordinator ABSENT: Councillor Pickles - Business (I) ADOPTION OF MINUTES Meeting of June 24, 2002 PRESENTATIONS (II) 1. Sgt. Joe Maiorano, representing the Durham Regional Police Business Plan Review Committee, presented an update to the Committee concerning the status of the 2002-2004 Business Plan. - 1 - 2. Finance & Operations Committee Meeting Minutes Monday, September 23, 2002 at 1 :30 p.m. Chair: Councillor Holland III MATTERS FOR CONSIDERATION OPERATIONS & EMERGENCY SERVICES REPORT OES 036-02 MANAGEMENT AGREEMENT WITH CLAREMONT LIONS CLUB CLAREMONT COMMUNITY CENTRE 1. By-law Forwarded to Council 2. OPERATIONS & EMERGENCY SERVICES REPORT OES 035-02 LEASE AGREEMENTS LEASE NO.: 614201-1 - DON BEER MEMORIAL PARK LEASE NO.: 614658-1- BROUGHAM COMMUNITY CENTRE LEASE NO.: 614280-2 - MUSEUM LEASE NO.: 614725-1 - BROUGHAM PARKETTE By-law Forwarded to Council 3. OPERATIONS & EMERGENCY SERVICES REPORT OES 034-02 FRENCHMAN'S BAY WATERSHED REHABILITATION PROJECT MEMORANDUM OF AGREEMENT Aooroved See Recommendation #1 IV STAFF ITEMS FOR DISCUSSION 1. The Division Head, Municipal Property & Engineering, provided Committee with a status update on the approval of the new Fluorescent Yellow-Green colour for School Area and School Crossing Signs. The Director, Operations & Emergency Services, advised Committee of a request from the Sports Medicine & Wellness Centre for additional space in the upstairs concourse at the Recreation Complex for massage therapy. Committee concurred with this request. -2- ~ Finance & Operations Committee Meeting Minutes Monday, September 23, 2002 at 1 :30 p.m. Chair: Councillor Holland 4 CORPORATE SERVICES REPORT CS 19-02 2002 FINAL TAX DUE DATES FOR COMMERCIAL, INDUSTRIAL AND MULTI-RESIDENTIAL REAL TV TAX CLASSES AND TAX RATES Approved By-law Forwarded to Council See Recommendation #2 5. CORPORATE SERVICES REPORT CS 16-02 ESTABLISHMENT OF THE ONTARIO TRANSIT RENEWAL ~) Approved By-law Forwarded to Council See Recommendation #3 6. CORPORATE SERVICES REPORT CS 20-02 CASH POSITION REPORT AS AT JUNE 30.2002 Approved See Recommendation #4 7. CORPORATE SERVICES REPORT CS 21-02 FORMAL QUOTATIONS - QUARTERLY REPORT FOR INFORMATION Approved See Recommendation #5 8. CORPORATE SERVICES REPORT CS 17-02 MUNICIPAL PERFORMANCE MEASUREMENT PROGRAM-PROVINCIALLY MANDATED PUBLIC REPORTING OF PERFORMANCE MEASURES Approved See Recommendation #6 - 3- 1. ~. o/. l;jl ,- I Finance & Operations Committee Meeting Minutes Monday, September 23,2002 at 1 :30 p.m. Chair: Councillor Holland 9. CLERKS REPORT CL 31-02 SERVICE CONTRACT FOR E-GOVERNMENT SERVICE - "PAYTICKETS" - PAYING PARKING TICKETS ON-LINE Approved See Recommendation #7 10. CORPORATE SERVICES REPORT CS 18-02 FINAL APPROVAL FOR FINANCING OF COUNCIL APPROVED CAPITAL PROJECT -INTERNAL LOANS AND EXTERNAL BORROWING THROUGH THE ISSUANCE OF DEBT Approved See Recommendation #8 v STAFF ITEMS FOR DISCUSSION 1. The Chief Administrative Officer advised that he received a negative response from the Pickering Hockey Association and Girls Hockey representatives concerning the use of Ice Pad 3 at the Don Beer Arena by the Vendors of the Flea Market. 2. The Chief Administrative Officer distributed copies of correspondence concerning residential housing development in vicinity of North Road between Whitevale and Highway 407; Availability of Agendas/Minutes on the Website and through Mail Delivery; West Rouge Canoe Club; and Ontarians with Disabilities Act, 2001. 3. The Director, Corporate Services & Treasurer, provided Committee with an overview of the status of the cheques being returned to the purchasers of boards for the waterfront boardwalk. Councillor Holland will arrange a meeting between himself, the Director, Corporate Services & Treasurer and representatives of the West Rouge Canoe Club to provide an account of this project. VI OTHER BUSINESS Councillor Holland advised of the traffic study undertaken in the United States concerning turning circles. -4- Finance & Operations Committee Meeting Minutes Monday, September 23,2002 at 1 :30 p.m. Chair: Councillor Holland VII ADJOURNMENT The meeting adjourned at 3:05 p.m. -5- Appendix I Finance & Operations Committee FOC 2002-7 That the Finance & Operations Committee, having met on September 23, 2002, presents its seventh report to Council and recommends: 1. OPERATIONS & EMERGENCY SERVICES REPORT OES 034-02 FRENCHMAN'S BAY WATERSHED REHABILITATION PROJECT MEMORANDUM OF AGREEMENT 1. That City Council endorse a Memorandum of Agreement between Pickering East Shore Community Association (PESCA), Toronto and Region Conservation Authority (TRCA), Ontario Power Generation Pickering Nuclear (OPGPN) and the City of Pickering (City) for the implementation of the Frenchman's Bay Watershed Rehabilitation Project; and 2. That the Mayor and Clerk are authorized to execute the attached Memorandum of Agreement. 2 CORPORATE SERVICES REPORT CS 19-02 2002 FINAL TAX DUE DATES FOR COMMERCIAL, INDUSTRIAL AND MULTI-RESIDENTIAL REAL TV TAX CLASSES AND TAX RATES 1. That Report CS 19-02 concerning 2002 Final Tax Due Dates for Commercial, Industrial and Multi-Residential Realty Tax Classes and Tax Rates, be received for information; and 2. That the 2002 tax rates for the non residential properties for the City of Pickering be approved as contained in Schedule A to By-law #6019/02 attached hereto; and 3. That the attached By-law #6019/02 providing for the imposition of the Non Residential tax rates approved under Recommendation 1 above, be read three times and approved; and 4. That the Director, Corporate Services & Treasurer be authorized to issue the FINAL 2002 Tax Bills for commercial, industrial and multi-residential properties with a due date of October 29th, 2002; and -6- ~ Appendix I Finance & Operations Committee FOC 2002-7 5. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, including altering the due date, in order to ensure the tax billing process is completed; and 6. That the appropriate officials of the City of Pickering be given authority to give effect hereto. 3. CORPORATE SERVICES REPORT CS 16-02 ESTABLISHMENT OF THE ONTARIO TRANSIT RENEWAL RESERVE FUND (OTRRF) That Report CS 16-02 concerning the Establishment of the Ontario Transit Renewal Reserve Fund (OTRRF) from the Director, Corporate Services & Treasurer, be received; and 1. That Council authorize the submission by the Ajax Pickering Transit Authority (APTA) to the Provincial Ministry of Transportation for funding under the Ontario Transit Renewal Program; and 2. That Council approve the establishment of the Ontario Transit Renewal Reserve Fund; and 3. That the Mayor and Clerk be authorized to execute any agreements between the Province of Ontario and the City of Pickering related to the Ontario Transit Renewal Program; and 4. That the attached By-law be read three times and passed; and 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. 4. CORPORATE SERVICES REPORT CS 20-02 CASH POSITION REPORT AS AT JUNE 30. 2002 That Report CS 20-02 concerning Cash Position Report as at June 30, 2002, from the Director, Corporate Services & Treasurer, be received for information. -7- Appendix I Finance & Operations Committee FOC 2002-7 CORPORATE SERVICES REPORT CS 21-02 FORMAL QUOTATIONS - QUARTERLY REPORT FOR INFORMATION 5. That Report CS 21-02 concerning Formal Quotations - Quarterly Report for Information of the Director, Corporate Services & Treasurer be received and forwarded to Council for information. 6. CORPORATE SERVICES REPORT CS 17-02 MUNICIPAL PERFORMANCE MEASUREMENT PROGRAM-PROVINCIALLY MANDATED PUBLIC REPORTING OF PERFORMANCE MEASURES That Report CS 17-02 regarding Municipal Performance Measurement Program from the Director, Corporate Services & Treasurer, be approved; and 1. That the Director, Corporate Services & Treasurer be authorized to make any necessary changes to the attachments in order to ensure completeness and accuracy in the information reported to the public; and 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. 7. CLERKS REPORT CL 31-02 SERVICE CONTRACT FOR E-GOVERNMENT SERVICE - "PAYTICKETS" - PAYING PARKING TICKETS ON-LINE 1. That Clerk's Report CL 31-02 regarding the service contract for "PayTickets" be received; and 2. That Council endorse the concept of e-government services for paying parking tickets on-line; and 3. That the City Clerk be authorized to enter into a service contract with the Royal Bank of Canada and Teranet for the e-government services for paying parking tickets on-line. - 8- Appendix I Finance & Operations Committee FOC 2002-7 8. CORPORATE SERVICES REPORT CS 18-02 FINAL APPROVAL FOR FINANCING OF COUNCIL APPROVED CAPITAL PROJECT - INTERNAL LOANS AND EXTERNAL BORROWING THROUGH THE ISSUANCE OF DEBT 1. That Report CS 18-02 from the Director, Corporate Services & Treasurer be approved; and 2. That Council approve the internal borrowing of $7,677,000 as at January 1, 2001 and $1,224,000 for projects approved in 2001 and 2002 from the Reserve Funds based on the purposes, terms & conditions as specified in Attachments #1 and #2 and furthermore, that the Director, Corporate Services & Treasurer be authorized and directed to take whatever actions necessary, including the recommendations below, to give effect thereto; and 3. That the Director, Corporate Services & Treasurer be authorized to: a) undertake long term financing through the issuance of debt up to a total amount of $4,279,000 for the projects listed on Attachment #4 in the indicated amounts up to a maximum term of 20 years, through the Region of Durham or the Ontario Municipal Economic Infrastructure Financing Authority (OMEIFA) for the following purposes, as indicated in Attachment #4: Roads Fire Hall and Communications Parks Arenas and Recreation Total $303,000 1,400,000 60,000 2.516.000 ~ and the funding for remaining balances in these accounts be provided from the annual Current Budget; b) undertake the financing of any projects or portions thereof that cannot be accommodated through the foregoing through a financial institution offering long term financing under similar terms and conditions; -9- Appendix I Finance & Operations Committee FOC 2002-7 c) finance any capital expenditures currently financed through internal loans, . should the need for funds arise, through the Region of Durham or through financial institution; d) make any changes, adjustments, revisions to amounts, terms and conditions or any other actions necessary in order to effect the above directions of Council; and 4. That the costs of undertaking the financing, currently estimated at up to approximately $54,000, be charged to the 2002 Current Budget, General Government Loan Repayment; and 5. That the Director, Corporate Services & Treasurer be directed and authorized to finance any capital projects, the financing for which is not specifically approved by Council, through the issuance of debt or long term financing arrangements, through the Region of Durham, a financial institution, internal loans or whatever means necessary at the discretion of the Treasurer; and 6. That the Director, Corporate Services & Treasurer be authorized to engage the services of the legal firm of Macmillian Binch, or any other firm, legal or otherwise, necessary to assist in the preparation of documentation, completion of an undertaking and any other aspects in regards to the financing of capital projects; and 7. That the Director, Corporate Services & Treasurer be authorized to apply any excess proceeds raised on external and internal loans to other capital projects for which long-term financing is required, or to reduce the promissory notes for internal loans as is permitted under the Municipal Act; and 8. That the Director, Corporate Services & Treasurer be directed to prepare the requisite by-laws for presentation to and adoption by Council at its meeting of October 7, 2002; and 9. That the appropriate officials of the City of Pickering be given authority to give effect thereto. - 10- HANDOUTS DURHAM REGIONAL POLICE SERVICE Leaders in Community Safety 77 CENTRE S1. NORTH, OSHAWA, ONTARIO LlG 4B7 Oshawa (905) 579-1520 or 1-888-579-1520 Toronto (905) 683-9100 Fax (905) 721-4222 . Kevin McAlpine - Chief of Police . C. Mercier - Deputy Chief - Administration . R. Piukkala - Deputy Chief - Operations Wednesday, July 31, 2002 Mr. Bruce Taylor, Clerk City of Pickering 1 The Esplanade Pickering, Ontario L 1V 6K7 Dear Mr. Taylor: Further to our telephone conversation on Monday, this letter is to confirm, on behalf of the Durham Regional Police Business Plan Review Committee, the opportunity to appear as a delegation at the Pickering Municipal Council during the Operations Committee meeting on Monday, September 23rd at 1 :30 pm. The nature of the presentation will be an update on the status of the 2002-2004 Business Plan one year in (how we are doing so far with implementation of Goals, Objectives and Action Plans identified in the Business Plan), as well as an opportunity for the Council members to provide their feedback and ask any questions. This presentation forms part of our overall ongoing community consultation strategy, which in turn is an integral part of the business planning process. The speaker will most likely be Sgt. Joe Maiorano, or another member representing the Business Plan Review Committee. The name and title of this person can be forwarded to you closer to the date of the presentation. We would be bringing our own laptop and presenter, and we will need to place these on the table in the middle of the room to project from, and to have the screen at the front of the room pulled down to project the presentation onto. The overall length of the presentation should be 15-20 minutes, plus time for questions and comments from your members. If acceptable, we will arrive to set up about noon on the 23rd, and then leave until the Council is ready to see us. In addition to this, I would like to request the use of a small meeting room, if such exists, within your facility, where we could host two serarate community consultation meetings, to be held between August 19th and September 15t ,2002. Would you please give me two dates (one in the daytime and one in the evening) when a facility would be available to us to host these community group consultation meetings (if in fact such a facility exists). It should be noted that these are not intended to be large public forums, but rather small focus groups with representatives of various community organizations. Therefore, we would need the same type of room set-up as for the presentation to Council. Please contact me at 905-579-1520, x. 4310, or by fax at 905-721-4222, or by email at planning@drps.ca, to confirm that we will be able to appear at the Council Meeting on the above date, and also to advise whether you are able to assist us with the second request. Thanks in advance, 1Ij ",.."""... r'\",h-^... Corporate Planning and Development Unit Durham Regional Police Leaders in Community Safety Corporate Planning and Development Unit Planning together for a safer community 2002 and beyond... Sergeant Joseph Maiorano, MBA I Overview . Why do we engage in business planning? . Who must be committed to business planning? . What is our Business Planning Model? . How did we develop our business plan? . What does our 2002 - 2004 Business Plan - look like? Why Do It ? 1. O. Reg. 03/99 (Police Adequacy Standards); 2. To provide key stakeholders with a shared sense of mission and purpose; 1 3. To comprehensively identify major objectives, goals, strategies and issues as well as the required resources; 4. To create a process that will involve not only senior managers, but all employees who will make the plan a reality; 5. To develop a process which promotes creative thinking and information exchange, not merely incremental shifts in resource allocation; 6. To develop short and medium term plans that are specific and measurable; what? when? how? who? where? how much? 7. To prepare our organization to meet current and future change. 2 Who must be committed to business planning? tr:..& y:.. Commitment Commitment to to Finance Commitment to Action Guidance COMMITMENT TO RESOURCES! What is our Business Planning Model? How Did We Develop Our Business Plan? Extensive research Consultations Surveys - Internal and External 3 Survey Overview . Two components: Telephone & Mail . Telephone results provide excellent regional & municipal overview . Mail version (177,900 homes) provide even more reliable "drill down" information (e.g. postal code areas) 10 Response by Municipality . Respondents were from across the Region 12% 2% 19% . Oshawa I1J Whitby ¡¡¡ Pickering iii Ajax œ Scugog III Brock rn Clarington !ill Uxbrldge DDKlNA II Do you feel safe... . 92% feel safe always or most of the time 60 50 20 0 Always Most of Some Hardly Never the of the Ever Time Time II1JiDo You Feel Safe? I 12 4 Main Reason - Don't Feel Safe . No one issue dominated 23 "Sreaklns "Rising Crime "'Sad Area DHear About Things "'Traffic "'Don~ Know "'Youth "Night Salety DPolice Response "Yandalism "'Violence '"Other 13 Satisfied with quality... . 86% feel somewhat satisfied or very satisfied ".~ ~~ I] p ,j¡~ u ".~ ~ ~ õ H H -[lID % Satisfied with Quality[ 14 Officers are Approachable, Fair, Available . Residents feel officers are approachable and fair always or most of the time 60 50 40 30 20 10 0 Amays Most 01 Some Hardly Never the olthe Ever Time Time I "'Approachable . Fair 0 Available I 15 5 Sources of Information 28 . Residents rely on newspapers to learn about police activity 8 Newspapers ¡¡¡¡ Television I!I Word of Mouth I!I Radio 8 Internet 16 What does our 2002 - 2004 Business Plan look like? 17 Our Vision We are acknowledged as the leader in creating a safer community by providing quality police service. 18 6 Our Mission . We ensure public safety by delivering excellent police service. . We proudly work with all members of our community, and hold ourselves accountable to improved effectiveness in everything we do. 19 Our Mission (continued) . We pro actively address future challenges, while upholding our values. 20 4 Core Principles The Durham Regional Police 2002 - 2004 Business Plan has been developed surrounding four core principles of policing: i:J Communication CJ Administration CJ Response CJ Employee Support 21 7 c. A. R. E. 22 Questions and Comments 2J Thank You! 24 8 OPERATIONS & EMERGENCY SERVICES DEPARTMENT MUNICIPAL PROPERTY & ENGINEERING DIVISION MEMORANDUM September 20, 2002 To: Richard W. Holborn Division Head, Municipal Property & Engineering From: Stephen Brake Supervisor, Traffic Engineering & Waste Management Subject: Status update on the approval of the new Fluorescent Yellow-Green colour for School Area and School Crossing Signs Pursuant to the direction given by Finance & Operations Committee at their regular meeting on May 27, 2002, staff has completed a further investigation respecting the formal approval status of the new fluorescent yellow-green colour for school area and school crossing signs. As noted in Report to Council OES 023-02, the existing guideline for school area and school crossing signs, as set by the Ministry of Transportation, is a reflective blue background with a reflective white border, symbol and/or legend. An example of this type of signing which is currently being used on City of Pickering streets is provided as follows: '-<- Fluorescent Yellow-Green Signs September 20, 2002 Page 2 The new fluorescent yellow-green colour developed and produced by 3M has, however, recently become much more commonplace in the Province of Ontario. A number of municipalities are adopting this new colour for school area and school crossing signs due to the very unique high visibility characteristics that are produced in low light conditions. An example of these signs, which are presently being used within the municipalities of Clarington, Oshawa, Whitby, Scugog and Uxbridge in Durham Region, is provided as follows: As can be readily seen, the new fluorescent yellow-green colour is quite unique to today's roadway operating environment and as a result the signs may help to improve the safety of young pedestrians in dedicated crossing areas. Although an immediate benefit may be realized, it should also be fully understood that with the over-use and general proliferation of this new colour for other signing purposes, the intended impact of the signs in school areas would be quickly diminished. This unfortunately has become the fate of the existing white on blue signs as their primary colour arrangement is now being used for many other purposes including the relatively new Tourism Oriented Destination Signs (TODS). The following set of photographs provides a couple of local examples where the new fluorescent yellow-green colour has already been used for somewhat related but different purposes than that of dedicated school area and school crossing signs. Fluorescent Yellow-Green Signs September 20, 2002 Page 3 Recent discussions with representatives from the Ministry of Transportation (MTO) and the Ontario Traffic Conference (OTC), suggests that no further actions have occurred to adopt the new fluorescent yellow-green colour for school area and school crossing signs and to officially amend Traffic Manual #6. It has, however, been confirmed that the OTC will be forming a Committee to review their 1992 School Crossing Manual where such matters as the change to the new fluorescent yellow-green colour may be considered. The MTO on the other hand has clearly indicated that their studies do not quantify any crossing improvements but rather that the colour may actually reduce safety as a drivers attention is drawn away from the roadway by the brightness of the sign. While it can be argued that the new colour may be adopted in the long-term based on awareness and overall risk assessment, it is staff's position that as a group the Traffic Engineering Profession should remain consistent on signing applications and as a result should refrain from the arbitrary installation of unofficial signs. Although there are presently no controls in the Highway Traffic Act regulating the installation of this new colour in school areas and at school crossings the legalities of their use should an aççicJEmt ocçLJr c¡re..still.yet unknown. As previously outlined in Report to Council DES 023-02, staff continue to recommend that the following course of action be taken regarding the installation of fluorescent yellow-green signs: . That the City of Pickering continue to use the standard white on blue colour for school area and school crossing signs until such time that the fluorescent yellow-green colour is officially adopted by the Ministry of Transportation of Ontario; and . That for consistency reasons, the Region of Durham be requested to refrain from installing any additional fluorescent yellow-green signs on Regional Roads in the City at this time; and As a further recommendation resulting from this investigation that the Municipal Property & Engineering Division be directed to: . Include a special amount of approximately $8200.00 in their 2003 Operating Budget for the purposes of installing the fluorescent yellow-green school area and school crossing signs on City streets should they be approved or if future direction is given by City Council to install. Fluorescent Yellow-Green Signs September 20, 2002 Page 4 Stephen Brake CSB: FLGSigns-Update OFFICE OF THE CHIEF ADMINISTRATIVE OFFICER MEMORANDUM September 23, 2002 To: Mayor Arthurs Members of Council From: Thomas J. Quinn Chief Administrative Officer Subject: Availability of Agendas/Minutes - Website / Mail Delivery File: IT1050 CL 1000 This is further to the Council meeting of September 17, 2002; and recent difficulties expressed by some members of the public either accessing the agendas on the website and/or receiving agendas in the mail. While we recognize that this appears to be an ongoing issue, staff have put certain measures in place over the past several months to address these issues, and are working on other means to improve the availability / access of information through our website. Attached for your review, is both a response from the City Clerk and the Division Head, Corporate Projects & Policy, which I believe are self-explanatory, however, I have summarized their responses. Availability of Agenda . It was confirmed by the City Clerk that David Steele (PACT) was on the mailing list for all ratepayer groups and agendas were sent on Friday, September 13, 2002 for both the Council Meeting of September 1 ih and the Finance & Operations meeting of September 23rd. . The Agenda was put on the website in a timely matter; however it was later determined that both individuals used an older version of Netscape Navigator as their website browser. It appears that the problem only appears to prevent older- version Netscape Users from navigating to the table on our website that links our 2002 Agendas and Minutes. No other links appear to be affected. It should also be noted that the vast majority of people utilize Internet Explorer as their browser,and therefore this issue is limited. City of Pickering Agendas I Minutes - Website I Mail September 23, 2002 Page 2 Solutions . Older version Netscape Users can now directly access the City's 2002 Agendas and Minutes through a "plain text" link that does not require them to use the "table" which is causing the problem. (This was discussed with both users, which were satisfied with this solution). . A notation on our website has been included advising the older-version Netscape Users that if they are experiencing difficulty reading the table they should switch to the "plain text" link. . The Website Coordinator has an older version of the Netscape Navigator on her home computer and will be checking the website from home on a regular basis. . The most recent version of Netscape has been installed on her computer at work and she will be checking all new links that are established to ensure the links are working properly. . Staff are now finalizing that portion of the Records Management Program that will allow persons accessing the Agendas on the City's website to actually link up to a Report that is on the Agenda. We hope that this will be in place sometime in October. This is a user-friendly and innovative service that we trust will meet the needs of all community stakeholders, and is an example of the positive direction the city's website is taking. I trust the above-noted addresses any concerns you may have with respect to the availability of Council Agendas and Minutes. Staff are working diligently to ensure the website is a progressive and innovative source of information for our community stakeholders. T JQ:jh Attachments Copy: Director, Corporate Services & Treasurer City Clerk Division Head, Corporate Projects & Policy Manager, Information Technology. Manager, Corporate Promotions & Economic Development OFFICE OF THE CHIEF ADMINISTRATIVE OFFICER MEMORANDUM RECEIVED: September 20, 2002 To: T. J. Quinn Chief Administrative Officer From: T. E. Melymuk Division Head, Corporate Projects & Policy Subject: City Website Accessing Council Agendas and Minutes File: PE 6000 This memorandum provides information on the recent difficulties experienced by some users of the City's website in accessing Council agendas and minutes. The issue was brought to our attention when we heard that two regular visitors to our website were not able to view the September 9th Committee agendas. Nancy Johnstone, our website coordinator, has contacted the two individuals and discovered that the problem arose after the September 9th agendas were added to the City's website. After adding these agendas to our site, both of these users were no longer able to access a table on our website that provides links to this year's agendas and minutes. This problem did not exist previously. Upon further investigation we found that the both of these individuals use an older version of Netscape Navigator as their website browser. The problem appears to have arisen for reasons that are not entirely clear, although our web hosting company has advised that Netscape is known to occasionally encounter problems viewing and navigating websites (likely the result of Netscape not properly reading the codes that are created when website links are established). In any case, the problem only appears to prevent older-version Netscape users from navigating the table on our website that links to our 2002 agendas and minutes. No other links appear to be affected. and the problem does not appear with more recent versions of Netscape, nor does it affect the vast majority of people (almost 90%) that use "Internet Explorer" as their browser. 2 Nonetheless, once we isolated the problem, we were able to implement a solution that allows older-version Netscape users to directly access the City's 2002 minutes and up-coming agendas through a "plain-text" link that does not require them to navigate using the "table" that appears to be causing problems. We discussed this solution with the two individuals that originally had difficulties, and asked them to confirm that the "plain-text" link worked for them (which it did). As an additional measure, we added a notation to our website advising users that if they are having difficulty reading the table. containing the City's minutes and agendas, that they should switch to the plain-text link. As a further precautionary measure, Nancy Johnstone has an older version of Netscape on her home computer, and will be checking the City's website from home on a regular basis to see if any problems are encountered. She has also installed the most recent version of Netscape on her computer at work, and will be checking all new links that are established to ensure that all links are working properly. In this way we will be able to quickly identify and correct any future problems with our website that may arise for Netscape users. I trust this is satisfactory. TM: copy: City Clerk Manager, Information Technology Website Coordinator i:\website\netscape.doc ADMINISTRATION DEPARTMENT CLERKS DIVISION . .. --.--,. . 'un 'AI.'.'" MEMORANDUM , ;- if r '\! 0,: September 20, 2002 To: Thomas J. Quinn Chief Administrative Officer From: Bruce Taylor City Clerk Subject: Distribution of Agendas and Minutes to Ratepayer Groups You asked for my comments on the E-Mail sent to Councillor Brenner from David Steele dated September 16, 2002 wherein he indicated that he did not receive the Agenda for the Council Meeting of September 1 ih in the mail and he was not able to access this Agenda on the City's website. All ratepayer groups are provided hard copies of the Minutes and Agendas for all Standing Committees and Council and copies of all notices of development application through a mailing that goes out every Friday. David Steele, as the representative of PACT, was sent a package on Friday, September 13th that included the Agendas for the Council Meeting of September 1 ih and the Finance and Operations Committee Meeting of September 23rd. We must rely on Canada Post to ensure that delivery of these packages to the ratepayer groups is done in a timely manner. In the past, we have received complaints from ratepayer groups that they were not receiving the packages until after a meeting was held and for that reason, we started to put the Agendas, Minutes and other pertinent information on the City's website. This has certainly helped and we have received very few complaints from our ratepayer groups about not being aware of what is happening at Council. Staff are now in the process of finalizing that portion of the Records Management Program that will allow persons accessing the Agendas on the City's website to actually link up to a Report that is on an Agenda. We hope this will be in place sometime in October and will provide a further service not only to the ratepayer groups but also to all persons accessing Pickering's website. ..../2 Subject: Distribution of Minutes & Agendas to Ratepayer Groups September 20, 2002 Page 2 I understand that access to the City's website may have limitations that are being addressed by the Director, Corporate Services & Treasurer, however, I hope this memo explains the procedure being followed for notifying ratepayer groups of upcoming meetings and development applications and explains improvements to our website that are part of Council's initiative to make access to information more transparent. If you require any further information with respect to this matter, please do not hesitate to contact me. j(~ Bruce Taylor C'" , '0' ,...h.,».. CORPORATE SERVICES DEPARTMENf.:!Ë NO.: i~~~~::.. o. " nECEJVED: ' ~-,' ..'-. September 16, 2002 To: Thomas J. Quinn Chief Administrative Officer From: Gillis A. Paterson Director, Corporate Services & Treasurer Subject: West Rouge Canoe Club The following is further to your recent request for an update. You may recall that earlier I advised that the agreement between the Canoe Club andd the City expired in December 31, 2001. In early April, a voice mail message was left on Martin Croteau's voice mail asking him to contact my office regarding the above. As we did not hear back from him, we sent him a letter bye-mail dated Wednesday, April 10th (attached) asking him to contact my Administrative Assistant as soon as possible to arrange a meeting after April 29th. A meeting was then arranged for Tuesday, May 7, 2002 at 10:00 am. On Tuesday, May yth, Martin and I . Martin said that they had Id about 50-60 boards to date, however, recently th y had decided not to move further, ith this project as it was no longer proving viable fi ancially, es' ith the 10 mber of boards sold. They have been in touch with m of the purchasers indicating that the project may not proceed. They were to draft a letter to "ãn purchasers and would be returning the funds. He was to review a draft of the letter with Councillor Holland, with whom he has been in touch from time to time in regards to this project. I asked Martin to forward a copy of the letter when it was completed and a listing of the people who would be receiving this letter of confirmation from the Club's Treasurer confirming that all funds had been returned to the purchasers. I also strongly suggested to him that he complete the return of the funds and wrap up the project by July 1,2002. On June 17, nothing was received from the Canoe Club and an e-mail was sent to Martin to ask what was happening with this. He advised that he was to get an update from the Club Treasurer and would get back to us by the end of the week. Nothing was received. Once again, Martin was e-mailed again on June 25 asking him yet again for this information and advising him that we need to get things wrapped up by July 1. On July 2 Martin replied saying he is getting caught with people being on West Rouge Canoe Club September 16, 2002 Page 2 holidays and would call my office as soon as possible. On July 8th a voice mail message was left for him to ask him to please advise of the status. Nothing was heard back and again on July 10th another e-mail was sent to him. On July 31 8t another letter was sent to Martin bye-mail asking him to please contact me as soon as possible. On August 9, Martin sent me an e-mail (attached) indicating he had two pieces of information in hand. The letter from the Club Commodore officially advising the City of their intention not to continue with the project and the letter that was sent to each person who had purchased a board. He was waiting to obtain from the Club the complete list of the individuals who purchased the board, with their contact information. On Monday, September 9th my Administrative Assistant telephoned Martin asking him for the information. Martin indicated that he only had two letters and he was still trying to get the information from the Treasurer. My Administrative Assistant asked Martin to fax the two letters to her today explaining what was still outstanding. He said he would fax it to her today.- Nothing was received. On Wednesday, September 11, I received a fax from the Canoe Club (attached). This fax also had the letter from the Club advising the City of the cancellation for the Boardwalk fundraising program and a letter a refund letter they had sent out to those who purchased a message. Valerie gave a copy of this fax to Lucy to forward to you for your information. In the fax cover sheet, Martin Croteau stated that he is still working on obtaining a full list of those who purchased boards and received reimbursement from the Canoe Club. He did not give a time frame as to when we will be receiving this list from him. ----- -- --- """"",----- Given all of the foregoing, I must consider this matter closed. ~~2~ Gillis A. Paterson GAP:vw Attachments April 10, 2002 (VIAE-MAIL) Mr. Martin Croteau West Rouge Canoe Club Dear Mr. Croteau: Re: West Rouge Canoe Club Agreement We left you a telephone message at 416 892 9098 to contact my Administrative Assistant, Valerie Webster on Monday, April 8 requesting your mailing address. As we did not hear back from you, this letter is being sent bye-mail. While doing our year end review of the status of certain business matters, it came to my attention that the Agreement between the West Rouge Canoe Club and the City of Pickering dated May 15, 2000 expired December 31,2001. I would like to meet with you to discuss the status of this undertaking, specifically the Agreement and your fundraising activities. Please contact Valerie Webster, my. . Administrative Assistant, at 905 420 4660 Ext. 2925 as soon as possible to aJ.Tange a meeting that should take place soon after my return from vacation on April 29, 2002. Yours truly, GAP/vw G.A. Paterson, Director, Corporate Services & Treasurer Copy: Chief Administrative Officer July 31, 2002 Via E-Mail - m.croteau@utoronto.ca Mr. Martin Croteau West Rouge Canoe Club Subject: West Rouge Canoe Club Agreement Further to our meeting of Tuesday, May ih, this is to advise that to date we still have not received information back from you on the above matter, even though this was to be wrapped up by July 1, 2002. I understand that you were having difficulty in early July as people were on holidays. From discussions on Wednesday, July 10 you indicated you would be forwarding a package to my attention by Friday, July 15th. Since then, I have npt received anything or heard back from you. My Administrative Assistant has been sending you frequent e-mails enquiring when we can expect to hear back from you, and we still have not yet received a return phone call or response from the last voice mail message left for you on Friday, July 26th. As discussed at our meeting, we share your disappointment that the program did not turn out to be successful, however, it must be brought to close now. Please contact me as soon as possible at 905 420-4640. Yours truly GAP:vw ~~,~ - ~. Gillis A. Paterson Director, Corporate Services & Treasure( . Copy: Chief Administrative Officer .J:'age 1 ot 1 Paterson, Gil From: . Martin Croteau [m.croteau@utoronto.caJ Sent: 9-Aug-02 12:06 PM To: Paterson, Gil Cc: Quinn, Thomas J.; Webster, Valerie Subject: Re: West Rouge Canoe Club Agreement GiI, Valerie, I apologize for the delay in getting you the required information. I have two of the pieces in hand: 1. The letter from the club commodore officially advising the City of our intention not to continue with the project 2. A copy of the letter that was sent to each person who had purchased a board.. I am simply waiting to obtain from the club the complete list of the individuals who purchased boards, with their contact info. I will do my best to impart the sense of urgency of the matter to the club so that we may close this matter as soon as possible. If you have any questions, please do not hesitate to call me at w)416.978. 7204 or c) 416.892.9098. I will provide the completed information package as soon as I receive it Thank you, Martin Croteau ----- Original Message ---- From: Paterson. Gil . To: m.croteau@utoronto.ca Cc: Quinn. Thomas J. Sent: Thursday, August 01,200211 :12 AM Subject: West Rouge Canoe Club Agreement 09/08/2002 SEP 10'02 17:50 FR CITO-TORONTO 416 978 7207 TO 99054206064 P.01/03 OfTY OF ÞICKS~IN§ SEP1; ZOO2 ~~~ Fax Tol Valerie Webster From. Martin Croteau Paxl 9O5.420.60a4 Pagesl 3 Phone: 904.420:4634 Date: 9/1 012002 Re: West Rouge Canoe Club Documents GCI [J Urgent I:J For Review 0 Ple..8e Comment [J PI.B.e Reply 0 Please R~cle As per our discussion ywterday, attached .. :;!I letter from the Club advISIng the CIty of the ç;Q1celiatlon of the 8oanlwalk fUndralsing program and a lette.. sent along with the ...fund to those who purchaaed . mes.age. These:;!lre two of the three documents required to close thlli matter. , am stili wOrking on obtaining a full list of those who purchas8d boards and received reimbursement from the çanoe club. I heaitate to give you B tlmeframe because of the dlmcultles we have had over the past weeks, but I aha.. yaur Mnse of urgency and will make every effort to get the list from the club by the end of this week or an explanation for why It Is not baing provided. If you have any questions, please do not hesitate to contaCt me at 416.892.9098. SEP lÐ'Ð2 17:5Ð FR CITO-TORONTO 416 978 72Ð7 TO 99135421361364 P.ø2/133 July 8th, 2002 Mr. GiIlis Paterson Director, Corporate Services & Treasurer City of Pickering One The Esplanade Pickering, Ontario, Canada Ll V 6K7 Mr. Paterson, This letter is following your meeting with Martin Croteau on May 7111 to discuss the progress of the Pickering Boardwalk fundraising partnership between the City of Pick~ring and the West Rouge Canoe Club. In spite of the considerable effort on the part of the Club and the City to establish and promote the fundraising progra.IÍl, the results have been disappointing; Since the launch of the program in JUDe 2001, the community has purchased only å hÆU1dful ofmcssages. In light of this, the West Rouge Canoe Club has detennined that it can: no long~r afford to dedicate the resources required to continue the program and is hereby advising the City of Ít.c¡ intention to cancel it. Although we are saddened by this outcome, we are proud of our creative effort to try something unique and we applaud the City's courage and wiIlingn~s to let us try. We have certainly considered the City a valuable partner in this endeavor an.d look fotWard to maintaining a strong relationship in the furore. For your records, please fInd attached a full list of the indIviduals who had purchased messages and a copy of a letter that was sent to them along with their re-imbursement. If you have any additional questlons regarding this matter, please to not hesitate to contact me at 416.283.3870 or Martin Croteau at 416.892.9098. Thanks you again for your support and participation in this program. Sincerely, Steve Gidman COmmodore. West Rouge Canoe Club SEP 10'02 17:51 FR CITO-TORONTO' 416 978 7207 TO 99054206064 P.03/03 L/i '" i. 4- ~ p~ M~ BoMÓJJJø£ .~ Dear: P1etl5C find enclosed a ruB rcrund Iòr your purChase ora m~ssagc= inscription on Pickering's Millennium Boardwalk. We art! vary diSAppointed thai we were Jorced to cj)nc~J lhÜ¡ project due to lack otpubJic intcrest. We would }ike to thiU'J.: you for participating in this projççt and lor your p¡¡ti~nr;e over the past year as we aucJnptoo to make It a r~ality. Perhaps this project could bè attempted 8sain in the luturc when conditions are more favorable. Again we would Jikt~ TO apologi7.e for any ínconvcnìcó«' that thi, has cau~ you. if you have any Questions about Pickering's Mitleru'liulY1 Roardwa1k plCMC can Matk Holland at 905420-4605 and r am sure he will be pleased 10 help you. . Sincerely Y OUJ'S~ w ( rJF1/ /~ f-Æ~' if~ John I lartJey. project manager ---- "-'.11<"""" l'iII\WCM'.I'li Du",Q7. W~;,¡lilll.ON. M!f' i~. T~- -116-2R.~-.11!7\1, 'F,,~. 416w:A\o8G" JUL 1 1 '92 15 I 36 416 26~ 387121 PAGE. eel ** TOTAL PAGE.003 ** Citlf o~ REPORT TO THE Finance & Operations Committee Report Number: 33-02 Date: September 20, 2002 From: Bruce Taylor City Clerk Subject: Ontarians with Disabilities Act, 2001 - Accessibility Advisory Committee File: A-1100 1 L-1100 Recommendation: 1. That Report CL 33-02, regarding the Ontarians with Disabilities Act, 2001, be received for information. Executive Summary: The Advisory Committee on Race Relations and Equity was established by Resolution on May 28, 1990. The Committee is comprised of a variety of representatives including one member of Council, staff and other persons from our community. To further Council's commitment to meeting the needs of our community, in October 2000 Council expanded the mandate of the Race Relations Committee to incorporate "equity" and the membership was expanded to include representatives from our disabled and seniors' community. The Ontarians with Disabilities Act, 2001 requires the Municipality to establish an Accessibility Advisory Committee with specific duties. According to the Act, the Advisory Committee must be proclaimed by September 30, 2002, and a majority of the members of the committee shall include persons with disabilities. Staff and the Race Relations and Equity Committee have assessed the Committee's Mandate and Terms of Reference in consideration of the requirements of the Act. The Committee and staff concur that Council demonstrated leadership in addressing equity in 2000 and through that initiative have met the requirements under the Act. Financial Implications: N/A Background: The Multicultural and Race Relations Advisory Committee was established by Resolution #67/90, Item #10, passed on May 28, 1990. In October 2000 the Committee's Mandate was expanded by Resolution #128/00, to include "equity". The Committee is comprised of a variety of representatives including one member of Report #33-02 Date: September 20,2002 Subject: Ontarians With Disabilities Act, 2001 Page 2 Council and three non-elected persons who are appointed by Council. The balance of the Committee is comprised of persons appointed by various agencies such as the Durham District School Board, the Durham Catholic District School Board, the Durham Police Services, the Ajax/Pickering Social Development Council and the Ontario Race Relations Directorate. In 2000, Council authorized the elected representative to appoint membership from the disabled and senior's community and to invite each Pickering secondary school to appoint representation from the student body as members of the Committee. On December 14, 2001, the Ontarians with Disabilities Act received Royal Assent. The Act requires the City to establish an Accessibility Advisory Committee. According to the Act, the Accessibility Advisory Committee must be proclaimed by September 30, 2002, and a majority of the members of the Committee shall include persons with disabilities. The duties of the committee include: . Shall advise Council in each year about preparation, implementation and effectiveness of its accessibility plan; and . advise Council on the accessibility for persons with disability to a building, structure or premise, or part of a building, structure or premises, that Council purchases, constructs, renovates, leases or which is provided to the Municipality as a capital facility; and . review site plans & drawings described in Section 41 of the Planning Act; and . all other functions identified in the Regulations. On August 26, 2002 staff members from Culture & Recreation, Clerk's, Human Resources, Customer Care Centre, and Planning & Development met with Councillor Ryan, as the Chair of the Race Relations & Equity Committee, to discuss the requirements of the Act. The group reviewed the Mandate and Terms of Reference of the Race Relations and Equity Committee and assessed the Committee's role in our community, in consideration of the requirements of an advisory committee required under the Act. Given that the Race Relations and Equity is a strong and viable Committee and given that their mandate and membership is consistent with the intent of the Act, the group concluded that the Mandate of this Committee satisfies the requirements of the Act. On September 11, 2002 the Race Relations and Equity Committee discussed the requirements of the Act and resolved that their mandate is consistent with the intent of the Act. To ensure compliance with the requirements of the Act, the Committee resolved to establish a sub-committee, which will be charged with .the duties and responsibilities of the Accessibility Advisory Committee under the Act. The Committee agreed that a maximum of 12 community representatives would sit on the sub- committee, and membership selection would be based on recommendations from various agencies. Additionally, the school boards will be contacted to seek a disabled student representative. Report #33-02 Date: September 20, 2002 Subject: Ontarians With Disabilities Act, 2001 Page 3 Attachments: N/A Prepared By: c.~~ Supervisor, Legislative Services Approved I Endorsed By: ~~ , ~. ;7" Âruce Taylor./ . City Clerk CAG:bt Attachments Copy: Chief Administrative Officer Recommended for the consideration of Pickering City Council Page 1 of 1 tl°dgson, Judy From: Carroll, Neil Sent: September 20,2002 12:07 pm To: Quinn, Thomas J. Cc: Hodgson, Judy Subject: request re: residential housing development in vicinity of North Road between Whitevale and Highway 407 At the September 18, 2002 Board of Management Meeting you requested that I inquire whether Planning & Development Staff had heard of any proposal/interest in residential housing development in the vicinity of North Road, between the Hamlet of Whitevale and Highway 407. Land in this vicinity is owned by the Province of Ontario, and is part of the Seaton Planning area. I have not personally had any discussions or received any inquiries respecting the development of residential housing in this area. There are no current applications with the City for residential uses in this area. Staff of the Planning & Development Department have not heard of any proposal/interest in residential housing development on these lands. I also checked with Tom Melymuk (who in turn checked with Ron Taylor), and neither have heard of any proposal or interest in residential housing at this location. I trust this is helpful. 20/09/2002