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HomeMy WebLinkAboutJune 17, 2019DICKERING Executive Committee Meeting Minutes Monday, June 17, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean Present: Mayor Ryan Councillors: K. Ashe S. Butt I. Cumming B. McLean D. Pickles Absent: M. Brenner Also Present: T. Prevedel K. Bentley P. Bigioni M. Carpino J. Hagg R. Holborn S. Karwowski C. Rose S. Cassel S. Booker K. Senior V. Plouffe M. Jones C. Whitaker N. Emery L. Harker - Chief Administrative Officer - Director, City Development and CBO - Director, Corporate Services & City Solicitor - Director, Community Services - Fire Chief - Director, Engineering Services - Director, Finance & Treasurer - Chief Planner - City Clerk - Manager, Capital Projects & Infrastructure - Manager, Accounting Services - Manager, Facilities Capital Projects - Supervisor, Taxation - Supervisor, Sustainability - Coordinator, Traffic Operations - Deputy Clerk 1. Disclosure of Interest There were no disclosures of interest noted. Moved by Mayor Ryan 1 DICKERING Executive Committee Meeting Minutes Monday, June 17, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean Seconded by Councillor Pickles That the order of the agenda be changed to bring forward Item 3.8, Report FIN 08-19 as the first item of business, along with the delegation by Pina Colavecchia, Partner, Deloitte LLP. Carried 3. Matters for Consideration 3.8 Director, Finance & Treasurer, Report FIN 08-19 2018 Year End Pina Colavecchia, Partner, Deloitte LLP, appeared before the Committee to provide an overview of the 2018 Year End Audit. Ms. Colavecchia provided highlights of the audit, noting that any risks identified had been addressed and that the overall conclusion of the audit identified that the City was in compliance with Canadian Public Accounting Standards. A brief question and answer period ensued regarding the merger of Veridian and Whitby Hydro. Ms. Colavecchia noted that the 2018 audit did not contain any of the merger transactions and that they would be included in the 2019 audit as the transaction took place in April 2019. Recommendation: Moved by Councillor Ashe Seconded by Councillor Cumming 1. That the Report to the Executive Committee on the 2018 audit as submitted by Deloitte LLP (Deloitte) be received for information; 2. That the 2018 draft Audited Consolidated Financial Statements for the City of Pickering be approved; and, 3. That Deloitte LLP be reappointed to provide external auditing services to the City of Pickering for a 3 year term. 2. Delegations 2 Carried DICKERING Executive Committee Meeting Minutes Monday, June 17, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean 2.1 Jason Hunt, Director of Legal Services, Corporate Services, Durham Region, and Christina Henderin, Associate Solicitor, Legal and By -Law Services, Town of Whitby Re: Introduction to the Access to Justice Hub Jason Hunt, Director of Legal Services, Durham Region and Christina Henderin, Associate Solicitor, Town of Whitby, appeared before the Committee to provide an overview of the Access to Justice Hub. Through the aid of a Power Point presentation, Mr. Hunt provided an overview of the Hub, which provides free legal services to supplement legal aid. It involves an inclusive approach, which is not just for legal issues, but also for social services and/or various financial matters. Mr. Hunt provided an overview of successes to date noting that the Hub would not be successful without community partnerships. Ms. Henderin provided an overview of next steps, which include finalizing the education component to all Durham Regional municipalities. A brief question and answer period ensued regarding the coordination with other services in Durham Region as well as the involvement of students from Durham College and other educational institutions who volunteer as part of their post -secondary education programs. Further questions were raised regarding the possibility of introducing satellite offices across the Durham Region. 2.2 Stan Karwowski, Director, Finance & Treasurer and Mike Jones, Supervisor, Taxation Re: Farm Taxation Stan Karwowski, Director, Finance & Treasurer and Mike Jones, Supervisor, Taxation, appeared before the Committee to provide an overview on Farm Assessment. Through the aid of a Power Point presentation, Mr. Jones gave a summary of applicable legislation, and noted the valuations for traditional, greenhouse, and industrial and vertical farming. A brief question and answer period ensued regarding assessment rates for Federal and Provincial farming lands and whether these ratios were comparable to privately owned land. 3. Matters for Consideration (Continued) 3.1 Director, Community Services, Report CS 06-19 3 DICKERING Executive Committee Meeting Minutes Monday, June 17, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean Beverage Supply Agreement Renewal — Coca-Cola Canada Bottling Limited Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That the Mayor and City Clerk be authorized to execute a Beverage Supply Agreement with Coca-Cola Canada Bottling Limited as set out in Attachment 1 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 2. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried 3.2 Director, Community Services, Report CS 08-19 Quotation No. Q-7-2019 Supply and Delivery of Road Grader with Attachments Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That Quotation No. Q-7-2019 submitted by Toromont CAT in the amount of $361,823.10 (HST excluded) be accepted; 2. That the total gross project cost of $410,555.00 (HST included), including the amount of the quotation, optional equipment (Automated Grade Control system) and other associated costs, and the total net project cost of $369,717.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $369,717.00 as follows: a) the sum of $350,000.00, as provided for in the 2019 Capital Budget, be increased to $369,000.00, to be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed five years; 4 DICKERING Executive Committee Meeting Minutes Monday, June 17, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean b) the balance sum of $717.00 to be funded from property taxes; c) the annual repayment charges in the amount of approximately $81,150.00 be included in the annual Current Budget for the City of Pickering commencing 2019, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing cost to be paid out of the Current Budget; d) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; 4. That the draft By-law attached to this report be enacted; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 3.3 Director, Community Services, Report CS 24-19 Gingerbread Co-operative Nursery School (Pickering) Inc. License Agreement Renewal Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That the Mayor and City Clerk be authorized to execute a License Renewal Agreement with Gingerbread Co-operative Nursery School (Pickering) Inc. as set out in Attachment 1 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 2. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried 3.4 Director, Community Services, Report CS 30-19 5 DICKERING Executive Committee Meeting Minutes Monday, June 17, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean Community Festivals and Events — Approval of Christmas Market in Esplanade Park Marisa Carpino, Director, Community Services, provided a brief overview of the event, noting that it would be a holiday celebration event that would include a number of vendors. Recommendation: Moved by Councillor Ashe Seconded by Councillor Cumming 1. That Council authorize staff to issue a park permit for the use of Esplanade Park by Graymatter Marketing Solutions from Friday, November 29 to Saturday, November 30, 2019 (inclusive) for a Christmas Market, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 3.5 Director, Engineering Services, Report ENG 07-19 Amendment to Traffic and Parking By-law 6604/05 Inclusion of New Roads and Traffic Controls, Kindwin Subdivision A brief question and answer period ensued regarding enforcing the Parking By-law and whether staffing levels would be increased to assist with such enforcement. Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That the attached draft by-law be enacted to amend Schedule "2", Schedule "5", Schedule "6", Schedule "7", Schedule "9" and Schedule "10" to By-law 6604/05 to provide for the regulation of stopping and parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering, specifically to provide for the inclusion of new roads and traffic controls into the Traffic and Parking By-law; and, 6 DICKERING Executive Committee Meeting Minutes Monday, June 17, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 3.6 Director, Engineering Services, Report ENG 08-19 Amendments to Traffic and Parking By-law 6604/05 — Various Locations Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That the attached draft by-law be enacted to amend Schedule "1", Schedule "2", Schedule "6", Schedule "7", and Schedule "14", to By- law 6604/05 to provide for the regulation of stopping and parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering, specifically to provide for stopping restrictions on Sheppard Avenue, parking restrictions on Bainbridge Drive, an all -way stop at the intersection of Pine Grove Avenue and Woodview Avenue, and Community Safety Zones on Toynevale Road and on Rosebank Road; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 3.7 Director, City Development & CBO, Report PLN 15-19 Sustainable Pickering Year -in -Review Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt That Report PLN 15-19 be received for information. Carried 3.9 Director, Finance & Treasurer, Report FIN 09-19 7 DICKERING Executive Committee Meeting Minutes Monday, June 17, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean Investment Portfolio Activity for the Year Ended December 31, 2018 Ontario Regulation 438/97 under the Municipal Act, 2001 A question and answer period ensued regarding investment risks and returns, with Staff advising that they would be looking at other investment options and would be bringing forward an investment strategy to Council. Recommendation: Moved by Councillor Butt Seconded by Mayor Ryan It is recommended that report FIN 09-19 of the Director, Finance & Treasurer, regarding Investment Portfolio Activity for the Year Ended December 31, 2018, be received for information. Carried 3.10 Director, Finance & Treasurer, Report FIN 11-19 Annual Indexing — Development Charges and Seaton Financial Impacts Agreement Recommendation: Moved by Councillor Cumming Seconded by Councillor Pickles 1. That Report FIN 11-19 of the Director, Finance & Treasurer be received; 2. That effective July 1, 2019 as provided for in By-law No. 7595/17, the Development Charges (the "DCs") referred to in Schedule "C" of that By-law be increased by 5.2 percent; 3. That effective July 1, 2019 as provided for in By-law No. 7595/17, the DCs referred to in Schedule "D" of that By-law be increased by an annual indexing of 5.2 percent; 4. That effective July 1, 2019 the payments related to "10 per cent Soft Services" as provided for by the Seaton Financial Impacts Agreement 8 DICKERING Executive Committee Meeting Minutes Monday, June 17, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean (FIA) dated November 26, 2015 be increased by an annual indexing of 5.2 per cent; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 3.11 Director, Finance & Treasurer, Report FIN 12-19 Universal City One Developments Inc. — Request to Defer Payment of Development Charges Recommendation: Moved by Councillor Cumming Seconded by Councillor Pickles 1. That Report FIN 12-19 of the Director, Finance & Treasurer be received; 2. That, pursuant to By-law 7595/17: a) the request by Universal City One Developments Inc. to defer the payment of the City's share of Development Charges in the amount of approximately $1,739,400 to the earlier of: (i) six months after the commencement of foundation construction at 1474 Bayly Street, Pickering or (ii) when above grade construction at the said address is commenced, be approved; b) that the requirements of Section 14(2) of By-law 7595/17 be waived accordingly and that the date of issuance of the final building permit will determine the applicable Development Charge rate and, if the final building permit is issued before July 1, 2019, that the payment of Development Charges will be based on the current rate plus interest, be approved; c) that Universal City One Developments Inc., be required to enter into a Development Charge Deferral Agreement with the City on terms satisfactory to the Director, Finance & Treasurer and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to give effect thereto. 9 DICKERING Executive Committee Meeting Minutes Monday, June 17, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean Carried 3.12 Director, Finance & Treasurer, Report FIN 13-19 2019 Final Tax Due Date for Commercial, Industrial, and Multi - Residential Realty Tax Classes Recommendation: Moved by Councillor Butt Seconded by Councillor Ashe 1. That Report FIN 13-19 of the Director, Finance & Treasurer be received; 2. That the Director, Finance & Treasurer be authorized to issue the final 2019 Tax Bills for Commercial, Industrial and Multi -Residential properties with a due date of September 26, 2019; 3. That the Director, Finance & Treasurer be authorized to make any changes or undertake any actions necessary, including altering the due date, in order to ensure that the tax billing process is completed and in order to comply with Provincial Regulations; 4. That the draft By-law attached to this report be enacted; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 4. Other Business There was no other business. 5. Adjournment Moved by Mayor Ryan Seconded by Councillor Cumming That the meeting be adjourned. 10 Carried Carried DICKERING Executive Committee Meeting Minutes Monday, June 17, 2019 Council Chambers — 2:00 pm Chair: Councillor McLean The meeting adjourned at 2:52 pm. 11