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Home My WebLink About05/26/2003 Finance & Operations Comm ittee Meeting Minutes Monday, May 26, 2003 at 1 :30 p.m. Chair: Councillor Mclean PRESENT: Mayor Wayne Arthurs COUNCILLORS: M. Brenner M. Holland B. McLean D. Ryan ALSO PRESENT: 1. Quinn - Chief Administrative Officer E. Buntsma - Director, Operations & Emergency Services N. Carroll - Director, Planning & Development G. Paterson - Director, Corporate Services & Treasurer R. Holborn - Division Head, Municipal Property & Engineering S. Reynolds - Division Head, Culture & Recreation B. Taylor - City Clerk D. Kearns - Committee Coordinator ABSENT: Councillor Johnson Councillor Pickles ADOPTION OF MINUTES Meeting of April 28, 2003 II MATTERS FOR CONSIDERATION 1. OPERATIONS & EMERGENCY SERVICES REPORT OES 18-03 TENDER T-6-2003 TENDER FOR STREET LIGHT MAINTENANCE Approved See Recommendation #1 - 1 - ~.Ol- I~I " I Finance & Operations Committee Meeting Minutes Monday, May 26,2003 at 1 :30 p.m. Chair: Councillor McLean 2. 4. OPERATIONS & EMERGENCY SERVICES REPORT OES 20-03 TENDER T-9-2003 - PAVING OF THE PICKERING RECREATION COMPLEX PARKING LOT Approved See Recommendation #2 3. OPERATIONS & EMERGENCY SERVICES REPORT OES 27-03 TENDER FOR ROOF REPLACEMENT - DELANEY ARENA Approved See Recommendation #3 CLERK'S REPORT CL 15-03 FENCE BY-LAW By-law Forwarded to Council 5. OPERATIONS & EMERGENCY SERVICES REPORT OES 26-03 AMENDMENT TO BY-LAW 2359/87, PARKING FILE: WILDWOOD CRESCENT, LIVERPOOL ROAD, VISTULA DRIVE AND ANNLAND STREET By-law Forwarded to Council (III) 1. STAFF ITEMS FOR DISCUSSION The Committee went In Camera at 1 :55 PM to consider the following: a) The Division Head, Culture & Recreation reviewed with Council a partnership opportunity . See Recommendation #4 The Committee rose from the In Camera session at 2:45 PM - 2- (IV) 1. 2. 3. 4. 6. Finance & Operations Committee Meeting Minutes Monday, May 26, 2003 at 1 :30 p.m. Chair: Councillor Mclean OTHER BUSINESS The Chief Administrative Officer provided an overview of the new process to be used with respect to distribution of handouts that are to be considered at the future upcoming meetings. The Chief Administrative Officer distributed correspondence from Herizon House dated May 22,2003, concerning their temporary site. The Chief Administrative Officer distributed a memorandum from the Division Head, Culture & Recreation dated May 22, 2003, concerning Pickering Squash Club Proposal. See Recommendation #5 The Director, Operations & Emergency Services, reviewed a proposal submitted by Swans Marina respecting a water taxi service during the summer months. (V) MATTERS FOR CONSIDERATION CORPORATE SERVICES REPORT CS 06-03 LEASE FINANCING POLICY Approved See Recommendation #6 7. CORPORATE SERVICES REPORT CS 19-03 SECTION 357/358 OF THE MUNICIPAL ACT, 2001, AS AMENDED -ADJUSTMENT TO TAXES Approved See Recommendation #7 8. CORPORATE SERVICES REPORT CS 22-03 FORMAL QUOTATIONS -QUARTERLY REPORT FOR INFORMATION Approved See Recommendation #8 - 3- ~.O~ I~I . I Finance & Operations Committee Meeting Minutes Monday, May 26, 2003 at 1 :30 PM Chair: Councillor Mclean 9. CORPORATE SERVICES REPORT CS 20-03 2002 PRE-AUDIT BALANCES OF RESERVES AND RESERVE FUNDS Approved By-law Forwarded To Council See Recommendation #9 10. CORPORATE SERVICES REPORT CS 23-03 CASH POSITION REPORT AS AT MARCH 31. 2003 Approved See Recommendation #10 (VI) ADJOURNMENT The meeting adjourned at 3:37 PM -4- Appendix I Finance & Operations Committee Report FOC 2003-5 That the Finance & Operations Committee, having met on May 26, 2003, presents its fifth report to Council and recommends: 1. OPERATIONS & EMERGENCY SERVICES REPORT OES 18-03 TENDER T-6-2003 TENDER FOR STREET LIGHT MAINTENANCE 1. That Report OES 18-03 regarding a tender for street light maintenance be received; and 2. That Tender No. T-6-2003 submitted by Veridian Connections, for streetlight maintenance, in the amount of $360,765.75, be accepted; and 3. That staff at the City of Pickering be given the authority to give effect hereto. 2. OPERATIONS & EMERGENCY SERVICES REPORT OES 20-03 TENDER T-9-2003 - PAVING OF THE PICKERING RECREATION COMPLEX PARKING LOT 1. That Report OES 20-03 regarding the Tender for the topcoat for the Parking Lot at the Recreation Complex and Road Improvements be received; and 2. That Tender No. T-9-2003 submitted by Paveco Road Builders Corp. for Parking Lot & Road Improvements in the amount of $204,600 (7% GST extra) for a total cost of $218,922 and a net cost after G.S.1. rebate of $210,738. The Tender comprised of Recreation Complex Overlay Project Code 03- 2731-005-04, Road Rehabilitation Amberlea Road Project Code 03-2320- 010-01 and Road Rehabilitation Pickering Parkway 03-2320-010-02; be accepted; and 3. That the total project cost of $246,207 including the tender amount, other associated project costs and a net total project cost of $237,003, be approved; and 4. That Council authorize the Director, Corporate Services & Treasurer to finance the expenditures of the above mentioned projects as was included in the Council approved 2003 Capital Budget as follows: - 5- Appendix I Finance & Operations Committee Report FOC 2003-5 a. Recreation Complex final topcoat parking lot (03-2731-005-04) through the Region of Durham in the amount of $75,000 for a period not to exceed five years; and b. Amberlea Road Rehabilitation (03-2320-010-01) debt through the Region of Durham in the amount of $48,000 for a period not to exceed 10 years; and c. Pickering Parkway Road Rehabilitation (03-2320-010-02) an internal loan in the amount of $76,000 for a period not to exceed five years; and d. The balance of the funding requirement for the above projects in the estimated amount of approximately $5,600 be paid from 2003 current revenues; and e. Financing and repayment charges in the amount of approximately $42,400 be included in the annual Current Budget for the City of Pickering commencing in 2004 and continuing thereafter until the loans and repaid; and f. The Director, Corporate Services & Treasurer has certified that these loans and the repayment thereof falls within the City's Debt and Financial Obligations approved Annual Repayment Limit for debt and other financial obligations for 2003 as established by the Province for municipalities in Ontario; and g. The Director, Corporate Services & Treasurer be authorized to take any actions necessary in order to effect the foregoing; and 5. That staff at the City of Pickering be given the authority to give effect thereto. 3. OPERATIONS & EMERGENCY SERVICES REPORT OES 27-03 TENDER FOR ROOF REPLACEMENT - DELANEY ARENA 1. That Report OES 27-03 regarding Roof Replacement at the Delaney Arena be received; and - 6- ~ Appendix I Finance & Operations Committee Report FOC 2003-5 2. That Tender No. T-8-2003 submitted by Solar Roofing & Sheet Metal Ltd. for Roof Replacement at the Delaney Arena in the amount of $179,800 (plus GST) be approved; and 3. That the total gross project cost of $233,025 and a total net project cost of $224,314, including the tender amount and other associated costs, be approved; and 4. a) That the Manager, Supply & Services be authorized to solicit pricing for the additional roof replacement repairs for the squash courts and maintenance corridor areas; and b) That the requirements of the Purchasing By-law be waived in this instance and the Chief Administrative Officer in conjunction with the Director, Corporate Services & Treasurer be authorized to accept a quotation and award the contract; and c) That the funding for the above expenditures be provided from the savings in the total project cost as approved under Recommendation 2 and 3 above and the amount approved in the 2003 Capital Budget (savings approximately $145,000) and the expenditure for this undertaking be financed as per Recommendation 5 below; and 5. That Council authorize the Director, Corporate Services & Treasurer to finance the project through the issuance of debt; and a) That debt financing not exceed the amount of $370,000 for a period not exceeding 10 years, at a rate to be determined through the Region of Durham, be approved; and b) That financing and repayment charges in the amount of approximately $50,300 be included in the annual Current Budget for the City of Pickering commencing in 2004 and continuing thereafter until the loan is repaid; and c) That the Director, Corporate Services & Treasurer has certified that this loan and the repayment thereof falls within the City's Debt and Financial Obligations approved Annual Repayment Limit for debt and other financial obligations for 2003 as established by the Province for municipalities in Ontario; and - 7- ~'Ú¡ o~ . 1 I nn I Appendix I Finance & Operations Committee Report FOC 2003-5 d) That the Treasurer be authorized to take any actions necessary in order to effect the foregoing; and 6. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. 4 PARTNERSHIP OPPORTUNITY That the confidential memorandum of the Division Head, Culture & Recreation, regarding a Partnership Opportunity dated May 26,2003 be received; and That staff be directed to explore Option C as set out in the memorandum. 5. PICKERING SQUASH CLUB PROPOSAL That the memorandum of the Division Head, Culture & Recreation, dated May 22nd, 2003 regarding a proposal submitted by the Pickering Squash Club be received; and That Council support in principle a cost sharing partnership with the Pickering Squash Club for new doubles squash courts at the Pickering Recreation Complex. 6. CORPORATE SERVICES REPORT CS 06-03 LEASE FINANCING POLICY 1. That Report CS 06-03 of the Director, Corporate Services & Treasurer concerning Lease Financing Policy, be received; and 2. That the attached Lease Financing Policy, be approved effective immediately, and 3. That the appropriate officials of the City of Pickering be authorized to give effect thereto. - 8- ~ Appendix I Finance & Operations Committee Report FOC 2003-5 7. CORPORATE SERVICES REPORT CS 19-03 SECTION 357/358 OF THE MUNICIPAL ACT, 2001, AS AMENDED -ADJUSTMENT TO TAXES 1. That Report CS 19-03 of the Director, Corporate Services & Treasurer, concerning Adjustment of Taxes, be received; and 2. That the write-off of taxes as provided under Section 357/358 of the Municipal Act, 2001, be approved; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. 8. CORPORATE SERVICES REPORT CS 22-03 FORMAL QUOTATIONS -QUARTERLY REPORT FOR INFORMATION 1. That Report CS 23-03 of the Director, Corporate Services & Treasurer, concerning Formal Quotations - Quarterly Report for Information, be received and forwarded to Council for information. 9. CORPORATE SERVICES REPORT CS 20-03 2002 PRE-AUDIT BALANCES OF RESERVES AND RESERVE FUNDS 1. That Report CS 20-03 of the Director, Corporate Services & Treasurer, concerning 2002 Pre-Audit Balances of Reserves and Reserve Funds, be received; and 2. That the Pickering Baseball Association Reserve Fund be closed and the attached by-law be read three times and passed; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. - 9- ~."I. I I ;Y I Appendix I Finance & Operations Committee Report FOC 2003-5 10. CORPORATE SERVICES REPORT CS 23-03 CASH POSITION REPORT AS AT MARCH 31. 2003 1. That Report CS 23-03 of the Director, Corporate Services & Treasurer concerning Cash Position Report as at March 31, 2003, be received for information. - 10 -