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Home My WebLink About12/05/2008 . ,. .< r~ ,_.' '.' Executive Committee Meeting Minutes Monday, May 12, 2008 7:30 pm - Council Chambers Chair: Councillor O'Connell PRESENT: Mayor Ryan COUNCILLORS: D. Dickerson R. Johnson B. Littley B. McLean J. O'Connell D. Pickles ALSO PRESENT: T.J. Quinn E. Bunstma N. Carroll T. Melymuk G. Paterson A. Allison D. Wilcox - Chief Administrative Officer - Director, Operations & Emergency Services - Director, Planning & Development - Director, Office of Sustainability - Director, Corporate Services & Treasurer - City Solicitor - City Clerk (I) DISCLOSURE OF INTEREST Councillor McLean made a declaration of interest under the Municipal Conflict of Interest Act with respect to Report OES 11-08 of the Director, Operations & Emergency Services as he had a financial interest in the matter. Councillor McLean left the room during the discussion and vote on the matter. (II) CONFIDENTIAL MATTERS In Camera Meetinq of the Executive Committee In accordance with Procedural By-law 6746/07 and the provisions of the Municipal Act, an In Camera meeting of the Executive Committee was held prior to the regularly scheduled meeting. Moved by Councillor Johnson Seconded by Councillor McLean 1 Executive Committee Meeting Minutes Monday, May 12, 2008 7:30 pm - Council Chambers Chair: Councillor O'Connell ,...\ j That Council go In Camera in accordance with the provisions of the Municipal Act for the purposes of receiving advice that is subject to solicitor-client privilege, including communications necessary for that purpose. CARRIED 1. Director, Corporate Services & Treasurer and City Solicitor, Confidential Report CS 16-08 APT A - Outstandinq Financial Matters Refer to the In Camera minutes for further information. [City Clerk has custody and control of the In Camera minutes] Moved by Mayor Ryan Seconded by Councillor Littley That the recommendations as contained in Confidential Report CS 16-08 of the Director, Corporate Services & Treasurer and City Solicitor be adopted. CARRIED Moved by Councillor McLean Seconded by Councillor Johnson That Council rise into open session of the Executive Committee. CARRIED (III) MATTERS FOR CONSIDERATION 1. Chief Administrative Officer, Report CAO 04-08 Acquisition and Disposal of Land Interests - Amendments to Policy ADM 130 RECOMMENDATION Moved by Councillor Littley Seconded by Councillor Johnson 1. That Report CAO 04-08 of the Chief Administrative Officer be received; and 2 Executive Committee Meeting Minutes Monday, May 12, 2008 7:30 pm - Council Chambers Chair: Councillor O'Connell 2. That Policy ADM 130 (Acquisition and Disposal of Land) be amended as set out in Attachment NO.2. CARRIED 2. Director, Operations & Emergency Services, Report OES 02-08 City's Traffic & Parking By-law No. 6604/05 - Housekeepinq and Updatinq Amendments A detailed question and answer period ensued. Staff were requested to provide clarification on Section 22(1) of the by-law. The Chief Administrative Officer was requested to review and provide comments on a communication plan to inform residents with respect to parking restrictions during snow clearing operations; addressing citizens who receive frequent parking tickets, utilizing the system as a form of permit parking and reviewing the matter of allowing parking in the centre of courts during May 1st to November 1st, RECOMMENDATION Moved by Councillor Johnson Seconded by Councillor Littley 1. That Report OES 02-08 of the Director, Operations & Emergency Services regarding proposed amendments to the City's Traffic & Parking By-law No. 6604/05 be received; and 2. That the draft by-law attached to this report be enacted to amend By-law No. 6604/05. CARRIED 3. Director, Operations & Emergency Services, Report OES 07-08 Reqional Cvclinq Plan A question and answer period ensued. Staff were requested, as part of their review, to consider the following; insurance concerns, user pay for the service, paying money during Phase I, which is considered a 'do nothing' approach, advising Ward Councillors and requesting their comments on the proposal/phases before the next step and potential problems on Brock Road due to paving shoulders of gravelled roads. 3 Executive Committee Meeting Minutes Monday, May 12, 2008 7:30 pm - Council Chambers Chair: Councillor O'Connell Ii i RECOMMENDATION Moved by Councillor McLean Seconded by Councillor Johnson 1. That Report OES-07-08 regarding the Regional Cycling Plan be received; and 2. That Council endorse staff comments as provided with the report and that Report OES-07-08 be forwarded to the Regional Municipality of Durham. CARRIED 4. Director, Operations & Emergency Services, Report OES 11-08 Bay Ridges Road Restoration SR&R Bay Ridges Ltd. Cost Sharing Agreement Pre-Budqet Approval for 2009 Mr. Kevin Dwyer of G.M. Sernas & Associates, a representative of the applicant, appeared before the Committee with respect to Report OES 11-08. He outlined the problems experienced with the sanitary sewer replacement due to wet ground conditions, and in order for the project to commence this spring, the entire roadway from curb to curb will need to be restored. In summary, he advised that his client wishes to proceed with the work now and to have a cost sharing agreement with the City. Mr. Dwyer responded to questions of the Committee. In response to questions raised and additional staff comments received, the Chief Administrative Officer requested the opportunity to review the costs associated with this request. RECOMMENDATION Moved by Mayor Ryan Seconded by Councillor Littley That Report OES 11-08 of the Director, Operations & Emergency Services be referred back to staff to report back on the verification of costs. CARRIED 4 ') ;- l. Executive Committee Meeting Minutes Monday, May 12, 2008 7:30 pm - Council Chambers Chair: Councillor O'Connell 5. Director, Operations & Emergency Services, Report OES 12-08 Draft Pesticide Use By-law and Province of Ontario Bill 64 General discussion ensued on this matter. RECOMMENDATION Moved by Councillor Dickerson Seconded by Councillor Littley 1. That Report OES 12-08 of the Director, Operations & Emergency Services be received; and 2. That the City of Pickering staff prepare comments to be issued to the Province of Ontario as part of the Bill 64 public consultation process. CARRIED 6. Director, Corporate Services & Treasurer, Report, CS 08-08 Seaton and City Development Charge and Financial Impact Studies RECOMMENDATION Moved by Councillor Johnson Seconded by Councillor McLean 1. That Report CS 08-08 of the Director, Corporate Services & Treasurer be received; 2. That the provisions of the City's Purchasing Policy, Item 04.09 be waived and the Director, Corporate Services & Treasurer be authorized to engage the firm of Watson & Associates Economists for the Development Charge and Financial Impact Studies as provided for in the 2008 Current Budget and as discussed in this report; and 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. CARRIED 5 Executive Committee Meeting Minutes Monday, May 12, 2008 7:30 pm - Council Chambers Chair: Councillor O'Connell 7. Director, Corporate Services & Treasurer, Report, CS 15-08 Development Charges Reserve Fund -Statement of the Treasurer for 2007 RECOMMENDATION Moved by Councillor Johnson Seconded by Councillor McLean That Report CS 15-08 of the Director, Corporate Services & Treasurer respecting the Development Charges Reserve Fund be received for information. CARRIED 8. Director, Corporate Services & Treasurer, Report, CS 17-08 Section 357/358 of the Municipal Act - Adiustment to Taxes RECOMMENDATION Moved by Councillor Johnson Seconded by Councillor McLean 1. That Report CS 17-08 of the Director, Corporate Services & Treasurer be received; 2. That the write-offs 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. CARRIED 9. Director, Corporate Services & Treasurer, Report, Item CS 18-08 2008 Tax Rates for all Classes of Property and Final Tax Due Dates For All Realty Tax Classes Except for Commercial, Industrial & Multi- Residential Realty Classes RECOMMENDATION 6 ., t\ 1\ II ',~. I.- t Executive Committee Meeting Minutes Monday, May 12, 2008 7:30 pm - Council Chambers Chair: Councillor O'Connell Moved by Councillor Johnson Seconded by Councillor McLean 1. That Report CS 18-08 of the Director, Corporate Services & Treasurer be received; 2. That the 2008 Residential tax rates for the City of Pickering be approved as contained in Schedule A of the by-law attached hereto; 3. That the tax levy due dates for the Final Billing be July 9, 2008 and September 26, 2008 excluding the industrial, multi-residential and commercial realty tax classes; 4. That the attached draft by-law providing for the imposition of the tax rates, be enacted; 5. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, including altering due dates, in order to ensure the tax billing process is completed; 6. That the Director, Corporate Services & Treasurer be authorized to make any changes to the final tax rates to comply with Provincial regulations; and, 7. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. CARRIED 10. Director, Corporate Services & Treasurer, Report CS 19-08 Final Approval for Financing of Council Approved Capital Budget - External Borrowinq Throuqh the Issuance of Debentures General discussion ensued on this matter. The Director, Corporate Services & Treasurer was requested to provide information on the current cost of borrowing rate through the Region and the Renew Ontario borrowing rates. RECOMMENDATION Moved by Councillor Johnson Seconded by Councillor McLean 7 Executive Committee Meeting Minutes Monday, May 12, 2008 7:30 pm - Council Chambers Chair: Councillor O'Connell 1. That Report CS 19-08 from the Director, Corporate SeNices & Treasurer be approved; 2. That the Director, Corporate SeNices & Treasurer be authorized to: a) undertake long term financing through the issuance of debentures through the Regional Municipality of Durham up to a maximum amount of $630,000 for a period not exceeding 15 years for the Ice Rink 2 Renovations at the Don Beer Arena; b) undertake the financing of this project or portions thereof that cannot be accommodated through the foregoing through internal loans or a financial institution offering long term financing under similar terms and conditions; c) make any changes, adjustments, and revisions to amounts, terms and conditions or any other actions necessary in order to effect the above directions of Council; 3. That the costs of undertaking the financing, currently estimated at approximately $5,000 be charged to the 2008 Current Budget, General Government-Annual Charges Debentures & Loans Repayment; 4. That the estimated annual repayment costs of principal and interest amounting to approximately $65,000 be included in the 2009 Current Budget and thereafter until the debentures is repaid; 5. That the Director, Corporate Services & Treasurer be directed and authorized to finance any capital projects, the financing for which is not specifically approved by Council, through the issuance of debentures or long term financing arrangements, through the Regional Municipality of Durham, a financial institution, internal loans or whatever means necessary at the discretion of the Treasurer; 6. That the Director, Corporate SeNices & Treasurer be authorized to engage the services of any individual or firm, legal or otherwise, necessary to assist in the preparation of documentation, completion of an undertaking and any other aspects in regards to the financing of capital projects; 8 t~ Executive Committee Meeting Minutes Monday, May 12, 2008 7:30 pm - Council Chambers Chair: Councillor O'Connell 7. That the Director, Corporate Services & Treasurer be authorized to apply any excess proceeds raised to other capital projects for which long-term financing is required, as is permitted under the Municipal Act, 2001; 8. That the attached draft by-law, providing for the authorization for the issuance of debentures, be enacted; and, 9. That the appropriate officials of the City of Pickering be given authority to give effect thereto. CARRIED 11. Director, Corporate Services & Treasurer, Report CS 21-08 2008 Annual Repavment Limit for Debt and Financial Obliqations RECOMMENDATION Moved by Councillor Johnson Seconded by Councillor McLean That Report CS 21-08 of the Director, Corporate Services & Treasurer regarding the 2008 Annual Repayment Limit for Debt and Financial Obligations be received for information. CARRIED 12. Director, Corporate Services & Treasurer, Report CS 25-08 Formal Quotations - Quarterlv Report for Information RECOMMENDATION Moved by Councillor Johnson Seconded by Councillor McLean That Report CS 25-08 of the Director, Corporate Services & Treasurer regarding Formal Quotations - Quarterly Report for Information be received for information. CARRIED 9 Executive Committee Meeting Minutes Monday, May 12, 2008 7:30 pm - Council Chambers Chair: Councillor O'Connell ; f 13. Director, Operations & Emergency Services, Report OES 13-08 No Parking By-law, Sunrise Avenue -Amendment to By-law 6604/05 Report OES 13-08 of the Director, Operations & Emergency Services was provided as a hand out. RECOMMENDATION Moved by Councillor Johnson Seconded by Councillor McLean 1. That Report OES 13-08 of the Director, Operations & Emergency Services regarding a proposed amendment to the Municipal Traffic By-law 6604/05 be received; and 2. That the attached draft by-law be enacted to amend Schedule "2" to By-law 6604/05 to provide for the regulation or parking on highways or parts of highways under the jurisdiction of the Corporation of the City of Pickering and on private and municipal property. CARRIED (III) ADJOURNMENT The meeting adjourned at 9:20 pm. 10