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Home My WebLink AboutSeptember 9, 2019Cty oh DICKERING Executive Committee Meeting Minutes September 9, 2019 Council Chambers — 2:00 pm Chair: Councillor Butt Present: Mayor David Ryan Councillors: K. Ashe M. Brenner S. Butt I. Cumming B. McLean D. Pickles Also Present: T. Prevedel K. Bentley P. Bigioni M. Carpino J. Hagg R. Holborn S. Cassel M. Guinto J. Halsall F. Jadoon S. Milton T. Ryce S. Muir L. Harker - Chief Administrative Officer - Director, City Development & CBO - Director, Corporate Services & City Solicitor - Director, Community Services - Fire Chief - Director, Engineering Services - City Clerk - Manager, Public Affairs & Corporate Communications - Manager, Budgets & Internal Audit - Manager, Economic Development & Strategic Projects - Manager, Recreation Services - Supervisor, Cultural Services - Coordinator, Corporate Communications & Community Engagement - Deputy Clerk Due to a family matter, Councillor Brenner was unable to Chair the Executive Committee Meeting. Councillor Butt assumed the Chair with the understanding that Councillor Brenner would assume the Chair at the Planning & Development Committee meeting to be held at 7:00 pm. 1. Disclosure of Interest No disclosures of interest were noted. 2. Delegations There were no delegations. 1 Cty oh DICKERING Executive Committee Meeting Minutes September 9, 2019 Council Chambers — 2:00 pm Chair: Councillor Butt 3. Matters for Consideration 3.1 Chief Administrative Officer, Report CAO 08-19 Continuation of City of Pickering Magazine A brief question and answer period ensued regarding the costs of the magazine and whether they had been borne by taxpayers. Staff confirmed that no tax dollars were used to fund the magazine. It was requested that staff consider including a notation in future issues, displayed in a prominent location, to make readers aware of how the magazine is funded. Recommendation: Moved by Councillor Pickles Seconded by Councillor Cumming 1. That Council approve, in principal, the continued production and municipal - wide distribution of the Your City magazine, on an as -needed basis going forward; 2. That Council approve, in principal, to retain Graymatter Marketing Solutions for the project management of the magazine; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 3.2 Director, Community Services, Report CS 10-19 Tender for Pickering Recreation Complex Heating Boiler System Replacement Tender No. T-26-2019 Recommendation: Moved by Mayor Ryan Seconded by Councillor Cumming 1. That Tender No. T-26-2019 submitted by Mapleridge Mechanical Contracting Inc., in the amount of $304,468.33 (HST included) be accepted; 2 City 6h DICKERING Executive Committee Meeting Minutes September 9, 2019 Council Chambers — 2:00 pm Chair: Councillor Butt 2. That the total gross project cost of $349,668.00 (HST included), including the amount of the tender, contingency, and other associated costs, and the total net project cost of $314,887.00 (net of HST rebate), be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $314,887.00 as provided for in the 2019 Recreation Complex — Core Capital Budget by a transfer from Federal Gas Tax Reserve Fund; and, 4. 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 21-19 Quotation No. Q-15-2019 Supply & Delivery of Four One -Ton Dump Trucks with 12' Aluminum Dump Body Recommendation: Moved by Mayor Ryan Seconded by Councillor Cumming 1. That Quotation No. Q-15-2019, submitted by Donway Ford Sales Ltd., in the amount of $220,724.00 (HST excluded) be accepted; 2. That the total gross project cost of $289,360.00 (HST included), including three optional lift gates and other associated costs, and that the total net project cost of $260,578.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $260,578.00 as follows: a) the sum of $192,945.00 as provided for in the Capital Budget from Development Charges Roads & Related; b) the sum of $67,633.00 as provided for in the Capital Budget from the Vehicle Replacement Reserve fund; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 3 City 6h DICKERING Executive Committee Meeting Minutes September 9, 2019 Council Chambers — 2:00 pm Chair: Councillor Butt 3.4 Director, Community Services, Report CS 28-19 Volunteer Policy Approval Recommendation: Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Council approve the Volunteer Policy as set out in Attachment 1, subject to minor revisions deemed acceptable to the Director, Community Services; 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, Community Services, Report CS 32-19 Quotation No. Q-16-2019 Quotation for the Supply & Delivery of Four Pick -Up Trucks and Three SUVs Recommendation: Moved by Mayor Ryan Seconded by Councillor Cumming 1. That Quotation No. Q-16-2019, submitted by Blue Mountain Chrysler Ltd. in the amount of $54,937.00 (HST excluded), Fraser Durham Chrysler Dodge Jeep Ram Inc. in the amount of $178,534.82 (HST excluded), and Donway Ford Sales Ltd. in the amount of $35,807.00 (HST excluded), be accepted; 2. That the total gross project cost of $325,363.00 (HST included) including other associated costs and that the total net project cost of $288,792.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $288,792.00 from the Vehicle Replacement Reserve; and, 4. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Carried 4 Cf� h DICKERING Executive Committee Meeting Minutes September 9, 2019 Council Chambers — 2:00 pm Chair: Councillor Butt 3.6 Director, Finance & Treasurer, Report FIN 16-19 2018 Building Permit Stabilization Reserve Fund Recommendation: Moved by Councillor Pickles Seconded by Councillor Brenner That Report FIN 16-19 of the Director, Finance & Treasurer be received for information. Carried 4. Other Business 4.1 Councillor Brenner gave notice that he would be presenting two Notices of Motion with regards to Growth Management and Housing Options at the September 23rd Council meeting. 5. Adjournment Moved by Councillor Cumming Seconded by Councillor Brenner That the meeting be adjourned. The meeting adjourned at 2:03 pm. 5 Carried