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HomeMy WebLinkAboutMay 7, 2018DICKERING Executive Committee Meeting Minutes Monday, May 7, 2018 2:00 pm Council Chambers Chair: Councillor Brenner Present: Mayor Ryan Councillors: K. Ashe M. Brenner S. Butt I. Cumming B. McLean D. Pickles Also Present: T. Prevedel K. Bentley M. Carpino R. Holborn S. Karwowski J. Hagg C. Rose D. Shields M. Guinto F. Jadoon C. Hodge L. Roberts - Chief Administrative Officer - Director, City Development & CBO - Director, Community Services - Director, Engineering Services - Director, Finance & Treasurer - Fire Chief - Chief Planner - City Clerk - Manager, Business Development & Public Affairs - Manager, Economic Development & Strategic Projects - Senior Coordinator, Business Development & Marketing - Committee Coordinator (1) Disclosure of Interest No disclosures of interest were noted. (11) Matters for Consideration 1. Director, Community Services, Report CS 02-18 Lease Agreements -Sport Associations Recommendation Moved by Councillor McLean Seconded by Councillor Cumming 1 DICKERING Executive Committee Meeting Minutes Monday, May 7, 2018 2:00 pm Council Chambers Chair: Councillor Brenner 1 That the Mayor and City Clerk be authorized to execute the Lease Agreement with Pickering Hockey Association 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; 2. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Durham West Girls' Hockey Association set out in Attachment 2 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; 3. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Pickering Ringette Association set out in Attachment 3 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; 4. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Skate Canada Pickering Skating Club set out in Attachment 4 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; 5. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Pickering Swim Club set out in Attachment 5 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; 6. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. 2. Director, Community Services, Report CS 14-18 Quotation No. Q-31-2018 -Quotation for Supply and Delivery of One New Four Wheel Pure Vacuum Street Sweeper Recommendation Moved by Councillor Pickles Seconded by Councillor Cumming 2 Carried DICKERING Executive Committee Meeting Minutes Monday, May 7, 2018 2:00 pm Council Chambers Chair: Councillor Brenner 1 That Quotation No. 0-31-2018 submitted by Joe Johnson Equipment in the amount of $320,258.95 (HST included) be accepted; 2. That the total gross quotation cost of $321,954.00 (HST included) and the total net project cost of $289,930.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $289,930.00 by a transfer from the Development Charges — Other Services Related to Highway Reserve Fund; 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this memo. Carried 3. Director, Community Services, Report CS 17-18 Quotation No. 0-42-2018 -Quotation for Supply and Delivery of Various Trucks Recommendation Moved by Councillor Pickles Seconded by Councillor Cumming 1. That Quotation No. 0-42-2018, submitted by Donway Ford Sales Limited, in the amount of $367,074.85 (HST included) be accepted; 2. That the total gross project cost of $369,787.00 (HST included) and the total net project cost of $333,005.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $333,005.00 from the Vehicle Replacement Reserve; 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this memo. Carried 4. Director, Engineering Services, Report ENG 06-18 Declaration of Lands as Surplus, and Approval to Transfer Lands to the Regional Municipality of Durham at Valley Farm Road and Finch Avenue 3 DICKERING Executive Committee Meeting Minutes Monday, May 7, 2018 2:00 pm Council Chambers Chair: Councillor Brenner A brief discussion period ensued with staff responding to clarification being requested regarding the long term objective for Finch Avenue, expressing concerns over the costs of urbanization at this time, and whether the City was satisfied with the transfer of responsibility. Recommendation Moved by Councillor Pickles Seconded by Councillor Butt 1. That Council declare part of Lots 20 and 21 Concession 2, and part of the Road Allowance between Lots 20 and 21, Concession 2, being Parts 2, 3 and 4, Plan 40R-29446 surplus to the needs of the City for the purpose of transfer to the Regional Municipality of Durham for nominal consideration; 2. That Council authorize the acquisition of Part 6, Plan 40R-29446 from the Regional Municipality of Durham for road allowance purposes for nominal consideration; 3. That the Mayor, City Clerk and Director, Corporate Services & City Solicitor be authorized to execute all relevant documentation necessary to effect the above; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in the report. Carried 5. Director, Engineering Services, Report ENG 07-18 Traffic Impact Assessment Guidelines Recommendation Moved by Councillor Butt Seconded by Mayor Ryan 1. That Council endorse the Traffic Impact Assessment Guidelines dated March 2018; 2. That staff be authorized to release an electronic version of the guidelines to the public upon request; and 4 DICKERING Executive Committee Meeting Minutes Monday, May 7, 2018 2:00 pm Council Chambers Chair: Councillor Brenner 3. 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 08-18 Declaration of Lands as Surplus and Approval to Transfer Lands to the Regional Municipality of Durham and the Regional Municipality of York at Liverpool Road and Finch Avenue Discussion ensued with Members noting some concerns with respect to the home located to the north currently owned by York Region. They noted that York Region had taken the garage down in order to do work in the area and stated that it had to be replaced in order to maintain the character of the neighbourhood. They noted that they wanted the garage replaced prior to the sale of the property by York Region. Recommendation Moved by Councillor Pickles Seconded by Councillor McLean 1. That Council enact a by-law to stop -up and close Block 73, Plan M-1215 (now Parts 5, 6 and 7, Plan 40R-29193) as public highway; 2. That Council declare those parts of Block 73, Plan M-1215, being Parts 5 and 7, Plan 40R-29193 surplus to the needs of the City for the purpose of transfer to the Regional Municipality of York and the Regional Municipality of Durham respectively for nominal consideration; 3. That Council authorize the acquisition of that part of Block 43, Plan M-1194, being Part 3, Plan 40R-29193 from the Regional Municipality of Durham and the Regional Municipality of York for walkway purposes for nominal consideration; 4. That Council authorize the acquisition of those parts of Lot 25, Plan M-1215, being Parts 11 and 13, Plan 40R-29193 from the Regional Municipality of York for walkway and open space purposes for nominal consideration subject to easements in favour of the Regional Municipality of York for sanitary sewer purposes; 5. That the Mayor, City Clerk and Director, Corporate Services & City Solicitor be authorized to execute all relevant documentation necessary to effect the above; and 5 DICKERING Executive Committee Meeting Minutes Monday, May 7, 2018 2:00 pm Council Chambers Chair: Councillor Brenner 6. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 7. Director, Engineering Services, Report ENG 10-18 Request for Additional Funding - Contract Administration and Field Inspection - Palmer Bridge Rehabilitation A brief discussion period ensued with staff responding to questions raised regarding additional impacts on area residents, as well as the length of time for completion of the project. Members questioned whether the City had explored any means to expedite completion of this project. Concerns were also noted over the high percentage of additional fees being requested. Recommendation Moved by Councillor Butt Seconded by Councillor McLean 1. That the fee proposal as submitted by AECOM Canada Ltd. in the amount of $200,633.76 (HST included) to cover additional contract administration and field inspection to complete the Palmer Bridge Rehabilitation project be accepted; 2. That the total revised gross project cost of $601,899.00 (HST included ) and the total revised net project cost of $542,029.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total revised net project cost in the amount of $542,029.00 from the York Region Southeast Collector Funding Agreement; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 8. Director, Finance & Treasurer, Report FIN 06-18 Commodity Price Hedging Agreements Report Recommendation 6 Carried DICKERING Executive Committee Meeting Minutes Monday, May 7, 2018 2:00 pm Council Chambers Chair: Councillor Brenner Moved by Councillor Pickles Seconded by Councillor Butt It is recommended that Report FIN 06-18 from the Director, Finance & Treasurer regarding commodity price hedging agreements be received for information. Carried 9. Director, Finance & Treasurer, Report FIN 07-18 2018 Tax Rates and Final Tax Due Dates for all Realty Tax Classes, Except for Commercial, Industrial and Multi -Residential Realty Classes Discussion ensued with Members questioning how the City tracks properties when the classification changes from residential to commercial. Recommendation Moved by Councillor Pickles Seconded by Councillor McLean 1. That Report FIN 07-18 of the Director, Finance & Treasurer regarding the 2018 tax rates be received; 2. That the 2018 tax rates for the City of Pickering be approved as contained in Schedule A of the By-law attached hereto; 3. That the tax levy due dates for the Final Billing be June 27, 2018 and September 27, 2018 excluding the industrial, multi -residential and commercial realty tax classes; 4. That for the year 2018, the City shall levy upon designated Universities and Colleges an annual tax at the prescribed amount for each full-time student enrolled in the University or College, as determined by the Minister of Training, Colleges and Universities, payable on or after July 1St ; 5. That the attached By-law be approved; 6. That the Director, Finance & Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; 7 DICKERING Executive Committee Meeting Minutes Monday, May 7, 2018 2:00 pm Council Chambers Chair: Councillor Brenner 7. That Council approve the filing of the following assessment appeals: 1801 010 038 19800; 1801 020 017 17300; 1801 020 017 27300; 1801 020 022 06700; 1801 020 022 06906; 1801 020 025 00100; 1801 020 025 04500; 1801 020 025 25610; and, 8. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Carried 10. Director, Finance & Treasurer, Report FIN 08-18 Section 357/358 of the Municipal Act — Adjustment to Taxes Recommendation Moved by Councillor McLean Seconded by Councillor Pickles 1. That the write-off of taxes as provided for in Attachment 1, in accordance with sections 357 and 358 of the Municipal Act, 2001 be approved; and 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 11. Director, Finance & Treasurer, Report FIN 09-18 2017 Building Permit Stabilization Reserve Fund Recommendation Moved by Councillor Pickles Seconded by Councillor Butt 1. That Report FIN 09-18 of the Director, Finance & Treasurer be approved; 8 DICKERING Executive Committee Meeting Minutes Monday, May 7, 2018 2:00 pm Council Chambers Chair: Councillor Brenner 2. That Council authorize a transfer of $83,440 to the Building Permit Stabilization Reserve Fund (Account #7506); 3. That Council authorize a transfer of $83,440 from the Building Permit Stabilization Reserve Fund to the Rate Stabilization Reserve (Account #7021); and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 12. Director, Finance & Treasurer, Report FIN 10-18 2018 Refinancing Debentures Recommendation Moved by Mayor Ryan Seconded by Councillor Cumming 1. That Report FIN 10-18 of the Director, Finance & Treasurer regarding the 2018 refinancing debentures be approved; 2. That the Director, Finance & Treasurer be authorized to transfer $582,000 from the Rate Stabilization Reserve to fund the outstanding principal for the debt issued for the Fire Services Division Headquarters project; 3. That the draft by-laws attached to this report be enacted; 4. That the Director, Finance & Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, and take any actions necessary in order to effect the foregoing; and 5. That the appropriate City of Pickering ("City") officials be authorized to take the necessary actions as indicated in this report. Carried 13. Fire Chief, Report FIR 01-18 Revisions to the Community Emergency Response Plan 9 DICKERING Executive Committee Meeting Minutes Monday, May 7, 2018 2:00 pm Council Chambers Chair: Councillor Brenner A brief discussion ensued with Members seeking clarification that any changes to the Community Emergency Response Plan, such as nuclear preparedness, would come before Council as well. Recommendation Moved by Councillor Pickles Seconded by Councillor Cumming 1. That Report FIR 01-18 of the Fire Chief be received; 2. That the Mayor and Council hereby appoint Fire Chief John Hagg, Community Emergency Management Coordinator (CEMC) as Chair of the Community Emergency Management Program Committee; 3. That the Mayor and Council hereby appoint the municipal positions of Chief Administrative Officer, Director, City Development & Chief Building Official, Director, Community Services, Director, Corporate Services & City Solicitor, Director, Engineering Services, Director, Finance & Treasurer, Fire Chief/CEMC, City Clerk and any alternate CEMC(s) to the Community Emergency Management Program Committee; 4. That Council approve the attached draft Community Emergency Management Plan that includes the changes above and other minor housekeeping amendments; 5. That By-law 7440/15 be repealed in its entirety and that the attached draft By-law be enacted. Carried 14. Director, City Development & CBO, Report PLN 10-18 Assignment, Assumption and Amending Agreement TM Mobile Inc. Lease of City Lands Located on Unopened Road Allowance - (Sideline 16), Municipally Described as 3010 William Jackson Drive City of Pickering Telecommunication Installation #14 A brief discussion ensued with Members questioning whether there would be a future lease extension. 10 DICKERING Executive Committee Meeting Minutes Monday, May 7, 2018 2:00 pm Council Chambers Chair: Councillor Brenner Recommendation Moved by Mayor Ryan Seconded by Councillor Butt 1. That the Mayor and the Clerk be authorized to execute an assignment, assumption and amending agreement with TM Mobile Inc. and Bell Mobility Inc. substantially on the terms set out in this Report, and to the satisfaction of the Director, Corporate Services & City Solicitor; and 2. That the appropriate officials of the City be authorized to give effect thereto. Carried 15. Director, City Development & CBO, Report PLN 12-18 Infrastructure Ontario Public Works Class Environmental Assessment Seaton Community — Primary Neighbourhood Connecting Trails City of Pickering A brief discussion ensued with Members questioning who would be paying for the extension and maintenance of trails. Recommendation Moved by Councillor Ashe Seconded by Councillor Pickles 1. That Council approve the hiring of Candevcon Limited for undertaking an Infrastructure Ontario Public Works Class Environmental Assessment for the Primary Neighbourhood Connecting Trails in the Seaton Community in accordance with Purchasing Policy 10.03 (c), as the assignment is above $50,000.00; 2. That the Letter Proposal submitted by Candevcon Limited for Professional Consulting Services for undertaking an Infrastructure Ontario Public Works Class Environmental Assessment for the Primary Neighbourhood Connecting Trails in the amount of $90,000.00 (HST excluded), provided as Appendix I to Report PLN 12-18, be accepted; 11 DICKERING Executive Committee Meeting Minutes Monday, May 7, 2018 2:00 pm Council Chambers Chair: Councillor Brenner 3. That the total gross project cost of $110,740.00 (HST included) including the proposal amount plus contingency costs for other expenses such as permits, licensing or review fees, and the total net project cost of $99,725.00 (inclusive of the HST rebate) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost from the Seaton Development, Implementation & Legal Assistance 2018 Council Approved Current Budget Account 2611.2392.0002; 5. That City staff be authorized to sign any agreements between the City and Candevcon Limited in a form satisfactory to the Director, City Development; and 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried Later in the Meeting [Refer to Following Motion] Moved by Councillor Ashe Seconded by Mayor Ryan That the following be added as Recommendation No. 6 and the balance be renumbered accordingly: That staff continue to work with TRCA to advance connecting links for trails, restoration plantings and other stewardship opportunities in Seaton and Duffin Heights and report back with recommendations as part of the 2019 budget process. Carried The Main motion was then Carried as amended. 16. Chief Administrative Officer, Report CAO 03-18 Proposal — Community Engagement on Economic Impact & Employment 407 Corridor Discussion period ensued with staff responding to questions raised with respect to the process for posting reports and whether any members of the public contacted the City on this item prior to the meeting. Members also questioned the timelines as well as the type of polling to be conducted, and requested that a more detailed circulation plan be 12 DICKERING Executive Committee Meeting Minutes Monday, May 7, 2018 2:00 pm Council Chambers Chair: Councillor Brenner made available. They also noted that we ensure ample opportunities are made available for advising the residents. Recommendation Moved by Councillor Ashe Seconded by Mayor Ryan 1. That Proof Inc. be retained as a consultant in the amount of $150,000 as per the Purchasing Policy, Section 10.03 (c), to undertake the Community Engagement on Economic Impact & Employment — 407 Corridor; 2. That the total gross project cost of $150,000.00 (HST included) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $150,000 as follows: a) The sum of $58,704 to be funded by a transfer from the Development Charges — Administration Studies Reserve Fund; b) The sum of $91,296 to be funded by a transfer from the Seaton Application Fee Reserve; 4. That a copy of this report be forwarded to the Region of Durham and Transport Canada; and 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. (IV) Adjournment The meeting adjourned at 3:00 pm. 13 Carried