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HomeMy WebLinkAboutSeptember 14, 2020City 6h PICKE RiNG Executive Committee Meeting Agenda September 14, 2020 Hybrid Electronic Meeting — 2:00 pm Chair: Councillor McLean Due to COVID-19 and the Premier's Emergency Orders to limit gatherings and maintain physical distancing, members of the public may observe the meeting proceedings by accessing the Iivestream. A recording of the meeting will also be available on the City's website following the meeting. Page 1. Roll Call 2. Disclosure of Interest 3. Delegations Due to COVID-19 and the Premier's Emergency Orders to limit gatherings and maintain physical distancing, members of the public may provide a verbal delegation to Members of the Executive Committee via electronic participation. To register as a delegate, visit www.pickering.ca/delegation, and complete the on-line delegation form or email clerks@pickering.ca. Delegation requests must be received by noon on the last business day before the scheduled meeting. All delegations for items not listed on the agenda shall register ten (10) days prior to the meeting date. The list of delegates who have registered to speak will be called upon one by one by the Chair and invited to join the meeting via audio connection. A maximum of 10 minutes shall be allotted for each delegation. Please ensure you provide the phone number that you wish to be contacted on. Please be advised that your name and address will appear in the public record and will be posted on the City's website as part of the meeting minutes. 4. Matters for Consideration 4.1 (Acting) Director, Community Services, Report CS 28-20 Community Safety and Well -Being Plan - Update Recommendation: 1. That Council receive report CS 28-20 regarding the City of Pickering's Community Safety and Well -Being Plan for information; and, 1 For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca City 6h DICKERING Executive Committee Meeting Agenda September 14, 2020 Hybrid Electronic Meeting — 2:00 pm Chair: Councillor McLean 2. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. 4.2 (Acting) Director, Community Services, Report CS 29-20 Quotation No. Q2020-24 - Quotation for the Supply and Delivery of 4 Ton and 5 Ton Dump Trucks with Plow, Wing Recommendation: 1. That Quotation No. Q2020-24 submitted by James Palmer Premier Truck Group, in the amount of $1,257,714.86 (HST included) be accepted; 2. That the total gross quotation cost of $1,329,972.00 (HST included) and the total net project cost of $1,197,681.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the project as follows: a) the approved funds in the amount of $860,000.00 funded from Vehicle Replacement Reserve and $300,000.00 from Development Charges as provided for in the 2020 Roads Equipment Capital Budget and the amount of $50,000.00 funded from Rate Stabilization in the 2020 Property Capital Budget for a total of $1,210,000.00, and that; b) 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 appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 4.3 Director, Engineering Services, Report ENG 09-20 Boundary Road Agreement - Township of Uxbridge 12 17 For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca City 6h DICKERING Executive Committee Meeting Agenda September 14, 2020 Hybrid Electronic Meeting — 2:00 pm Chair: Councillor McLean Recommendation: 1. That the City of Pickering enter into a new Boundary Road Agreement with the Township of Uxbridge for the period July 1, 2020 to June 30, 2030; 2. That the Mayor and City Clerk are hereby authorized to execute the Boundary Road Agreement between the City of Pickering and the Township of Uxbridge in substantially the same form as attached to this report, and satisfactory to the City Solicitor; 3. That a by-law authorizing the execution of a Boundary Road Agreement between The Corporation of the City of Pickering and The Corporation of the Township of Uxbridge as attached to this report be enacted; 4. That a copy of Report ENG 09-20 and relevant Council resolution be forwarded to the Township of Uxbridge; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 4.4 Director, Finance & Treasurer, Report FIN 12-20 28 Estimated Heritage Property Tax Grant Financial Impact Recommendation: That Report FIN 12-20 from the Director, Finance & Treasurer regarding the impact of a potential Heritage Property Tax Grant be received for information. 5. Other Business 6. Adjournment For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca CGa �f DICKERING Report to Executive Committee Report Number: CS 28-20 Date: September 14, 2020 From: Brian Duffield (Acting) Director, Community Services Subject: Community Safety and Well -Being Plan - Update - File: A-1440 Recommendation: 1. That Council receive report CS 28-20 regarding the City of Pickering's Community Safety and Well -Being Plan for information; and, 2. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Executive Summary: In accordance with Council Resolution #162/19, Community Services staff were directed to contact the Town of Ajax and start work on the development of a Community Safety and Well -Being (CSWB) Plan. Mayor Ryan identified Community Safety as a priority for the City of Pickering, and appointed Councillor Brenner as the lead on this initiative. As per the Safer Ontario Act, 2018, S.O. 2018, c. 3 — Bill 175, CSWB Plans came into enactment in the current Police Services Act, R.S.O. 1990, c.p15. At that time, all municipalities (except lower tier) were to create and by resolution adopt a CSWB Plan by January 1, 2021. At this time, due to COVID-19, the Police Services Act has been amended to allow the Solicitor General to give municipalities an extension beyond January 1, 2021 to prepare and adopt a Community Safety and Well -Being Plan. Work on the Plan has continued, with Council support, and Pickering will be well positioned to resume work with the Region of Durham, the Town of Ajax, Durham Regional Police Service (DRPS), and community partners, once their post COVID work schedules allow. The Town of Ajax has been working on their Community Safety and Well -Being Plan for the past 3 years, and have actively been involved in creating and leading the Partnership Based Community Safety Strategy for the past 11 years. Community partners across the Region have continued to meet to discuss crime prevention efforts, areas of immediate or imminent concern, and local solutions and collaborative opportunities. While in-person meetings have been put on hold, community partners will continue to be an integral part of the Community Safety and Well -Being Strategy, and ongoing planning efforts will identify services as well as gaps within existing services in the Pickering community. Please refer to the attached Work Plan, Consultation and Collaboration which identifies action items including the need to continue to work with the community partners to establish community efforts, identify strengths and weaknesses, and develop community priorities, goals and objectives. CS 28-20 September 14, 2020 Subject: Community Safety and Well -Being Plan Page 2 In 2019, City staff conducted initial interviews with Members of Council and City staff in which common themes were identified including homelessness, mental health issues, addiction and anti- social behavior, emotional violence, various levels of mischief and crime, drugs and increased trafficking, high traffic and careless driving, and social issues, including neighbour disputes and bullying. Although this information provides a good foundation, more work is needed by dedicated staff to enable the City to complete and implement its Community Safety Well -Being Plan. Action items include adding new partners to the working committee, and becoming a member of the Canadian Municipal Network on Crime Prevention as identified in the attached draft 2019-2020 Community Safety and Well -Being Work Plan, Action Item 1.0-3. Additional surveys with the community are required to expand this foundation of information, and identify specific neighborhood needs in Action Item 2.0-1. The Province extended the date for the adoption of the CSWB Plan beyond January 1, 2021, due to COVID-19, but have yet to announce a new date. The City has also been advised by the Region of Durham that their working group activities had been put on hold due to COVID-19 and they will notify staff when they are able to resume work on their Plan. Financial Implications: The development and implementation of the City's Community Safety and Well -Being Plan will require a dedicated subject expert staff resources in 2021. Therefore, funding for this position will be submitted for Council consideration in the 2021 Current Budget submission. Discussion: In an effort to complete a Community Safety and Well -Being Plan, City staff have begun work with DRPS and the Town of Ajax to create and implement a Pickering internal and community outreach consultation program. The Provincial Planning Approach includes identifying priority risks, determining outcomes, selecting strategies, implementation, and review of the CSWB Plan and the City's efforts will move forward within this framework. In 2019 and 2020, City of Pickering staff met with Town of Ajax staff, attended the Partners in Community Safety Meeting, and completed interviews with Members of Council, senior City staff, Customer Care, Chestnut Hill Developments Recreation Complex front line staff and By-law staff. As an introductory community engagement exercise, seniors throughout the community were provided with questions at the City's annual Information and Active Living Fair, at which time over 150 seniors provided feedback. Each interview included questions associated with Risk Intervention, Prevention and Social Development. Additional surveys will now move to targeted populations throughout the Pickering area for further feedback, and identification of areas to include in the overall strategy. As this is a joint partnership with the Town of Ajax, community partners and DRPS, all action items concerning Incident Response will be the responsibility of DRPS. Pickering's action plan will include Risk Intervention, Prevention, and Social Development. The purpose of the interview process is to highlight action items from across the City, create a strategy, identify resources, execute, and deliver a comprehensive plan. Additional partnerships with the City of Pickering Neighborhood Watches are a critical step in building relationships that will support the goals of the Community Safety and Well -Being Plan. A number of meetings have already taken place to - 2 - CS 28-20 September 14, 2020 Subject: Community Safety and Well -Being Plan Page 3 further develop these relationships. New opportunities for quarterly meetings, training and sharing sessions are identified in Section 3.0 in Attachment 1. A new Neighborhood Watch in West Shore and Fairport Beach was introduced by Councillor Brenner, and endorsed by Council on February 24, 2020. Additional Neighborhood Watches are being considered within the community. This critical engagement with the community must be enhanced, and is supported by further action in Section 3.0-1 — 3.0-3. During the COVID-19 pandemic, new community issues were discussed during ongoing meetings with the Town of Ajax. For example, an ongoing review of data from 211 introduced new emerging issues, including food insecurities, income, and mental health. Access and use of 211 was re -introduced to Council, through Councillor Brenner, as an important resource for use within the City of Pickering, and through Customer Care. Discussions also included a future partnering opportunity with Ontario Tech University for a data sharing agreement, becoming a partner with 211, and implementing a marketing campaign to enhance community use of this service. In this way, 211 may provide assistance to the community, eliminating the need to call 911 in non- emergency situations. Refer to Section 4.0 of the attached draft 2019-2020 Community Safety and Well -Being Work Plan, for sample of statistics from 211. During COVID-19, a dedicated group of volunteers emerged within the community, called the Caremongers. The City of Pickering and Pickering Public Library teamed up to assist this volunteer group, attending weekly meetings, to support promotions, flyer productions and provide financial assistance through the City of Pickering. The committee continues to work through the pandemic, and while some requests for services have been declined, others requiring food and income security have been able to continue. The Caremongers group has now applied for government assistance (through grants), in order to continue working to support the community. This group will continue to work with lower income residents, and be another valuable community support resource in the City. While the City of Pickering will not remain as active committee members, staff will continue to provide support where possible, and include the group in relevant CSWB activities throughout the City. Caremongers will continue to be part of the City's outreach strategy to residents. The next meeting with Caremongers is scheduled for September 16, 2020. In order to meet an extended 2021 deadline for the Community Safety Plan, a number of steps are required to be completed including the addition of a dedicated City staff person. This staff resource will be responsible for conducting further research and consultation, completing the analysis on the preliminary research, developing new partnerships to complement the existing community partners team, with groups such as Pickering By-law Services, Pickering Fire Services, Pickering Public Library, Great Canadian Gaming, and Pickering Town Centre. Furthermore, this new position will be a member of the Canadian Municipal Network on Crime Prevention, and be familiar with legislative requirements, identifying local priorities, implications and practice, identifying outcomes, strategies and programs, training, including safety assessments, community consultations, building safer and healthy communities, and developing and implementing a Community Safety and Well -Being Plan. With the experience gained in dealing with a public health crisis this year, this position will also be an integral part of the City of Pickering ongoing emergency planning and management focusing on community outreach, should the City need to react to a similar public health event in the future. 3 CS 28-20 September 14, 2020 Subject: Community Safety and Well -Being Plan Page 4 Additionally, the City of Pickering requires a system for reporting community safety issues and providing immediate feedback, to engage the community and develop ongoing partnerships with DRPS, and other municipal partners working on development of the CSWB Plan. The City of Pickering is committed to the ongoing development and support of Community Safety and Well -Being. A resolution from Council enabled Pickering to advance a partnership with Ajax and Durham Region Police Service. The Ajax strategy was highly successful, and its goals, objectives, and outcomes have been sustained due to the strategy of a multi -sector, inter- departmental, and partnership based model. Partners will continue to meet quarterly, as regular work resumes, and the group will continue to grow as more community organizations are identified and engaged. Pickering and Ajax will continue to participate in the development of a Regional plan as well, and Pickering and Ajax are moving forward with an individual plan to follow the Provincial framework that will be unique to both communities. The Plan is being developed in partnership with the Durham Region Police Service (West Division) and will incorporate elements from their corporate planning initiative. This Plan will become a living document within the City of Pickering, and will change and adapt as the community continues to grow and change. That said, staff plan to develop objectives, measurable outcomes and identified goals by November 30, 2020 for council's consideration, subject to the timing of the community partners re-engagement. Attachments: 1. Draft 2019-2020 Community Safety and Well -Being Work Plan 4 CS 28-20 Subject: Community Safety and Well -Being Plan September 14, 2020 Page 5 Prepared By: Original Signed By: Sharon Milton Manager, Recreation Services BD:sm Approved/Endorsed By: Original Signed By: Brian Duffield (Acting) Director, Community Services Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Interim Chief Administrative Officer 5 2019-2020 Community Safety and WeII-Beinq Work Plan Work on the Community Safety and Well -Being Plan, for the period of January 2019 - June 30, 2020, included the following: 1.0 Consultation and Collaboration • Meetings with the Town of Ajax/DRPS to establish understanding of CSWB plan they have initiated — Council/Staff (Councillor Brenner/Sharon Milton) • Establish work plan to initiate first steps, including interview process • Meetings to discuss interview process/questionnaire • Additional meetings with Town of Ajax to continue work plan, including the following dates: ■ March 25, 2019 ■ April 3, 2019 ■ August 24, 2019 ■ September 4, 2019 ■ October 10, 2019 ■ November 20, 2019 ■ January 29, 2020 • Attendance — Partners in Community Safety meeting, including the following dates: ■ April 23, 2019 ■ May 14, 2019 ■ July 16, 2019 ■ August 28, 2019 ■ September 4, 2019 ■ October 10, 2019 • Attendance at Regional Community Safety Committee, including the following dates: ■ June 27, 2019 ■ November 20, 2019 ■ January 15, 2020 • Set up interviews and schedules to complete survey September 14, 2020 Community Safety and Well -Being 2019 Year End Report and 2020 Proposed Woc Plan Page 1 of 6 ACTION 1.0-1: Continue with partners meetings to establish community efforts, strengths and weaknesses, and develop community priorities, goals and objectives. ACTION 1.0-2: City of Pickering team members to be added to the Partners Committee, to include City of Pickering By -Law, Fire Services, Pickering Public Library, Pickering Town Centre, Pickering Casino. ACTION 1.0-3: Become a member of the Canadian Municipal Network on Crime Prevention. 2.0 Interviews and Results • Conducted Interviews with Mayor and Members of Council. Conducted Interviews — front line staff, including, Senior Managers, Customer Care, By -Law, Chestnut Hill Developments Recreation Complex, Seniors — 150 responses from special event and determine early issues of concern including the following dates: ■ May 24, 2019 ■ June 10, 2019 ■ July 9, 2019 ■ September 3, 2019 ■ October 8, 2019 ■ October 18, 2019 • Compiled all survey results • Results included identified themes of concern including, homelessness, mental health, addiction and anti -social behavior, emotional violence, mischief and crime, drugs and increased trafficking, high traffic and careless driving, neighborhood disputes and bullying Note: This was prior to COV1D-19. Additionally issues with food security and income have become higher priorities. ACTION 2.0-1: Additional community input is required — additional surveys. 3.0 Community Engagement • Established working partnership with Neighborhood Watch (NW) and DRPS • Championed by Councillor Brenner, a new Neighborhood Watch Fairport Beach Community Neighbourhood Watch was established in January 23, 2020, and endorsed by Council through Resolution #235/20 • Amberlea North NW rebuilding, additional NW groups currently working towards start-up September 14, 2020 Community Safety and Well -Being Plan 2019 Year End Report and 2020 Proposed WI Plan Page 2 of 6 ■ Neighborhood Watch event - all Watches invited to session at the Chestnut Hill Developments Recreation Complex — discuss priorities, concerns, training, requirements for continuation. Presentation by Councillor Brenner supporting NW program, and strengthening City of Pickering support. Additional presentation from DRPS on January 18, 2020 ■ Neighborhood Watch presentation community event — Human Trafficking on January 30, 2020 ■ Provided assistance with mapping for Westshore Neighborhood Watch for watch to continue to grow on February 6, 2020 ACTION 3.0-1: Continue to have quarterly meetings with Neighborhood Watches — agenda based on NW input. Guest speakers and training to continue. Meetings to resume following COVID-19. ACTION 3.0.2: Budget opportunities through City of Pickering Community Grant program. ACTION 3.0-3: Continue to engage neighborhoods and build Neighborhood Watch groups through various neighborhoods in Wards 2 and 3. 4.0 Adjusting to the COVID-19 Pandemic • Continued to meet with Ajax — Councillor Brenner and Sharon Milton attended— virtually to discuss Community Safety and Well -Being Plan, including the following dates: ■ March 3, 2020 ■ May 22, 2020 ■ June 1, 2020 • Re -introduction and use of 211 to City of Pickering Council • Ongoing discussions with the Town of Ajax on 211 and updates during COVID — showing increased needs in food security, income, and mental health - the following is an example of statistics from 211: Pickering May 9 - May 15, 2020 Total Contact Reports: 8 Total Needs Identified 8 Topic Areas by Priority Rank: Food/Meals, Income Support/Financial Assistance, Mental Health/Addictions, Other Government/Economic Services Total Needs Unmet: 1 Reason: Income Support/Financial Assistance - caller ineligible for service Durham Region May 9 - May 15, 2020 Total Contact Reports: 53 September 14, 2020 Community Safety and Well -Being Plan 2019 Year End Report and 2020 Proposed Wog Plan Page 3 of 6 Total Needs Identified: 56 Topic Areas by Priority Rank: Income Support/Financial Assistance, Mental Health/Addictions, Food/Meals, Information Services, Health, Other Government/Economic Services Total Needs Unmet: 4 Reason: Hours of program ineligible for service, inquirer unable to connect, no resource found to meet need. • Assisted with flyer production and deliveries to all residents in Ward One • Committee Members — Councillor Brenner, Kathy Williams, Director Public Services, Pickering Public Library, Sharon Milton, Manager, Recreation Services — participated in weekly meetings • Assistance provided for promotions and marketing through the City of Pickering resources, including community pages, seniors newsletters, all social media, ongoing e mails with community partners, including the food bank • Assistance provided by the City of Pickering for funds - $3000 to the Caremongers for the purchase of food • City of Pickering assisted the Caremongers group, meetings included: ■ April 1, 2020 ■ April 9, 2020 ■ April 22, 2020 ■ April 29, 2020 ■ May 6, 2020 ■ May 13, 2020 ■ May 20, 2020 ■ May 27, 2020 ■ June 3, 2020 ■ June 17, 2020 ■ June 24, 2020 ■ September 16, 2020 - Upcoming ACTION 4.0-1: Work with 211 — become partner — marketing campaign to build awareness. ACTION 4.0-2: Partnership with Ontario Tech — 211 data sharing agreement to be explored and taken to Council for consideration. ACTION 4.0-3: Continue to work with Caremongers until the end of COVID-19 — support grant application to continue as Community Partner — connection with Dave Sora as a community based resource for grant applications. September 14, 2020 Community Safety and Well -Being Plan 2019 Year End Report and 2020 Proposed Wog Plan Page 4 of 6 5.0 Post -Pandemic Priorities As normal operations resume, the following are areas of priority for the Community Safety and Well -Being Plan (goals): 1. Basic Needs — of community are available to everyone 2. Risk of Homelessness — identified and acknowledged — create a working plan 3. Mental Health Education and Services to residents, community organizations, and businesses 4. Invest in Youth — actively listen and allow input 5. Resident Driven Assessments — community involvement in planning process 6. Ongoing opportunity for connectivity, community giving, and shared responsibility 7. Community sharing and communication — create common goals, measureable, reinforcing activity 8. Collection of data — reliable use of sources — 211 data, other community groups and services 9. Lead — innovative community safety projects and initiatives ACTION 5.0-1: Continue to work with the Region of Durham, Community Partners Group, DRPS and Town of Ajax. Recommendations on work plan specific to Pickering. Manager, Recreation Services continue until the end of December 2020 on this initiative, and provide ongoing updates to Senior Management. ACTION 5.0-2: Continue and work towards development of Pickering Community Safety and Well -Being plan. ACTION 5.0-3: Create system for reporting issues — system actively monitored, with timely response. ACITION 5.0-4: Council approve the hiring of a Supervisor, Community Safety & Well - Being to continue the strategy implemented, continue to direct staff, and provide ongoing information to Senior Management. New Position 2021 budget — January 2021. As requested, the prepared document is a detailed outline of the work on the Community Safety and Well -Being Plan, to support the Report to the Executive Committee, July 13, 2020. Council directed work on this plan in 2019, in efforts to ensure Pickering is well placed and working towards the development of a CSWB Plan, as per the Safer Ontario Act, 2018, S.O. 2018, c. 3 -Bill 175. While the initial timing for a completed report, led by the Region of Durham, was scheduled for January 2021, this deadline has been extended, (new date not released), due to COVID-19. Upon return to regular work and schedules, this plan will commence once again with the Regional working committee, as well as the Community partners group, DRPS and the Town of Ajax. With the assistance and guidance of Councillor Brenner, appointed to lead this work on behalf of Council, DRPS, and the Town of Ajax, staff will continue our commitment to the ongoing development and support of Community Safety and Well -Being. Developing objectives and September 14, 2020 Community Safety and Well -Being Plan 2019 Year End Report and 2020 Proposed W9rtPlan Page 5 of 6 outcomes to reach our outlined goals, with the next steps of creating a reasonable timeline, to be completed by the end of November 2020. September 14, 2020 Community Safety and Well -Being Plan 2019 Year End Report and 2020 Proposed W9r Plan Page 6 of 6 cdy f PICKERING Report to Executive Committee Report Number: CS 29-20 Date: September 14, 2020 From: Brian Duffield (Acting) Director, Community Services Subject: Quotation No. Q2020-24 - Quotation for the Supply and Delivery of 4 Ton and 5 Ton Dump Trucks with Plow, Wing - File: A-1440 Recommendation: 1. That Quotation No. Q2020-24 submitted by James Palmer Premier Truck Group, in the amount of $1,257,714.86 (HST included) be accepted; 2. That the total gross quotation cost of $1,329,972.00 (HST included) and the total net project cost of $1,197,681.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the project as follows: a) the approved funds in the amount of $860,000.00 funded from Vehicle Replacement Reserve and $300,000.00 from Development Charges as provided for in the 2020 Roads Equipment Capital Budget and the amount of $50,000.00 funded from Rate Stabilization in the 2020 Property Capital Budget for a total of $1,210,000.00, and that; b) 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; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: Two 4 ton dump trucks with snow plow and wing (Unit #059 a 2011 International and Unit #048 a 2012 International) and one 5 ton dump truck with snow plow and wing (Unit #049 a 2012 International) have met or exceeded their scheduled replacement date and were approved for replacement in the 2020 Roads Capital Budget. The additional 5 ton dump truck with snow plow and wing is a new vehicle purchased to service additional roads coming on stream in Seaton. All vehicles are funded from the Vehicle Replacement Reserve. Quotation Q2020-24 was advertised on the City's website on July 15, 2020 of which one company has responded. - 12 - CS 29-20 Subject: Quotation No. 02020-24 September 14, 2020 Page 2 In accordance with Purchasing Policy Item 06.11 (c), where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable and the estimated total purchase price is over $250,000.00, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. Financial Implications: 1. Quotation Amount Supply & Delivery of 4 Ton and 5 Ton Dump Trucks with Plow, Wing HST (13%) Total Gross Quotation Cost $1,113,022.00 $144,692.86 $1,257,714.86 2. Estimated Project Costing Summary Quotation No. Q2020-24 Licensing (4 vehicles) Groeneveld Auto Lubrication System (4 vehicles) Portable Aggregate Conveyors (2 vehicles ) Pre -wet System (brine tanks 2 vehicles) Total project cost (excluding taxes) HST (13%) Gross Project Cost HST Rebate (11.24%) Total Net Project Cost $1,113,022.00 3,000.00 23,780.00 17,680.00 19,484.00 $1,176,966.00 153,006.00 $1,329,972.00 (132,291.00) $1,197,681.00 - 13 - CS 29-20 Subject: Quotation No. Q2020-24 September 14, 2020 Page 3 3. Approved Source of Funds — 2020 Fleet Vehicle Capital Budget Description Account Code Source of Available Required Funds Budget (1) 4 Ton Dump 5319.2005.6158 Vehicle $280,000.00 $282,582.00 Truck with Snow Replacement Plow and Wing Reserve (1) 4 Ton Dump 5319.2007.6158 Vehicle 280,000.00 282,582.00 Truck with Snow Replacement Plow and Wing Reserve (1) 5 Ton Dump 5319.2007.6158 Vehicle 300,000.00 307,262.00 Truck with Snow Replacement Plow and Wing Reserve (1) 5 Ton Dump 5319.2006.6458 Other Services 300,000.00 307,262.00 Truck with Snow Related to a Plow and Wing Highway (2) Portable 5311.2008.6178 Rate 50,000.00 17,991.00 Aggregate Stabilization Conveyors Total Funds $1,210,000.00 $1,197,681.00 Net Project Cost under (over) Approved Funds $12,319.00 Discussion: Two 4 ton dump trucks with snow plow and wing and one 5 ton dump truck with snow plow and wing have met or exceeded their scheduled replacement dates, and are recommended for replacement by Fleet Services. One new 5 ton dump truck with snow plow and wing is being purchased to service new roads in Seaton and was approved in the 2020 Capital Budget. It is further recommended that the optional equipment of the Sole Source approved Groeneveld automatic lubrication system be purchased for all vehicles, the pre -wet brine tank system be purchased for the 5 ton dump trucks as well as the 2020 Capital Budget approved purchase of the portable aggregate conveyor systems for two of these vehicles. An Evaluation Committee consisting of Public Works staff has evaluated the quotation based on the rated criteria. It was determined the James Palmer Premier Truck Group has met the requirements of the requested tender. - 14 - CS 29-20 September 14, 2020 Subject: Quotation No. Q2020-24 Page 4 After careful review of the submissions received, Public Works staff recommend the acceptance of Quotation No. Q2020-24 submitted by James Palmer Premier Truck Group for two new 4 ton dump trucks with snow plow and wing, and two new 5 ton dump trucks with snow plow and wing in the amount of $1,329,927.00 (HST included) and that the total net project cost of $1,197,681.00 (net of HST rebate) be approved. Attachments: 1. Supply & Services Memorandum dated August 6, 2020 Prepared By: Original Signed By: Matt Currer Supervisor, Fleet Operations Original Signed By: Rob Burlie, P. Eng. Manager, Public Works MC:nw Approved/Endorsed By: Original Signed By: Brian Duffield (Acting) Director, Community Services Original Signed By: Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Original Signed By: Ray Rodrigues, CPPB Manager, Supply & Services Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Interim Chief Administrative Officer - 15 - c(t PICKERING Attachment #1 to Report CS 29-20 Memo To: Brian Duffield August 6, 2020 Director, Community Services From: Lisa Chang Buyer, Supply & Services Copy: Administrative Assistant, Community Services Ray Rodrigues, Manager, Supply & Services Supervisor, Municipal Garage Foreperson, Municipal Garage Supervisor, Roads Operations Subject: Quotation No. Q2020-24 Supply & Delivery of 4 Ton and 5 Ton Dump Trucks with Plow, Wing Closing Date: Wednesday, August 5, 2020 - File: F-5300-001 Quotation for the Supply & Delivery of 4 Ton and 5 Ton Dump Trucks with Plow, Wing was advertised on the City's website on Wednesday, July 15, 2020. One company has submitted a quotation. Stage I — Mandatory Submission Requirements — determines which submissions satisfy all the mandatory submission requirements and provides Respondents the opportunity to rectify deficiencies, which was not required for this RFQ. One quotation proceeded to Stage II — Evaluation. Quotations are attached for evaluation along with the evaluation criteria included in the RFP document. Each member of the evaluation committee shall independently review and score the submissions on the basis of the rated criteria outlined in Terms of Reference, Part 2, Item D — Rated Criteria and sign the evaluation form. Attachments: 1. Evaluation Memo 2. Evaluation Forms 3. Copy of the quotations received Evaluation committee members shall forward the completed evaluation forms to Lisa Chang. In accordance with Purchasing Procedures 14.02 Item 17, committee members' scores for each Respondent will be totaled to establish an average score. A summary of average scores will be prepared by Supply & Services for review and discussion at a meeting set up for the evaluation committee, if required. Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the contract has been awarded. If you require further information, please contact me, or a member of Supply & Services. lc Attachments (3) - 16 - Cfy ot DICKERING Report to Executive Committee Report Number: ENG 09-20 Date: September 14, 2020 From: Richard Holborn Director, Engineering Services Subject: Boundary Road Agreement - Township of Uxbridge - File: A-1440 Recommendation: 1. That the City of Pickering enter into a new Boundary Road Agreement with the Township of Uxbridge for the period July 1, 2020 to June 30, 2030; 2. That the Mayor and City Clerk are hereby authorized to execute the Boundary Road Agreement between the City of Pickering and the Township of Uxbridge in substantially the same form as attached to this report, and satisfactory to the City Solicitor; 3. That a by-law authorizing the execution of a Boundary Road Agreement between The Corporation of the City of Pickering and The Corporation of the Township of Uxbridge as attached to this report be enacted; 4. That a copy of Report ENG 09-20 and relevant Council resolution be forwarded to the Township of Uxbridge; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: There are provisions within The Municipal Act 2001, as amended, that allow municipalities to enact by-laws with respect to highways under its jurisdiction. The Uxbridge - Pickering Townline Road forms a boundary between the City of Pickering and the Township of Uxbridge. Municipalities on either side of a boundary line have joint jurisdiction over any highway forming a boundary line. As such, both Pickering and Uxbridge have joint jurisdiction over the Uxbridge -Pickering Townline Road. The Municipal Act 2001, as amended, allows municipalities to enter into agreements which establish responsibilities related to maintenance and repair of boundary roads. The previous Boundary Road Agreement between Pickering and Uxbridge has expired and needs to be renewed. The proposed Boundary Road Agreement appears as Attachment #1 to this report. It is recommended that this Boundary Road Agreement be executed for the period July 1, 2020 to June 30, 2030. - 17 - ENG 09-20 September 14, 2020 Subject: Boundary Road Agreement Township of Uxbridge Page 2 Financial Implications: No financial implications are expected beyond those provided for annually in road maintenance, repair, and reconstruction budgets. Each municipality will budget for, and be responsible for maintenance, repair, and reconstruction costs related to the sections of the Uxbridge -Pickering Townline Road that they are responsible to repair and maintain as indicated in the Boundary Road Agreement. Discussion: Section 11 of The Municipal Act 2001, as amended, allows lower tier municipalities to enact by-laws respecting public assets of the municipality, such as highways under its jurisdiction. The Uxbridge -Pickering Townline Road is a highway that forms a boundary between the City of Pickering and the Township of Uxbridge. Section 29(1) of The Municipal Act 2001, as amended, states that municipalities on either side of a boundary line have joint jurisdiction over any highway forming a boundary line. As such, both Pickering and Uxbridge have joint jurisdiction over the Uxbridge -Pickering Townline Road. The Municipal Act 2001, as amended, allows municipalities to enter into agreements which establish responsibilities related to maintenance and repair of boundary roads. This is best accomplished in the form of a Boundary Road Agreement such as the one proposed in this report. As a by-law is required to enter into a Boundary Road Agreement, and the highway in question forming the basis of the Boundary Road Agreement is under joint jurisdiction, Section 27(2) of The Municipal Act 2001, as amended, states that a by-law must be passed by both municipalities. The Township of Uxbridge is currently going through a similar process to enact a by-law to enter into the same Boundary Road Agreement. The previous Boundary Road Agreement between Pickering and Uxbridge was a ten year agreement in effect between January 2, 1989 and January 1, 1999 and has since expired and needs to be renewed. During the period when the Boundary Road Agreement was not in effect, both municipalities mutually agreed to operate under the same terms of the expired agreement. In both the previous and proposed Boundary Road Agreements, each municipality were responsible for the operations, maintenance, repair and reconstruction of designated sections of Uxbridge -Pickering Townline Road. The City of Pickering is responsible for the following sections: • From the York -Durham Townline Road to Concession 3 Road (Uxbridge) — approximately 3.94 km • East of Sideline 4 — approximately 0.32 km • West of Lake Ridge Road — approximately 0.96 km • East of Westney Road (privately maintained) — approximately 1.4 km The Township of Uxbridge is responsible for the following section: • From Concession 3 Road (Uxbridge) to Westney Road — approximately 6.23 km - 18 - ENG 09-20 September 14, 2020 Subject: Boundary Road Agreement Township of Uxbridge Page 3 The section that is east of Westney Road is referred to as the "Control Road" in the Boundary Road Agreement is privately maintained subject to terms of Minutes of Settlement dated August 19, 2002 and an Ontario Municipal Board Order dated February 3, 2004 related to a Land Division application and decision for a property in the City of Pickering. As such, it is recommended that the City of Pickering have responsibility for this section of road. The proposed Boundary Road Agreement appears as Attachment #1 to this report. It is recommended that this Boundary Road Agreement be executed for the period July 1, 2020 to June 30, 2030. Attachments: 1. Boundary Road Agreement 2. Proposed By -Law Prepared By: Original Signed By: Approved/Endorsed By: Original Signed By: Richard Holborn, P.Eng. Richard Holborn, P.Eng Director, Engineering Services Director, Engineering Services Original Signed By: Robert Burlie, P.Eng. Manager, Public Works RH:mjh Original Signed By: Brian Duffield (Acting) Director, Community Services Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Interim Chief Administrative Officer - 19 - THIS AGREEMENT made July 1, 2020 BETWEEN: Attachment # 1 to Report # ENG 09-20 THE CORPORATION OF THE CITY OF PICKERING herein called "Pickering" OF THE FIRST PART, - and - THE CORPORATION OF THE TOWNSHIP OF UXBRIDGE herein called "Uxbridge" OF THE SECOND PART. WHEREAS, Sections 27 - 29 of the Municipal Act, R.S.O. 2001, Chapter 25, provides that the corporations of the adjoining municipalities may enter into agreements for the maintenance and repair of any highway forming the boundary between such municipalities; WHEREAS, Pickering and Uxbridge are adjoining municipalities and may register the said agreements in the proper registry office for the area in which the highway is located and certain portions of highways form part of the boundary between Pickering and Uxbridge; WHEREAS, By this Agreement, Pickering and Uxbridge wish to make provisions for all matters relating to the maintenance, repair and construction, and other activities, consents and permits of certain parts of the roads forming the boundary between Pickering and Uxbridge; and NOW THEREFORE in consideration of the mutual terms, conditions and covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which by each of the Municipalities is hereby acknowledged, the Municipalities hereto agree as follows: 1. DEFINITIONS 1.01 "Agreement" means this agreement, including its recitals and Schedules A and B which form an integral part of it as amended from time to time. 1.02 "Pickering" means The Corporation of the City of Pickering. 1.03 "Pickering Roads" means: (1) That part of the road allowance between the City of Pickering and the Township of Uxbridge adjacent to Lots 26 to 35, both inclusive, Concession 9, Pickering, as shown in Schedule A; and (2) The west 320 metres of that part of the road allowance between the City of Pickering and the Township of Uxbridge adjacent to Lot 4, Concession 9 Pickering; as shown in Schedule A; and (3) The east 960 metres of that part of the road allowance between the City of Pickering and the Township of Uxbridge adjacent to Lots 1 to 3, Concession 9, Pickering, as shown in Schedule A, and (4) The west 1,400 metres of that part of the road allowance between the City of Pickering and the Township of Uxbridge adjacent to Lots 9 and 10 and part of Lot 8 Concession 9, Pickering, as shown in Schedule A and which, for the purposes of this Agreement shall be known as the "Control Road". 1.04 "Uxbridge" means The Corporation of the Township of Uxbridge 1.05 "Uxbridge Roads" means that part of the road allowance between the City of Pickering and the Township of Uxbridge adjacent to Lots 11 to 25, both inclusive, Concession 9, Pickering, as shown in Schedule B. 1.06 "Municipality" means either Pickering or Uxbridge, as the case may be. 1 -20- 1.07 "Maintain and Repair" means activities relating to the normal maintenance and repair of municipal highways in accordance with, and to a standard which meets or exceeds provincially enacted Minimum Municipal Maintenance Standards effective during the term of this agreement, and that service required to provide safe vehicular and pedestrian passage including the provision of normal seasonal maintenance and winter control. 1.08 "Control Road" means the road referenced to in Section 1.03 (4), the maintenance, repair and construction for which is subject to terms of Minutes of Settlement dated August 19, 2002, and to the terms of the Ontario Municipal Board Order dated February 3, 2004. 1.09 "Construction" includes activities beyond normal maintenance and repair as described in Section 1.07 including but not limited to road reconstruction, major infrastructure repairs or replacement, asphalt patching or resurfacing in excess of normal maintenance and repair. 1.10 This Agreement shall be interpreted according to the laws of the Province of Ontario. 2 TERM, NOTICE AND REGISTRATION 2.01 The term of the Agreement shall expire on June 30, 2030 unless this Agreement is earlier terminated pursuant to this Section. 2.02 Either Municipality may terminate this Agreement, upon giving written notice of at least twelve (12) months to the Clerk of the other Municipality. 2.03 Receipt of notice shall be deemed to be the earlier of the date of delivery or five (5) days following the date of mailing. Either Municipality may change its designated person or address for notice by giving notice of such change to the other. 2.04 The parties agree that this Agreement may be registered in the Land Registry Office of Durham. 3 MAINTENANCE AND REPAIR 3.01 Pickering covenants and agrees that it shall, (1) maintain and repair the part of the road allowance located in Uxbridge and described in Section 1.03 (1), (2) and (3) herein; and (2) indemnify and save harmless Uxbridge from and against any claims arising from, or in any way related to, any alleged failure by Pickering to maintain and repair Pickering Roads. 3.02 Uxbridge covenants and agrees that it shall, (1) maintain and repair the part of the road allowance located in Pickering and described in Section 1.05 herein: and (2) indemnify and save harmless Pickering from and against any claims arising from, or in any way related to, any alleged failure by Uxbridge to maintain and repair Uxbridge Roads. 3.03 The parties covenant and agree that the Municipality having responsibility according to Section 3.01 or Section 3.02, or its agents, shall be responsible for road patrol and calling in and directing the employees and/or contractors for the roads which are their responsibility. 3.04 Each Municipality shall supply, install and maintain regulatory signage for the Sections of road for which they are responsible as set out in Sections 1.03 and 1.05. 3.05 Other activities, consents and permits related to the road allowance such as spills abatement, temporary closures, streetlight maintenance, line painting and pavement marking, traffic studies, regulating speed limits, issuing municipal 2 - 21 - consents for utilities, issuing road occupancy permits, and issuing access permits, shall be the responsibility of the Municipality having maintenance and repair responsibility for the road as set in Sections 1.03 and 1.05. 4 CONSTRUCTION 4.01 If either Municipality determines it is necessary to perform any of the works set out in Section 1.09 herein either on, in or over the portion of roads for which that Municipality has the obligation to Maintain and Repair, then the Municipality that is required to perform such works shall be responsible for 100% of all construction costs. 5 COST-SHARING PROVISIONS 5.01 Each Municipality acknowledges and agrees: (1) that it will be solely responsible for the cost to perform any of the works set out in Section 1.07and Section 1.09 herein on the portions of roads for which each municipality has the sole obligation to maintain and repair pursuant to this Agreement. 5.02 Any works by either municipality undertaken pursuant to Section 1.09 on the full width of the Control Road shall be subject to approval of both Uxbridge and Pickering Council; 5.03 Any and all cost sharing provisions for works under Section 5.02 shall be subject to approval of both Uxbridge and Pickering Council. 6 GENERAL PROVISIONS 6.01 Notwithstanding anything in this Agreement, neither Municipality shall be in default with respect to the performance of any of the terms of this Agreement if any non-performance is due to any force majeure, strike, lock -out, labour dispute, civil commotion, war or similar event, invasion, the exercise of military power, act of God, governments regulations or control, inability to obtain any material or service, or any cause beyond the reasonable control of the Municipality (unless such lack of control results from a deficiency in financial resources). Otherwise, time shall be of the essence for this Agreement and all the obligations contained herein. 6.02 The rights and liabilities of the Municipalities shall enure to the benefit of and be binding upon the Municipalities and their respective successors and approved assigns. 6.03 This Agreement, contains the entire Agreement between the Municipalities. There is no covenant, promise, agreement, condition precedent or subsequent, warranty or representation or understanding, whether oral or written, other than as set out herein. This Agreement fully replaces and supersedes any agreement or other contractual arrangement between the Municipalities related to the subject matter save and except any outstanding contractual agreement or arrangement relating to any outstanding financial obligations between the Municipalities related to this. 6.04 If any article, Section, subsection, paragraph, clause or subclause or any of the words contained in this Agreement shall be held wholly or partially illegal, invalid or unenforceable by any court or competent jurisdiction, the Municipalities agree that the remainder of this Agreement shall not be affected by the judicial holding, but shall remain in full force and effect. The provisions of this Agreement shall have effect, notwithstanding any statute to the contrary. IN WITNESS WHEREOF Pickering and Uxbridge have hereunto affixed their respective corporate seals attested to by the hands of their proper authorized officers. SIGNED, SEALED & DELIVERED THE CORPORATION OF THE CITY OF PICKERING Dave Ryan, Mayor Susan Cassel, City Clerk THE CORPORATION OF THE TOWNSHIP OF UXBRIDGE Dave Barton, Mayor Debbie Leroux, Clerk CD CD w Township of Uxbridge 275 A Schedule A Pickering Maintained Surface Treatment Length - 3,940 m (approx. 0 0 N 0 0 0 c 0 U Cf) c CD Ninth Concession Road Uxbridgekering Townline Road 695 N a) c 0 0 0 M O y N 0 0 O Trans -Canada Pipeline Q CD (D CO 0 Eighth Concession Road Key Map U 0 a Township of Uxbridge Location Highway 7 City of Pickering—' Highway 407 Town of) Ajax hway 4 Engineering Services Department 1:24,000 4/17/2020 Uxbridge - Pickering Boundary Road Maintenance Agreement -24- PICKERING Path L:\MPandE\Thematic Mapping \Maps\MP&E - Admin\Boundary Agreements\2019 Uxbridge -Pickering Boundary\Boundary Road Maintenance\Boundary Road Maintenance.aprx IMP A Schedule A Control Road Loose Top Length - 1,400 m (approx.) 1 Township of Uxbridge Concession 7 Road Schedule A Pickering Maintained Loose Top Length - 320 m (approx.) - TRANS NADq_pIP _ ELINE C Nlrlth l ill cosson Road Fighth Concession Road eo c 0 m N c Uxbridge Pickering A Townline Road Schedule A Pickering Maintained Loose Top Length - 960 m (approx.) v d c in r N a) C Y I J 1 I Key Map E ! Township1 of Uxbridge Highway 7 Location City of Pickering Highway 407 Town of) Ajax Engineering Services Department 1:24,000 4/17/2020 Uxbridge - Pickering Boundary Road Maintenance Agreement PICKERING P th L:\MPandE\Thematic Mapping \Maps\MP&E - Admin\Boundary Agreements\2019 Uxbridge -Pickering Boundary\Boundary Road Maintenance\Boundary Road Maintenance.aprx Schedule B Uxbridge Maintained Surface Treatment Length - 6,230m (approx.) Concession 4 Road • Township of Uxbridge Westney Road Key Map Highway 407 Taunton Roa =MEI • I" - Engineering Services Department 1:35,000 4/17/2020 Uxbridge - Pickering Boundary Road Maintenance Agreement PICKERING Path L:\MPandE\Thematic Mapping \Maps\MP&E - Admin\Boundary Agreements\2019 Uxbridge -Pickering Boundary\Boundary Road Maintenance\Boundary Road Maintenance.aprx Attachment #2 to Report # ENG 09-20 The Corporation of the City of Pickering By-law No. /20 Being a by-law to authorize the execution of a Boundary Road Agreement between the Corporation of the City of Pickering and the Corporation of the Township of Uxbridge (July 1, 2020 to June 30, 2030). Whereas pursuant to Sections 27-29 of the Municipal Act, R.S.O. 2001, Chapter 25, the corporations of adjoining municipalities may enter into an Agreement for the maintenance and repair of any highway forming the boundary between such municipalities; Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. The Mayor and Clerk are hereby authorized to execute a Boundary Road Agreement between the Corporation of the City of Pickering and the Corporation of the Township of Uxbridge for the period July 1, 2020 to June 30, 2030. By-law passed this 28th day of September, 2020. David Ryan, Mayor Susan Cassel, City Clerk -27- Clg DICKERING Report to Executive Committee Report Number: FIN 12-20 Date: September 14, 2020 From: Stan Karwowski Director, Finance & Treasurer Subject: Estimated Heritage Property Tax Grant Financial Impact - File: F-4200-001 Recommendation: That Report FIN 12-20 from the Director, Finance & Treasurer regarding the impact of a potential Heritage Property Tax Grant be received for information. Executive Summary: At the July 27th Council meeting, Council adopted the motion for staff to report back at the September 2020 Council meeting, on the impact of a potential Heritage Property Tax Grant. To that end, this report answers the following questions. 1. How many homes are designated as heritage and would be eligible to take part in the program? 2. What are the potential costs of the program to Pickering taxpayers? 3. How many properties are designated under the Heritage Act that are owned by the provincial and federal governments? Financial Implications: There are two cost components to the Heritage Property Tax Grant: 1. grant expenditure as outlined below; and 2. staffing costs associated with administering and monitoring the program. When the Heritage Property Tax Grant program design is finalized, City staff will then provide an estimate of the staff hours required to administer the program (Finance and City Development). Discussion: There are 173 properties that have been identified as having historical significance or are in an area of historical significance. These properties were sorted into 3 groups. The potential City costs listed below are based on a rebate of 20 percent of the City's share of property taxes. Group 1 — Qualify: 50 Properties Potential City Costs: $22,000 These properties would likely qualify for a Heritage Property Tax Grant if the City were to offer such a program. -28- FIN 12-20 September 14, 2020 Subject: Potential Heritage Property Tax Grant Impact Page 2 Group 2 — May Qualify: 26 Properties Potential City Costs: $11,000 These properties may qualify for a program, but it would depend on the program requirements. In other words, once the heritage grant criteria are determined, a number of these properties may be eligible. Group 3 — Future: 97 Properties Potential City Costs: $43,000 These properties would not qualify right now but may qualify in the future. Currently, the federal government owns 77 properties, and 20 are owned by the provincial government. If these properties were ever sold, they may qualify for a Heritage Property Tax Grant. Prepared By: Original Signed By: Mike Jones Supervisor, Taxation Approved/Endorsed By: Original Signed By: Stan Karwowski Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Interim Chief Administrative Officer -29-