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Home My WebLink About10/11/2008 PRESENT: Mayor Ryan COUNCILLORS: D. Dickerson R. Johnson B. Littley B. McLean J. O'Connell D. Pickles ALSO PRESENT: N. Carroll G. Paterson E. Buntsma R. Holborn D. Wilcox C. Rose K. Senior M. Pelzowski Executive Committee Meeting Minutes Monday, Novem ber 10, 2008 7:30 pm - Council Chambers Chair: Councillor Johnson - Director, Planning & Development - Director, Corporate Services & Treasurer - Director, Operations & Emergency Services - Division Head, Municipal Property & Engineering - City Clerk - Manager, Policy - attended for part of the meeting - Manager, Accounting Services - attended for part of the meeting - Coordinator, Traffic Operations - attended for part of the meeting (I) DELEGATIONS Gayle Clow Ian Cumming Re: Report OES 33-08 Citizens Group for Traffic Calming on Fairport Road -Traffic Calmino Justification and Desion Ian Cumming, 1899 Fairport Road, appeared before the Committee on behalf of the Citizens Group for Traffic Calming on Fairport Road. He stated that the Citizens Group was interested in safety of everyone who travels on Fairport Road, not just the residents. He emphasized that this issue is not about volume of cars, but is solely a safety issue. He outlined for the Committee four newspaper headlines in relation to accidents that had occurred on Fairport Road, with the fourth item being one that could happen if safety measures are not implemented. Mr. Cumming further advised that they had contacted residents on Mountcastle Crescent and had received 1 Executive Committee Meeting Minutes Monday, Novem ber 10, 2008 7:30 pm - Council Chambers Chair: Councillor Johnson 95% support of those contacted. He further advised that the group had worked with the child safety group put together by Johnson & Johnson. In summary, he stated that the Citizens Group for Traffic Calming on Fairport Road was not a special interest group, but in fact a special safety group. (II) MATTERS FOR CONSIDERATION 1. Director, Operations & Emergency Services Report OES 33-08 Citizens Group for Traffic Calming on Fairport Road -Traffic Calmina Justification and Desian Correspondence in opposition to the plan was received from the following residents and provided as a hand out; Maria-Pilar Lopez, 645 Amberwood Crescent, Peggy & Stephen Cowley, 1010 Redbird Crescent and Ken & Elizabeth Gray, 1554 Heathside Crescent. General discussion ensued on this matter. Staff were requested to ensure that residents who had submitted correspondence on this matter were advised when the matter would be dealt with further. RECOMMENDATION Moved by Councillor Dickerson Seconded by Councillor O'Connell 1. That Report OES 33-08 of the Director, Operations & Emergency Services be received and referred back to staff in order to meet with the Fairport Road Committee for the purpose of reaching consensus on facts; and 2. That staff report back at the December 15th, 2008 meeting of Council. CARRIED 2. Director, Operations & Emergency Services, Report OES 37-08 Dunbarton Indoor Pool Renovation Project -Tender No. T-17-2008 Questions arose with respect to the financing of this project and the Director, Corporate Services & Treasurer provided clarification in this regard. RECOMMENDATION 2 Executive Committee Meeting Minutes Monday, Novem ber 10, 2008 7:30 pm - Council Chambers Chair: Councillor Johnson Moved by Councillor Littley Seconded by Councillor Dickerson 1. That Report OES 37-08 of the Director, Operations & Emergency Services regarding T -17 -2008 for the Dunbarton Indoor Pool Renovation Project be received; 2. That Council ratify the approval by the Chief Administrative Officer during Council's summer recess of proposal no. RFP-4-2008 for the supply of energy ventilation and pool dehumidification systems for the Dunbarton Pool; 3. That Tender T-17-2008 submitted by BWK Construction Company Ltd., at a cost of $1,782,900 (PST and GST included) be accepted; 4. That the total gross project cost of $1,995,000 (GST included) and a net project cost of $1,900,000 including the tender amount and other associated costs be approved; 5. That Council approve the re-allocation of the Federal Gas Tax funds associated with the 2008 capital project for the Frenchman's Bay - Master Plan Phase One (5410.0805.6182) and that these funds be re-submitted in the 2009 Capital Budget; 6. That Council authorize the Director, Corporate Services & Treasurer to finance the project as follows: a) the sum of $1,000,000, as provided for in the 2008 approved Capital Budget, to be funded from Federal Gas Tax Reserve Fund; b) the sum of up to $500,000, as provided for in the 2008 approved Capital Budget, to be financed by the issue of debentures through the Regional Municipality of Durham, over a period not exceeding fifteen (15) years, at a rate to be determined; c) the additional project costs estimated to be $400,000 be funded from the Federal Gas Tax Reserve Fund ($200,000) and from the funding the City will receive from the "Investing in Ontario Act, 2008" ($200,000) including any additional unanticipated costs; 3 Executive Committee Meeting Minutes Monday, November 10,2008 7:30 pm - Council Chambers Chair: Councillor Johnson d) the annual repayment charges in the amount of approximately $49,800 be included in the annual Current Budget for the City of Pickering commencing in 2009, continuing thereafter until the loan is repaid, and any financing cost to be paid out of the Current Budget; e) the Director, Corporate Services & Treasurer has updated the City's 2008 Annual Repayment Limit and the repayment thereof falls within the City's Annual Repayment Limit for debt and financial obligations, as established by the Province for municipalities in Ontario and would not cause the City to exceed the updated limit, and therefore, Ontario Municipal Board approval is not required prior to City Council's authorization; f) undertake the financing of this project or portions thereof that cannot be accommodated through the foregoing through internal loans, Infrastructure Ontario - OSIFA Loan Program, or a financial institution offering long term financing under similar terms and conditions; g) the Treasurer is authorized to take any actions necessary in order to effect the foregoing; 7. That the draft by-law attached to this report be enacted; and 8. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. CARRIED 3. Director, Operations & Emergency Services, Report OES 39-08 Facility Snow Removal -Quotation No. Q-69-2008 General discussion ensued on this matter. RECOMMENDATION Moved by Councillor McLean Seconded by Councillor Littley 1. That Report OES 39-08 of the Director, Operations & Emergency Services regarding Facility Snow Removal be received; 4 Executive Committee Meeting Minutes Monday, November 10,2008 7:30 pm - Council Chambers Chair: Councillor Johnson 2. That Quotation No. Q-69-2008 submitted by C&R Paving Inc. for Snow Clearing and Salting Service - Facility Parking Lots Schedule A in the amount of $89,000 plus GST for Year 1 and $95,500 plus GST for Year 2 and Schedule C (hourly rates) Year 1 and Year 2 be accepted; and 3. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. CARRIED 4. Director, Operations & Emergency Services, Report OES 40-08 Building Canada Fund - Communities Component Intake One -Pickerino Museum Villaoe Restoration and Uporade Proiect General discussion ensued on this matter. RECOMMENDATION Moved by Councillor McLean Seconded by Councillor Dickerson 1. That Report OES 40-08 of the Director, Operations & Emergency Services regarding the Building Canada Fund - Communities Component (BCF-CC) Intake One be received; 2. That the Corporation of the City of Pickering participate in the BCF-CC Intake One through the submission of an application by the application deadline of November 21,2008; 3. That the City of Pickering's application to BCF-CC Intake One shall consist of various building restoration programs and upgrades to the infrastructure at the Pickering Museum Village, at a total estimated (gross) cost of $885,000 and a net estimated City cost of $295,000; 4. That the Council of the City of Pickering endorse the Pickering Museum Village Restoration and Upgrade Project as the City's Intake One BCF-CC application; 5. That the BCF-CC Intake One project be identified as a Capital priority in the 2009 Capital Budget, subject to receiving approval of funding by BCF-CC; and 5 Executive Committee Meeting Minutes Monday, November 10,2008 7:30pm - Council Chambers Chair: Councillor Johnson 6. That the appropriate officials of the City of Pickering be given authority to give effect thereto. " CARR~ED 5. Director, Operations & Emergency Services, Report OES 41-08 City's Traffic & Parking By-law No. 6604/05 - Updatino Amendment General discussion ensued on this matter. Based on the discussion, staff were requested to review parking issues and report back to Council on moving forward with new strategies. Staff were further requested to provide clarification on the effect of this by-law on permit parking and tow trucks/commercial vehicles parking on the road during this period. RECOMMENDATION Moved by Mayor Ryan Seconded by Councillor Littley 1. That Report OES 41-08 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 attached draft by-law be enacted to amend Section 15 to By-law No. 6604/05 to provide for the prohibition of on street parking between the hours of 2:00 am and 6:00 am from December 1st to March 31st annually. CARRIED AS AMENDED [See Following Motion] Moved by Councillor Dickerson Seconded by Councillor Littley That item 2 of the main motion be amended by deleting '6:00 am' and inserting '5:00 am'. CARRIED The main motion, as amended, was then CARRIED. 6 Executive Committee Meeting Minutes Monday, Novem ber 10, 2008 7:30 pm - Council Chambers Chair: Councillor Johnson 6. Director, Corporate Services & Treasurer, Report CS 45-08 2008 Internal Loan and External Debentures RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor McLean 1. That Report CS 45-08 of the Director, Corporate Services & Treasurer be approved; 2. That Council approve an internal loan in the amount of $200,000 for a maximum term of ten (10) years, to be borrowed from the Development Charges Reserve Funds, for the External Subdivision Works-Roads: Brock Road, Third Concession Road to Taunton Road and furthermore, that the Director, Corporate Services & Treasurer be authorized and directed to take whatever actions necessary; and, 3. That the appropriate officials of the City of Pickering be given authority to give effect thereto. CARRIED 7. Director, Corporate Services & Treasurer, Report CS 49-08 Formal Quotations - Quarterlv Report for Information RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor McLean That Report CS 49-08 of the Director, Corporate Services & Treasurer regarding Formal Quotations - Quarterly Report for information be received for information. CARRIED 8. Director, Corporate Services & Treasurer, Report CS 50-08 Section 357/358 of the Municipal Act - Adiustment to Taxes RECOMMENDATION 7 Executive Committee Meeting Minutes Monday, Novem ber 10, 2008 7:30 pm - Council Chambers Chair: Councillor Johnson Moved by Councillor Pickles Seconded by Councillor McLean 1. That Report CS 50-08 of the Director, Corporate Services & Treasurer be received; 2. That the write-off of taxes in the amount of $40,283.47 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 CS 51-08 2008 Year End Audit General discussion ensued on this matter. RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor McLean 1. That the Audit Plan as submitted by Deloitte & Touche LLP, included as Attachment 1 to this report be received for information; ,and, 2. That the Chief Administrative Officer and the Director, Corporate Services & Treasurer be authorized to sign the Auditor's Engagement Letter on behalf of the City. CARRIED 10. Chief Administrative Officer, Report CAO 07-08 Review of Appointments to Boards and Committees - Council Direction December 14. 2006 General discussion ensued on this matter. Questions arose with respect to the request of the Library Board for an additional member and the rationale utilized by the Board in making the request. Staff were further advised that the Duffins & Carruthers Creek Watershed Task Force had finished their mandate and could be 8 Executive Committee Meeting Minutes Monday, Novem ber 10, 2008 7:30 pm - Council Chambers Chair: Councillor Johnson closed; Rouge Park Alliance should reflect one Council appointment or alternate and the Waterfront Coordinating Committee, representatives from OPG and TRCA were not formal members of the Committee, but were by invitation to the Committee. RECOMMENDATION Moved by Councillor Littley Seconded by Councillor Pickles 1. That Report CAO 07-08 of the Chief Administrative Officer be received; 2. That Policy ADM 040 for Boards & Advisory Committees, included as Attachment # 1 to this report be approved; 3. That the Boards & Advisory Committees, included as Attachment # 2 to this report be formally closed based on project completion, dissolution and/or inactivity; 4. That the Boards & Advisory Committees, included as Attachment # 3 to this report be formally reconfirmed; 5. That the Public Library Board composition be increased by one member for a total of 10 members effective December 1,2008; 6. That the Advisory Committee on Race Relations composition be increased by two community appointments for a total of five members and the Heritage Pickering Advisory Committee be increased by three community appointments for a total of eleven members; 7. That the term for the Property Standards/Fenceviewers be extended to December 31,2008 pending the outcome of a fence by-law review; 8. That a Special Meeting of Council (including an In Camera session) be held on Monday, November 24, 2008 at 7:00 pm for the purpose of review and appointment to Boards and Advisory Committees; and 9. That the City Clerk be directed to take the appropriate action. CARRIED AS AMENDED [See Following Motion] 9 Executive Committee Meeting Minutes Monday, November 10,2008 7:30pm - Council Chambers Chair: Councillor Johnson Moved by Councillor Littley. Seconded by Councillor Pickles That item 8 of the main motion be amended by deleting 'November 24, 2008' and replacing it with 'December 8,2008'. CARRIED The main motion, as amended, was then CARRIED. [Attachment #2 and #3 will be updated to reflect the changes noted by the Committee]. 11. Director, Planning & Development, Report PD 45-08 Draft Regional Transportation Plan (September 2008) Draft Investment Strategy (September 2008) Metrolinx EBR Reoistrv Number: 010-4717 Discussion ensued on this matter. RECOMMENDATION Moved by Councillor Pickles Seconded by Councillor.Littley 1. That Report PD 45-08 of the Director, Planning & Development, regarding the Draft Regional Transportation Plan (RTP) and Draft Investment Strategy (IS), both dated September 2008 and released by Metrolinx, be received; 2. That Metrolinx be requested to revise the Draft Regional Transportation Plan: The Big Move: Transforming Transportation in the Greater Toronto and Hamilton Area, dated September 2008, as follows: a) implement the vision for Seaton as a "transit first" community by adding the following to the 15-Year Plan (2024): (i) resolution of the Steeles-Taunton traffic bottleneck as a priority; (ii) identify a new east-west rapid transit connection on the Steeles-Taunton Corridor to Brock Road on Figure 4; (Hi) prioritize passenger rail service on the C.P. Bellville Rail Line to Brock Road as one of the "Top 15 Priorities"; 10 Executive Committee Meeting Minutes Monday, November 10,2008 7:30 pm - Council Chambers Chair: Councillor Johnson (iv) widen and improve Highway 7 west of Brock Road to four lanes through Seaton to support development and transit service; (v) extend the Brock Road rapid transit line (Other Rapid Transit (BRT/LRT/AGT) line) through Seaton to Highway 407 on Figure 4; b) support and invest in developing Transportation Master Plans (TMPs) addressing all modes of transportation and identifying policies and a course of action for implementing the RTP, as well as other critical transportation infrastructure within Pickering's Urban Growth Centre by establishing an Eastern GTA Anchor Mobility Hub, including: (i) the City's planned pedestrian bridge over Highway 401 ; (ii) afull Highway 401 interchange at Liverpool Road; and (iii) a shared vehicle parking structure serving commuters and downtown visitors; c) support the easterly extension of Highway 407, its links and transitway by: (i) identifying the easterly extension of Highway 407 to Highway 35/115 by 2013 and transitway within the first 15 years in Figure 4 of the RTP; (ii) identifying the easterly extension of Highway 407 and its links and transitway as completed on Figure 5 (the 25-Year Plan) of the RTP; (iii) revising the text referring to the Highway 407 east extension on page 75 of the Draft RTP to reflect the Province's commitment to complete the highway and its links by 2013; d) correct Figures 4 and 5 by: (i) revising mapping of 'built-up' area for Pickering to reflect the approved Provincial built boundary; 3. That Metrolinx be requested to revise the Draft Investment Strategy: A Plan for Implementation Action, September 2008, by: a) developing an operating cost model for new infrastructure proposed under the RTP; b) considering the broader relative benefits of investments in key road infrastructure versus investments in improved transit operations; c) developing a financing plan for the operating, rehabilitation and capital infrastructure needs of the RTP, in consultation with municipalities; and 4. Further, that a copy of Report PD 45-08 be forwarded to Metrolinx, the EBR, the Ministry of Energy and Infrastructure, the Ministry of Transportation, the Ministry of Municipal Affairs and Housing, the Regional Municipality of Durham, and Durham Area Municipalities. CARRIED 11 (III) ADJOURNMENT The meeting adjourned at 8:34 pm. 12 Executive Committee Meeting Minutes Monday, Novem ber 10, 2008 7:30 pm - Council Chambers Chair: Councillor Johnson