Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
September 13, 2021
Executive Committee Meeting Agenda September 13, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Brenner For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Due to COVID-19 and the Premier’s Emergency Orders to limit gatherings and maintain physical distancing, the City of Pickering continues to hold electronic Council and Committee Meetings. Members of the public may observe the meeting proceedings by viewing the livestream. 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 looking to provide a verbal delegation to Members of the Executive Committee, may do so via audio connection into the electronic meeting. To register as a delegate, visit www.pickering.ca/delegation, and complete the on-line delegation form or email clerks@pickering.ca. Persons who wish to speak to an item that is on the agenda must register by 12:00 noon on the last business day before the 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 Director, Corporate Services and City Solicitor, Report CLK 04-21 1 2022 Committee and Council Meeting Schedule Recommendation: Executive Committee Meeting Agenda September 13, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Brenner For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 1. That the 2022 Committee and Council Meeting Schedule appended as Attachment No. 1 to Report CLK 04-21 be approved; and, 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 4.2 Director, Community Services, Report CS 30-21 6 COVID-19 Testing and Assessment Centre - Fee waiver request for the O’Brien Room at Chestnut Hill Developments Recreation Complex Recommendation: 1. That the O’Brien Rooms and associated support spaces (as outlined in Attachment 1), located at the Chestnut Hill Developments Recreation Complex, be provided at no charge for the period of October 1, 2021 through March 31, 2022 to Shayaa Clinics Inc. (as outlined in Attachment 2) for the operation of a COVID-19 Testing and Assessment Centre on behalf of Lakeridge Health; and, 2. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. 4.3 Director, Engineering Services, Report ENG 21-21 17 Beachfront Park Rehabilitation & Needs Assessment - Public Engagement Process Status Update Recommendation: 1. That Report ENG 21-21 regarding the Public Engagement Process Status Update for Beachfront Park, as a follow-up to Report ENG 04-21 and in response to Resolution #543/21, be received for information; and 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 4.4 Director, Engineering Services, Report ENG 22-21 26 Amendments to Traffic and Parking By-law 6604/05 - Stopping and Parking Restrictions on Various Streets Executive Committee Meeting Agenda September 13, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Brenner For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Recommendation: 1. That the attached draft by-law be enacted to amend Schedule “1”, No Stopping, and Schedule “2”, No Parking, 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. The amendments specifically provide for the inclusion of stopping restrictions on Glengrove Road by Glengrove Public School, and parking restrictions on Frisco Road, Forestream Trail, Pine Heights Trail, Old Whites Trail; William Jackson Drive, and The Esplanade North; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 4.5 Director, Human Resources, Report HUR 03-21 39 Terms & Conditions of Employment – Non-union Employees Policy Recommendation: 1. That Report HUR 03-21, regarding a proposed new Policy for the Terms & Conditions of Employment – Non-union Employees, be received; 2. That the draft Policy, outlining the Terms & Conditions of Employment – Non-union Employees appended as Attachment #1 to HUR 03-21, be approved; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 4.6 Director, Operations, Report OPS 03-21 104 Quotation No. Q2021-12 - Supply & Delivery of Sidewalk Tractors with Attachments Recommendation: Executive Committee Meeting Agenda September 13, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Brenner For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 1.That Quotation No. Q2021-12 submitted by Amaco Construction Equipment Inc., in the amount of $514,374.87 (HST included) be accepted; 2.That the total gross quotation cost of $561,367.00 (HST included) and the total net project cost of $505,528.00 (net of HST rebate) be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the net project cost of $505,528.00 as follows: a)The sum of $168,510.00 as approved in the 2020 Property Maintenance Capital Budget by a transfer from the Development Charges Reserve Funds – Other Services Related to a Highway; b)The sum of $337,018.00 as approved funds in the 2021 Property Maintenance Capital Budget by a transfer from the Major Equipment Reserve; and, 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 5.Other Business 6.Adjournment Report to Executive Committee Report Number: CLK 04-21 Date: September 13, 2021 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: 2022 Committee and Council Meeting Schedule File: A-1440 Recommendation: 1.That the 2022 Committee and Council Meeting Schedule appended as Attachment No. 1 to Report CLK 04-21 be approved; and, 2.That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Summary: In accordance with Section 238(2) of the Municipal Act, 2001, S.O 2001, c.25, every municipality shall pass a procedure by-law for governing the calling, place and proceedings of meetings and the procedure by-law shall provide for public notice of meetings. To comply with the provisions of the Municipal Act and Procedure By-law 7665/18, as amended, the 2022 Committee and Council Meeting Schedule is presented to Council for approval. Financial Implications: There are no financial implications associated with this Report or the adoption of the 2022 Meeting Schedule. Discussion: In the spirt of openness, transparency and accountability, the adoption and posting of the annual Committee and Council Schedule is an important exercise to ensure as much advance notice is provided to the public for upcoming Committee and Council Meetings. Section 04.02 of the Procedure By-law provides for all regular meetings of Council to be held on the fourth Monday of each month at 7:00 pm and if a Council Meeting falls on a public or civic holiday, the Council shall meet at the same hour on the next following day, which is not a public or civic holiday, unless otherwise provided by resolution of the Council. Section 04.05 states the Executive Committee shall meet on the first Monday of each month at 2:00 p.m., and the Planning & Development Committee shall meet on the first Monday of each month at 7:00 p.m., unless otherwise provided by resolution of the Council. - 1 - CLK 04-21 September 13, 2021 Subject: 2022 Committee and Council Meeting Schedule Page 2 Every effort has been made to adhere to the above noted provisions of the Procedure By-law and any variances or adjustments are due to statutory holidays and/or significant events or dates. In addition to regular Committee and Council meetings, and in coordination with Community Services Staff, a date has been included for the annual Civic Awards Ceremony being May 9, 2022. This date is tentative with the understanding that the ability to hold the event is dependent on the circumstances surrounding the COVID-19 pandemic and the ability to have members of the public physically attend City Hall, in accordance with public health measures. At the request of the Director, Finance & Treasurer, two dates have been included on the Meeting Schedule for the Executive Committee Budget Meeting dates being March 10 and 11 (if needed). Education and Training Sessions, In-Camera meetings, and other Special Council meetings are not included in the schedule, however these meetings can be called by the Mayor if required. Statutory holidays have also been included on the Meeting Schedule for ease of reference. 2022 Municipal Election Impact The 2022 Municipal Election will be held on Monday, October 24, 2022. As per Section 6(1) of the Municipal Elections Act, the 2022-2026 Term of Council will begin on November 15, 2022. In keeping with past practice in election years, Regular Council and Committee meetings have not been scheduled for the months of October and November, and the final meeting of the 2018-2022 term of City Council has been scheduled for September 19, 2022. The Inaugural Meeting for the 2022-2026 Term of Council is scheduled for November 21, 2022, in accordance with the City’s Procedure By-law. A Special Council Meeting is also being recommended for December 5, 2022, to afford the new Council opportunity to consider any necessary matters prior to the commencement of the 2023 regular Council/Committee Schedule. It is necessary to modify the Committee and Council meeting schedule to accommodate the election period due to the large volume of staff time that will be required to prepare for the election in the months leading up to October 2022. This commitment is amplified after Nomination Day and holds steady until after Election Day. Every staff person from the Legislative Services Division, and various other departments within the City, will be called upon to help administer the election during this time. As the last cycle of Committee/Council Meetings are proposed to be scheduled after Nomination Day (Friday, August 19, 2022), there is a potential for Council to be restricted, by Section 275 of the Municipal Act, in the actions and decisions it is permitted to make if it can be determined there is the possibility that less than three-quarters of the Members of the outgoing Council will serve on the incoming Council. This is referred to as the ‘lame duck’ period. For Pickering City Council, three-quarters of the outgoing Council is six of the seven current Members. - 2 - CLK 04-21 September 13, 2021 Subject: 2022 Committee and Council Meeting Schedule Page 3 There are two different scenarios provided for in the Municipal Act when a lame duck situation could be in effect: 1. After nomination day but before voting day, the determination shall be based on the nominations to the new Council that have been certified and any acclamations made to the new Council; and, 2. After voting day, the determination shall be based on the declaration of the results of the election including declarations of election by acclamation. (Note: This situation will not present itself if there are no Council meetings scheduled after voting day until the inaugural meeting of the 2022-2026 Council). The acts of Council that are restricted under the Municipal Act during a lame duck period are as follows: • the appointment or removal from office of any officer of the municipality; • the hiring or dismissal of any employee of the municipality; • the disposition of any real or personal property of the municipality which has a value exceeding $50,000 at the time of disposal (unless the disposition was included in the most recent budget adopted by Council before Nomination Day); and, • making any expenditures or incurring any other liability which exceeds $50,000 (unless the liability was included in the most recent budget adopted by Council before Nomination Day). Despite these provisions, Council is not prohibited from delegating authority to another person or body to exercise any authority of a municipality if the delegation is made prior to Nomination Day, and nothing prevents Council from taking action in the event of an emergency. Should it be determined that Council is in a lame duck position, the Clerk will provide more detailed information to Council and Staff in this regard. The modifications presented for the upcoming Municipal Election only apply to the 2022 Meeting Schedule and it is anticipated that a regular meeting schedule will resume in 2023 in accordance with the Procedure By-law. Once approved by Council, the Meeting Schedule dates will be posted on the City’s Event Calendar on the website, and circulated to Members of Council and Staff in accordance with Standard Operating Procedures. - 3 - CLK 04-21 September 13, 2021 Subject: 2022 Committee and Council Meeting Schedule Page 4 Attachment: 1. 2022 Committee and Council Meeting Schedule Prepared By: Original Signed By: Susan Cassel City Clerk Approved/Endorsed By: Original Signed By: Paul Bigioni Director, Corporate Services & City Solicitor SC:cb Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 4 - Committee & Council Meeting Schedule 2022 January S M T W T F S 1 2 3 10 4 5 6 7 8 9 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 February S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 22 23 24 25 26 21 28 27 March S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 April S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 19 20 21 22 23 24 18 25 26 27 28 29 30 2 9 May S T W T F S 1 3 4 5 6 7 8 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 M June S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 July S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 August S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 September S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 October S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 November S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 December S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Committee Meeting Council Meeting Special Council Civic Awards Nomination Day Statutory Holidays Municipal & School Board Election Inaugural Meeting Budget - 5 - Attachment #1 to Report # CLK 04-21 Report to Executive Committee Report Number: CS 30-21 Date: September 13, 2021 From: Sarah Douglas-Murray Director, Community Services Subject: COVID-19 Testing and Assessment Centre -Fee waiver request for the O’Brien Room at Chestnut Hill Developments Recreation Complex -File: A-1440 Recommendation: 1.That the O’Brien Rooms and associated support spaces (as outlined in Attachment 1), located at the Chestnut Hill Developments Recreation Complex, be provided at no charge for the period of October 1, 2021 through March 31, 2022 to Shayaa Clinics Inc.(as outlined in Attachment 2) for the operation of a COVID-19 Testing and Assessment Centre on behalf of Lakeridge Health; 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 August 2021, staff were approached by representatives from Lakeridge Health (Shayaa Clinics Inc.) regarding a possible location for a COVID-19 Testing and Assessment Centre in a Community or Recreation Centre facility to operate September 2021 through March of 2022. Staff identified the O’Brien Rooms at Chestnut Hill Developments Recreation Complex (CHDRC) as it met the outlined criteria for the clinic and had no fall programs or rentals booked as staff had been holding the space related to the COVID-19 Vaccination program. Staff had also been notified that the COVID-19 Vaccination Clinic would be ending earlier than expected as of August 20, 2021. In an effort to open the COVID-19 Vaccination Clinic expeditiously, Shayaa Clinics Inc. has paid for a facility permit of the O’Brien Rooms and associated spaces at a rate of $105 per day, as per the City approved schedule of fees and charges. However, the representative of Lakeridge Health has requested that a permit for this space be issued at no cost for the period of October 2021 to March 2022 due to financial constraints. In an effort to support this worthwhile public health initiative, staff are requesting Council’s approval that Permit R7878 be issued to Shayaa Clinics Inc. at no cost, as per Attachment 2. The City will track and claim the lost revenues to the Province’s COVID-19 recovery fund, subject to provincial eligibility requirements. Financial Implications: Waiving the rental fee of $105 day, which is the standard residential rate for the O’Brien Rooms, for 181 days (from October 21-March 2022 inclusive) would amount to $19,005 in lost revenue. In order to ensure this service is available in a community - 6 - CS 30-21 September 13, 2021 Subject: COVID-19 Testing and Assessment Centre Page 2 facility within Pickering, Community Services staff are recommending a fee waiver be applied to this permit. Lost rental revenues would be tracked and applied to the Province’s COVID-19 recovery fund but is subject to provincial eligibility requirements. Discussion: Lakeridge Heath is working with Regional medical providers to introduce COVID-19 Testing and Assessment Centres in each municipality to ensure local access to testing and assessment for the community. Shayaa Clinics Inc. will be operating the Pickering based clinic. The O’Brien Rooms at CHRDC has been identified as an optimal location due to: • size of the space and access to dedicated washrooms • parking requirements • dedicated exterior access • stand-alone ventilation • storage • community awareness of and comfort with a community facility The COVID-19 Testing and Assessment Centre is expected to be needed between September 1, 2021 and March 31, 2022, however is subject to change depending on the status of COVID- 19 in the community. The clinic would likely provide a mix of drop in and pre-booked appointments and clinic hours of operation would vary depending on current community needs and demand. In order to service the needs of the community and the anticipated increase in testing needed with rising case numbers and students returning to school, the provider paid for a facility permit to rent the facility space and operate the clinic beginning September 1, 2021. That said, the provider is requesting (on behalf of Lakeridge Health) the fees be waived between October 1, 2021 and March 31, 2022 due to financial constraints. A similar center had been operating out of Haydenshore Community Centre in Whitby between October 2020 and April 2021 and had been provided at no cost by the municipality. In order to demonstrate the City’s support of this initiative and to ensure this service is available within Pickering, Community Services staff are recommending a fee waiver be applied at this time for the months of October 2021 to March 2022 (inclusive). Lost rental revenues would be tracked and applied to the Province’s COVID-19 recovery fund, subject to provincial eligibility requirements. Attachments: 1. Attachment 1 – Location Map COVID-19 Testing and Assessment Centre 3. Attachment 2 – Facility Booking Permit - 7 - CS 30-21 September 13, 2021 Subject: COVID-19 Testing and Assessment Centre Page 3 Prepared/Approved/Endorsed By: Original Signed By: Sarah Douglas-Murray Director, Community Services SDM:as Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 8 - Attachment #1 to Report CS 30-21 - 9 - Attachment #2 to Report CS 30-21Permit Chestnut Hill Developments PHONE:(905) 831-1711 Recreation Complex FAX:(905) 831-4181 1867 Valley Farm Road EMAIL:reccomplex@pickering.ca Pickering, ON L1V 3Y7 Permit # R7879 Status Approved Date Aug 26, 2021 5:52 PM Organization Name Shayaa Clinics Inc. - 783 Customer Type Commercial Organization Address 247 Simcoe Street, North, Suite 101 Oshawa, ON L1G 4T3 Agent Name Anojan Kathirkamanayagan System User KAB Organization Phone 1 (647) 400-6964 Number Primary Phone Number (647) 400-6964 Rental Fee $1.00 Discounts $0.00 Subtotal $1.00 Deposits $0.00 Deposit Discounts $0.00 Total Permit Fee $1.00 Total Payment $0.00 Refunds $0.00 Balance $1.00 Testing & Assessment Centre 1 resource(s) 177 booking(s) Subtotal: $1.00 Booking Summary CHDRC Arena O'Brien Room A and B (Multipurpose Rental) Center: Chestnut Hill Developments Recreation Complex START DATE START TIME END DATE END TIME ATTENDEE AMT W/O TAX Oct 1, 2021 7:00 PM Mar 31, 2022 10:00 PM --$1.00 Occurs every day effective Oct 1, 2021 until Mar 31, 2022 from 7:00 PM to 10:00 PM Oct 1, 2021 7:00 PM Oct 1, 2021 10:00 PM 1 $1.00 Oct 2, 2021 7:00 PM Oct 2, 2021 10:00 PM 1 $0.00 Oct 3, 2021 7:00 PM Oct 3, 2021 10:00 PM 1 $0.00 Oct 4, 2021 7:00 PM Oct 4, 2021 10:00 PM 1 $0.00 Oct 5, 2021 7:00 PM Oct 5, 2021 10:00 PM 1 $0.00 Oct 6, 2021 7:00 PM Oct 6, 2021 10:00 PM 1 $0.00 Oct 7, 2021 7:00 PM Oct 7, 2021 10:00 PM 1 $0.00 Oct 8, 2021 7:00 PM Oct 8, 2021 10:00 PM 1 $0.00 Oct 9, 2021 7:00 PM Oct 9, 2021 10:00 PM 1 $0.00 Oct 10, 2021 7:00 PM Oct 10, 2021 10:00 PM 1 $0.00 Oct 12, 2021 7:00 PM Oct 12, 2021 10:00 PM 1 $0.00 # R7879 Status Approved Page 1 of 7 - 10 - Oct 13, 2021 7:00 PM Oct 13, 2021 10:00 PM 1 $0.00 Oct 14, 2021 7:00 PM Oct 14, 2021 10:00 PM 1 $0.00 Oct 15, 2021 7:00 PM Oct 15, 2021 10:00 PM 1 $0.00 Oct 16, 2021 7:00 PM Oct 16, 2021 10:00 PM 1 $0.00 Oct 17, 2021 7:00 PM Oct 17, 2021 10:00 PM 1 $0.00 Oct 18, 2021 7:00 PM Oct 18, 2021 10:00 PM 1 $0.00 Oct 19, 2021 7:00 PM Oct 19, 2021 10:00 PM 1 $0.00 Oct 20, 2021 7:00 PM Oct 20, 2021 10:00 PM 1 $0.00 Oct 21, 2021 7:00 PM Oct 21, 2021 10:00 PM 1 $0.00 Oct 22, 2021 7:00 PM Oct 22, 2021 10:00 PM 1 $0.00 Oct 23, 2021 7:00 PM Oct 23, 2021 10:00 PM 1 $0.00 Oct 24, 2021 7:00 PM Oct 24, 2021 10:00 PM 1 $0.00 Oct 25, 2021 7:00 PM Oct 25, 2021 10:00 PM 1 $0.00 Oct 26, 2021 7:00 PM Oct 26, 2021 10:00 PM 1 $0.00 Oct 27, 2021 7:00 PM Oct 27, 2021 10:00 PM 1 $0.00 Oct 28, 2021 7:00 PM Oct 28, 2021 10:00 PM 1 $0.00 Oct 29, 2021 7:00 PM Oct 29, 2021 10:00 PM 1 $0.00 Oct 30, 2021 7:00 PM Oct 30, 2021 10:00 PM 1 $0.00 Oct 31, 2021 7:00 PM Oct 31, 2021 10:00 PM 1 $0.00 Nov 1, 2021 7:00 PM Nov 1, 2021 10:00 PM 1 $0.00 Nov 2, 2021 7:00 PM Nov 2, 2021 10:00 PM 1 $0.00 Nov 3, 2021 7:00 PM Nov 3, 2021 10:00 PM 1 $0.00 Nov 4, 2021 7:00 PM Nov 4, 2021 10:00 PM 1 $0.00 Nov 5, 2021 7:00 PM Nov 5, 2021 10:00 PM 1 $0.00 Nov 6, 2021 7:00 PM Nov 6, 2021 10:00 PM 1 $0.00 Nov 7, 2021 7:00 PM Nov 7, 2021 10:00 PM 1 $0.00 Nov 8, 2021 7:00 PM Nov 8, 2021 10:00 PM 1 $0.00 Nov 9, 2021 7:00 PM Nov 9, 2021 10:00 PM 1 $0.00 Nov 10, 2021 7:00 PM Nov 10, 2021 10:00 PM 1 $0.00 Nov 11, 2021 7:00 PM Nov 11, 2021 10:00 PM 1 $0.00 Nov 12, 2021 7:00 PM Nov 12, 2021 10:00 PM 1 $0.00 Nov 13, 2021 7:00 PM Nov 13, 2021 10:00 PM 1 $0.00 Nov 14, 2021 7:00 PM Nov 14, 2021 10:00 PM 1 $0.00 Nov 15, 2021 7:00 PM Nov 15, 2021 10:00 PM 1 $0.00 Nov 16, 2021 7:00 PM Nov 16, 2021 10:00 PM 1 $0.00 Nov 17, 2021 7:00 PM Nov 17, 2021 10:00 PM 1 $0.00 Nov 18, 2021 7:00 PM Nov 18, 2021 10:00 PM 1 $0.00 # R7879 Status Approved Page 2 of 7 - 11 - Nov 19, 2021 7:00 PM Nov 19, 2021 10:00 PM 1 $0.00 Nov 20, 2021 7:00 PM Nov 20, 2021 10:00 PM 1 $0.00 Nov 21, 2021 7:00 PM Nov 21, 2021 10:00 PM 1 $0.00 Nov 22, 2021 7:00 PM Nov 22, 2021 10:00 PM 1 $0.00 Nov 23, 2021 7:00 PM Nov 23, 2021 10:00 PM 1 $0.00 Nov 24, 2021 7:00 PM Nov 24, 2021 10:00 PM 1 $0.00 Nov 25, 2021 7:00 PM Nov 25, 2021 10:00 PM 1 $0.00 Nov 26, 2021 7:00 PM Nov 26, 2021 10:00 PM 1 $0.00 Nov 27, 2021 7:00 PM Nov 27, 2021 10:00 PM 1 $0.00 Nov 28, 2021 7:00 PM Nov 28, 2021 10:00 PM 1 $0.00 Nov 29, 2021 7:00 PM Nov 29, 2021 10:00 PM 1 $0.00 Nov 30, 2021 7:00 PM Nov 30, 2021 10:00 PM 1 $0.00 Dec 1, 2021 7:00 PM Dec 1, 2021 10:00 PM 1 $0.00 Dec 2, 2021 7:00 PM Dec 2, 2021 10:00 PM 1 $0.00 Dec 3, 2021 7:00 PM Dec 3, 2021 10:00 PM 1 $0.00 Dec 4, 2021 7:00 PM Dec 4, 2021 10:00 PM 1 $0.00 Dec 5, 2021 7:00 PM Dec 5, 2021 10:00 PM 1 $0.00 Dec 6, 2021 7:00 PM Dec 6, 2021 10:00 PM 1 $0.00 Dec 7, 2021 7:00 PM Dec 7, 2021 10:00 PM 1 $0.00 Dec 8, 2021 7:00 PM Dec 8, 2021 10:00 PM 1 $0.00 Dec 9, 2021 7:00 PM Dec 9, 2021 10:00 PM 1 $0.00 Dec 10, 2021 7:00 PM Dec 10, 2021 10:00 PM 1 $0.00 Dec 11, 2021 7:00 PM Dec 11, 2021 10:00 PM 1 $0.00 Dec 12, 2021 7:00 PM Dec 12, 2021 10:00 PM 1 $0.00 Dec 13, 2021 7:00 PM Dec 13, 2021 10:00 PM 1 $0.00 Dec 14, 2021 7:00 PM Dec 14, 2021 10:00 PM 1 $0.00 Dec 15, 2021 7:00 PM Dec 15, 2021 10:00 PM 1 $0.00 Dec 16, 2021 7:00 PM Dec 16, 2021 10:00 PM 1 $0.00 Dec 17, 2021 7:00 PM Dec 17, 2021 10:00 PM 1 $0.00 Dec 18, 2021 7:00 PM Dec 18, 2021 10:00 PM 1 $0.00 Dec 19, 2021 7:00 PM Dec 19, 2021 10:00 PM 1 $0.00 Dec 20, 2021 7:00 PM Dec 20, 2021 10:00 PM 1 $0.00 Dec 21, 2021 7:00 PM Dec 21, 2021 10:00 PM 1 $0.00 Dec 22, 2021 7:00 PM Dec 22, 2021 10:00 PM 1 $0.00 Dec 23, 2021 7:00 PM Dec 23, 2021 10:00 PM 1 $0.00 Dec 24, 2021 7:00 PM Dec 24, 2021 10:00 PM 1 $0.00 Dec 27, 2021 7:00 PM Dec 27, 2021 10:00 PM 1 $0.00 # R7879 Status Approved Page 3 of 7 - 12 - Dec 28, 2021 7:00 PM Dec 28, 2021 10:00 PM 1 $0.00 Dec 29, 2021 7:00 PM Dec 29, 2021 10:00 PM 1 $0.00 Dec 30, 2021 7:00 PM Dec 30, 2021 10:00 PM 1 $0.00 Dec 31, 2021 7:00 PM Dec 31, 2021 10:00 PM 1 $0.00 Jan 2, 2022 7:00 PM Jan 2, 2022 10:00 PM 1 $0.00 Jan 3, 2022 7:00 PM Jan 3, 2022 10:00 PM 1 $0.00 Jan 4, 2022 7:00 PM Jan 4, 2022 10:00 PM 1 $0.00 Jan 5, 2022 7:00 PM Jan 5, 2022 10:00 PM 1 $0.00 Jan 6, 2022 7:00 PM Jan 6, 2022 10:00 PM 1 $0.00 Jan 7, 2022 7:00 PM Jan 7, 2022 10:00 PM 1 $0.00 Jan 8, 2022 7:00 PM Jan 8, 2022 10:00 PM 1 $0.00 Jan 9, 2022 7:00 PM Jan 9, 2022 10:00 PM 1 $0.00 Jan 10, 2022 7:00 PM Jan 10, 2022 10:00 PM 1 $0.00 Jan 11, 2022 7:00 PM Jan 11, 2022 10:00 PM 1 $0.00 Jan 12, 2022 7:00 PM Jan 12, 2022 10:00 PM 1 $0.00 Jan 13, 2022 7:00 PM Jan 13, 2022 10:00 PM 1 $0.00 Jan 14, 2022 7:00 PM Jan 14, 2022 10:00 PM 1 $0.00 Jan 15, 2022 7:00 PM Jan 15, 2022 10:00 PM 1 $0.00 Jan 16, 2022 7:00 PM Jan 16, 2022 10:00 PM 1 $0.00 Jan 17, 2022 7:00 PM Jan 17, 2022 10:00 PM 1 $0.00 Jan 18, 2022 7:00 PM Jan 18, 2022 10:00 PM 1 $0.00 Jan 19, 2022 7:00 PM Jan 19, 2022 10:00 PM 1 $0.00 Jan 20, 2022 7:00 PM Jan 20, 2022 10:00 PM 1 $0.00 Jan 21, 2022 7:00 PM Jan 21, 2022 10:00 PM 1 $0.00 Jan 22, 2022 7:00 PM Jan 22, 2022 10:00 PM 1 $0.00 Jan 23, 2022 7:00 PM Jan 23, 2022 10:00 PM 1 $0.00 Jan 24, 2022 7:00 PM Jan 24, 2022 10:00 PM 1 $0.00 Jan 25, 2022 7:00 PM Jan 25, 2022 10:00 PM 1 $0.00 Jan 26, 2022 7:00 PM Jan 26, 2022 10:00 PM 1 $0.00 Jan 27, 2022 7:00 PM Jan 27, 2022 10:00 PM 1 $0.00 Jan 28, 2022 7:00 PM Jan 28, 2022 10:00 PM 1 $0.00 Jan 29, 2022 7:00 PM Jan 29, 2022 10:00 PM 1 $0.00 Jan 30, 2022 7:00 PM Jan 30, 2022 10:00 PM 1 $0.00 Jan 31, 2022 7:00 PM Jan 31, 2022 10:00 PM 1 $0.00 Feb 1, 2022 7:00 PM Feb 1, 2022 10:00 PM 1 $0.00 Feb 2, 2022 7:00 PM Feb 2, 2022 10:00 PM 1 $0.00 Feb 3, 2022 7:00 PM Feb 3, 2022 10:00 PM 1 $0.00 # R7879 Status Approved Page 4 of 7 - 13 - Feb 4, 2022 7:00 PM Feb 4, 2022 10:00 PM 1 $0.00 Feb 5, 2022 7:00 PM Feb 5, 2022 10:00 PM 1 $0.00 Feb 6, 2022 7:00 PM Feb 6, 2022 10:00 PM 1 $0.00 Feb 7, 2022 7:00 PM Feb 7, 2022 10:00 PM 1 $0.00 Feb 8, 2022 7:00 PM Feb 8, 2022 10:00 PM 1 $0.00 Feb 9, 2022 7:00 PM Feb 9, 2022 10:00 PM 1 $0.00 Feb 10, 2022 7:00 PM Feb 10, 2022 10:00 PM 1 $0.00 Feb 11, 2022 7:00 PM Feb 11, 2022 10:00 PM 1 $0.00 Feb 12, 2022 7:00 PM Feb 12, 2022 10:00 PM 1 $0.00 Feb 13, 2022 7:00 PM Feb 13, 2022 10:00 PM 1 $0.00 Feb 14, 2022 7:00 PM Feb 14, 2022 10:00 PM 1 $0.00 Feb 15, 2022 7:00 PM Feb 15, 2022 10:00 PM 1 $0.00 Feb 16, 2022 7:00 PM Feb 16, 2022 10:00 PM 1 $0.00 Feb 17, 2022 7:00 PM Feb 17, 2022 10:00 PM 1 $0.00 Feb 18, 2022 7:00 PM Feb 18, 2022 10:00 PM 1 $0.00 Feb 19, 2022 7:00 PM Feb 19, 2022 10:00 PM 1 $0.00 Feb 20, 2022 7:00 PM Feb 20, 2022 10:00 PM 1 $0.00 Feb 22, 2022 7:00 PM Feb 22, 2022 10:00 PM 1 $0.00 Feb 23, 2022 7:00 PM Feb 23, 2022 10:00 PM 1 $0.00 Feb 24, 2022 7:00 PM Feb 24, 2022 10:00 PM 1 $0.00 Feb 25, 2022 7:00 PM Feb 25, 2022 10:00 PM 1 $0.00 Feb 26, 2022 7:00 PM Feb 26, 2022 10:00 PM 1 $0.00 Feb 27, 2022 7:00 PM Feb 27, 2022 10:00 PM 1 $0.00 Feb 28, 2022 7:00 PM Feb 28, 2022 10:00 PM 1 $0.00 Mar 1, 2022 7:00 PM Mar 1, 2022 10:00 PM 1 $0.00 Mar 2, 2022 7:00 PM Mar 2, 2022 10:00 PM 1 $0.00 Mar 3, 2022 7:00 PM Mar 3, 2022 10:00 PM 1 $0.00 Mar 4, 2022 7:00 PM Mar 4, 2022 10:00 PM 1 $0.00 Mar 5, 2022 7:00 PM Mar 5, 2022 10:00 PM 1 $0.00 Mar 6, 2022 7:00 PM Mar 6, 2022 10:00 PM 1 $0.00 Mar 7, 2022 7:00 PM Mar 7, 2022 10:00 PM 1 $0.00 Mar 8, 2022 7:00 PM Mar 8, 2022 10:00 PM 1 $0.00 Mar 9, 2022 7:00 PM Mar 9, 2022 10:00 PM 1 $0.00 Mar 10, 2022 7:00 PM Mar 10, 2022 10:00 PM 1 $0.00 Mar 11, 2022 7:00 PM Mar 11, 2022 10:00 PM 1 $0.00 Mar 12, 2022 7:00 PM Mar 12, 2022 10:00 PM 1 $0.00 Mar 13, 2022 7:00 PM Mar 13, 2022 10:00 PM 1 $0.00 # R7879 Status Approved Page 5 of 7 - 14 - Mar 14, 2022 7:00 PM Mar 14, 2022 10:00 PM 1 $0.00 Mar 15, 2022 7:00 PM Mar 15, 2022 10:00 PM 1 $0.00 Mar 16, 2022 7:00 PM Mar 16, 2022 10:00 PM 1 $0.00 Mar 17, 2022 7:00 PM Mar 17, 2022 10:00 PM 1 $0.00 Mar 18, 2022 7:00 PM Mar 18, 2022 10:00 PM 1 $0.00 Mar 19, 2022 7:00 PM Mar 19, 2022 10:00 PM 1 $0.00 Mar 20, 2022 7:00 PM Mar 20, 2022 10:00 PM 1 $0.00 Mar 21, 2022 7:00 PM Mar 21, 2022 10:00 PM 1 $0.00 Mar 22, 2022 7:00 PM Mar 22, 2022 10:00 PM 1 $0.00 Mar 23, 2022 7:00 PM Mar 23, 2022 10:00 PM 1 $0.00 Mar 24, 2022 7:00 PM Mar 24, 2022 10:00 PM 1 $0.00 Mar 25, 2022 7:00 PM Mar 25, 2022 10:00 PM 1 $0.00 Mar 26, 2022 7:00 PM Mar 26, 2022 10:00 PM 1 $0.00 Mar 27, 2022 7:00 PM Mar 27, 2022 10:00 PM 1 $0.00 Mar 28, 2022 7:00 PM Mar 28, 2022 10:00 PM 1 $0.00 Mar 29, 2022 7:00 PM Mar 29, 2022 10:00 PM 1 $0.00 Mar 30, 2022 7:00 PM Mar 30, 2022 10:00 PM 1 $0.00 Mar 31, 2022 7:00 PM Mar 31, 2022 10:00 PM 1 $0.00 Waivers and Information WAIVER NAME DUE DATE FOR SIGNING STATUS Facility Bookings Waiver Oct 1, 2021 Anojan Kathirkamanayagan Waiver Signed by: Anojan Kathirkamanayagan on Aug 26, 2021 The undersigned has read and on behalf of the Licensee agrees to be bound by this Permit/License and the Terms and Conditions contained herein and attached hereto, and hereby warrants and represents that he/she executes this Permit/License on behalf of the Licensee and has sufficient power, authority and capacity to bind the Licensee with his/her signature. The City reserves the right to cancel programs/activities and/or community centres due to severe weather conditions. Please check the City's website at pickering.ca for service disruptions, weather cancellations and closures. X:___________________________________________ Permit Holder/Authorized Agent Signature Date:________________________________________ X:_____________________________________________ On Behalf of the City of Pickering # R7879 Status Approved Page 6 of 7 - 15 - Date:__________________________________________ Payment Schedules Original Balance: $1.00 Current Balance: $1.00 DUE DATE AMOUNT DUE AMOUNT PAID WITHDRAWAL ADJUSTMENT BALANCE Oct 1, 2021 $1.00 $0.00 $0.00 $1.00 X: X: Date: Chestnut Hill Developments Recreation Complex Mailing Address: 1867 Valley Farm Road, Pickering, ON L1V 3Y7 Phone Number: (905) 831-1711 Fax Number: (905) 831-4181 Email Address: reccomplex@pickering.ca Date: Shayaa Clinics Inc. Customer Type: Commercial Customer ID: 53026 Mailing Address: 247 Simcoe Street, North, Suite 101, Oshawa, ON L1G 4T3 Organization Phone 1 Number: (647) 400-6964 Authorized Agent Name: Anojan Kathirkamanayagan Primary Phone Number: (647) 400-6964 # R7879 Status Approved Page 7 of 7 - 16 - Report to Executive Committee Report Number: ENG 21-21 Date: September 13, 2021 From: Richard Holborn Director, Engineering Services Subject: Beachfront Park Rehabilitation & Needs Assessment -Public Engagement Process Status Update -File: A-1440 Recommendation: 1. That Report ENG 21-21 regarding the Public Engagement Process Status Update for Beachfront Park, as a follow-up to Report ENG 04-21 and in response to Resolution #543/21, be received for information; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: As a follow up to Report ENG 04-21 (Attachment #1), and Council Resolution #543/21 (Attachment #2), this report provides a status update for the Beachfront Park Rehabilitation & Needs Assessment Study public engagement process. The City of Pickering retained The MBTW Group to complete the Beachfront Park Rehabilitation & Needs Assessment Study and the public engagement process. Following consultation with Toronto and Region Conservation Authority (TRCA) and City staff, both a passive and an active concept plan were developed and made available to the public for review and comment through the Let’s Talk Pickering platform. An online survey was also made available for public input and comment from June 14, 2021 to July 5, 2021. To prepare for the second round of public engagement, the consultant has created a single concept plan based on the public responses received. An online presentation has been prepared that provides a summary of the survey results from the first round and describes the revised concept plan. It will be posted on the Let’s Talk Pickering platform along with a second online survey for a period of approximately four weeks starting in late August. Following this period of public engagement, a final preferred concept plan will be prepared for Council endorsement in late 2021. Financial Implications: Funds for the preparation of a Waterfront Park Needs Assessment were approved by Council as part of the Engineering Services 2019 Current Budget. Funds in the amount of $30,000.00 to undertake the public engagement process were approved in the 2021 Current Budget. The cost of construction will depend on the elements included in the final preferred concept plan. Subject to Council endorsement of the final preferred concept plan, funds for the preparation of detailed design drawings and construction will be recommended in - 17 - ENG 21-21 September 13, 2021 Subject: Beachfront Park Rehabilitation & Needs Assessment Study Public Engagement Process Status Update Page 2 the 2022 Capital Budget and 4 year Capital Forecast for Council consideration through the budget process. Discussion: As a follow-up to Report ENG 04-21 and Council Resolution #543/21, staff have been working with The MBTW Group and Shoreplan Engineering on the public engagement process for the Beachfront Park Rehabilitation & Needs Assessment Study. Based on the initial study and comments received from Toronto and Region Conservation Authority (TRCA) and City staff, two distinct plans were prepared; a passive option and an active option. These plans were presented to the public during the first round of the public engagement process through a pre-recorded video that was posted on the City’s Let’s Talk Pickering platform. An online survey was also made available from June 14, 2021 to July 5, 2021 in order to obtain comments and opinions from the public on the two plans. Public engagement was promoted through social media and a curbex sign that was located at the foot of Liverpool Road. A total of 957 persons visited the website and 171 of these completed the survey. Comments of note received through this first round of public engagement include: •insufficient parking available at the waterfront; •desire for a children’s play feature through another splash pad or playground facility; •desire to maintain and renovate the existing washroom on the beach vs a new washroom near the parking lot; •location of the stage for waterfront musical performances with concerns for noise pollution for the local residents; •programming of the site to balance to the carrying capacity of the park and impacts on the surrounding natural environment; and, •the active option was predominantly supported but there were concerns over the larger boardwalk footprint and that dedicated bike lanes would increase the cyclists speed with possible safety concerns. The survey results and comments received have been reviewed by City staff and the consultants, and where applicable, have been incorporated into a revised concept plan for further public consultation for the second round of the public engagement process. As such, the concept plan has been revised and one option is being presented back to the public for further comment. The second round of the public engagement process includes placing the revised concept plan and a presentation of the design through a pre-recorded video on the City’s Let’s Talk Pickering platform, similar to the first round of consultation. An online survey will be made available for a period of approximately four weeks starting from late August to late September. The online survey will allow for the collection of comments and opinions from the public to help shape the final preferred concept plan. The final preferred concept plan and supporting summary report is anticipated to be completed and presented to Council for endorsement in late 2021. Subject to Council endorsement of the - 18 - ENG 21-21 September 13, 2021 Subject: Beachfront Park Rehabilitation & Needs Assessment Study Public Engagement Process Status Update Page 3 final preferred concept plan, staff will recommend funds for the preparation of detailed design drawings in the 2022 Capital Budget and phasing of construction as part of the 4 year Capital Forecast. Attachments: 1. Report ENG 04-21 dated March 1, 2021 2.Council Resolution #543/21 3.Location map Prepared By: Original signed by: Arnold Mostert, OALA Senior Coordinator, Landscape & Parks Development Approved/Endorsed By: Original signed by: Richard Holborn, P.Eng. Director, Engineering Services AM:mjh Recommended for the consideration of Pickering City Council Original signed by: Marisa Carpino, M.A. Chief Administrative Officer - 19 - Attachment #1 to Report #ENG 21-21 Report to Executive Committee Report Number: ENG 04-21 Date: March 1, 2021 From: Richard Holborn Director, Engineering Services Subject: Beachfront Park Rehabilitation & Needs Assessment -Public Engagement Work Plan and Project Status Update -File: A-1440 Recommendation: 1.That Report ENG 04-21 regarding a Public Engagement Work Plan and Project Status Update for Beachfront Park, as a follow-up to Report ENG 12-20 and in response to Resolution #465/20, be received for information; 2.That the Draft Concept Plans attached to Report ENG 04-21 be used to commence the public engagement and consultation process to arrive at a final preferred concept plan for Council endorsement through a future report; and, 3.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The City of Pickering retained The MBTW Group to complete the Beachfront Park Rehabilitation & Needs Assessment Study. A number of concept plans have been developed in consultation with City and Toronto and Region Conservation Authority (TRCA) staff. The concept plans have been refined into two distinct options; a passive option and an active option. These plans will be made available to the public for review and comment and ultimately refined to provide one preferred concept plan for Council endorsement. As a follow up to Report ENG 12-20 (Attachment #1), and Council Resolution #465/20 (Attachment #2), this report provides a status update of the study and concept plan designs, and discusses the work plan for the public engagement component. Financial Implications: Funds for the preparation of a Waterfront Park Needs Assessment were approved by Council as part of the Engineering Services 2019 Current Budget. Funds in the amount of $30,000 to undertake the public engagement process are being requested in the proposed 2021 Current Budget. The cost of construction will depend on the elements included in the final preferred concept plan. Funds for the preparation of detailed design drawings and construction will be recommended in future Capital Budgets for Council consideration. - 20 - ENG 04-21 March 1, 2021 Subject: Beachfront Park Rehabilitation & Needs Assessment Study Work Plan for Public Engagement Page 2 Discussion: Concept Plans: As a follow-up to Report ENG 12-20, and Council Resolution #465/20, staff have been working with The MBTW Group and Shoreplan Engineering to complete the Beachfront Park Rehabilitation & Needs Assessment Study. At the request of the Toronto and Region Conservation Authority (TRCA), who have regulatory authority along the Lake Ontario shoreline, some additional investigations were completed including an update of the flood hazard report and performing geotechnical investigations to obtain a gradation analysis of the existing beach sand and gravel. Based on these findings and further staff input, the four concept plans previously prepared were refined into two distinct options; a passive option and an active option (Attachment #3). The passive park option features a 5.0m wide elevated boardwalk structure between Liverpool Road and Alex Robertson Park. The elevated boardwalk would have a jogged routing to promote cycling speed control (or dismount) along with elevated observation platforms that feature individual and group seating elements. Millennium Square would receive some minor improvements including the renovation of the existing washroom building and the removal of the water play area in place of a shade structure and additional seating. The active park option features an 8.0m wide elevated boardwalk structure, having 5.0m as a dedicated pedestrian promenade and 3.0m as a dedicated cycling path. The elevated structure would run straight between Millennium Square and Alex Robertson Park. Viewing platforms would extend between the beach and Hydro Marsh and would provide opportunity for group seating as well as access down to the beach. Millennium Square would be redefined with expanded paving, seating, and a raised stage. The existing park washroom and water play area could be removed as well to provide more space for waterfront events. Both concept plans consider the construction of a new park maintenance, change room and washroom facility that would be located adjacent to the existing parking lot at the end of Liverpool Road. TRCA do not consider the expansion of the existing washroom within Millennium Square to be feasible due to the newly determined high lake water level and wave up-rush limits, and its close proximity to the edge of water. The area west of Liverpool Road leading to the Frenchman’s Bay harbour entrance is similar for both concept plans. It features a refurbished and upgraded 5.0m wide granular promenade. The existing memorial benches would be moved to the north side of the path and clustered into seating nodes. Beachside plantings, protected by post and cable railing to provide controlled access points to the beach, would be introduced for dune creation and shoreline stabilization. The two draft concept plans will be accompanied by other renderings, images and text to clearly describe the proposed elements and will be suitable for public engagement. Public Engagement and Consultation: Funds in the amount of $30,000 to retain The MBTW Group to assist with the public engagement and consultation process have been recommended in the proposed 2021 Current Budget. The consultant’s services would include preparation of the graphic materials, visual aids and survey questionnaires, preliminary construction cost estimates - 21 - ENG 04-21 March 1, 2021 Subject: Beachfront Park Rehabilitation & Needs Assessment Study Work Plan for Public Engagement Page 3 of the concept plans and coordination with staff on the uploading of the presentation materials and questionnaires to media outlets. A three step approach is being recommended for the public engagement and consultation process with two public engagement exercises followed by a technical report and final preferred concept plan for Council endorsement. The current concepts of the passive and active park options will be presented to the public as part of the first public engagement exercise. The public feedback received will be compiled and summarized in a report back to staff from the consultant. Based on the comments, feedback and design ideas received, one final concept plan will be prepared and presented to the public in a second public engagement exercise. Similar to the first exercise, public feedback will again be compiled and considered for the development of the final preferred concept plan. A construction cost estimate and technical report will be prepared for the final preferred concept plan and submitted to Council for endorsement. An on-line platform such as bang-the-table, or similar, is proposed to be used for the public engagement and consultation process. This format allows for the posting of drawings and other presentation materials, questionnaires, and forums for public commenting. The public engagement process will be promoted through the City’s website, social media, newspaper and roadside curbex signs. Staff propose to host the first public engagement exercise in late spring 2021 and the second during the summer months. The final preferred concept plan and technical report is anticipated to be completed and presented to Council for endorsement in the fall of 2021, in time for staff to consider including funds for the preparation of detailed design drawings and the first phase of construction as part of the 2022 capital budget process. Attachments: 1.Report to Council, ENG 12-20 dated November 2, 2020 2.Council Resolution #465/20 3.Draft Concept Plans – Active Park Option and Passive Park Option 4.Location map - 22 - ENG 04-21 March 1, 2021 Subject: Beachfront Park Rehabilitation & Needs Assessment Study Work Plan for Public Engagement Page 4 Prepared By: Original signed by: Arnold Mostert, OALA Senior Coordinator, Landscape & Parks Development Approved/Endorsed By: Original signed by: Richard Holborn, P.Eng. Director, Engineering Services AM:mjh Recommended for the consideration of Pickering City Council Original signed by: Marisa Carpino, M.A. Chief Administrative Officer - 23 - Attachment #2 to Report # ENG 21-21Legislative Services Division Clerk’s Office Directive Memorandum March 26, 2021 To: Richard Holborn Director, Engineering Services From: Susan Cassel City Clerk Subject: Direction as per Minutes of the Meeting of City Council held on March 22, 2021 Director, Engineering Services, Report ENG 04-21 Beachfront Park Rehabilitation & Needs Assessment -Public Engagement Work Plan and Project Status Update Council Decision Resolution #543/21 1.That Report ENG 04-21 regarding a Public Engagement Work Plan and Project Status Update for Beachfront Park, as a follow-up to Report ENG 12-20 and in response to Resolution #465/20, be received for information; 2.That the Draft Concept Plans attached to Report ENG 04-21 be used to commence the public engagement and consultation process to arrive at a final preferred concept plan for Council endorsement through a future report; 3.That staff be directed to report back with a status update on the Beachfront Park Rehabilitation & Needs Assessment Project no later than the third quarter of 2021; and, 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Please take any action deemed necessary. Susan Cassel Copy: Chief Administrative Officer - 24 - Attachment #3 to Report # ENG 21-21 LIVERPOOL ROADANNLAND STREET WHARF STREET 1:5,000 SCALE: Engineering Services Department Beachfront Park Location MapFeb 12, 2021 DATE: q Frenchman'sBay Lake Ontario - 25 - Report to Executive Committee Report Number: ENG 22-21 Date: September 13, 2021 From: Richard Holborn Director, Engineering Services Subject: Amendments to Traffic and Parking By-law 6604/05 -Stopping and Parking Restrictions on Various Streets -File: A-1440 Recommendation: 1.That the attached draft by-law be enacted to amend Schedule “1”, No Stopping, and Schedule “2”, No Parking, 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. The amendments specifically provide for the inclusion of stopping restrictions on Glengrove Road by Glengrove Public School, and parking restrictions on Frisco Road, Forestream Trail, Pine Heights Trail, Old Whites Trail; William Jackson Drive, and The Esplanade North; and, 2.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: In response to concerns from area residents, to promote traffic safety, and to keep the By-law up to date and current, Engineering Services staff are proposing parking restrictions at the following locations: •Frisco Road, full limit of the west side; •Forestream Trail, full limit of both sides; •Pine Heights Trail, full limit of both sides; •Old Whites Trail, both sides from 10 metres north of Forestream Trail to 90 metres west of Forestream Trail; •William Jackson Drive, north side from Brock Road to 115 metres east of Brock Road; and, •The Esplanade North, both sides from 55 metres west of Valley Farm Road to 80 metres west of Valley Farm Road. - 26 - ENG 22-21 September 13, 2021 Subject: Amendments to Traffic and Parking By-law 6604/05 Stopping and Parking Restrictions on Various Streets Page 2 In addition to these parking restrictions, the existing stopping restrictions in the Traffic and Parking By-law do not match what is currently in place on Glengrove Road in front of Glengrove Public School. It is proposed that the restrictions currently in place and as signed on the street, be added to the Traffic and Parking by-law, which is as follows: North side of Glengrove Road – No Stopping anytime from 55 metres west of Glenview Road to 130 metres west of Glenview Road. Financial Implications: The installation of all posts and signs can be accommodated within the 2021 Roads Current Budget. Discussion: In response to concerns from area residents, to promote traffic safety, and to keep the By-law up to date and current, Engineering Services staff are proposing the following modifications to the Traffic and Parking By-law 6604/05. Parking restrictions are proposed on the west side of Frisco Road Due to an increased number of vehicles accessing the waterfront trail, in order to allow for larger vehicles to pass safely, and because there are no sidewalks on Frisco Road, temporary parking restrictions were introduced on the entire west side of Frisco Road including the turnaround and at the end of the street. The temporary No Parking signs were being relocated or removed by the public, which prompted staff to install these restrictions on permanent posts. As these parking restrictions are a necessity to allow for pedestrians and vehicles to share the road safely, it is recommended that these parking restrictions be added to the Traffic and Parking By-law to make them enforceable. The proposed parking restrictions on Frisco Road are shown graphically in Attachment #1. The draft by-law amendment to Schedule “2”, No Parking, is presented in Attachment #6. Parking restrictions are proposed on Forestream Trail, Pine Heights Trail, and Old Whites Trail due to increased traffic at the Seaton Hiking Trail Increased traffic at the Seaton Hiking Trail has caused congestion on Forestream Trail, Pine Heights Trail and on a narrow portion of Old Whites Trail, near Forestream Trail, due to vehicles parking on these streets when the parking lot at the Seaton Hiking Trail is full. These streets are narrow and do not allow for vehicles to pass safely even when a car is parked on one side of the street. In addition, these streets do not have sidewalks which makes it difficult for pedestrians and vehicles to share the road when vehicles are parked. Temporary parking restrictions were previously placed on these streets, however, there were issues with the temporary signs being moved by visitors in the area. The temporary signs also took up a portion of the road to further narrow the street as motorists would have to manoeuvre around these signs. Based on this, staff placed the parking restrictions on permanent posts to - 27 - ENG 22-21 September 13, 2021 Subject: Amendments to Traffic and Parking By-law 6604/05 Stopping and Parking Restrictions on Various Streets Page 3 move them off the street. Residents who live on these streets have welcomed the addition of these parking restrictions. To make these parking restrictions enforceable, it is recommended that the parking restrictions these streets be added to the Traffic and Parking by-law to reflect the following proposed changes: • Parking Restrictions on both sides of the entire limit of Forestream Trail and Pine Heights Trail; and, • Parking restrictions on both sides of Old Whites Trail from 10 metres north of Forestream Trail to 90 metres west of Forestream Trail. The proposed parking restrictions on Forestream Trail, Pine Heights Trail, and Old Whites Trail are shown graphically in Attachment #2. The draft by-law amendment to Schedule “2”, No Parking, is presented in Attachment #6. An extension of the existing parking restrictions on the north side of William Jackson Drive is recommended Due to vehicles parking within the westbound right-turn lane on William Jackson Drive, at the intersection of Brock Road, it is recommended that the existing parking restrictions be extended on William Jackson Drive to Brock Road. Currently the existing parking restrictions on William Jackson Drive extend from 10 metres west of Legian Mews to 35 metres east of Legian Mews. Due to concerns from area residents with respect to vehicles being parked in the right-turn lane on William Jackson Drive, temporary parking restrictions were placed on the north side of William Jackson Drive from Brock Road to where the existing parking restrictions begin, 10 metres west of Legian Mews. The temporary restrictions have been in place since spring and have worked well. It is recommended that these temporary restrictions be confirmed and the permanent parking restrictions on the north side of William Jackson Drive will now extend from Brock Road to 35 metres east of Legian Mews. The proposed parking restrictions on William Jackson Drive are shown graphically in Attachment #3. The draft by-law amendment to Schedule “2”, No Parking, is presented in Attachment #6. Parking restrictions are recommended on both sides of The Esplanade North at the existing Crosswalk Sightlines are restricted at the existing rainbow crosswalk on The Esplanade North, when vehicles park too close to the existing rainbow crosswalk. To improve sightlines for both pedestrians and motorists at the crosswalk, it is proposed that parking restrictions be installed 10 metres both east and west of the crosswalk on both sides of The Esplanade North. - 28 - ENG 22-21 September 13, 2021 Subject: Amendments to Traffic and Parking By-law 6604/05 Stopping and Parking Restrictions on Various Streets Page 4 The proposed parking restrictions on The Esplanade North are shown graphically in Attachment #4. The draft by-law amendment to Schedule “2”, No Parking, is presented in Attachment #6. Stopping restrictions are proposed to match existing restrictions on Glengrove Road in front of Glengrove Public School The existing parking and stopping restrictions in the Traffic and Parking By-law currently do not match what is currently in place on Glengrove Road in front of Glengrove Public School. As the restrictions currently in place at the school are working well, it is recommended that these restrictions be adapted into the Traffic and Parking By-law, which is as follows: • North side of Glengrove Road – Addition of No Stopping anytime 55 metres west of Glenview Road to 130 metres east of Glenview Road. Attachment #5 shows graphically what is currently in the Traffic and Parking By-law at the school, and what is currently in place (to be adapted into the by-law). The draft by-law amendment to Schedule “1”. No Stopping is presented in Attachment #6. Attachments: 1. Proposed Parking Restrictions, Frisco Road 2. Proposed Parking Restrictions; Forestream Trail, Pine Heights Trail, and Old Whites Trail 3. Proposed Parking Restrictions, William Jackson Drive 4. Proposed Parking Restrictions, The Esplanade North 5. Proposed Stopping Restrictions, Glengrove Road 6. Draft By-law Amendments to Schedule “1”, No Stopping, and Schedule “2”, No Parking, to By-law 6604/05 - 29 - ENG 22-21 September 13, 2021 Subject: Amendments to Traffic and Parking By-law 6604/05 Stopping and Parking Restrictions on Various Streets Page 5 Prepared By: Original signed by: Nathan Emery Coordinator, Traffic Operations Approved/Endorsed By: Original signed by: Richard Holborn, P.Eng. Director, Engineering Services Original signed by: Scott Booker Manager, Capital Projects & Infrastructure NE:mjh Recommended for the consideration of Pickering City Council Original signed by: Marisa Carpino, M.A. Chief Administrative Officer - 30 - Attachment #1 to Report # ENG 22-21 Proposed Parking Restrictions Frisco RoadNTSAugust, 2021 Engineering Services Department N Legend Proposed Prohibited Parking - 31 - Attachment #2 to Report # ENG 22-21 Proposed Parking Restrictions Forestream Trail, Pine Heights Trail, and Old Whites TrailNTSAugust, 2021 Engineering Services Department N Old Whites TrailForestream TrailPine Heights TrailWhi t e s R o a d Legend Proposed Prohibited Parking - 32 - Attachment #3 to Report # ENG 22-21 Proposed Parking Restrictions William Jackson DriveNTSAugust, 2021 Engineering Services Department N Legend Existing parking restrictions Proposed Prohibited Parking Brock RoadWilliam Jackson Drive Legian Mews- 33 - Attachment #4 to Report # ENG 22-21 Proposed Parking Restrictions The Esplanade NorthNTSAugust, 2021 Engineering Services Department N Legend Existing parking restrictions Proposed Prohibited Parking - 34 - Attachment #5 to Report # ENG 22-21 Proposed Stopping Restrictions Glengrove RoadNTSAugust, 2021 Engineering Services Department N Glengrove Road Glenview RoadExisting stopping restrictions, anytime, to remain around curve Existing stopping restrictions 7:30 am - 9:00 am and 3:00 pm to 4:30 pm to remain Existing on-street stopping restrictions, anytime, to be added Glengrove Public School - 35 - Attachment #6 to Report #ENG 22-21 The Corporation of the City of Pickering By-law No. Being a by-law to amend By-law 6604/05 providing for the regulating of traffic and parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. Whereas By-law 6604/05, as amended, provides for the regulating of traffic and parking on highways, private property and municipal property within the City of Pickering; and Whereas, it is deemed expedient to amend Schedule 1 and Schedule 2, 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, this by-law is to provide for the inclusion of stopping restrictions on Glengrove Road by Glengrove Public School, and parking restrictions on Frisco Road, Forestream Trail, Pine Heights Trail, Old Whites Trail; William Jackson Drive, and The Esplanade North. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. Schedule 1 to By-law 6604/05, as amended, is hereby further amended thereto by the following: Schedule 1 No Stopping Column 1 Highway Add Glengrove Road Column 2 Side North Column 3 Limits (From/To) 55 metres west of Glengrove Road to 130 metres west of Glengrove Road Column 4 Prohibited Times or Days Anytime - 36 - By-law No. Page 2 2. Schedule 2 to By-law 6604/05, as amended, is hereby further amended thereto by the following: Schedule 2 No Parking Column 1 Column 2 Column 3 Column 4 Highway Side Limits (From/To) Prohibited Times or Days Delete William Jackson Drive North and West 10 metres west of Legian Mews to 35 metres east of Legian Mews Anytime Add Esplanade North Both 55 metres west of Valley Farm Road to 80 metres west of Valley Farm Road Anytime Forestream Trail Both Full limit Anytime Frisco Road West Full limit Anytime Old Whites Trail Both 10 metres north of Forestream Trail to 90 metres west of Forestream Trail Pine Heights Both Full limit Anytime Trail William Jackson North Brock Road to 35 metres Anytime Drive east of Legian Mews - 37 - By-law No. Page 3 By-law passed this 27th day of September, 2021. ____________________________ David Ryan, Mayor ________________________________ Susan Cassel, City Clerk - 38 - Report to Executive Committee Report Number: HUR 03-21 Date: September 13, 2021 From: Jennifer Eddy Director, Human Resources Subject: Terms & Conditions of Employment – Non-union Employees Policy -File: A-1440 Recommendation: 1.That Report HUR 03-21, regarding a proposed new Policy for the Terms & Conditions of Employment – Non-union Employees, be received; 2.That the draft Policy, outlining the Terms & Conditions of Employment – Non-union Employees appended as Attachment #1 to HUR 03 -21, be approved; and 3.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: Currently, the terms and conditions of employment for non -union employees are documented in a number of outdated, stand-alone corporate policies and procedures. These policies/procedures had previously been approved by the Chief Administrative Officer (CAO) with the authority to do so being provided through an amendment to the 1977 CAO’s By-law, in May 2000. As that was 20 years ago, and all policies are now approved through Council, this authority has been removed from the new CAO By-law (7780/20) which took effect on January 1, 2021. Council was advised in Report HUR 03-20 that Human Resources was undergoing a review of these policies and updating and amalgamating them to bring forward a report and overriding policy for Council’s approval, that will encompass all terms and conditions of employment for non-union employees. This overriding policy will provide guiding principles and authorities that will allow for the implementation of specific procedures for the provision of compensation, hours of work, benefits and leaves for the non-union group. This new Policy and associated procedures will document all current entitlements, and provide for greater transparency related to the ongoing administration of these entitlements. Financial Implications: No financial impact beyond existing standard entitlements. Discussion: This Report serves to provide Council with an overview of the new Policy regarding the Terms & Conditions of Employment for Non-union Employees, providing certain guiding principles and authorities to allow for the ongoing administration of entitlements. This new Policy will replace the followin g existing polices: - 39 - HUR 03-21 September 13, 2021 Subject: Terms & Conditions of Employment – Non-union Employees Policy Page 2 1.HUR 090 Leave Policy, last updated December, 2004 2.HUR 100 Benefits Policy, last updated August 8, 2001 3.HUR 110 Hours of Work Policy, effective January 1, 2001 4.HUR 150 Compensation Policy, last updated November 22, 2005 and ultimately replaced by Salary Administration Guidelines which were approved by the CAO February 10, 2010 and revised January 1, 2015 A review of these existing policies has determined that they are procedural in nature and do not conform to the requirement that all policies be approved by Council. Accordingly, it was determined that a primary policy be developed with the associated procedures flowing from it, which contemplate the current practices and administrative processes. The new Policy will confirm Council’s endorsement of the following guiding principles: 1.That the City wishes to provide a level of compensation to its non -union employees that is consistent with comparable municipalities in the Region of Durham and the Greater Toronto Area (GTA). 2.That where, as a result of collective bargaining, across the board increases are provided to the Canadian Union of Public Employees, Local 129 (CUPE), the same increase will be applied to the non-union salary structure, with effect on January 1st of the year in which the increase occurs. Increases to employee salaries will take effect the first full pay in January of each year. 3.That non-union benefits plans will be, at minimum, comparable to those provided to the unionized groups. Increases achieved in collective bargaining will automatically be applied to the non-union employee group and the benefits procedure will be revised. 4.That where, as a result of collective bargaining, enhancements are made to CUPE, Local 129 leave entitlements (vacation, sick leave, statutory holidays, bereavement leaves, etc.), those same enhancements will be applied to the non -union employee group. The endorsement of these guiding principles will allow us to implement and maintain procedures that are consistent with this direction. It will also ensure that fulsome changes to the benefits plans, which are outside of those provided to the unionized employee groups through collective bargaining, be brought back to Council for approval. For reference purposes, the following procedures will now be finalized and implemented which will flow from the Council approved Policy: 1.Compensation & Hours of Work – Non-union Employees: This procedure documents the salary administration practices for the implementation of a comprehensive non - union salary structure that provides employees with compensation that is both internally equitable and externally competitive. This procedure also outlines the mechanisms in place for acting assignments, job description development, job evaluation and salary progression including the processing of promotions, demotions and transfers. Hours of Work, including the provision for overtime are also documented. - 40 - HUR 03-21 September 13, 2021 Subject: Terms & Conditions of Employment – Non-union Employees Policy Page 3 5.Benefits – Non-union Employees: This procedure outlines the benefits available to non- union employees and provides a system that will facilitate the administration of the City’s benefits plan to ensure records are kept accurately and up to date. Benefits include Life Insurance, Extended Health, Vision, Dental, Long Term Disability as well as the Ontario Municipal Employee Retirement System (OMERS). This Procedure also outlines the benefits available upon retirement in addition to survivor benefits in the event of the death of a benefits plan member. It should be noted that as per the Terms & Conditions of Employment – Non-union Employees Policy, this Procedure will automatically be updated with any benefits enhancements that result from collective bargaining. Fulsome descriptions of the insured benefits plans can be found in the associated benefits plan summary booklets. 6.Leave – Non-union Employees: The objective of this procedure is to ensure uniform standards and processes respecting the provisions and administration of leaves for non- union employees within the City. This procedure provides a system that will facilitate monitoring the various forms of leave applied for and granted, allowing for the consistent and accurate application of leaves, detection of potential abuses, as well as maintaining a system of record keeping. 7.The intent of the new over-riding Policy as well as the associated Procedures, is to provide non-union staff with comprehensive documentation related to their various entitlements. These documents, in tandem with the relevant plan documents, provide for a transparent detailing of all terms and conditions of employment that are consistent with Council direction. Attachments: 1.Draft Terms & Conditions of Employment – Non-union Employees Policy 2.Draft Compensation & Hours of Work– Non-union Employees Procedure 3.Draft Benefits – Non-union Employees Procedure 4.Draft Leave – Non-union Employees Procedure Prepared/Approved/Endorsed By: Original signed by: Jennifer Eddy Director, Human Resources - 41 - HUR 03-21 September 13, 2021 Subject: Terms & Conditions of Employment – Non-union Employees Policy Page 4 Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original signed by: - 42 - Policy Policy Title: Terms & Conditions of Employment – Non-union Employees Policy Number HUR 080 Reference Date Originated (m/d/y) September 13, 2021 Date Revised (m/d/y) Pages 3 Approval: Point of Contact Director, Human Resources Attachment #1 to Report #HUR 03-21 Draft Policy Objective The objective of this Policy is to institute a framework for the establishment of the terms and conditions of employment for permanent full-time non-union employees of the Corporation of the City of Pickering (“the City”). This Policy will also cover non-permanent non-union employees where applicable. Terms and conditions of employment, in this instance, primarily refer to the following entitlements, which are detailed in the associated procedures: 1.Compensation and Hours of Work: A non-union salary structure with administrative guidelines that provide fair and equitable compensation for hours worked, which will ensure the attraction and retention of qualified individuals, while maintaining internal equity and external competitiveness. 2.Benefits: Entitlement to a comprehensive benefits package for full-time permanent non-union employees. This includes the provision of an extended health care, vision, dental, life insurance and long-term disability plan, as well as the relevant procedural requirements for the effective administration of the plans. It also includes eligibility for participation in the Ontario Municipal Employees Retirement System (OMERS) and the associate d procedural requirements of the pension plan. 3.Leaves: Entitlement to various leaves including, vacation leave, paid holidays, leaves of absence, sick leave, bereavement leave, court and jury duty, professional leave, pregnancy/adoption/parental leave and other statutory leaves as outlined in the Employment Standards Act, 2000 (ESA). Index 01 Definitions 02 Responsibilities 03 Guiding Principles 01 Definitions 01.01 City – For the purposes of this Policy, “City” refers to the Corporation of the City of Pickering. - 43 - Policy Title: Terms & Conditions of Employment – Non-union Employees Page 2 of 3 Policy Number: HUR 080 01.02 Director – A department head or the Chief Administrative Officer (CAO) in their capacity as head of the Office of the CAO. 01.03 Division Head – The head of a significantly large work section classified as a division in the Corporate structure. 01.04 Full-time Hours - Employees assigned regularly scheduled work consisting of 70 hours biweekly. 01.05 Immediate Supervisor – The direct non-union supervisor of the employee. 01.06 Non-permanent Employee – An employee hired in a temporary capacity to replace an existing employee who is on an approved leave, or to perform overflow work. 01.07 Non-union Employee - An employee of the Corporation designated as out of scope on the basis of professional and/or management criteria established under the Ontario Labour Relations Act and who is subject to the Corporation’s Compensation Policy for non-union employees. 01.08 OMERS - The Ontario Municipal Employees Retirement System. 01.09 Permanent Employee - An employee hired into a permanent position and who has successfully completed the required period of time, which constitutes probationary service. 02 Responsibilities 02.01 Council to: a) approve the Policy and any amendments as required. 02.02 Chief Administrative Officer to: a) actively support this Policy and approve the associated Procedures. 02.03 Human Resources to: a) administer, interpret and ensure consistent application of this Policy; b) assist Directors/Division Heads, immediate supervisors, and employees in the administration and application of this Policy; and, c) recommend Policy amendments to the Chief Administrative Officer. 03 Guiding Principles 3.01 The City wishes to provide a level of compensation to its non-union employees that is consistent with comparable municipalities in the Region of Durham and the Greater Toronto Area (GTA). - 44 - Policy Title: Terms & Conditions of Employment – Non-union Employees Page 3 of 3 Policy Number: HUR 080 3.02 Where, as a result of collective bargaining, across the board increases are provided to the Canadian Union of Public Employees Local 129 (CUPE), the same increases will be applied to the non-union salary structure, with effect on January 1st of the year in which the increase occurs. Increases to employee salaries will take effect the first full pay in January of each year. 3.03 Benefit plans will be, at minimum comparable to those provided to the unionized groups. Increases achieved in collective bargaining will automatically be applied to the non-union employee group and the benefits procedure will be revised. 3.04 Where, as a result of collective bargaining, enhancements are made to the leave entitlements of CUPE, Local 129 members, those same entitlements will be provided to the non-union employee group. Please refer to all associated Procedures, if applicable, for detailed processes regarding this Policy. It is understood that procedures may be expanded to include others which would impact the employment of non-union staff. - 45 - Procedure Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number HUR 080-001 Reference Date Originated (m/d/y) Date Revised (m/d/y) September 13, 2021 Pages 20 Approval: Chief Administrative Officer Point of Contact Director, Human Resources Attachment #2 to Report #HUR 03-21 Draft Procedure Objective The Corporation of the City of Pickering (“the City”) is committed to providing fair and equitable compensation for its employees to ensure that it is capable of attracting, retaining, and motivating qualified individuals to meet Corporate objectives, while maintaining internal equity and external competitiveness. The City wishes to provide a level of compensation to its non- union employees that is consistent with comparable municipalities in the Region of Durham and the Greater Toronto Area (GTA). The objective of this Procedure is to: 1.Provide specific guidelines for compensation. 2.Provide a clear understanding with regards to hours of work. 3.Provide a framework for developing job descriptions for each position in the organization. 4.Ensure that the evaluation of positions is administered in a fair and equitable m anner. 5.Provide for recognition of market conditions when appropriate. 6.Support consistent processing of promotions, demotions, transfers, acting assignments and job re-evaluations. 7.Maintain compensation levels consistent with that of other municipalities in the Region of Durham and the Greater Toronto Area (GTA). Index 01 Definitions 02 Responsibilities 03 Salary Structure 04 Acting Assignments 05 Salary Surveys - 46 - Page 2 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 06 Job Descriptions 07 Job Evaluation 08 Hours of Work 09 Professional Designation Fees and Membership Dues 01 Definitions 01.01 Acting Assignment – The temporary assignment of an employee to another position. 01.02 Across the Board Increase – An upward change in the pay ranges of the salary structure applied to the minimum and maximum of the range, as well as the incremental steps in between. 01.03 Anniversary Date – The annual anniversary of an employee’s appointment to a permanent position within the City. 01.04 Annual Salary – An employee’s annual salary based on full-time, continuous employment in their regular position, excluding monies paid for acting assignments, overtime etc. 01.05 Benchmark Jobs – Internal positions that serve as market anchor points because they closely resemble positions performed in other organizations or industries. 01.06 Compensation – Remuneration paid to employees for services rendered. For the purposes of this Procedure, compensation includes annual salaries only and does not include benefits, pensions, overtime, paid vacation etc. and other forms of employee remuneration. 01.07 Corporation – The Corporation of the City of Pickering. 01.08 Daily Salary – An employee’s annual salary divided by 260. 01.09 Demotion – The movement of an employee to a position in a lower pay grade. 01.10 Director – A department head or the Chief Administrative Officer in their capacity as head of the Office of the CAO. 01.11 Division Head – The head of a significantly large work section classified as a division in the Corporate structure. 01.12 Exempt Employee - Non-permanent and/or casual positions excluded from the bargaining unit, according to the provisions of the Labour Relations Act. - 47 - Page 3 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 01.13 Full-time Hours - Employees assigned regularly scheduled work consisting of 70 hours biweekly. 01.14 Hourly Salary – An employee’s annual salary divided by 1820. 01.15 Human Resources Information System (HRIS) – a software that provides a centralized repository of employee master data for completing core human resource processes. 01.16 Internal Equity – Compensating positions of similar scope and responsibility at comparable rates. 01.17 Job Description – A summary of the most important functions of a job, including the general nature of the work performed, specific task responsibilities and employee characteristics/competencies/prerequisites to be successful in the job. 01.18 Job Evaluation – A formal and systematic process used to determine the relative value of jobs within the Corporation utilizing the Job Evaluation Manual. 01.19 Job Rate – Represents Step 10 within a Pay Grade and is equal to 92% of the maximum of the range. 01.20 Job Re-evaluation – The job evaluation process when it is re-applied to an existing position. 01.21 Market Adjustment – A salary increase applied to an employee’s base salary to align compensation for a comparable position with the external market. 01.22 Non-Permanent Employee – An employee hired in a temporary capacity to replace an existing employee who is on an approved leave, or to perform overflow work. 01.23 Non-union Employee - An employee of the Corporation designated as out of scope on the basis of professional and/or management criteria established under the Ontario Labour Relations Act and who is subject to the Corporation’s Compensation Policy for non-union employees. 01.24 Overtime – Authorized work performed in excess of the employee’s regular workday in a 24-hour period or regular work week. A 24-hour period shall begin at 12 midnight in any day. 01.25 Pay Grade – Specified levels within a salary structure. 01.26 Pay Range – A range of pay in each Pay Grade, from minimum to maximum. 01.27 Performance Improvement Plan – A plan structured to achieve certain performance goals to bring an employee who has been working below - 48 - Page 4 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 competent levels to an acceptable standard. The plan must be formalized, documented and filed with Human Resources. 01.28 Permanent Employee - An employee hired into a permanent position and who has successfully completed the required period of time, which constitutes probationary service. 01.29 Probation Period – A six (6) month period used to review a newly hired employee, whereby the employee demonstrates their competency and suitability in a particular job. 01.30 Promotion – The movement of an employee to a position in a higher Pay Grade. 01.31 Reclassification – The permanent reassignment of an employee to a different position. 01.32 Red Circling – The practice of maintaining an employee’s current rate of pay for 6 months due to demotion, permanent accommodation, or job re-evaluation resulting in a lower Pay Grade. 01.33 Salary Progression – A permanent increase to an employee’s base salary within a pay range. 01.34 Salary Structure – The structure of pay grades and pay ranges established by the Corporation outlining the assignment of each job classification to one of the Pay Grades. 01.35 SAP SuccessFactors – The City’s HRIS system. 01.36 Staff Complement – The complete number of approved staff within the organizational structure. 01.37 Step – Specified levels within a pay range through which employees progress. 01.38 Transfer – The movement of an employee to a position within the same Pay Grade. 01.39 Trial Period – A six (6) month period where an existing promoted, transferred or demoted employee serves in a permanent vacancy/appointment to demonstrate their competency and suitability in the new job. 01.40 Work Week - The normal work week shall consist of thirty-five (35) hours. The City may establish a work week other than thirty-five (35) hours depending on operational requirements. - 49 - Page 5 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 02 Responsibilities 02.01 Chief Administrative Officer to: a)Actively support the Procedure and approve any amendments as required. b)Approve salary increases, as a result of annual movement, exceptional performance, market adjustments, and internal equity. c)Approve all market adjustments to the salary structure. d)Approve all job descriptions and requests for changes in staff complement. e)Authorize the job evaluation/re-evaluation of direct reporting positions. 02.02 Human Resources to: a)Administer, interpret and ensure consistent application of the Procedure. b)Assist Directors, Division Heads, immediate supervisors and employees in the administration and application of the Procedure. c)Recommend Procedure amendments to the Chief Administrative Officer. d)Maintain all records relating to the Procedure. e)Input new employee information into SAP SuccessFactors, including payroll/banking information. f)Implement all approved salary adjustments and merit related payments, ensuring changes are made in SAP SuccessFactors. g)Conduct formal market salary surveys when required. Determine benchmark positions and review and make recommendations for revisions. h)Review and endorse all job descriptions with a view to organizational consistency. i)Maintain comprehensive current Job History File on each position in the organization showing the evolution of all job descriptions and resulting changes in pay. j)Coordinate and conduct all job evaluations/re-evaluations. - 50 - Page 6 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 k)Act as Chair of the Job Evaluation Committee. l)Track salary adjustments and advise Payroll and the Department of a change in employee salary. m)Ensure that changes to an employee’s salary are entered into SAP SuccessFactors, with documentation provided to Payroll by the stipulated payroll deadline for the affected pay period of the change. n)Ensure the rate of pay for the acting assignment is consistent with the Procedure requirements. o)Process the change of pay for the duration of the acting assignment, providing Payroll with a copy of the Acting Assignment Form (Appendix 1). p)Maintain accurate records of all job evaluations. q)Process salary adjustments resulting from job re-evaluation, including completion of Action Notice, and entering changes into SAP SuccessFactors. r)Advise incumbent in writing (within five (5) working days) of the result of the job re-evaluation. 02.03 Job Evaluation Committee Chairperson to: a)Review and endorse, (when in agreement) all corporate and employee initiated requests for re-evaluation, as submitted by the Director. When not in agreement, the Chairperson shall advise the Director accordingly, in writing, within thirty (30) working days providing reasons for the dissenting opinion. b)Record the results of each evaluation, ensuring the official Record of Job Evaluation is signed by each member of the Committee. 02.04 Director, Human Resources to: a)Provide the CAO with compensation recommendations as it relates to hiring, promotion, market and internal equity adjustments, and annual movement through the salary ranges. 02.05 Payroll to: a)Ensure that employee pays are processed accurately and in a timely manner. b)Support the processing of OMERS pension administration including the preparation and completion of OMERS annual financial reporting. - 51 - Page 7 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 02.06 Directors to: a)Actively support the Procedure. b)Approve any promotions, demotions, transfers and acting assignments. c)Recommend annual salary increases on the basis of merit, internal equity or market conditions to the CAO for consideration and approval. d)Endorse and maintain the currency and accuracy of job content in all departmental job descriptions including the nature, level and scope of responsibility. Endorse all job evaluations/re-evaluations for the Department. e)Consult with the Director, Human Resources, or the designated Human Resources representative when proposing to hire an employee at a rate of pay other than the minimum of the Pay Grade for the position. f)Utilize acting assignments as a means for employee development and career advancement. g)Provide Human Resources with an authorized Acting A ssignment Form (Appendix 1). h)Support Corporate initiated requests for job evaluations, and endorse when in agreement, employee initiated requests for job re-evaluations. i)Participate as a member of the Job Evaluation Committee . j)Initiate, (when in agreement), all requests for Appeals. 02.07 Division Head/Immediate Supervisor to: a)Complete all required forms, records and reports respecting the Procedure. b)Ensure that employees understand the Procedure. c)Recommend and endorse employees for promotion, demotion, transfers and acting assignments. d)Endorse all acting assignments for direct reports. e)Recommend to Director increases based on merit, internal equity or market conditions for employees within the division. This authority rests with Division Heads only. f)Provide pre-authorization to an employee required to work overtime. - 52 - Page 8 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 g)Ensure accurate overtime and time off in lieu records are maintained. h)Develop and maintain up-to-date job descriptions. i)Prepare all job descriptions for direct reports, for submission to the Director/Division Head for endorsement. j)Initiate amendments to job descriptions as a response to significant changes in job duties/responsibilities. k)Meet with incumbents to obtain input when reviewing job descriptions. l)Endorse employee initiated requests for job re-evaluation for direct reports, or provide written response if the request is not supported. m)Look for opportunities to utilize acting assignments as a means of providing employee development and cross training. n)Approve acting assignments as required. o)Provide the Human Resources Department with an authorized Acting Assignment Form (Appendix 1). p)Participate as a member of the Job Evaluation Committee as required. 02.08 Employees to: a)Develop and maintain an understanding of the Procedure. b)Review and provide input into their job description. 03 Salary Structure 03.01 Pay Grades and Pay Ranges There are thirteen (13) pay grades within the salary structure. Each pay grade has a pay range comprised of a minimum and maximum. Effective January 1st of each year, the negotiated CUPE increase for the current year will be applied to the non-union pay ranges as the Across the Board increase. Note, this compensation structure is subject to change upon approval of the CAO. a)Pay grades are defined by numeric values outlined in the Job Evaluation System. b)The minimum of the salary range represents Step 1, which is equal to 83% of the salary range maximum. - 53 - Page 9 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 c)Each salary range has ten (10) steps. Each step approximately represents a 1% incremental increase of the maximum of the salary range. d)Step 10 will be considered as Job Rate, and is representative of 92% of the maximum of the range. Employees at Job Rate will continue to receive the CUPE adjustment as applied to the non-union salary structure each year. e)After attaining Job Rate employees may only receive salary adjustments beyond Step 10 as a result of exceptional performance, external market conditions or internal equity. Employees compensated above Step 10, or within the top 8% of the salary range, will be classified as paid Above Job Rate. Increases will be provided on above job rate will be made in 1% increments. Non-union Salary Structure Step Percentage of Maximum of Range Step 1 83% of Maximum. Represents the Minimum of Salary Range Step 2 84% of Maximum of Salary Range Step 3 85% of Maximum of Salary Range Step 4 86% of Maximum of Salary Range Step 5 87% of Maximum of Salary Range Step 6 88% of Maximum of Salary Range Step 7 89% of Maximum of Salary Range Step 8 90% of Maximum of Salary Range Step 9 91% of Maximum of Salary Range Step 10 92% of Maximum of Salary Range. Represents Job Rate 100% Represents the Maximum of Salary Range 03.02 Compensation Principles and Adjustments Compensation practices and adjustments shall follow the following principles: a)On Appointment – New employees shall be placed at the Minimum of the Pay Grade. Subject to the recommendation of the Director, and in consultation with the Director, Human Resources, the Chief Administrative Officer may approve starting an employee at a higher rate if the candidate substantially exceeds the minimum entry - 54 - Page 10 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 requirements of the position, and satisfies an outstanding benefit or need to the Corporation. b)Promotion – A promoted employee shall be placed at the minimum of the new Pay Grade. Where an employee’s current salary exceeds the minimum of the new Pay Grade they will be placed within the new range at the step that affords the smallest increase, and is at least equal to 5% more than their current salary. c)Demotion – A demoted employee shall be placed within the range of the new pay grade at the step that affords the smallest decrease. The employee will continue to follow the normal process of annual movement through the new range. If the employee’s current salary exceeds the job rate (step 10) of the new pay grade, they will be red- circled for six (6) months and then placed at job rate (step 10) of the new pay grade. d)Transfer – A transferred employee shall retain the same rate of pay when moving to the new position, which is the same pay grade as their previous position. e)Under filling - On occasion, and where a vacant position is unable to be filled, the City may choose to fill the vacant position with an employee who does not meet the minimum requirements of the job. In this case, the position will be considered as under filled and the employee will be compensated at 5% under the minimum of the pay range. 03.03 Salary Progression Permanent non-union employees will receive the Across the Board CUPE increase and a one (1) step movement within their Pay Grade each year until they progress to Job Rate. Once Job Rate is achieved, the employee will continue to receive the Across the Board increase as negotiated by CUPE. Increases will take effect on the first full pay in January of each year. a)Employees will be eligible for the one (1) step movement provided they are not on a Performance Improvement Plan. b)Employees on a leave of absence for three (3) months or more within the year will not be eligible for the one (1) step movement. c)Employees must be in their current position for six months or more to qualify for the annual step progression, unless otherwise authorized by the CAO. If applicable, consideration of the annual one (1) step movement for employees promoted, reclassified or transferred will be undertaken when determining their new salary. - 55 - Page 11 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 d)A non-union employee may not move more than two (2) steps per year, except as a result of job re-evaluation. In consultation with the Director and the Director, Human Resources, the Chief Administrative Officer may approve an additional one (1) step increase per year when considering the following factors: I.Exceptional performance. II.The employee’s placement within the Pay Grade relative to other employees in the Department/Corporation. III.The years of service and experience the employee has related to the position (both inside and outside of the organization). IV.External market conditions. e)No employee will move more than three (3) steps each year. f)In consultation with the Director and the Director, Human Resources, the Chief Administrative Officer may approve a bonus in addition to the Across the Board increase for employees who are at the Maximum of their range based on the criteria outlined in 3.03 d). This one time bonus will not be applied to the employee’s base salary. g)If the Director deems the employee is working below the minimum acceptable standards of performance no additional step increase will be provided for the current year. h)Non-union employees must be actively employed at the time of ratification of the CUPE Collective Agreement to qualify for any retroactive pay. i)Temporary non-union employees who are performing the duties of a permanent position within the Corporate Structure are eligible for the Across the Board increase only. 03.04 Non-permanent Exempt Positions Compensation for non-permanent and/or casual positions excluded from the bargaining unit, according to the provisions of the Labour Relations Act, will follow the Exempt Compensation Pay Structure (Appendix 2). The Exempt Compensation Pay Structure will be used for employees performing non- unionized work or short-term contracts where the incumbent is not occupying a position in the Corporate structure. a)The Exempt Compensation Pay Structure will mirror the salary grid negotiated between the Corporation and CUPE Local 129. b)The exempt structure is comprised of twenty-two (22) Pay Grades, with three (3) Steps in each grade. Incumbents will start at Step 1, and - 56 - Page 12 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 movement from Step to Step shall be on a six (6) month schedule, if applicable. c)Across the Board increases to the salary grid will be effective the first full pay in April in any given year, or as negotiated by CUPE Local 129. d)For job evaluation purposes, the Job Evaluation Committee will utilize the point-factors established for CUPE employees. 04 Acting Assignments 04.01 At the discretion of the Chief Administrative Officer, Director or Division Head, a permanent employee may be assigned to perform work in a higher Pay Grade. 04.02 An employee who is working in an acting capacity will be placed at the minimum of the applicable Pay Grade, or the step that affords the smallest increase, and is at least equal to 5% more than their current salary. 04.03 Acting assignments will be subject to the following criteria: a)An employee required to act in a non-union position that is compensated at Pay Grade 8 or higher will receive acting pay subject to the approval of the immediate supervisor, the Director, and the Chief Administrative Officer. The employee is expected to perform the full range of duties of the higher position. b)An employee required to act in non-union positions below Pay Grade 8 will receive acting pay subject to the approval of the immediate non - union supervisor and Director. The employee is expected to perform the full range of duties of the higher position. c)A Director who is required to act as the Chief Administrative Officer will be compensated at Step 1 of the CAO Salary Range. Step 1 represents 85% of the maximum of the salary range. d)An employee in an acting capacity who is on an approved paid leave of absence i.e. vacation, sick, or bereavement leave will receive their regular rate of pay for the leave if they have been in the acting position for less than one calendar month. They will receive the applicable acting rate for any approved paid leave that occurs after the first calendar month. e)Unionized employees acting in a non-union assignment for less than six (6)months are not eligible for the annual one (1) step movement. They will remain at their current step inclusive of the Across the Board adjustment until the next period of eligibility. - 57 - Page 13 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 05 Salary Surveys 05.01 The Corporation wishes to provide a level of compensation to its employees which is approximately equivalent to that provided by comparable municipalities in the Region of Durham, and comparable jurisdictions in the Greater Toronto Area. Human Resources will conduct Salary Surveys as required to assess the Corporation’s competitiveness. 05.02 The objective of the Corporation will be to provide approximately equivalent levels of compensation to its employees based upon levels of duties and responsibilities performed. The Corporation will not attempt to follow precisely the details of the compensation packages provided by comparable employers. Total compensation will be considered where relevant. 05.03 When conducting salary surveys, Human Resources will review current positions within the City and select a cross-section to be compared with participating municipalities. These positions will serve as the benchmark positions. 05.04 Each benchmark position is compared with the corresponding position in the comparable participating organization to ensure that the scope of responsibility, education and experience are equivalent. 05.05 Human Resources will convert salary survey data for the comparable positions being reviewed when the hours of work differ from the Corporation’s normal work week. 05.06 Significant salary inconsistencies apparent as a result of the salary survey will be reviewed for potential market adjustments in accordance with 03.03 Salary Progression. 05.07 Targeted market surveys may be conducted for individual positions on an as needed basis, at the direction of the Chief Administrative Officer. 06 Job Descriptions 06.01 A job description is a summary of the most important f unctions of a job, including the general nature and level of the work performed and employee characteristics required to perform the job. It is not intended to be an exhaustive list of all tasks, duties or responsibilities performed by an employee. A job description describes the job itself. It focuses on the work to be done and not on the individual who might fill the job. Ultimately, the work carried out by an employee is the work directed to be performed by the employee’s supervisor. - 58 - Page 14 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 06.02 A job description is used to: a)Assist employees and others to know what their responsibilities are. b)Provide a means of organizing work in various components of the Corporation. c)Clarify relationships and differences between jobs. d)Evaluate jobs. e)Provide a basis for measurement of performance. f)Provide a basis for recruitment and selection. g)Compare jobs and salaries with other organizations. 06.03 All current job descriptions, as well as historical job description information shall be maintained in the Human Resources Department. 06.04 All job descriptions shall be developed by the immediate supervisor, with employee input, according to the format approved by the Corporation (Appendix 3). All job descriptions are subject to the review and approval of Human Resources and the Chief Administrative Officer. 06.05 Where a Department is proposing a change in staff complement by adding a new position, deleting an existing position or substantively changing the functional responsibility of an existing position, the Request for Change in Staff Complement Form (Appendix 4) will include a draft job description. 07 Job Evaluation 07.01 The Corporation recognizes that the duties and responsibilities of a job may change either over a period of time, or at one point in time, and therefore, has established a process for the systematic review of job re-evaluation requests initiated by the Director or incumbent. The Corporation reserves the right at all times, however, to decide on the nature and scope of the work to be done. 07.02 The Job Evaluation System (as documented in the Corporation’s 2012 Job Evaluation Manual) is a point factor method of job evaluation based on a systematic application of a common set of job evaluation standards or factors used to measure the relative worth of jobs and to determine their rank within the organizational hierarchy. It is a gender neutral comparison system which addresses the required skill, responsibility, effort and working conditions of a position to determine the value of the work done so they can be compared in terms of value and compensation as described below: - 59 - Page 15 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 a)Compensable factors are established by the Corporation to be applied to the job content of the job description being evaluated. Each job factor in the evaluation plan has been assigned an overall weighting based on the relative importance to the organization. b)Levels are defined within each factor. c)Each job is evaluated by determining the level within each factor that best fits the job. d)The determined level corresponds with the amount of points assigned for each factor. e)The total points received determines the Pay Grade within the salary structure and establishes the relative value of the job within the Corporation. Note: Job evaluation is concerned with job requirements as detailed in a job description and not with the qualifications or personal at tributes of the incumbent. 07.03 New job descriptions shall be evaluated by the Job Evaluation Committee in accordance with the Job Evaluation Manual. Human Resources may assign a Pay Grade to a new position where posting is to be expedited. 07.04 Job Evaluation Committee: The Job Evaluation Committee shall be composed of three representatives appointed by the Corporation to include: a)Supervisor, Employee Services (Chairperson) b)Director of the position being evaluated. c)The Human Resources Designate d)If required, the Chairperson will appoint a representative from Human Resources to serve as an Alternate member for a regular Committee member who is absent or whose position is the job being re-evaluated. When replacing a regular Committee member, an Alternate member will have the same voting rights and privileges as a regular Committee member. 07.05 Corporate Initiated Job Evaluation/Re-evaluation a)When a new job is created, or there is significant and material change to an existing job, the Department will prepare the proposed job description (in conjunction with Human Resources) allowing any existing incumbent(s) the opportunity to review and provide input. The proposed job description is provided to the Chairperson of the Job Evaluation Committee for review. Within sixty (60) calendar days of receipt of the - 60 - Page 16 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 proposed job description, the Job Evaluation Committee shall convene to review and evaluate/re-evaluate the job description. b)Where there is an incumbent, the results shall be effective the day the job description was evaluated or re-evaluated, or sixty (60) calendar days following receipt of the proposed job description by the Chair of the Job Evaluation Committee, whichever is earlier. c)Where the position is vacant, the results shall be implemented on the date the position is occupied. d)Where circumstances prevent the job description from being transmitted to the Job Evaluation Committee in a timely manner, the Director may recommend that the effective date be earlier. An effective date that falls outside of the timeline as described in 07.05 (a) will be subject to final endorsement by the Chief Administrative Officer. 07.06 Employee Initiated Job Re-evaluation: a)Any employee, having occupied a position for a minimum of one year (1) year since the date of last evaluation/re-evaluation, who feels that there has been a material change in the duties or responsibilities of the position and wishes to initiate a re-evaluation, shall complete a Job Re- Evaluation Request Form (Appendix 5) and shall forward it along with a copy of the proposed job description to their immediate non-union supervisor. b)If the immediate non-union supervisor agrees that there has been a material change in the duties or responsibilities of the position, they shall approve the request, amend the job description accordingly and forward it along with the signed form to the Director for review and approval. c)If the immediate non-union supervisor does not agree there has been a material change in duties or responsibilities, they will notify the employee in writing within thirty (30) calendar days of receipt of the request. The employee may appeal this decision to the Director. d)If the Director agrees with the request for re-evaluation and the proposed job description, they will sign and forward same to the Chair of the Job Evaluation Committee within forty-five (45) calendar days of when the request was submitted by the employee. The Chair will review and confirm material change in the duties and responsibilities. e)When the Director does not agree with the request for re-evaluation, they will advise the employee in writing within forty-five (45) calendar days of when the request was submitted by the employee. - 61 - Page 17 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 f)Within sixty (60) calendar days after receipt of the proposed job description and Form, the Job Evaluation Committee shall convene to review and re-evaluate the amended job description. g)Salary increases resulting from the job re-evaluation shall be made effective as of the date that the job description was re -evaluated, or sixty (60)calendar days following the receipt of the amended job description by the Chairperson, whichever is earlier. 07.07 Where an employee is not satisfied with the result of a job re-evaluation, they may appeal the decision made by the Job Evaluation Committee in the following manner: a)Within fifteen (15) calendar days the employee will appeal to the Director, stating reasons, in writing, why the job description should undergo a second review. b)If the Director does not concur with the employee, within fifteen (15) calendar days they shall advise the employee accordingly in writing, providing the reasons. c)If the Director concurs with the employee, within fifteen (15) calendar days they shall submit a written request to the Chief Administrative Officer for a second review of the position to be performed by the Appeals Committee. The Chief Administrative Officer shall render a final decision in writing within thirty (30) days. d)The Appeals Committee shall be comprised of the following: i.Job Evaluation Chairperson (Human Resources) ii.Director, Human Resources iii.Another Director (not participating in the initial review). e)Decisions of the Appeals Committee are final. 07.08 When a position is re-evaluated to a higher Pay Grade, the incumbent will be placed at the step of the new Pay Grade that affords the smallest increase, and is at least equal to 5% more than their current salary. 07.09 When a position is re-evaluated to a lower Pay Grade, the incumbent will be red-circled for six (6) months, and then placed at the step in the new Pay Grade that affords the smallest decrease. 07.10 When a position is re-evaluated and there is no change in Pay Grade, the Director may seek approval from the Chief Administrative Officer to provide the employee with a salary adjustment within the current Pay Grade. - 62 - Page 18 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 08 Hours of Work The City recognizes that in order to provide efficient service to the public, it is necessary for groups of employees within the organization to work hours outs ide their normal workday. This procedure outlines the normal hours of work and the entitlement of non - union employees to paid overtime and time off in lieu . 08.01 Standard Working Hours: a)Management Employees - The normal workday for such employees is seven (7) hours per day between 8:30 a.m. and 4:30 p.m., Monday to Friday, with a one (1) hour unpaid lunch break. b)Non-supervisory Employees - The normal work day for such employees is seven (7) hours per day between 8:30 a.m. and 4:30 p.m., Monday to Friday, with a one (1) hour unpaid lunch break, except where the terms and conditions of employment state otherwise. c)The City may establish hours of work and days of work for work units, other than those set out above, depending on the nature of the business and the requirements of the Corporation. d)Employees working full-times hours shall be granted a fifteen (15) minute rest period during the first and second halves of the work day. e)Employees working part-time hours who work three (3) consecutive hours or more shall be entitled to a fifteen (15) minute rest period. 08.02 Overtime All employees are required to manage their time effectively so as to minimize the need to work overtime. From time to time, the needs of the City may require the performance of overtime when the work in a department cannot be completed during regular working hours, or when emergency or unusual conditions arise. In such circumstances, overtime may be authorized and scheduled by any level of management. Overtime is to be reported to the nearest quarter hour. a)There is no compensation for working overtime available to non -union employees compensated at Pay Grade 8 and above and Municipal Officers as defined in the Ontario Municipal Act, R.S.O. 1990, chapter M.45, section 207.45. b)Employees at Pay Grade 7 and below will be entitled to overtime compensated at one and one-half (1½) times their regular rate of pay when required to work in excess of their normal work day or normal work week. Overtime must be preapproved by the immediate supervisor and for the following authorized reasons: - 63 - Page 19 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 I.Employee is required to deal with emergencies or unusual conditions. II.To attend evening business meetings scheduled to begin after their normal work day or work week and they are unable to make arrangements with their supervisor to flex their time to work outside of their regular schedule. III.Excess or overflow work that despite all efforts the employee is unable to complete during regular working hours. c)The immediate non-union supervisor will determine if overtime worked by the employee will be compensated in time off in lieu or paid dollars if budgeted funds permit. d)If an employee is required to work overtime on a Sunday or on a Paid Holiday, then payment will be at a rate of double time (2x) the employee’s regular rate of pay. e)In order to qualify for overtime compensation, a part-time employee must have worked in excess of the normal work day or normal work week as that of a full-time employee. 08.03 Time off in Lieu General Principles: a)Employees at non-union Pay Grade 8 and above are not eligible for time off in lieu. b)Employees in Pay Grade 7 and below may earn lieu time, subject to prior approval from their supervisor. If the immediate supervisor approves time off in lieu, it shall be earned at the applicable overtime rate as outline in 08.02 for each hour of overtime worked. c)Eligible employees may accumulate up to a maximum of five (5) working days at any time. d)Time off in lieu earned up to and including November 30th must be taken in the calendar year in which it is earned or it will be paid out before December 31st. Time off in lieu earned in December may be carried over into the next year if requested in writing prior to the end of the year. e)Use of time off in lieu is subject to the approval of the employee’s immediate supervisor and shall be taken at a time that is mutually agreeable to the employee and supervisor, and at a time that does not interfere with the effectiveness of the work unit. All requests must be made in advance. f)The accumulation and use of time off in lieu is to be properly recorded on the Vacation/Lieu Request form and the bi-weekly time sheet and endorsed by the immediate supervisor. - 64 - Page 20 of 20Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number: HUR 080-001 09 Professional and Membership Fees 09.01 The City will pay for, or reimburse employees for the cost of annual professional designation or membership fees as they relate to their ability and authority to perform the duties of their role. 09.02 Employees who cease employment with the City will be required to reimburse the City, on a prorated basis at a rate of 1/12 per month of service, for the cost of the annual fee. Appendices Appendix 1 Acting Assignment Form Appendix 2 Exempt Compensation Pay Structure Appendix 3 Job Description Template Appendix 4 Change in Staff Complement Form Appendix 5 Job Evaluation Request Form - 65 - Appendix 1 Employee Information - Current Position Title Employee #Employee Last NameEmployee First Name Acting Assignment Affiliation Hours of Work Pay RatePay Grade Acting Assignment Information Position Title Affiliation Effective Date From Per Non-Union PPFA CUPE 129 Full-Time Part-Time Pay Grade Pay Rate Per Non-Union Position Confidential Page 1 of 2 Non-Union Effective Date To CAO 0308-08/14 Revised 16/11/04 Department Division Section SectionDivisionDepartment - 66 - Division Head/Immediate Non-Union Supervisor Date Director Date Chief Administrative Officer Date I hereby agree to perform the full range of duties for the position for which I am acting. To be completed following appropriate approvals. Submit original to Human Resources. Signature Alternate formats available upon request at 905.683.7575. Position Title Authorization/Signature Non-Union Position Confidential Acting Assignment Page 2 of 2 Date (Pay Grades 9 and above is required prior to offering the assignment to the employee) CAO 0308-08/14 Revised 16/11/04 SectionDivisionDepartment - 67 - Appendix 2 Exempt Compensation Pay Structure April 13, 2020 - March 31, 2021 PAY GRADE STEP 1 - 90% HOURLY STEP 2 - 95% HOURLY STEP 3 - 100% HOURLY 22 45.22 47.73 50.24 21 43.67 46.1 48.52 20 42.13 44.47 46.82 19 40.56 42.82 45.07 18 39.02 41.19 43.36 17 37.45 39.54 41.62 16 35.91 37.9 39.9 15 34.76 36.68 38.61 14 33.57 35.43 37.29 13 32.41 34.21 36.01 12 31.19 32.93 34.66 11 30.06 31.73 33.39 10 28.9 30.5 32.11 9 27.72 29.26 30.8 8 26.55 28.02 29.5 7 25.38 26.78 28.19 6 24.37 25.72 27.08 5 23.42 24.73 26.03 4 19.5 20.58 21.66 3 17.56 18.54 19.52 2 15.62 16.48 17.35 1*14.25 14.25 14.25 *PG 1 will be adjusted according to current minimum wage rate - 68 - Appendix 3 Job Description Job Title: Job Number: Department: Choose an item. Division: Choose an item. Section: Choose an item. Affiliation: Choose an item. Hours Worked Bi-weekly: Type of Position: Choose an item. Reports To: Pay Grade: Receives Guidance From (if applicable): Function/Purpose: (summary of the main function/purpose of this position) Primary Responsibilities: (description of the core duties of the position) 1. Secondary Responsibilities: (responsibilities/important duties performed occasionally or in addition to the core duties of the position) 2. Communication: (typical interactions with others including frequency, nature and difficulty of communication (i.e., sensitivity, negotiation, etc.) Internal External Leadership and Program Accountability Number of employees directly supervised: Nature of supervisory responsibilities: (related to employees directly supervised) Assign Work Yes No Evaluate Performance Yes No Review Work Yes No Undertake Discipline Yes No - 69 - Insert Job Title Insert Date Page 2 of 3 Leadership Responsibilities include: (e.g., technical guidance provided, supervision of volunteers or contractors, leading project teams/committees, specialized expertise to organization, etc.) Independence of Action: (degree of supervision and guidance received and the extent that decision or actions may be taken with own initiative) Impact of Decisions: (responsibility for and impact of decision-making) Financial Accountability: (financial responsibilities for processing transactions, budget planning and approval, asset management etc.) Customer Service Delivery: (covers both external and internal customers, quantifies the positions overall responsibility to identify, evaluate and address customer needs) Analytical Thinking and Problem-Solving Effort: (complexity of tasks and problems and availability of policies, processes and procedures, etc. to follow) Physical Skills and Effort: (typical physical skills, effort and frequency including sitting, standing, lifting, visual strain, interruptions, pace of work, etc.) Working Conditions: (identify working conditions for core duties including comfort, exposure to adverse conditions, risk of injury and mental stress) - 70 - Insert Job Title Insert Date Page 3 of 3 Minimum Entry Requirements Formal Education and Training: (must be from a recognized educational institution, include certifications, professional licenses and designations) or any combination of education, workplace training and experience deemed to be acceptable by the Corporation. Experience: Knowledge, Skills and Abilities: (knowledge, skill and ability necessary for an individual to perform the job competently) Please remove the following if not appropriate to the position: Must be prepared to undergo a Criminal Reference Check as a condition of employment OR must be prepared to undergo a Vulnerable Sector Screening as a condition of employment Must hold current Standard First Aid (within 2 years of certification) and Basic Rescuer CPR-C (within 1 year of certification) certificates. Must possess a valid Class “G” Ontario Driver’s Licence and provide consent for a Driver’s Abstract. A clean driving record is preferred. Demonstrates a commitment and adherence to all aspects of occupational health and safety (legislation, the Corporation’s policies and procedures) applicable to the position. Authorized By: ________________________________ _________________________________ Manager/Division Head Director ________________________________ Human Resources Final Approval ______________________________ _____________________ Tony Prevedel Date Chief Administrative Officer CAO 0901-12/21 Rev. 16/11/03 - 71 - Appendix 4 Request for Change in Staff Complement Page 1 of 2 Position Title Position Title Position Title Background History (attach an additional sheet if necessary). Additional sheet attached?Yes No NoYesAdditional sheet attached? Functional Responsibility (attach an additional sheet if necessary). Add New Position Delete Existing Position Change Existing Position Department Division Section CAO 0304-07/04 Revised 16/11/04 - 72 - Request for Change in Staff Complement Immediate Non-Union Supervisor Supervisory Responsibility Location Hours of Work Biweekly Hours Chief Administrative Officer Date Director DateDivision Head Date Attachments: Budget Page (Mandatory) Page 2 of 2Alternate formats available upon request at 905.683.7575. Start Work Date Reporting Relationships NoYesAdditional sheet attached? Justification and Advantages (attach an additional sheet if necessary). Employment Details Authorization/Signatures Revised Organization Chart (Mandatory) Draft Job Description (Mandatory) Part-TimeFull-Time CAO 0304-07/04 Revised 16/11/04 - 73 - 1 Request for Job Re-Evaluation – Non-union Employee Initiated The purpose of this form is to support a request for a job re -evaluation and to provide background information about how a position has changed in terms of responsibilities, duties, authority, relationships, physical demands and working conditions. If approved, the Job Evaluation Committee will review the completed form in combination with the updated job description. Employee to: Please indicate how the job has changed by detailing the revisions in the appropriate area(s) and submit to the immediate non-union supervisor along with a copy of the proposed Job Description . Non-union Supervisor to: Review the submission to determine if a material change in the duties and responsibilities of the position exists. Material changes include a change that is significant and ongoing. If yes, please authorize and forward the proposed Job Description and this form to the Director. If no, advise the employee in writing within 30 days outlining why the re-evaluation request is denied. Director to: Review the proposed Job Description to determine if a material change in the duties and responsibilities of the position exists. Material changes include a change that is significant and ongoing. If yes, authorize and forward to the Chair of the Job Evaluation Committee (Human Resources) within 45 days after receipt. If no, advise the employee in writing within 45 days outlining why the re-evaluation request is denied. Employee Name: Section/Division: Job Title: Department: Employee Signature: Date: Name of Non-union Supervisor: Appendix 5 - 74 - Education: Is there new legislated educational requirements needed for this position? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Communication: Briefly specify any change with emphasis on the nature, regularity and especially the purpose of internal and external contacts. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Leadership and Program Accountability: Have there been changes to the required supervisory, leadership, technical guidance or level of authoritative advice responsibilities? Detail the changes and provide a brief explanation for such changes. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Independence of Action (Initiative): Have the types of decisions to be made without reference to a supervisor changed? Detail changes and provide a brief explanation for such changes. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Impact of Decisions (Result of Errors): Briefly state the reason(s) for requested change. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ - 75 - 3 Financial Accountability Briefly state the reason(s) for requested change. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Customer Service Briefly state the reason(s) for requested change. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Analytical Thinking and Problem Solving Effort (Complexity/Judgment -Decision-Making): Have the types of decisions which are required to be made on a day-to-day basis changed? Detail changes and provide a brief explanation for such changes. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Physical Demands: Briefly describe any changes/adjustments to the physical demands of the job. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Working Conditions: Have the working conditions changed? If so, describe how they have changed? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ - 76 - 4 Immediate Non-union Supervisor Please indicate if there is material change to the duties and responsibilities of the position: Yes, there is material change. Please forwa rd to your Director within 30 days after receiving from the employee. No material change. Please return to employee with a written explanation. Comments: Name: Position: Signature: Date: Director Please indicate if there is material change to the duties and responsibilities of the position: Yes, there is material change. Please forward to the Chair of the Job Evaluation Committee (Human Resources) within 45 days after receiving from the immediate non - union supervisor. No material change. Please return to employee with a written explanation. Comments: Name: Position: Signature: Date: - 77 - Procedure Procedure Title: Benefits – Non-union Employees Procedure Number HUR 080-002 Reference: Date Originated (m/d/y) May 8, 2000 Date Revised (m/d/y) September 13, 2021 Pages 5 Approval: Chief Administrative Officer Point of Contact Director, Human Resources Procedure Objective The Corporation of the City of Pickering (the “City”) will provide its permanent full-time non-union employees with a comprehensive benefits package supporting the health and well-being of its employees. Specifically this procedure is intended to: 1.Outline the benefits available to non-union employees. 2.Provide a system that will facilitate the administration of the City’s benefits plan to ensure records are kept accurately and up-to-date. Index 01 Definitions 02 Responsibilities 03 Insured Benefits 04 Pension Benefits 05 Disability Benefits 06 Retiree and Survivor Benefits 01 Definitions 01.01 City – The Corporation of the City of Pickering. 01.02 Dependent - A person who is a resident in Canada or the United States, and who is: (a)the spouse of the employee; Attachment #3 to Report #HUR 03-21 Draft - 78 - Page 2 of 5 Procedure Title: Benefits – Non-union Employees Procedure Number: HUR 080-002 (b)the natural, legally adopted, or step child of the employee or spouse, who is unmarried, not engaged in active employment, or dependent on the employee or spouse for financial support. The dependent must be under 21 years of age or under 25 years of age and enrolled in full-time attendance at an accredited educational institution. 01.03 Disability Pension – An unreduced early retirement pension through OMERS for employees who are totally and permanently disabled. This pension is calculated using the OMERS Plan pension formula. 01.04 Early Retirement Age - For OMERS purposes only the early retirement age is deemed to be fifty-five (55) years. 01.05 Early Retirement Reduced Pension - Employees who retire prior to age sixty- five (65) and who have not obtained the OMERS pre-determined combined level of age and credited service. 01.06 Early Retirement Unreduced Pension - Employees who retire prior to age sixty-five (65) and who have obtained the OMERS pre-determined combined level of age and credited service. 01.07 Full-time Employee - Employees assigned to work regularly scheduled bi- weekly hours consisting of seventy (70) hours. 01.08 Immediate Supervisor - The direct supervisor of the employee. 01.09 Non-Union Employee - All employees of the City designated as out of scope on the basis of professional and/or management criteria established under the Ontario Labour Relations Act and who are subject to the City Compensation Plan for non-union employees. 01.010 Normal Retirement Age - For OMERS purposes only the normal retirement age is deemed to be age sixty-five (65). 01.011 OMERS -The Ontario Municipal Employees Retirement System. 01.012 Part-time Hours - An employee who consistently works less than the bi-weekly hours of a full-time position. 01.013 Permanent Employee - An employee hired into a permanent position and who has successfully completed the required period of time, which constitutes probationary service. 01.014 Spouse - An adult who is legally married to their respective partner or who cohabits in a conjugal relationship outside of marriage. - 79 - Page 3 of 5 Procedure Title: Benefits – Non-union Employees Procedure Number: HUR 080-002 02 Responsibilities 02.01 Chief Administrative Officer to: (a)Actively support the Procedure. (b)Approve the Procedure and any amendments, as required, from time to time. 02.02 Human Resources to: (a)Administer, interpret and ensure consistent application of the Procedure. (b)Recommend Procedure amendments to the Chief Administrative Officer. (c)Perform an orientation session with all new employees, explaining the benefits available, and assisting in the timely completion of all required forms and applications. (d)Administer the benefit plan by enrolling eligible employees in the City’s benefit plan and processing changes as required. (e)Administer the OMERS pension plan by enrolling eligible employees, advising eligible employees of enrolment and processing changes as required. (f)Maintain an up-to-date list of Other Than Continuous Full Time (OTCFT) employees who have enrolled in OMERS. (g)Provide Payroll with copies of OMERS enrolment, leave of absence, disability and terminations documentation. 02.03 Director to: (a)Actively support the Procedure. 02.04 Division Head to: (a)Actively support the Procedure. 02.05 Immediate Supervisor to: (a)Complete all required forms, records and reports respecting the Procedure. (b)Ensure that employees understand the Procedure. (c)Ensure that employees complete required forms and provide necessary documentation in a timely manner. - 80 - Page 4 of 5 Procedure Title: Benefits – Non-union Employees Procedure Number: HUR 080-002 02.07 Employee to: (a)Be aware of the regulations, policies and procedures respecting the various benefits plans. (b)Comply with all regulations, policies and procedures respecting application for various benefits plans covered under the Procedure. (c)Advise Human Resources promptly of changes in family status and beneficiaries. 02.08 Payroll To: (a)Prepare financial information for OMERS reporting purposes. (b)Deduct and remit OMERS contributions as determined by OMERS and as required for leave or disability purchases. (c)Verify and remit monthly benefit premiums to the City’s benefits provider ensuring premiums for elective optional benefits are accurately deducted from the participating employee. 03 Benefit Package 03.01 The City shall pay 100% of the premium cost of a comprehensive benefits package including extended health, vision, dental, emergency travel assistance, basic life insurance, AD&D, and long-term disability benefits for active permanent non-union employees to age seventy (70). Benefit levels and specific information related to coverage are outlined in the Benefit Booklet provided by the City’s benefit insurance carrier. 03.02 Permanent full-time employees classified as a Director will receive an annual Health Spending Account administered by the City’s benefit insurance carrier details of which are outlined in the Benefit Booklet provided by the Ci ty’s benefit insurance carrier. 03.03 A permanent full-time non-union employee may apply for optional life insurance and optional spousal life insurance through the City’s benefits carrier. The employee shall pay 100% of the premium cost of this additional insurance. 03.04 A permanent full-time non-union employee may apply for optional critical illness insurance and optional spousal and child critical illness insurance through the City’s benefits carrier. The employee shall pay 100% of the premium cost of this additional insurance. 03.05 The City will continue to pay 100% of the premium costs of the extended health, dental and vision care benefit plans in respect of an employee’s surviving spouse and dependents for up to twenty-four (24) calendar months following an employee’s death while in service. - 81 - Page 5 of 5 Procedure Title: Benefits – Non-union Employees Procedure Number: HUR 080-002 04 Pension Benefits 04.01 The City shall make contributions on behalf of each participating employee to the OMERS Basic Pension Plan, in amounts required by the Board of OMERS from time to time. 05 Disability Benefits: 05.01 Where an employee is eligible for benefits under the provisions of a Long Term Disability Plan provided by the City’s insurance company, the City will continue to pay the premium cost of the extended health care, vision care and dental plan so long as the employee continues to be employed by the City and in receipt of such Long Term Disability benefits. 06 Retiree Benefits: 06.01 The City shall pay 100% of the premium cost of retiree benefits for permanent full-time non-union employees. Employees will be eligible for retiree benefits including, extended health, vision care, dental care, and emergency travel assistance (within provisions established by the benefit carrier) to age 65 if the following criteria are met. All other benefits shall cease at the date of retirement: (a)they have been employed with the City of Pickering for a minimum of 5 consecutive years and (b)they are receiving an unreduced OMERS basic pension or an unreduced OMERS disability pension. 06.02 Permanent full-time employees classified as Directors at the date of retirement will be eligible for retiree benefits as stipulated in 06.01 to the age of eighty-five (85). These benefits continue to include a health care spending account. 06.03 The City shall purchase a paid up life insurance policy of $2,000 for all permanent full-time employees who retire at the normal retirement age, or who retire with an unreduced pension as defined by OMERS. - 82 - Procedure Procedure Title: Leave – Non-union Employees Procedure Number HUR 080-003 Reference Employment Standards Act Workplace Safety & Insurance Act Date Originated (m/d/y) September 1, 2021 Date Revised (m/d/y) September 13, 2021 Pages 16 Approval: Chief Administrative Officer Point of Contact Director, Human Resources Attachment #4 to Report #HUR 03-21 Draft Procedure Objective The City is committed to establishing and maintaining an orderly system for the administration of various forms of leave, including vacation leave, paid holidays, leaves of absence, sick leave, bereavement leave, court and jury duty, professional leave , pregnancy/adoption/parental leave and other statutory leaves as outlined in the Employment Standards Act, 2000 (ESA). The objective of this Procedure is to: 1.Ensure uniform standards and procedures respecting the provisions and administration of leaves for non-union Employees within the City. 2.Provide a system that will facilitate monitoring the various forms of leave applied for and granted to ensure consistent and accurate application and detect potential abuses. 3.Ensure employees, immediate supervisors and directors are aware of the leave program for non-union employees of the City. 4.Provide a system of record keeping. Index 01 Definitions 02 Responsibilities 03 Leave of Absence Reporting Requirements 04 Vacation 05 Statutory Holidays 06 Sick Leave - 83 - Page 2 of 16 Procedure Title: Leave – Non-union Employees Procedure Number: HUR 080-003 07 Pregnancy and/or Parental Leave 08 Statutory Leaves 09 Bereavement Leave 10 Professional Development Leave 11 Witness and Jury Duty 12 Voting Time Off 13 Unpaid Leave of Absence 01 Definitions 01.01 Annual Salary – An employee’s annual salary based on full-time, continuous employment in their regular position, excluding monies paid for acting assignments, overtime etc. 01.02 Case Management Team – A team comprised of the employee, their immediate supervisor and a Human Resources Representative who work collaboratively to develop appropriate accommodations for injured or ill employees during the Disability Managem ent and Return to Work process. 01.03 Corporation – For the purposes of this Procedure Corporation shall mean the Corporation of the City of Pickering. 01.04 Daily Salary – An employee’s annual salary divided by 260. 01.05 Dependent – A person who is a resident in Canada or the United States, and who is: a)the spouse of the employee; b)the natural, legally adopted, or step child of the employee or spouse, who is unmarried, not engaged in active employment, or dependent on the employee or spouse for financial support. The dependent must be under 21 years of age or under 25 years of age and enrolled in full- time attendance at an accredited educational institution. 01.06 Full-time Hours – Employees assigned to work regularly scheduled bi- weekly hours consisting of 70 hours. 01.07 Hourly Rate – An employee’s annual salary divided by 1820. 01.08 Immediate Family – A spouse, including common-law spouse, children, including foster or stepchildren, parents, including stepparents of an employee. - 84 - Page 3 of 16 Procedure Title: Leave – Non-union Employees Procedure Number: HUR 080-003 01.09 Immediate Supervisor – the direct non-union supervisor of the employee. 01.10 Lieu Time – paid time off instead of additional pay for hours worked in excess of 7 hours per day or 35 hours per week. 01.11 Loss of Earnings (LOE) Benefits – payment from WSIB for employees with a loss of earnings as a result of a workplace injury or illness. 01.12 Non-union Employee – an employee of the City designated as out of scope on the basis of professional and/or management criteria established under the Ontario Labour Relations Act and who is subject to the City’s Compensation Procedures for Non-union employees. 01.13 OMERS – Ontario Municipal Employees Retirement System. 01.14 Permanent Employee – an employee hired into a permanent position and who has successfully completed the required period of time, which constitutes probationary service. 01.15 Permanent Part-time Employee - an employee working less than 35 hours per week, or 70 hours bi-weekly, hired into a permanent position and who has successfully completed the required period of time, which constitutes probationary service. 01.16 Sick Leave - Sick leave means the period of time an employee is entitled to be absent from work by virtue of being sick or disabled, quarantined as a result of exposure to a contagious disease, under examination or treatment by a qualified medical practitioner, or injured because of an accident which is not compensable under the Workplace Safety and Insurance Act. Sick leave payments are intended only for the protection of the income of employees who are unable to work for these reasons. 01.17 Spouse - An adult who is legally married to their respective partner or who cohabits in a conjugal relationship outside of marriage. 01.18 Statutory Leave – job-protected time off work in certain situations as defined and determined by the Ontario Employment Standards Act. 01.19 Non-permanent Employee – A temporary employee typically hired to perform overflow work and to fill in during peak work periods, or one who is hired on a non-permanent basis to replace an existing employee who is on an approved leave. 01.20 Vacation Entitlement - Earned vacation entitlement in days based on the years of service. 01.21 Vacation Leave - Leave without loss of pay granted in each vacation year based on earned vacation credits. - 85 - Page 4 of 16 Procedure Title: Leave – Non-union Employees Procedure Number: HUR 080-003 01.22 Vacation Year - A period of 12 consecutive months beginning January 1 and ending December 31. 01.23 Work Day - Those regularly scheduled hours the employee is normally scheduled to work. 01.24 WSIB – Workplace Safety & Insurance Board. 02 Responsibilities 02.01 Chief Administrative Officer to: a)Actively support the Procedure b)Approve the Procedure and any amendments, as required, from time to time. c)Authorize any vacation carryover as per 04.02 c). d)Approve any paid leaves of absence. 02.02 Human Resources to: a)Administer, interpret and ensure consistent application of the Procedure. b)Assist Directors, Division Heads, immediate supervisors and employees in the administration and application of the Procedure. c)Recommend Procedure amendments to the Chief Administrative Officer. d)Counsel employees on leave options available to them. e)Record and process the required leave documentation through Payroll. f)Track and report leave periods to OMERS and provide employee with corresponding leave purchase information. g)Oversee the disability management process as an active member of the Case Management Team for Long Term Disability. File necessary long- term disability documentation with the City’s benefit carrier. h)Provide annual vacation entitlement listings to each Department and Payroll. 02.03 Director/Division Head to: a)Actively support the Procedure. b)Authorize vacation carryover requests as per 04.04 c). - 86 - Page 5 of 16 Procedure Title: Leave – Non-union Employees Procedure Number: HUR 080-003 c)Approve any request for a leave of absence where appropriate. 02.04 Immediate Supervisor to: a)Complete all required forms, records and reports respecting the Procedure. b)Ensure that employees understand the Procedure. c)Approve employee requests for vacation leave. d)Assist employees in identifying eligibility under the Procedure. Ensure employees complete required forms and provide necessary documentation to support their request. 02.05 Employees to: a)Be aware of the regulations, policies and procedures respecting the various programs of leave of the City. b)Comply with all regulations, policies and procedures respecting application for various leaves covered under the Procedure. 03 Leave of Absence Reporting Requirements 03.01 A leave of absence from work, including leave of absence without pay, pregnancy/parental/adoption leave and other statutory leaves, professional leave, or witness/jury duty leave, is requested by the employee through the electronic Leave Reporting Form (Appendix I) and are subject to the approval of the immediate supervisor, director and where applicable, the Chief Administrative Officer. 03.02 For leaves of absence as outlined in 03.01 the department is required to forward the finalized Leave Form to Human Resources for processing along with an Action Notice within the designated timeframe of the appropriate pay period. Human Resources will follow their normal practices and timelines for processing Action Notices for Payroll. 03.03 Requests for vacation and use of accumulated lieu time are submitted to the immediate supervisor for approval using the Vacation Lieu Request Form (Appendix 2). 04 Vacation 04.01 Vacation Entitlement a)A permanent full-time non-union employee who has attained the consecutive years of service in the chart below on December 31st in any year shall be entitled to the corresponding vacation entitlement without - 87 - Page 6 of 16 Procedure Title: Leave – Non-union Employees Procedure Number: HUR 080-003 loss of pay in the year following the completion of the required years of service. For the first incomplete calendar year of service, an employee shall earn one (1) day for each complete month of service to a maximum of ten (10) days unless otherwise negotiated at the time of hire. Standard annual vacation entitlements will be awarded as follows: Standard Annual Vacation Entitlement Consecutive Years of Service Vacation Entitlement Less than one year Eleven working days One year but less than two years Twelve working days Two years but less than three years Thirteen working days Three years but less than four years Fourteen working days Four years but less than five years Fifteen working days Five years but less than six years Sixteen working days Six years but less than seven years Seventeen working days Seven years but less than eight years Eighteen working days Eight years but less than nine years Nineteen working days Nine years but less than ten years Twenty working days Ten years but less than eleven years Twenty-one working days Eleven years but less than twelve years Twenty-two working days Twelve years but less than thirteen years Twenty-three working days Thirteen years but less than fourteen years Twenty-four working days Fourteen years but less than fifteen years Twenty-five working days Fifteen years but less than sixteen years Twenty-six working days Sixteen years but less than seventeen years Twenty-seven working days Seventeen years but less than nineteen years Twenty-eight working days Nineteen years but less than twenty-one years Twenty-nine working days Twenty-one years but less than twenty-five years Thirty working days Twenty-five years but less than twenty-seven years Thirty-one working days Twenty-seven years but less than thirty Thirty-two working days Thirty years but less than thirty-two years Thirty-three working days Thirty-two years but less than thirty-five years Thirty-four working days Thirty-five years or more Thirty-five working days b)Vacation entitlements for permanent full-time employees may be adjusted when employment triggers the continuous employment criteria - 88 - Page 7 of 16 Procedure Title: Leave – Non-union Employees Procedure Number: HUR 080-003 as defined by the Employment Standards Act (ESA). An employee’s adjusted vacation entitlement will align with the ESA until the years of continuous employment align with the City’s standard vacation entitlement structure. c)Employees who negotiated a higher level of vacation than afforded in the standard vacation entitlement will follow an Alternate Vacation Progression schedule on a two year staggered basis as outlined in Appendix 3. d)Employees who negotiated vacation entitlements outside the entitlements contemplated in the Alternate Vacation Progression schedule will follow the same two-year staggered principal. e)Unpaid vacation, or vacation pay, for permanent part-time or temporary employees shall be granted and paid in accordance with the ESA (as amended from time to time). f)The vacation year will run from January 1 to December 31. 04.02 Prorating Vacation: a)Vacation entitlement is an earned benefit and as such it is earned at a rate of one-twelfth (1/12) for each calendar month of service. In the case of an incomplete month of service, the employee will receive vacation entitlement only if they have worked one-half (1/2) or more of the working days in the month. b)An employee upon ceasing employment shall receive the prorated amount of their vacation entitlement for the calendar year in the event of employment for less than the complete year. All employees will be required to pay back vacation time taken if the amount taken exceeds the prorated entitlement earned as of the date their e mployment ends. c)In the case of an incomplete month of service, vacation entitlements will be prorated for employee’s performing modified work who have not worked one-half (1/2) or more of the working days in the month. Furthermore, full-time permanent employees performing modified work must be paid for a minimum of one-half (1/2) their normal work day to be considered a work day for the purpose of determining vacation entitlement. 04.03 Prorating Vacation and Employee Absences a)Leaves of absence in excess of one (1) continuous month will reduce the paid vacation entitlement on a prorated basis, except for absences related to qualifying Employment Standards Act leaves. - 89 - Page 8 of 16 Procedure Title: Leave – Non-union Employees Procedure Number: HUR 080-003 b)An employee who is off work and being paid by a Long Term Disability Insurance Carrier will have their paid vacation entitlement reduced on a prorated basis. c)Where an employee is absent from work for more than eight (8) continuous months as a result of a workplace illness/injury and is in receipt of WSIB benefits, their paid vacation entitlement shall be reduced on a prorated basis. d)Employees on pregnancy or Parental leave shall continue to accrue vacation entitlement in accordance with the entitlement outlined for their consecutive years of service, or the alternate progression as negotiated. 04.04 Taking of Vacation a)A employee will be entitled to receive vacation leave subject to the operational needs of the department: i.In one continuous period pending approval of the employee’s immediate supervisor. ii.In separate periods of not less than ½ day. b)Vacation leave may be taken at any time during the year in which it is earned subject to approval of the immediate supervisor. c)The Director may grant an employee’s request to carry over a maximum of five (5) working days of vacation to the next year. In extraordinary circumstances, the CAO may approve carry over requests that exceed five (5) working days. d)Employees will not be paid for accumulated vacation entitlements except when exiting the organization as stated in 04.02 b) or in extraordinary circumstances when authorized by the CAO. e)An employee who is an admitted in-patient in hospital or confined under doctor’s direction as a result of illness or injury occurring immediately prior to their scheduled vacation may have their vacation re-scheduled, if possible. In all cases, a medical certificate stating the inclusive dates the employee was admitted or confined and the date of the occurrence of the illness or injury must be provided prior to the scheduled vacation. 04.05 Recall During Vacation – Expenses a)When, during any period of authorized vacation leave, an employee is recalled to duty, they will be reimbursed, for reasonable expenses incurred, in proceeding to their place of duty and in returning to the place from when they were recalled if the employee immediately resumes vacation upon completing the assignment for which they were recalled. - 90 - Page 9 of 16 Procedure Title: Leave – Non-union Employees Procedure Number: HUR 080-003 b)If a recall from vacation results in any expenses, such as cancellation of reservations, loss of deposits, penalty payments or travel and related expenses for their dependents in excess of those reasonab ly anticipated had they not been recalled, the employee will be reimbursed for reasonable expenses. 04.06 Cancellation of Vacation – Expenses a)Where a specific period of vacation leave is authorized and such leave is cancelled by the City prior to commencement, any expenses as detailed in Section 04.05 b), may be reimbursed provided the employee has made every reasonable effort to minimize the cost of such cancellation. 05 Statutory Holidays 05.01 All permanent employees shall be granted the following holidays with pay: a)New Years’ Day b)Family Day c)Good Friday d)Easter Monday e)Victoria Day f)Canada Day g)Civic Holiday h)Labour Day i)National Day for Truth & Reconciliation j)Thanksgiving Day k)Christmas Day l)Boxing Day m)½ day on Christmas Eve n)½ day on New Years’ Eve o)One day floating holiday, to be taken on a day mutually agreeable to the employee and their immediate supervisor. New employees who commence employment after November 11th shall not be entitled to a floating holiday during the first incomplete calendar year of employment. - 91 - Page 10 of 16 Procedure Title: Leave – Non-union Employees Procedure Number: HUR 080-003 p)Any other day proclaimed as a National or Provincial holiday by the Federal or Ontario Government. 05.02 Should any of the holidays fall on a normal work day, the employee will receive the day off with pay provided that the employee has worked the full number of scheduled hours of work on the work day immediately preceding and immediately following the holiday unless excused by the City, or an employee was absent due to: a)An approved leave of absence. b)Bereavement leave c)Vacation approved by the City. d)Any other reasonable cause. 05.03 If one of the holidays falls or is observed during an employee’s vacation period, they shall be granted another day off with pay in lieu thereof. 05.04 The City may designate one (1) day off to be taken with Christmas Day or Boxing Day instead of the two (2) half (1/2) days off for Christmas Eve and New Years’ Eve. 05.05 Should any of the holidays fall on a Saturday or Sunday, it will be observed on the preceding Friday or the following Monday as determined by the City. 05.06 Holiday pay for permanent full-time employees shall be computed on the basis of the regularly scheduled number of hours the employee would otherwise have worked (up to a maximum of seven (7) hours) at the employee’s regular hourly rate of pay. 05.07 Holiday pay for part-time employees shall be computed in accordance with the ESA. 05.08 An employee who has undertaken to work on any of the holidays and fails to report to work shall forfeit all pay for that day unless their absence is due to illness verified by a medical certificate as required by the City or otherwise provides a reason satisfactory to the City. 06 Sick Leave 06.01 Sick Entitlement Each full-time permanent employee will earn sick leave at the rate of one and one half (1½) days per month of service and each permanent part-time employee will earn sick leave at a rate of 0.07% of each hour worked except: - 92 - Page 11 of 16 Procedure Title: Leave – Non-union Employees Procedure Number: HUR 080-003 a)Where an employee is off work and being paid by a Long Term Disability Insurance Carrier; b)Where an employee is absent from work for more than eight (8) continuous months as a result of workplace illness/injury and is in receipt of WSIB benefits. c)Where an employee is absent from work on an unpaid leave of absence in excess of one (1) continuous month. d)When the employee has not worked one-half (1/2) or more of the working days in the month in the case of an incomplete month of service. Full-time permanent employees performing modified work must be paid for a minimum of one-half (1/2) their normal work day to be considered a work day for the purpose of sick leave accrual. 06.02 The unused portion of an employee’s sick entitlement will be accumulated and carried forward from one year to the next. 06.03 Sick Leave Entitlement Usage: a)Employees are subject to the provisions set out in HUR 130 -025 Attendance Management Procedure. b)Employees are not entitled to paid sick leave during the first month of service. c)Employees will not be paid cash for accumulated sick leave credits. d)In the case of illness or a required medical procedure of a member of the employee’s immediate family (spouse, dependent children or parents), and where the employee must provide for the needs of the family member, the employee shall be entitled to use a maximum of five (5) sick leave days per calendar year. Sick leave used for this purpose shall be drawn from the employee’s accumulated sick leave credits. 06.04 When an employee is injured at work and in receipt of WSIB loss of earnings (LOE) benefits instead of regular pay, the City will make up the difference between such WSIB compensation and regular pay by deducting the difference from the employee’s accumulated paid sick leave entitlements. Employees who have exhausted their paid sick leave entitlements will receive WSIB LOE benefits only. 06.05 Permanent full-time employees are required to apply for Long term Disability benefits after an accumulated absence of 17 weeks (elimination period) for the same illness/disability. Employees are not permitted to continue to use sick leave credits once they have accumulated the 17 weeks of disability, unless denied for Long term Disability benefits by the Insurance Carrier, or during the period where a decision is pending or during the appeal process. Employees - 93 - Page 12 of 16 Procedure Title: Leave – Non-union Employees Procedure Number: HUR 080-003 will be required to pay back their sick leave entitlement if LTD benefits are approved retroactively past the 17 week elimination period. 06.06 Unpaid sick leave may be established as credited service for OMERS pension plan purposes. The leave must be purchased by the end of the year in which the leave occurred. If the leave is not purchased, OMERS will recognize the leave as eligible service. 06.07 If an employee does not take any sick leave for a calendar year, they shall earn one extra day of vacation to be taken in the following year. 07 Pregnancy and/or Parental Leave 07.01 Pregnancy and/or Parental leaves as defined under the ESA will be granted in accordance with the terms and provisions of the ESA, as amended from time to time. 07.02 An employee requesting a pregnancy and/or parental leave will compete the Leave Reporting Form and submit it to their immediate supervisor at least two weeks prior to the commencement of the leave. If requested by the immediate supervisor, the Form shall be accompanied by a certificate from a qualified medical practitioner stating the expected date of birth. 07.03 Pregnancy and/or parental leave will be without salary. While on leave, an employee will continue to accrue vacation and sick leave credits. They will also continue to be covered by the City’s Basic Life, LTD, Extended Health Care, Dental and Vision Plans. 07.04 Pregnancy and/or parental leave may be established as credited service for OMERS pension plan purposes. The leave must be purchased by the end of the year following the year in which the period of leave ended. If the leave is not purchased by the employee, OMERS will recognize it as eligible service. 07.05 An employee returning from pregnancy and/or parental leave within the approved period will be given the same position, if available, or a comparable position at their former salary. 08 Statutory Leaves 08.01 Statutory leaves as defined under the ESA will be granted in accordance with the terms and provisions of the ESA, as amended from time to time. 08.02 An employee requesting a statutory leave will compete the Leave Reporting Form and submit to their immediate supervisor prior to the commencement of the leave or as soon as reasonably possible after the commencement of the leave. - 94 - Page 13 of 16 Procedure Title: Leave – Non-union Employees Procedure Number: HUR 080-003 08.03 Statutory leaves will be without salary. While on leave, an employee will continue to accrue vacation and sick leave credits. They will also continue to be covered by the City’s Basic Life, LTD, Extended Health Care, Dental and Vision Plans. 08.04 Statutory leaves may be established as credited service for OMERS pension plan purposes. The leave must be purchased by the end of the year following the year in which the period of leave ended. Otherwise, they are recognized by OMERS as eligible service. 08.05 An employee returning from a statutory leave within the approved period will be given the same position, if available, or a comparable position at their former salary. 09 Bereavement Leave 09.01 A permanent employee shall be granted bereavement leave without loss of pay, according to the schedule below, immediately following the death of; a)an employee’s spouse (including common-law spouse) child, stepchild, parent or stepparent up to five (5) consecutive work days off. b)an employee’s sister, brother, grandparent, grandchild, father-in-law, mother-in-law, or other relative living with the employee, up to three (3) consecutive work days off. c)an employee’s brother-in-law or sister-in-law, son-in-law or daughter-in- law, one (1) work day off to attend the funeral. 09.02 If funeral services are held at a later date, such entitlement shall not be consecutive, but shall be scheduled as approved by the employee’s immediate non-union supervisor, upon written request of the employee . 09.03 In the event such a death occurs, or the funeral is held at a distant point (minimum 500 km away) requiring extra traveling time, the employee may be granted up to two additional work days off without loss of pay, subject to the prior approval of the immediate supervisor. 09.04 Employees may have their vacation rescheduled if a death occurs which entitles them to bereavement leave in accordance with 08.01. To be eligible to have their vacation rescheduled, the employee must notify their immediate non-union supervisor immediately when such a death occurs. 10 Professional Development Leave 10.01 Special leave with pay to a maximum of one day per subject may be granted to an employee to write an examination for an employer-approved course at an accredited school or educational institution, provided the employee has - 95 - Page 14 of 16 Procedure Title: Leave – Non-union Employees Procedure Number: HUR 080-003 demonstrated that the examination to be written directly relates to the employee’s function and will improve his/her qualifications and ability to perform those duties. 10.02 Special leave with pay to a maximum of one day may also be granted to an employee for the purpose of receiving a degree or diploma at a school, technological institute, professional association or university convocation or to receive special honor at a meeting of a professional society. 11 Witness and Jury Duty Leave 11.01 An employee who has been called to jury duty or subpoenaed as a Crown witness or subpoenaed as a witness in a civil or criminal proceeding shall receive for each day absent from regularly scheduled working hours, the difference between average hourly earnings lost and the amount of jury or witness fee received, providing the employee furnishes the City with a Certificate of Service signed by the Clerk of the Court showing the amount of any fee received. 11.02 To ensure that the City acts and is perceived to act impartially in any legal matter in which the City is not directly involved as a plaintiff or defendant, an employee will not testify in such matters unless formally subpoenaed. 11.03 Under no circumstances will an employee appear as an “expert witness” or otherwise represent the City or their position at the City without a formal subpoena having been served on them. 11.04 Notwithstanding the above clauses, an employee may act as a witness without benefit of a subpoena on behalf of the City where the City is the plaintiff or defendant. 12 Voting Time Off 12.01 Upon request, an employee who is an elector will, while the voting stations are open on election day, be allowed three (3) consecutive hours for the purpose of casting a vote. 12.02 If the employee’s hours of work do not allow for the necessary hours, the City will allow the employee any additional time for voting that is necessary to provide them the consecutive hours. The additional time for voting will be granted at the convenience of the City. 12.03 The City will not make any deduction from the pay of an employee nor impose any penalty by reason of their absence from work during these consecutive hours. - 96 - Page 15 of 16 Procedure Title: Leave – Non-union Employees Procedure Number: HUR 080-003 13 Unpaid Leave of Absence 13.01 The City may grant a leave of absence without pay to any employee requesting such a leave for reasons which the City determines to be legitimate. The recipient shall use the leave of absence only for the purpose for which it was granted. 13.02 An employee requesting a leave of absence without pay, which is less than one (1)month in duration, will submit their written request for leave to their Director for approval. When a leave of absence without pay is requested for more than one (1) month, both the Director and Chief Administrative Officer must approve the leave request. In both cases, a copy of the approved leave request is forwarded to Human Resources for information purposes. Except in emergencies, such requests must be submitted as follows: a)For a leave of absence up to one (1) month, at least two (2) weeks prior to the requested start date of the leave. b)For a leave of absence of over one (1) month, at least one (1) month prior to the requested start date of the leave. c)The employee will be informed if the leave is approved or not approved within one (1) week of the receipt of the request for same. 13.03 An employee will not be granted a leave of absence except as provided for in the ESA during the twelve (12) month period immediately following their appointment to the City. 13.04 An employee who is on a leave of absence without pay for more than one (1) month shall not accrue further vacation and sick leave credits. 13.05 The City shall cease its payment of the premium cost of the employee’s benefits after one (1) continuous month of unpaid leave. If the employee requests, they will be permitted to continue eligible benefits if the y arrange to pay the premium costs of benefits through Human Resources before the leave commences. 13.06 Employees, may continue their service in the OMERS pension plan, but are required to pay both the employee and the employer portion of the contributions. 13.07 An employee engaged in other employment for gain while on leave of absence without the express written consent of the City, will be deemed to have automatically terminated their employment with the City. - 97 - Page 16 of 16 Procedure Title: Leave – Non-union Employees Procedure Number: HUR 080-003 Appendices Appendix 1 Leave Reporting Form Appendix 2 Vacation/Lieu Request Form Appendix 3 Alternate Vacation Progression Schedule - 98 - Appendix 1 Leave of Absence Request Form Employee Name: Position Title: Department: Division: Employment Status Permanent ☐ Temporary ☐ Hours of Work Full-time ☐ Part-time ☐ Leave Type No. of Hours/Days Start Date End Date ☐ LOA Without pay ☐ Pregnancy Leave ☐ Parental Leave ☐ Adoption Leave ☐ Professional Leave ☐ Witness/Jury Duty ☐ Other Additional Information Employee Signature Date Immediate Supervisor Date Division Head Date Director Date For any unpaid leave of more than on month in duration Chief Administrative Officer Date HR0305-09/29 Submit original form (with applicable supporting documentation) to the Human Resources Department Employee #: - 99 - To: [Click here and type name] "[Click here and type title]" "[Click here and type date]" From: [Click here and type name] "[Click here and type title]" 202X Vacation Entitlement Summary Day(s) Carry-over (if applicable) Vacation Entitlement Perfect Attendance (if applicable) Float Day 1 Total Vacation I am requesting approval to schedule vacation day(s) as follows: For ½ day requests please indicate am or pm Lieu I am requesting approval to schedule lieu time as follows: For ½ day requests please identify am or pm Vacation Date(s) Day(s) Requested Day(s) Remaining Mgmt Approval Lieu Date(s) Hours Requested Mgmt Approval Request to carry over to 202X vacation (if applicable) Lieu Time Carry Over to 202X (if applicable) Lieu bank cannot exceed 5 working days 202X Vacation and Lieu Time Request Ongoing history of current year’s vacation/lieu Bold new requests or revisions to an existing request Indicate in brackets (delete) if time scheduled is not taken and update days remaining accordingly Detailed instructions are at the bottom of page 2 Appendix 2 - 100 - CAO 1002-01/05 Revised 21/09/01 Vacation I am requesting approval to schedule vacation day(s) as follows: For ½ day requests please indicate am or pm Lieu I am requesting approval to schedule lieu time as follows: For ½ day requests please identify am or pm Vacation Date(s) Day(s) Requested Day(s) Remaining Mgmt Approval Lieu Date(s) Hours Requested Mgmt Approval Request to carry over to 202X vacation (if applicable) Lieu Time Carry Over to 202X (if applicable) Instructions Vacation this form is an active document and provides an up -to-date record of the current year’s vacation/lieu history. Utilize the same document for all vacation/lieu requests, listing su bsequent requests in date order new requests or revisions to an existing request must be reflected in bold. Ensure the columns calculate accordingly each time a new request/revision is submitted in the event requested time is not taken, submit a revised request form and indicate (delete) beside the date(s) not taken and adjust the days remaining accordingly staff may carry-over up to five days of vacation to the next calendar year with appropriate approval signatures annual vacation requests must be submitted by April 1st of each year. The Corporation will post the approved vacation schedule on or before April 30 th in the work area concerned Lieu Time staff are permitted to bank lieu time up to maximum of five working days CUPE employees – time off in lieu earned prior to November 30th must be taken in the calendar year in which it is earned Non-union staff – time off in lieu earned prior to November 30th must be taken in the calendar year in which it is earned or it will be paid out before D ecember 31st. [refer to Compensation and Hours of Work Procedure – Non-union Employees [HUR 110 Section 08.03 d)] 202X Vacation and Lieu Time Request Page 2 - 101 - Alternate Vacation Progression Schedule Page 1 of 2 Negotiated Entitlements – Sliding Scale Consecutive Years of Service Standard Vacation Entitlement Fifteen Working Days Twenty Working Days Twenty-Five Working Days Less than 1 year Eleven working days Fifteen Working Days Twenty Working Days Twenty-five Working Days 1 less than 2 years Twelve working days Fifteen Working Days Twenty Working Days Twenty-five Working Days 2 years less than 3 years Thirteen working days Sixteen working days Twenty-one working days Twenty-six working days 3 years less than 4 years Fourteen working days Sixteen working days Twenty-one working days Twenty-six working days 4 years less than 5 years Fifteen working days Seventeen working days Twenty-two working days Twenty-seven working days 5 years less than 6 years Sixteen working days Seventeen working days Twenty-two working days Twenty-seven working days 6 years less than 7 years Seventeen working days Eighteen working days Twenty-three working days Twenty-eight Working days 7 years less than 8 years Eighteen working days Eighteen working days Twenty-three working days Twenty-eight Working days 8 years less than 9 years Nineteen working days Nineteen working days Twenty-four working days Twenty-nine working days 9 years less than 10 years Twenty working days Twenty Working Days Twenty-four working days Twenty-nine working days 10 years less than 11 years Twenty-one working days Twenty-one working days Twenty-five Working Days Thirty working days 11 years less than 12 years Twenty-two working days Twenty-two working days Twenty-five Working Days Thirty working days 12 years less than 13 years Twenty-three working days Twenty-three working days Twenty-six working days Thirty-one working days 13 years less than 14 years Twenty-four working days Twenty-four working days Twenty-six working days Thirty-one working days 14 years less than 15 years Twenty-five working days Twenty-five working days Twenty-seven working days Thirty-two working days 15 years less than 16 years Twenty-six working days Twenty-six working days Twenty-seven working days Thirty-two working days 16 years less than 17 years Twenty-seven working days Twenty-seven working days Twenty-eight Working days Thirty-three working days 17 years less than 19 years Twenty-eight working days Twenty-eight working days Twenty-eight working days Thirty-three working days Appendix 3 - 102 - Alternate Vacation Progression Schedule Page 2 of 2 19 years less than 21 years Twenty-nine working days Twenty-nine working days Twenty-nine working days Thirty-four working days 21 years less than 25 years Thirty working days Thirty working days Thirty working days Thirty-four working days 25 years less than 27 years Thirty-one working days Thirty-one working days Thirty-one working days Thirty-five working days 27 years less than 30 years Thirty-two working days Thirty-two working days Thirty-two working days Thirty-five working days 30 years less than 32 years Thirty-three working days Thirty-three working days Thirty-three working days Thirty-five working days 32 years less than 35 years Thirty-four working days Thirty-four working days Thirty-four working days Thirty-five working days 35 years or more Thirty-five working days Thirty-five working days Thirty-five working days Thirty-five working days - 103 - Report to Executive Committee Report Number: OPS 03-21 Date: September 13, 2021 From: Brian Duffield Director, Operations Subject: Quotation No. Q2021-12 -Supply & Delivery of Sidewalk Tractors with Attachments -File: A-1440 Recommendation: 1.That Quotation No. Q2021-12 submitted by Amaco C onstruction Equipment Inc., in the amount of $514,374.87 (HST included) be accepted; 2.That the total gross quotation cost of $561,367.00 (HST included) and the total net project cost of $505,528.00 (net of HST rebate) be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the net project cost of $505,528.00 as follows: a)The sum of $168,510.00 as approved in the 2020 Property Maintenance Capital Budget by a transfer from the Development Charges Reserve Funds – Other Services Related to a Highway; b)The sum of $337,018.00 as approved funds in the 2021 Property Maintenance Capital Budget by a transfer from the Major Equipment Reserve; 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: One new Sidewalk Tractor with Attachments was approved in the 2020 Property Maintenance Capital Budget, but was deferred as a cost savings due to COVID- 19.This new unit was included i n the 2021 bid solicitation for the replacement of unit #792 (2013 Trackless) and unit #753 (2012 Trackless) as provided for in the 2021 Property Maintenance Capital Budget. These units have met or exceeded their scheduled replacement date. Quotation Q2021-12 was advertised on the City’s website on July 7, 2021 with a closing date of July 28, 2021 of which four companies have responded. 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 or where the highest scoring proposal is recommended 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. - 104 - OPS 03-21 September 13, 2021 Subject: Supply & Delivery of Sidewalk Tractors with Attachments Page 2 Financial Implications: 1. Quotation Amount Supply & Delivery of Sidewalk Tractors with $455,199.00 Attachments HST (13%) 59,175.87 Total Gross Quotation Cost $514,374.87 2. Estimated Project Costing Summary Quotation No. Q2021-12 $455,199.00 Supply & Delivery of Snow Blower (3 units) 32,655.00 Supply & Delivery of Spray Tank (3 units) 8,931.00 Total Cost $496,785.00 HST (13%) 64,582.00 Total Gross Project Costs $561,367.00 HST Rebate (11.24%) (55,839.00) Total Net Project Costs $505,528.00 3. Approved Source of Funds – 2021 Property Maintenance Capital Budget Description VAIL Account Code SAP Account Source of Funds Available Budget Required (1) Sidewalk Plow with Attachments 5311.2004.6178 C10305.2004.01 RF-Dev. Charges -Other Service Related to a Highway 175,000.00 168,510.00 (2) Sidewalk Plows with Attachments Repl. 5311.2102.6178 C10305.2102.01 R-Major Equip. 350,000.00 337,018.00 $525,000.00 $505,528.00 Net Project Cost under (over) Approved Funds $19,472.00 - 105 - OPS 03-21 September 13, 2021 Subject: Supply & Delivery of Sidewalk Tractors with Attachments Page 3 Discussion: One new Sidewalk Plow with Attachments was approved in the 2020 Property Capital Budget but was deferred as a cost savings due to COVID-19. This new unit is being added to service new sidewalks and public spaces coming on stream in Seaton. The replacement of two Sidewalk Plows with Attachments for unit #792 (2013 Trackless) and unit #753 (2012 Trackless) was provided for in the 2021 Property Maintenance Capital Budget. These units have met or exceeded their scheduled replacement date. An Evaluation Committee consisting of Operations staff has evaluated the quotation based on the rated criteria. It was determined that Amaco Construction Equipment Inc. is the top ranked respondent of the requested quotation. After careful review of the submissions received, Operations staff recommend the acceptance of Quotation No. Q2021-12 submitted by Amaco Construction Equipment Inc. for three Sidewalk Tractors with Attachments in the amount of $561,367.00 (HST included) and the total project cost of $505,528.00 (net of HST rebate) be approved. Attachment: 1. Supply & Services Memorandum dated August 11, 2021 Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Matt Currer Supervisor, Fleet Operations Ray Rodrigues, CPPB Manager, Supply & Services Original Signed By: Original Signed By: Brian Duffield Director, Operations Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer MC:nw - 106 - Attachment #1 to Report OPS 03-21 Request for Quotations For Supply & Delivery of Sidewalk Tractors with Attachments Request for Quotations Q2021-12 Issued: July 7, 2021 Submission Deadline: July 28, 2021 before 12:00 noon (local time) - 107 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments Table of Contents Part 1 – Invitation and Submission Instructions ........................................................ 3 1.1 Invitation to Respondents ..................................................................................... 3 1.2 Request for Quotations Contact ........................................................................... 3 1.3 Type of Contract for Deliverables ......................................................................... 3 1.4 Request for Quotations Timetable ........................................................................3 1.5 Submission of Quotations ..................................................................................... 3 Part 2 – Evaluation ........................................................................................................ 5 2.1 Stages of Evaluation ............................................................................................. 5 2.2 Stage I – Mandatory Submission Requirements................................................... 5 2.3 Stage II – Evaluation ............................................................................................ 5 2.4 Stage III – Pricing ................................................................................................. 6 2.5 Selection of Top-Ranked Respondent ..................................................................6 Part 3 – Terms and Conditions of the Request for Quotations Process .................. 7 3.1 General Information and Instructions.................................................................... 7 3.2 Communication after Issuance of Request for Quotations ................................... 8 3.3 Notification and Debriefing ................................................................................... 9 3.4 Conflict of Interest and Prohibited Conduct .......................................................... 9 3.5 Confidential Information ...................................................................................... 10 3.6 Procurement Process Non-binding ..................................................................... 11 3.7 Governing Law and Interpretation ...................................................................... 12 Appendix A – Form of Agreement ............................................................................. 13 Appendix B – Submission Form ................................................................................ 14 Appendix C – Pricing Form ........................................................................................ 18 Appendix D – Request for Quotations Particulars ................................................... 19 A. The Deliverables .................................................................................................... 20 B. Material Disclosures .............................................................................................. 20 C. Mandatory Technical Requirements ...................................................................... 20 Attachments Attachment No. 1 – Technical Specifications Page 2 of 31 - 108 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments Part 1 – Invitation and Submission Instructions 1.1 Invitation to Respondents This Request for Quotations is an invitation by the City of Pickering (“City”) to prospective respondents to submit non-binding quotations for the provision of the supply & delivery of sidewalk tractors with attachments as further described in the Request for Quotations Particulars (Appendix D) (the “Deliverables”). 1.2 Request for Quotations Contact For the purposes of this procurement process, the “Request for Quotations Contact” will be: City Contact: Lisa Chang, Capital Projects Buyer E-mail: supply@pickering.ca Respondents and their representatives are not permitted to contact any employees, officers, agents, elected or appointed officials or other representatives of the City, other than the Request for Quotations Contact, concerning matters regarding this Request for Quotations. Failure to adhere to this rule may result in the disqualification of the respondent and the rejection of the respondent’s quotation. 1.3 Type of Contract for Deliverables The selected respondent will be requested to enter into a contract for the provision of the Deliverables on the terms and conditions set out in the Form of Agreement (Appendix A) (the “Agreement”). 1.4 Request for Quotations Timetable Issue Date of Request for Quotations July 7, 2021 Deadline for Questions 5 business days before closing. Deadline for Issuing Addenda 3 business days before closing. Submission Deadline July 28, 2021 before 12:00 noon (local time) Within five (5) business days of written Rectification request by the City The Request for Quotations timetable is tentative only, and may be changed by the City at any time. 1.5 Submission of Quotations 1.5.1 Quotations to be Submitted at the Prescribed Location Email: supply@pickering.ca Page 3 of 31 - 109 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments 1.5.2 Quotations to be Submitted on Time Bids will be deemed to have been received when the email is delivered to supply@pickering.ca. The email received time is the official time piece. Bids not received at this email will not be considered. 1.5.3 Quotations to be Submitted in Prescribed Format Respondents should submit one (1) electronic copy in .pdf format via email. Quotations should be prominently marked with the Request for Quotations title and number with the full legal name and return address of the respondent. 1.5.4 Amendment of Quotations Respondents may amend their quotations prior to the Submission Deadline by submitting the amendment in an email prominently marked with the Request for Quotations title and number and the full legal name and return address of the respondent to the location set out above. Any amendment should clearly indicate which part of the quotation the amendment is intended to amend or replace. 1.5.5 Withdrawal of Quotations At any time throughout the Request for Quotations process until the execution of a written agreement for provision of the Deliverables, a respondent may withdraw a submitted quotation. To withdraw a quotation, a notice of withdrawal must be sent to the Request for Quotations Contact and must be signed by an authorized representative of the respondent. The City is under no obligation to return withdrawn quotations. [End of Part 1] Page 4 of 31 - 110 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments Part 2 – Evaluation 2.1 Stages of Evaluation The City will conduct the evaluation of quotations in the following stages: 2.2 Stage I – Mandatory Submission Requirements Stage I will consist of a review to determine which quotations comply with all of the mandatory submission requirements. If a quotation fails to satisfy all of the mandatory submission requirements, the City will issue the respondent a rectification notice identifying the deficiencies and providing the respondent an opportunity to rectify the deficiencies. If the respondent fails to satisfy the mandatory submission requirements within the Rectification Period, its quotation will be excluded from further consideration. The Rectification Period will begin to run from the date and time that the City issues a rectification notice to the respondent. The mandatory submission requirements are as set out below. 2.2.1 Submission Form (Appendix B) Each quotation must include a Submission Form (Appendix B) completed and signed by an authorized representative of the respondent. 2.2.2 Pricing Form (Appendix C) Each quotation must include a Pricing Form (Appendix C) completed according to the instructions contained in the form. 2.2.3 Other Mandatory Submission Requirements Each Quotation must include a fully completed Attachment #1. 2.3 Stage II – Evaluation Stage II will consist of the following two sub-stages: 2.3.1 Mandatory Technical Requirements The City will review the quotations to determine whether the mandatory technical requirements as set out in Section C of the Request for Quotations Particulars (Appendix D) have been met. Questions or queries on the part of the City as to whether a quotation has met the mandatory technical requirements will be subject to the verification and clarification process set out in Part 3. Page 5 of 31 - 111 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments 2.3.2 Rated Criteria The City will evaluate each qualified submission on the basis of the rated criteria as set out below: Rated Criteria Category Weighting (Points) Conformance to specifications 70 Pricing 30 Total Points 100 In the event of a tie score, the selected respondent will be determined in accordance with the City’s Purchasing Procedures 2.4 Stage III – Pricing Stage III will consist of a scoring of the submitted pricing in accordance with the price evaluation method set out in the Pricing Form (Appendix C). The evaluation of price will be undertaken after the evaluation of mandatory requirements and rated criteria has been completed. 2.5 Selection of Top-Ranked Respondent After the completion of Stage III, all scores from Stage II and Stage III will be added together and respondents will be ranked based on their total scores. Subject to the process rules contained in the Terms and Conditions of the Request for Quotations Process (Part 3), the top-ranked respondent will be invited to enter into the Agreement in accordance with Part 3. The selected respondent will be notified in writing and will be expected to enter into the Agreement within the timeframe specified in the s election notice. Failure to do so may result in the disqualification of the respondent and the selection of another respondent or the cancellation of the Request for Quotations. [End of Part 2] Page 6 of 31 - 112 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments Part 3 – Terms and Conditions of the Request for Quotations Process 3.1 General Information and Instructions 3.1.1 Respondents to Follow Instructions Respondents should structure their quotations in accordance with the instructions in this Request for Quotations. Where information is requested in this Request for Quotations, any response made in a quotation should reference the applicable section numbers of this Request for Quotations. 3.1.2 Quotations in English All quotations are to be in English only. 3.1.3 No Incorporation by Reference The entire content of the respondent’s quotation should be submitted in a fixed form, and the content of websites or other external documents referred to in the respondent’s quotation but not attached will not be considered to form part of its quotation. 3.1.4 References and Past Performance In the evaluation process, the City may include information provided by the respondent’s references and may also consider the respondent’s past performance or conduct on previous contracts with the City or other institutions. 3.1.5 Information in Request for Quotations Only an Estimate The City and its advisers make no representation, warranty or guarantee as to the accuracy of the information contained in this Request for Quotations or issued by way of addenda. Any quantities shown or data contained in this Request for Quotations or provided by way of addenda are estimates only, and are for the sole purpose of indicating to respondents the general scale and scope of the Deliverables. It is the respondent’s responsibility to obtain all the information necessary to prepare a quotation in response to this Request for Quotations. 3.1.6 Respondents to Bear Their Own Costs The respondent will bear all costs associated with or incurred in the preparation and presentation of its quotation, including, if applicable, costs incurred for interviews or demonstrations. 3.1.7 Quotation to be Retained by the City The City will not return the quotation or any accompanying documentation submitted by a respondent. 3.1.8 Trade Agreements Respondents should note that procurements falling within the scope of the Canadian Free Trade Agreement (CFTA) and Canadian European Union Comprehensive Economic Trade Agreement (CETA) are subject to the applicable trade agreement Page 7 of 31 - 113 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments requirements but that the rights and obligations of the parties will be governed by the specific terms of this Request for Quotation. 3.1.9 No Guarantee of Volume of Work or Exclusivity of Contract The City makes no guarantee of the value or volume of work to be assigned to the successful respondent. The contract with the selected respondent will not be an exclusive contract for the provision of the described Deliverables. The City may contract with others for goods and services the same as or similar to the Deliverables or may obtain such goods and services internally. 3.2 Communication after Issuance of Request for Quotations 3.2.1 Respondents to Review Request for Quotations Respondents should promptly examine all of the documents comprising this Request for Quotations, and may direct questions or seek additional information in writing by email to the Request for Quotations Contact on or before the Deadline for Questions. Questions shall include a Bidder’s request to use an approved alternate product . Without stating the source of the enquiries, the questions and answers and whether or not the City considers to be “an approved alternate” will be available in an addendum. The decision whether a product is an approved alternate rests solely with the City. No such communications are to be directed to anyone other than the Request for Quotations Contact. The City is under no obligation to provide additional information, and the City is not responsible for any information provided by or obtained from any source other than the Request for Quotations Contact. It is the responsibility of the respondent to seek clarification from the Request for Quotations Contact on any matter it considers to be unclear. The City is not responsible for any misunderstanding on the part of the respondent concerning this Request for Quotations or its process. 3.2.2 All New Information to Respondents by Way of Addenda This Request for Quotations may be amended only by addendum in accordance with this section. If the City, for any reason, determines that it is necessary to provide additional information relating to this Request for Quotations, such information will be communicated to all respondents by addendum. Each addendum forms an integral part of this Request for Quotations and may contain important information, including significant changes to this Request for Quotations. Respondents are responsible for obtaining all addenda issued by the City. In the Submission Form (Appendix B), respondents should confirm their receipt of all addenda by setting out the number of each addendum in the space provided. 3.2.3 Post-Deadline Addenda and Extension of Submission Deadline If the City determines that it is necessary to issue an addendum after the Deadline for Issuing Addenda, the City may extend the Submission Deadline for a reasonable period of time. Page 8 of 31 - 114 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments 3.2.4 Verify, Clarify and Supplement When evaluating quotations, the City may request further information from the respondent or third parties in order to verify, clarify or supplement the information provided in the respondent’s quotation, including but not limited to clarification with respect to whether a quotation meets the mandatory technical requirements set out in Section C of the Request for Quotations Particulars (Appendix D). The City may revisit and re-evaluate the respondent’s response or ranking on the basis of any such information. 3.3 Notification and Debriefing 3.3.1 Notification to Other Respondents Once an agreement is executed by the City and a respondent, the other respondents will be notified of the outcome of the procurement process. 3.3.2 Debriefing Respondents may request a debriefing after receipt of a notification of the outcome of the procurement process. All requests must be in writing to the Request for Quotations Contact and must be made within sixty (60) days of such notification. The intent of the debriefing information session is to aid the respondent in presenting a better quotation in subsequent procurement opportunities. Any debriefing provided is not for the purpose of providing an opportunity to challenge the procurement process or its outcome. 3.4 Conflict of Interest and Prohibited Conduct 3.4.1 Conflict of Interest The City may disqualify a respondent for any conduct, situation or circumstances, determined by the City, in its sole and absolute discretion, to constitute a Conflict of Interest, as defined in the Submission Form (Appendix B). 3.4.2 Disqualification for Prohibited Conduct The City may disqualify a respondent, rescind notice of selection or terminate a contract subsequently entered into if the City determines that the respondent has engaged in any conduct prohibited by this Request for Quotations. 3.4.3 Prohibited Respondent Communications Respondents must not engage in any communications that could constitute a Conflict of Interest and should take note of the Conflict of Interest declaration set out in the Submission Form (Appendix B). 3.4.4 Respondent Not to Communicate with Media Respondents must not at any time directly or indirectly communicate with the media in relation to this Request for Quotations or any agreement entered into pursuant to this Request for Quotations without first obtaining the written permission of the Request for Quotations Contact. Page 9 of 31 - 115 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments 3.4.5 No Lobbying Respondents must not, in relation to this Request for Quotations or the evaluation and selection process, engage directly or indirectly in any form of political or other lobbying whatsoever to influence the selection of the successful respondent(s). 3.4.6 Illegal or Unethical Conduct Respondents must not engage in any illegal business practices, including activities such as bid-rigging, price-fixing, bribery, fraud, coercion or collusion. Respondents must not engage in any unethical conduct, including lobbying, as described above, or other inappropriate communications; offering gifts to any employees, officers, agents, elected or appointed officials or other representatives of the City; deceitfulness; submitting quotations containing misrepresentations or other misleading or inaccurate information; or any other conduct that compromises or may be seen to compromise the competitive process provided for in this Request for Quotations. 3.4.7 Past Performance or Past Conduct The City may prohibit a supplier from participating in a procurement process based on past performance or based on inappropriate conduct in a prior procurement process, including but not limited to the following: (a) illegal or unethical conduct as described above; (b) the refusal of the supplier to honour its submitted pricing or other commitments; or (c) any conduct, situation or circumstance determined by the City, in its sole and absolute discretion, to have constituted an undisclosed Conflict of Interest. 3.5 Confidential Information 3.5.1 Confidential Information of the City All information provided by or obtained from the City in any form in connection with this Request for Quotations either before or after the issuance of this Request for Quotations (a) is the sole property of the City and must be treated as confidential; (b) is not to be used for any purpose other than replying to this Request for Quotations and the performance of any subsequent contract for the Deliverables; (c) must not be disclosed without prior written authorization from the City; and (d) must be returned by the respondent to the City immediately upon the request of the City. Page 10 of 31 - 116 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments 3.5.2 Confidential Information of Respondent A respondent should identify any information in its quotation or any accompanying documentation supplied in confidence for which confidentiality is to be maintained by the City. The confidentiality of such information will be maintained by the City, except as otherwise required by law or by order of a court or tribunal. Respondents are advised that their quotations will, as necessary, be disclosed, on a confidential basis, to advisers retained by the City to advise or assist with the Request for Quotations process, including the evaluation of quotations. If a respondent has any questions about the collection and use of personal information pursuant to this Request for Quotations, questions are to be submitted to the Request for Quotations Contact. 3.6 Procurement Process Non-binding 3.6.1 No Contract A and No Claims This procurement process is not intended to create and will not create a formal, legally binding bidding process and will instead be governed by the law applicable to direct commercial negotiations. For greater certainty and without limitatio n: (a) this Request for Quotations will not give rise to any Contract A–based tendering law duties or any other legal obligations arising out of any process contract or collateral contract; and (b) neither the respondent nor the City will have the right to make any claims (in contract, tort, or otherwise) against the other with respect to the award of a contract, failure to award a contract or failure to honour a quotation submitted in response to this Request for Quotations. 3.6.2 No Contract until Execution of Written Agreement This Request for Quotations process is intended to solicit non-binding quotations for consideration by the City and may result in an invitation by the City to a respondent to enter into the Agreement. No legal relationship or obligation regarding the procurement of any good or service will be created between the respondent and the City by this Request for Quotations process until the execution of a written agreement for the acquisition of such goods and/or services. 3.6.3 Non-binding Price Estimates While the pricing information provided in quotations will be non-binding prior to the execution of a written agreement, such information will be assessed during the evaluation of the quotations and the ranking of the respondents. Any inaccurate, misleading or incomplete information, including withdrawn or altered pricing, could adversely impact any such evaluation or ranking or the decision of the City to enter into an agreement for the Deliverables. 3.6.4 Cancellation The City may cancel or amend the Request for Quotations process without liability at any time. Page 11 of 31 - 117 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments 3.7 Governing Law and Interpretation These Terms and Conditions of the Request for Quotations Process (Part 3): (a) are intended to be interpreted broadly and independently (with no particular provision intended to limit the scope of any other provision); (b) are non-exhaustive and must not be construed as intending to limit the pre- existing rights of the parties to engage in pre-contractual discussions in accordance with the common law governing direct commercial negotiations; and (c) are to be governed by and construed in accordance with the laws of the province of Ontario and the federal laws of Canada applicable therein. [End of Part 3] Page 12 of 31 - 118 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments Appendix A – Form of Agreement Page 13 of 31 - 119 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments Appendix B – Submission Form 1. Respondent Information Please fill out the following form, naming one person to be the respondent’s contact for the Request for Quotations process and for any clarifications or communication that might be necessary. Full Legal Name of Respondent: Any Other Relevant Name under which Respondent Carries on Business: Street Address: City, Province/State: Postal Code: Phone Number: Fax Number: Company Website (if any): Respondent Contact Name and Title: Respondent Contact Phone: Respondent Contact Fax: Respondent Contact Email: 2. Acknowledgment of Non-binding Procurement Process The respondent acknowledges that the Request for Quotations process will be governed by the terms and conditions of the Request for Quotations, and that, among other things, such terms and conditions confirm that this procurement process does not constitute a formal, legally binding bidding process (and for greater certainty, does not give rise to a Contract A bidding process contract), and that no legal relationship or obligation regarding the procurement of any good or service will be created between the City and the respondent unless and until the City and the respondent execute a written agreement for the Deliverables. 3. Ability to Provide Deliverables The respondent has carefully examined the Request for Quotations documents and has a clear and comprehensive knowledge of the Deliverables required. The respondent represents and warrants its ability to provide the Delive rables in accordance with the requirements of the Request for Quotations for the rates set out in the completed Pricing Form (Appendix C). Page 14 of 31 - 120 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments 4. Non-binding Pricing The respondent has submitted its pricing in accordance with the instructions in the Request for Quotations and in the Pricing Form (Appendix C). The respondent confirms that the pricing information provided is accurate. The respondent acknowledges that any inaccurate, misleading or incomplete information, including withdrawn or altered pricing, could adversely impact the acceptance of its quotation or its eligibility for future work. 5. Addenda The respondent is deemed to have read and accepted all addenda issued by the City prior to the Deadline for Issuing Addenda. The onus is on respondent to make any necessary amendments to their bid based on the addenda. The respondent is requested to confirm that it has received all addenda by listing the addenda numbers, or if no addenda were issued by writing the word “None”, on the following line: ____________________________. 6. No Prohibited Conduct The respondent declares that it has not engaged in any conduct prohibited by this Request for Quotations. 7. Conflict of Interest For the purposes of this Request for Quotations, the term “Conflict of Interest” includes, but is not limited to, any situation or circumstance where: (a) in relation to the Request for Quotations process, the respondent has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having, or having access to, confidential information of the City in the preparation of its quotation that is not available to other respondents, (ii) communicating with any person with a view to influencing preferred treatment in the Request for Quotations process (including but not limited to the lobbying of decision makers involved in the Request for Quotations process), or (iii) engaging in conduct that compromises, or could be seen to compromise, the integrity of the open and competitive Request for Quotations process or render that process non-competitive or unfair; or (b) in relation to the performance of its contractual obligations under a contract for the Deliverables, the respondent’s other commitments, relationships or financial interests (i) could, or could be seen to, exercise an improper influence over the objective, unbiased and impartial exercise of its independent judgement, or (ii) could, or could be seen to, compromise, impair or be incompatible with the effective performance of its contractual obligations. For the purposes of section (a)(i) above, respondents should disclose the names and all pertinent details of all individuals (employees, advisers, or individuals acting in any other Page 15 of 31 - 121 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments capacity) who (a) participated in the preparation of the quotation; and (b) were employees of the City within twelve (12) months prior to the Submission Deadline. If the box below is left blank, the respondent will be deemed to declare that (a) there was no Conflict of Interest in preparing its quotation; and (b) there is no foreseeable Conflict of Interest in performing the contractual obligations contemplated in the Request for Quotations. Otherwise, if the statement below applies, check the box. The respondent declares that there is an actual or potential Conflict of Interest relating to the preparation of its quotation, and/or the respondent foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the Request for Quotations. If the respondent declares an actual or potential Conflict of Interest by marking the box above, the respondent must set out below details of the actual or potential Conflict of Interest: Page 16 of 31 - 122 - - 123 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments Appendix C – Pricing Form 1. Instructions on How to Complete Pricing Form (a) Rates must be provided in Canadian funds, inclusive of all applicable duties and taxes except for Harmonized Sales Tax, which should be itemized separately. (b) Rates quoted by the respondent must be all-inclusive and must include all labour and material costs, all travel and carriage costs, all insurance costs, all costs of delivery, all costs of installation and set-up, including any pre-delivery inspection charges, and all other overhead, including any fees or other charges required by law. (c) Licence fees will be charged as an additional cost on the invoice based on the time of the delivery. 2. Evaluation of Pricing Pricing is worth 30 points of the total score. Pricing will be scored based on a relative pricing formula using the rates set out in the Pricing Form. Each submission will receive a percentage of the total possible points allocated to price for the particular category it has bid on, which will be calculated in accordance with the following formula: Lowest total price ---------------------------x Total available points = Score for quotation with the second -lowest Second-lowest total price price Lowest total price ----------------------------x Total available points = Score for quotation with third -lowest Third-lowest total price price And so on, for each quotation. In the event of a tie score, the selected Respondent will be determined in accordance with the City’s Purchasing Procedures Page 18 of 31 - 124 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments 3. Pricing Form – Supply & Delivery of Sidewalk Tractors with Attachments Respondents should provide pricing for the Deliverables described hereunder. Pricing Table #1: Description Quantity Unit Price Extension Supply and Delivery of Sidewalk Tractors 3 $ $ Supply and Installation of Snow Plows 3 $ $ Supply and Installation of Salt/Sand Hoppers 3 $ $ Subtotal $* HST $ Total Price $ * This value will be used for evaluation purposes Delivery Time: ________________________weeks Pricing Table #2: Optional Attachments Description Unit Price Supply and delivery of Snow Blower $ Supply and installation of Spray Tank $ Pricing Table #2 is not a consideration of Award. Page 19 of 31 - 125 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments Appendix D – Request for Quotations Particulars A. The Deliverables Supply and delivery of Sidewalk Tractors with Attachments in accordance with terms, conditions, and specifications contained herein, to the satisfaction of the City. Delivery Location Delivery will be FOB to the Pickering Operations Centre, 1955 Clements Road, Pickering, Ontario L1W 4C2. B. Material Disclosures The City may request a demonstration of the equipment being quoted upon, including provision for City staff to operate the equipment being quoted upon. Such demonstration shall be provided at no charge to the City. Price to include parts and service manuals which may be provided upon delivery of equipment. C. Mandatory Technical Requirements The mandatory technical requirements that apply to this Request for Quotations, if any, are set out below. 1. The basic equipment requirements must include, but not limited to , the specifications as listed. Some items listed may be included as standard equipment and some may be optional. It is the respondent’s responsibility to ensure that all specifications listed are included in the delivered equipment and included in the quoted price. 2. The specifications provided in Attachment #1 lists the major details of the equipment. The respondent is responsible to deliver equipment equipped with compatible components to comply with the specification in all respects and to provide dependable, efficient service to the satisfaction of the City. 3. Where a minimum is called for, the item shall meet or exceed the capacity, size or performance specified. a) An answer of "yes" shall mean compliance with the specification and can be further detailed in the SPECIFY space. b) An answer of "no" shall mean a deviation from the specification and must be further detailed in the SPECIFY space. Deviations will be evaluated and acceptance of these deviations is within the discretion of the City 4. All items must be bid and information must be provided where requested. Page 20 of 31 - 126 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments 5. In order to substantiate equivalency of any item, the respondent agrees to submit samples, printed product description(s), and test data, installation instructions, standards, certification, guarantee/warranty information, evidence of successfully incorporating such items for use and similar information that may be requested by the City. 6. The respondent will provide qualified personnel to instruct operator training sessions and maintenance sessions to designated City staff until such staff is familiar and competent in the operation and maintenance of the equipment at no additional cost to the City. Page 21 of 31 - 127 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments City Of Pickering Standard Quotation Terms and Conditions 1. Definitions City -The Corporation of the City of Pickering, its successors and assigns. Company -The person, firm or corporation to whom the City has awarded the Contract, its successors and assigns. Contract -The purchase order authorizing the Company to do the work, the quotation, the bonds or security (if any), the Company's quotation and change notices, appendices, and addenda (if any). Subcontractor -A person, firm or corporation having a Contract with the Company for any part of the work. Quotation Document -The documents issued by the City in response to which quotations are invited for the performance of Work. Work -All labour, materials, products, supplies, goods, articles, equipment, fixtures, services, acts, required to be done, furnished or performed by the Company, which are the subject of the Contract. 2. Contract Documents and Order of Precedence The contract documents shall consist of the purchase order; and the Company's quotation accepted by the City. The documents and portions thereof take precedence in the order in which they are named above, notwithstanding the chronological order in which they are issued or executed. Amendments to the Contract, in the form of purchase order alt erations, shall take precedence over the documents or portions thereof amended thereby. Purchase order alterations, appendices and addenda to any contract document shall be considered part of such document. The intent of the contract is that the Company shall supply work complete for a particular purpose, be fit and suitable for the City's intended use. None of the conditions contained in the Company’s standard or general conditions of sale shall be of any 'effect unless explicitly agreed to by the City and set forth in the purchase order or specifically referred to therein. Page 22 of 31 - 128 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments The Contract shall be governed by and interpreted in accordance with the laws of the Province of Ontario. 3. Delivery Unless otherwise stated, the Work specified or called for in or under the quotation shall be delivered or completely performed by the Company as soon as possible and in any event within the period set out herein as the guaranteed period of delivery or completion after receipt of a purchase order therefore. A detailed delivery ticket or piece tally, showing the exact quantity of goods, materials, articles, or equipment, shall accompany each delivery thereof. A receiver's receipt shall not bind the City to accept the Work, covered thereby, or the particulars of the delivery ticket or piece tally therefore. Unless otherwise stated, all work pursuant to a purchase order based on the quotation, shall be subject to inspection by the City at the point of unloa ding, or the site of work or service. The Company shall be responsible for arranging the Work so that completion shall be as specified in the Contract. 4. Pricing Requirement Prices shall be in Canadian Funds, quoted separately for each item stipulated, F.O.B. destination. Prices shall include all incidental costs and the Company shall be deemed to be satisfied as to the full requirements of the quotation. No claims for extra work will be entertained and any additional work must be authorized in writi ng prior to commencement. Payment shall be full compensation for all costs related to the Work, including operating and overhead costs to provide work to the satisfaction of the City. All prices quoted shall include applicable customs duty, excise tax, freight, insurance and all other charges of every kind attributable to the work. Harmonized Sales Tax shall be extra and not shown, unless otherwise specified herein. If the Company intends to manufacture or fabricate any part of the Work outside of Canada, it shall arrange its shipping procedures so that its agent or representative in Canada is the importer of record for custom purposes. Page 23 of 31 - 129 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments Should any additional tax or duty or any variation in any tax or duty be imposed by the Government of Canada or the Province of Ontario or any increase or decrease in the rate of foreign exchange become directly applicable to goods, material, articles or equipment specified or called for in this quotation subsequent to its submission by the Company and before the delivery of goods, material, articles or equipment or the completion of the work or services covered thereby, pursuant to a purchase order issued by the City, the appropriat e increase or decrease in the price of such goods, material, articles or equipment, shall be made to compensate for such changes as of the effective date thereof. 5. Terms of Payment Payments made hereunder, including final payment, shall not relieve the Company from its obligations or liabilities under the Contract. Acceptance by the Company of the final payment shall constitute a waiver of claims by the Company against the City, except those previously made in writing in accordance with the Contract and still unsettled. The City shall have the right to withhold from any sum otherwise payable to the Company such amount as may be sufficient to remedy any defect or deficiency in the Work, pending correction of it. Invoices shall be forwarded via mail to: The Corporation of the City of Pickering Attn: Accounts Payable Pickering Civic Complex One The Esplanade Pickering, ON L1V 6K7 or via email to: accountspayable@pickering.ca 6. Patents and Copyrights The Company shall, at its expense, defend all claims, actions or proceedings against the City based on any allegations that the Work or any part of the Work constitutes an infringement or any patent, copyright or other proprietary right, and shall pay to the City all costs, damages, charges and expenses, including its lawyer’s fees on a solicitor and his own client basis occasioned to the City by reason thereof. The Company shall pay all royalties and patent licence required for the Work. Page 24 of 31 - 130 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments If the Work or any part thereof is action or proceeding held to constitute an infringement, the Company shall forthwith either secure for the City the right to continue using the Work of shall at the Company’s expense, replace the infringing Work with non-infringing work or modify it so that the Work no longer infringes. Quotations for equivalents may be considered but the mark or brand thereof must be specified. 7. Assignment The Company shall not assign the Contract or any portion thereof with out the prior written consent of the City. 8. Laws and Regulations The Company shall comply with relevant Federal, Provincial and Municipal statutes, regulations and by-laws pertaining to the work and its performance. The Company shall be responsible for ensuring similar compliance by its suppliers and Subcontractors. The Company shall comply with all Federal, Provincial and Municipal statutes, regulations and by-laws whether or not specified and/or shown on drawings, obtain all permits and notices as may be required for the work. The Company shall be responsible for ensuring similar compliance by its suppliers and Subcontractors. All fees, taxes, duties and other expenses related thereto shall be the responsibility of the contractor. No additional costs to the City will be incurred as a result of such undertakings. 9. Correction of Defects If at any time prior to one year after the actual delivery date or completion of the Work, (or specified warranty/guarantee period if longer than one year) any part of the Work becomes defective or is deficient or fails due to defect in design, material or workmanship, or otherwise fails to meet the requirements of the Contract, the Company upon request, shall make good every such defect, deficiency or failure without cost to the City. The Company shall pay all transportation costs for Work both ways between the Company’s factory or repair depot and the point of use. 10. Default by Company (a) If the Company commits any act of bankruptcy or if a receiver is appointed on account of its insolvency or in respect of any of its property, or if the Company makes a general assignment for the benefit of its creditors; then, in any such case, the City may without notice, terminate the Contract. Page 25 of 31 - 131 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments (b) If the Company fails to comply with any request, instruction or order of the City, or fails to pay its accounts, or fails to comply with or persistently disregards statutes, regulations, by-laws or directives of relevant authorities relating to the Work, or fails to prosecute the Work with skill and diligence, or assigns or sublets the Contract or any portion thereof without the City’s prior written consent, or refuses to correct defective Work; or is otherwise in carrying out its part of any of the terms, conditions and obligations of the Contract, then, in any such case, the City may, upon written notice to the Company, terminate the Contract. (c) Any termination of the Contract by the City, as aforesaid, shall be without prejudice to any other rights or remedies the City may have and without incurring any liability whatsoever in respect thereto. (d) If the City terminates the Contract, it is entitled to: i take possession of all Work in progress, materials and construction equipment then at the project site (at no additional charge for the retention or use of the construction equipment), and finish the Work by whatever means the City may deem appropriate under the circumstances: ii withhold any further payments to the Company until completion of the work and the expiry of all obligations under the Correction of Defects Section; iii Recover from the Company loss, damage and expense incurred by the City by reason of the Company’s default (which may be deducted from any monies due or becoming due to the Company any balance to be paid by the Company to the City). (e) City reserves the right to not consider a company for an indeterminate period of time who has been terminated by the City or has been deemed by the City to have provided unsatisfactory Work, goods, services, or health and safety practises in accordance with the City’s Purchasing Policy. (f) The City reserves full discretion as to when Work, goods or services are deemed to be unsatisfactory and exercising its rights related thereto without liability or settlement. 11. Contract Cancellation The City shall have the right to cancel any uncompleted or unperformed portion of the Work or part thereof, upon providing written notice to the Company. The City shall not be liable to the Company for loss of anticipated profit on the cancelled portion or portions of the Work. Page 26 of 31 - 132 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments 12. Quantities Where quantities are shown as approximate, they are not guaranteed to be accurate and are furnished without any liability on behalf of the City and shall be used as a basis for comparison only. Payment will be by the unit complete at the quoted rate on actual quantities deemed acceptable by the City. 13. Surety The Company shall, if the City in its absolute discretion so desires, be required to satisfy surety requirements by providing a deposit in the form of a certified cheque, bank draft or money order or other form of surety, in an amount determined by the City. This surety may be held by the City until 60 days after the day on which all Work covered by the Contract has been completed and accepted. This surety may be returned before the 60 days have elapsed providing satisfactory evidence is provided that all liabilities incurred by the Company in carrying out the Work have expired or have been satisfied, discharged or provided for and that a clearance certif icate from the Workplace Safety & Insurance Board has been issued. Failure to furnish the surety within two weeks from date of request thereof by the City shall make the award of the Contract by the City subject to withdrawal. 14. Workplace Safety & Insurance All of the Company’s personnel must be covered by the Workplace Safety & Insurance Board at the Company’s expense. The Company shall provide the City with a Clearance Certificate from the Workplace Safety & Insurance Board prior to the commencement of work, certifying that all assessments and liabilities payable to the Board have been paid, and that the bidder is in good standing with the Board. The bidder shall provide the City with a Clearance Certificate prior to final payment certifying all payments by the Company to the Board in conjunction with the subject Contract have been made and that the City will not be liable to the Board for future payments in connection with the Company’s completion of the project. A Company deemed to be an Independent Operator by the Workplace Safety & Insurance Board is to provide a copy of such letter to the City containing the Independent Operator identification number issued by the Board. An Independent Operator must be covered by WSIB optional insurance and provide proof of this coverage upon request. Page 27 of 31 - 133 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments 15. Liability The Company agrees to at all times defend, fully indemnify and save harmless the City from all actions, suits, claims and demands, losses, costs, charges and expenses arising by reason of injury or death to any person or any property or charges brought or made against or incurred by the City from or relating to the Work performed or to be performed herein. 16. Insurance Upon request by the City, the Company shall take out and keep in force a policy of liability insurance in the amount of $2,000,000 inclusive each occurrence (or such larger amount as may be required), and not less than two million ($2,000,000.00) automotive liability insurance coverage. Certificate(s) of insurance shall be provided upon request by the City. (a) The policy shall include The Corporation of the City of Pickering, as additional named insured without subrogation in respect of all operations performed by or on behalf of the Company, a certificate of insurance shall be completed by the Company’s agent, broker or insurer. (b) The policy shall not be altered, cancelled or allowed to expire or lapse, without thirty (30) days prior written notice to the City. (c) If the City is not provided with a renewal of the policy at least thirty (30) days prior to its expiration date, then the City may arrange a public liability policy insuring the City in the amount of $2,000,000.00 and an automotive liability policy insuring the City in the amount of two million ($2,000,000) at the expense of the Company, which may be recovered from amounts owed to the Company or from any form of security still in the City's possession. 17. Unpaid Accounts The Company shall indemnify the City from all claims arising of the unpaid accounts relating to the Work. The City shall have the right at any time to require satisfactory evidence that the Work of which any payment has been made or is to be made by the City is free and clear of liens, attachments, claims, demands, charges or other encumbrances. 18. Suspension of Work The City may without invalidating the Contract, suspend performance by the Company from time to time of any port or the whole of the work for such reasonable time as the City may determine. The resumption and completion of Page 28 of 31 - 134 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments the Work after the suspension shall be governed by the schedule established by the City. 19. Changes in the Work The City may, without invalidating the contract, direct the Company to make changes to the Work. When the change causes the increase or decrease in the Work, the contract price shall be increased or decreased by the application of unit prices to the quantum of such increase or decrease 20. Accessibility Regulations for Contracted Services In accordance with Ontario Regulation 429/07, Accessibility Standards for Customer Service Sect. 6, every provider of goods and services shall ensure that every person who deals with members of the public or participates in the developing of the service providers policies, practices and procedures governing the provision of goods and services to members of the public, shall be trained on the following: (a) How to interact and communicate with persons with various types of disability (b) How to interact with persons with disabilities who use assistive devices or require the assistance of a guide animal, or a support person; (c) How to use equipment that is available on the premises that may help in the provision of goods or services; (d) What to do if a person with a particular type of disability is having difficulty accessing the provider's goods or services; and Information on the policies, practices and procedures governing the provision of goods and services to people with disabilities. A Company dealing with members of the public on behalf of the City of Pickering or engaged in Work for the City must meet the requirements of Ontario Regulation 429/07 with regard to training. A document describing the training policy, a summary of the contents of the training and details of training dates and attendees will be requested within 2 to 3 days of the closing date and must be submitted to the City, generally within two (2)days from time of request. If not available, the on-line training module set up by the Ministry of Community Services and Social Services – Access Canada – http://www.mcss.gov.on.ca/mcss/serve-ability/splash.html shall be completed by the Company, who will need to be trained prior to any Work is undertaken for the City. At the end of the training module, Company to print the Certificate of Completion and provide it to the City as instructed. Page 29 of 31 - 135 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments 21. Statement of Understanding The Company agrees the quotation it submitted was made without connection, knowledge, comparison of figures, or arrangements with any persons submitting a quotation and it is in all respect fair and without collusion or fraud. The Company agrees that no member of City Council or any officer of the Municipal Corporation is, shall be or become interested, directly or indirectly in, or in the performance of the contract, or in the business to which it relates, or in any portion of the profits thereof, or in any of the monies to be derived there from. 22. Freedom of Information The Company acknowledges that any quote submitted shall become a record belonging to the City of Pickering and therefore is subject to the Municipal Freedom of Information and Protection of Privacy Act. This provincial law gives individuals, businesses and other organizations a legal right to request records held by the City, subject to specific limitations. The Company should be aware that it is possible that any records provided to the City, including but not limited to, pricing, technical specifications, drawings, plans, audio -visual materials or information about staff, parties to the bid or suppliers could be requested under this law. Records relating to the contract could possibly be released under MFIPPA. If the Company believes that all or part of the quote should be protected from release, the relevant parts should be clearly marked as confidential. Please note that this will not automatically protect the submission from release, but it will assist the City in making a determination on release if a request is made. The identity of all companies, as well as total prices, may be available to the public subject to the City’s Purchasing Policy. 23. Respect in the Workplace The Company shall ensure all employees undertaking the work of this contract are respectful to City employees and residents. City Policy No. HUR 070, Respect in the Workplace, is applicable to contractors, as identified in Section 05 of the Policy. Page 30 of 31 - 136 - Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments Appendix E – References The City may request Respondents to provide three (3) references from clients who have obtained similar goods or services to those requested in the RF Q from the Respondent in the last 5 years. Reference #1 Company Name: Company Address: Contact Name: Contact Telephone Number: Date Work Undertaken: Nature of Assignment: Reference #2 Company Name: Company Address: Contact Name: Contact Telephone Number: Date Work Undertaken: Nature of Assignment: Reference #3 Company Name: Company Address: Contact Name: Contact Telephone Number: Date Work Undertaken: Nature of Assignment: State the number of years your Company has been in business: ________ *Information received on this form and obtained from reference checks will be considered during evaluations and will be used to serve the best of interests of the City and no liability shall accrue to the City from such an undertaking and all decisions derived therefrom.* ***This Information Does Not Have To Be Submitted With The Quotation*** Page 31 of 31 - 137 - Attachment No. 1 - Technical Specifications Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments Description Specify Specify Model CX Specify Make 75 Specify Manufacturer Multihog Specify Year 2021 Item No. Criteria Yes No Specify Engine 1.1 4CYL. minimum, 75 HP, Tier 4 diesel engine not requiring diesel particulate filter or selective catalys reduction systems Yes 4 Cyl Kohler 75hp Tier 4 final diesel with NO DPF, DEF or SCR 1.2 The engine cover to provide quick and easy access to all engine related level checks Yes Wide open access doors on both left and right side, top access through hydraulic liftiing platform 1.3 Air cleaner is to be a dry type with restriction indicator and have a pre-cleaner Yes 1.4 Fuel tank is to have a capacity of approx. 75 litres Yes 75 Litre 1.5 Fuel filter, water separator to be located in area for easy access and replacement Yes Transmission 2.1 Transmission shall be full electron hydrostatic with variable speed (foot controlled) Yes 2.2 High Torque option for low speed. High load operations for snow blowing and cold planing Yes 2.3 Shall be capable of controlling the tractor ground speed simultaneously with the engine RPM for lower fuel consumption Yes 2.4 Transmission/engine shall be equipped with a neutral safety engine start system Yes 2.5 Unit is to have a travel speed of 40 km/hr. minimum Yes 40km/hr 2.6 Unit must be 4WD. Yes Cab and Chassis 3.1 Minimum width – 46” dependant on tire size Yes 48" 3.2 Maximum height of cab roof 78” Yes 78" 3.3 Overall length approximately - 145” Yes 145" 3.4 Tire track width approximately - 50” Yes 48" 3.5 G.V.W. approximately - 5,750 lbs. Yes Unladen 5512, GVW 7716 ** as per addendum #2 3.6 A fully dampened trailing arm torsion bar style suspension will be on all axles and adjustable Yes 3.7 Unit will have an anti roll function to help balance heavy off center attachments Yes 3.8 Fully enclosed insulated weatherproof cab with side doors and sliding side windows. Cab shall be equipped with a full cab sound insulation. Cab shall be certified to current ROPS standards Yes 3.9 Cab will be rubber mounted and feature a hydraulic tilt control Yes 3.10 Cab glass panels to provide all-around visibility for operator, when driving and utilizing attachments. Yes 3.11 Provide excellent visibility and ease of operation of dash board and switches Yes - 138 - 3.12 Engine oil temperature gauge, hydraulic oil gauge, engine coolant gauge, engine tachometer, odometer, hour meter and fuel gauge, installed in dash Yes 3.13 Air ride seat with lumbar support with 3 point seat belt Yes 3.14 A seat safety switch is required to shutdown engine in the event the operator tries to leave seat without placing shifter in neutral Yes 3.15 A safety switch must automatically shut down PTO shaft if operator leaves seat Yes 3.16 HVAC system shall provide heating and air conditioning functions Yes 3.17 Unit shall have an integrated air conditioning/heater system with replaceable cabin air filtration and shall be controlled by an electronic thermostatic system Yes 3.18 Heavy duty heater/defroster system Yes 3.19 All cab windows shall be safety glass with sliding windows on either side. Yes 3.20 Intermittent windshield wipers and washers on front and standard wiper and washer on rear windows Yes ** No rear wiper as per addendum #2 3.21 Sun visor Yes 3.22 Supply and install - one inside rear- view (convex type) and two outside (break away type) rear-view mirrors Yes 3.23 Door handles will be lockable Yes 3.24 Inside dome/map light dual color Yes 3.25 Standard AM/FM radio with Bluetooth Yes 3.26 Signal lights front and rear with steering column mounted “self- cancelling” signal switch Yes 3.27 Tilt / Telescopic steering wheel for ease of entry and egress Yes 3.28 The frame is to be constructed of high strength steel and shall be shot blasted and powder coated Yes 3.29 Frame design has to allow for bending and oscillation of unit minimum +/- 6 degrees Yes 3.30 Unit will have a hydraulically activated access platform mounted above the engine bay (Per Addendum No. 1) Yes 3.31 Access platform will be able to accept other attachments.ie water tank. (Per Addendum No. 1) Yes Electrical 4.1 Alternator to be rated for unit and intended tasks, 100 amp minimum. Yes 100 amp 4.2 Heavy Duty 12 volt battery, 950 CCA minimum Yes Heavy Duty 12 volt battery, 1000 CCA minimum 4.3 Low oil and high heat audible alarm, with automatic safety shut down via electronic engine protection system Yes 4.4 All wiring shall be professionally manufactured, permanently coded (color or numbered) and all connections shall be weatherproof “packard” type Yes - 139 - 4.5 All circuits shall be blade fuse or circuit breaker protected and contained within a waterproof enclosure and clearly marked Yes Steering 5.1 Articulated and oscillating centre frame via spherical grease able hardened bearings with hardened pins Yes 5.2 Steering must be dual cylinder power assisted Yes 5.3 Steering system to allow approximately: Yes 5.4 +/- 6 degrees of oscillation Yes 5.5 Steering system to provide approx. +/-45 degrees turning Yes 5.6 Turning circle 3150 mm max. (outside diameter) approx.. (124”) Yes 120" Brakes 6.1 Four wheel hydraulic multi disc acceptable additional hydrostatic dynamic braking shall be applied upon activation of the service brakes Yes 6.2 Parking brake (inside cab) c/w audible alarm when applied Yes 6.3 Parking brake to automatically apply when operator moves from seat and or shuts unit off Yes 6.4 Manual pump jack to release park brake in the event of break down or engine failure Yes Tires 7.1 Four (4) winter radial tires and rims mounted on 8 stud wheels. Tires shall be a minimum of LT245/85R16 with an appropriate load rating Yes ** 5 Stud as per addendum #2 Hydraulics 8.1 Unit shall have a variable displacement load sensing hydraulic pump 0 - 100 litres/ min (minimum) – direct drive (belts not acceptable) Yes 8.2 System shall operate at optimum efficiency Related to road speed and implement load Yes 8.3 Inline replaceable filter Yes 8.4 Three double acting low volume hydraulic outlets and a high volume (sets) on front Yes 8.5 All hydraulic circuits protected by relief valves Yes 8.6 Reservoir shall be large enough to accommodate continuous operation without overheating Yes 8.7 Hydraulic oil cooler shall be provided Yes 8.8 Kinks or flat spots in lines will not be accepted. Yes 8.9 Main hydrostatic lines between pump and drive motor shall be formed corrosion resistant steel tube and secured to the frame rails Yes 8.10 All hydraulic lines inside operators compartment shall be shielded Yes 8.11 Hydraulic system shall be capable of operating two (2) hydraulic attachments simultaneously. Yes - 140 - 8.12 A direct drive 1000 rpm right hand rotation 6 spline PTO will be front mounted Yes 8.13 A Programmable weight transfer system will be incorporated to reduce wear and tear on implements Yes 8.14 Hydraulic functions shall be controlled through a single “joystick” control which is programmable and be equipped with backlit indicator lights Yes Front 9.1 Category (1) 3 - Point hitches, with two (2) double acting cylinders or acceptable equivalent Yes 9.2 Hydraulically controlled pendulum arm movement allowing attachment to follow contour of ground Yes 9.3 Lift capacity 1200 kg (2645 lb.) minimum Yes 9.4 Shall provide positions for lift, down pressure and float Yes Axles & Differential Lock 10.1 Axles shall be independent hydraulic type with a minimum 5,500 lbs. capacity each Yes 5512 10.2 4 wheel hydro stat drive will have center lock mechanism Yes Power Take Off (Independent) 11.1 Minimum 1000 RPM delivering full engine horsepower. Access to the PTO shaft shall be readily accessible for service and repairs as needed Yes 11.2 Standard 6 spline P.T.O shaft to be used Yes 11.3 Full load engagements via electric over hydraulic actuation of a cushioned mechanical clutch drive PTO system Yes Lighting 12.1 Shall have two (2) LED headlights with high and low beams Yes 12.2 Two rearward facing LED work lights Yes 12.3 Brake lights mounted for clear visibility Yes 12.4 Four way flashers Yes 12.5 Two LED strobe lights ,one BLUE one Amber will be mounted to provide360 degree visibility with separately switched blue and amber lights Yes 12.6 All lights have to be provided with guards where there is a possibility of contact with branches, etc. Yes 12.7 All lighting must be LED Type Yes Warranty 13.1 Includes a minimum warranty of two years, or 2000 hours whichever comes first. For the duration of the warranty period, all labour, parts, freight, and service, shall be FOB Pickering. Yes Attachments - Snow Plow - 141 - 14.1 Double trip sidewalk snow plow with replaceable cutting edge. Plow to be capable of angling left or right and oscillate by means of double acting hydraulic cylinders Yes 14.2 Specify Make, Model, Manufacturer Metec, 3-Point Hitch Angle Plow 60" wide for Multihog CX75 Mouldboard style 2 Attachments - Salt/Sand Hopper 15.1 Hydraulic rear mounted sand/salt spreader Yes 15.2 Auger to be hydraulically driven with speed adjustment and engagement from within the cab Yes 15.3 Spread pattern to be adjustable. Yes 15.4 Spread distance per hopper shall be 4-6 miles Yes 15.5 Specify Make, Model, Manufacturer Metec, 1/3 cu yd Drop Sander for Multihog CX75, powdercoated Yellow RAL 1023 Optional Attachments - Snow Blower 16.1 51” ribbon style auger with hydraulic height and direction control for snow chute Yes 16.2 Specify Make, Model, Manufacturer Metec, 50" Wide Single Auger Box Blower for Multihog CX75, PTO Driven Optional Attachments - Spray Tank 17.1 80 gal. (US) with pump and front mounted spray bar for brine spray application Yes 17.2 All appropriate safety warning decals, instructing stickers and signs shall be installed Yes 17.3 The supplier to operate a service facility capable of performing all major and minor repairs associated with the equipment they represent. Yes 17.4 Must be able to supply on site custom support and mobile repairs within 24hr of notice Yes 17.5 Specify Make, Model, Manufacturer Metec, Brine Sprayer attachment, 3 point hitch, 60” spray width, 100 gallon tank, powder coated - 142 - MULTIHOG LTD – Warranty Statement Multihog Ltd (Ireland) warrants new equipment to be free from defects in material and workmanship under conditions of the following provisions. WARRANTY Multihog parts and labour warranty shall be for twenty four months (24) or 2000 hour (whichever first occur). Warranty commencement date shall be the day of delivery to the end user. Approved warranty value will be at the sole discretion of Multihog Ltd. OBLIGATION Multihog Ltd shall have the obligation to repair or replace at Multihog’s option, any defect in material or workmanship at no charge by an authorized Multihog Dealer, during the specified warranty period. Repair times per Multihog Ltd. repair time schedule. LIMITATIONS AND EXCLUSIONS This warranty is not applicable or inclusive of any of the following: 1. Equipment which has been subjected to alterations and/or modifications not approved in writing from Multihog, neglect, unauthorized repair, misuse, accidents, lack of reasonable proper maintenance, improper repairs or replacements, use of parts which do not conform to Multihog’s specifications. 2. Normal replacement of any and all consumable parts such as but not limited to light-bulbs, filtering elements, belts, hoses, lubricating and hydraulic oil, engine coolant and/or parts required to perform a regular maintenance service. 3. Tyres. 4. Attachments, components, parts or accessories of products or equipment not manufactured by Multihog Ltd. 5. Used products or equipment. LIMITED LIABILITY 1. Any and all other express, statutory, and implied warranties applicable to the product, including, without limitation, all implied warranties or merchantability and fitness for use, are expressly disclaimed. 2. In no event shall the dealer, its customers or users be entitled to recover incidental or consequential damages, including, but not limited to, damages or inconvenience, rental or replacement equipment, loss of profits, or any other commercial loss. 3. Multihog neither assumes nor authorizes any other to assume for it any other liability in connection with the sale or service of the equipment. 4. No modifications, alterations, or changes to this limited warranty by an approved Multihog dealer are permitted or authorized. 5. No warranty claim will be honored unless a completed warranty registration card has been returned to Multihog Ltd within 14 days of delivery to the end-user. 6. No warranty will be honored unless it is submitted by a Multihog distributor, together with service order signed by the customer, within 30 days of the defect being corrected. - 143 - One Machine - One Driver - Endless Applications CX 55 SPECIFICATION Engine: Kohler, 55 hp (1.9 litre) Emissions class: Tier 4 final Length: 3490 mm (137.4 in) Width: 1150 - 1560 mm (45 - 61.5 in) Height: 1980 - 2040 mm (78 - 80 in) Wheelbase: 1710 mm (67 in) Unladen weight: 1950 - 2300 kg (4299 - 5071 lb) Axle capacity, front: 2300 kg (5071 lb) Axle capacity, rear: 2500 kg (5512 lb) Gross vehicle weight: 3500 kg (7716 lb) Outer turning radius: 2663 - 2863 mm (105 - 113 in) Maximum speed: 40 km/h (25 mph) Load-sensing PTO hydraulics front & rear, with optional front mechanical PTO Hydraulic flow up to 100 litres (26.4 gal), operating pressure up to 220 bar (3190 psi) Your local authorised dealer is: Due to our policy of continuous improvement, reasonable alterations & changes to the specifications of our products may take place subsequent to the publication of this brochure & we reserve the right to make such changes without prior notice. © Multihog Limited 2018 CX 55 L / CX 75 SPECIFICATION Engine: Kohler, 55/75 hp (1.9/2.5 litre) Emissions class: Tier 4 final Length: 3680 mm (145 in) Width: 1150 - 1560 mm (45 - 61.5 in) Height: 1980 - 2040 mm (78 - 80 in) Wheelbase: 1900 mm (75 in) Unladen weight: 2200 - 2500 kg (4850 - 5512 lb) Axle capacity, front: 2500 kg (5,512 lb) Axle capacity, rear: 2500 kg (5,512 lb) Gross vehicle weight: 3500 - 4000 kg (7716 - 8818 lb) Outer turning radius: 2938 - 3134 mm (115 - 123 in) Maximum speed: 40 km/h (25 mph) Load-sensing PTO hydraulics front & rear, with optional front mechanical PTO Hydraulic flow up to 100 litres (26.4 gal), operating pressure up to 220 bar (3190 psi) Multihog Global Headquarters, Finnabair Business Park, Dundalk, Co. Louth, Ireland. info@multihog.com +353 42 9386738 www.multihog.com Features & Technical Specification CX RANGE - 144 - CX RANGE THE FEATURES 1 2 3 4 5 6 Heavy duty tractor, ideal for snow clearing, grass mowing, sweeping, pressure washing and much more. 55 - 75 hp Kohler engine, meeting tier 4 final emissions standards without requiring a particle filter. Ergonomic joystick-controlled hydraulics for easy operation. Spring and damper suspension for smooth drive and ultimate operator comfort. Articulated body with compact width for easy operation on sidewalks and in narrow areas. EU type-approved tractor with gross vehicle weight of 3500 - 4000 kg (7716 - 8818 lb). POWER, COMFORT & INNOVATIVE DESIGN - 145 -