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HomeMy WebLinkAboutApril 4, 2011 (Special) City Special Council Meeting Minutes -,L Monday, April 4, 2011 7:30 pm Council Chambers Present: Mayor Ryan Councillors: K. Ashe D. Dickerson B. McLean J. O'Connell D. Pickles P. Rodrigues Also Present: T. Prevedel - Chief Administrative Officer E. Buntsma - Director, Community Services N. Carroll - Director, Planning & Development T. Melymuk - Director, Office of Sustainability B. Douglas - Fire Chief . R. Holborn - Division Head, Municipal Property & Engineering S. Karwowski - Manager, Finance & Taxation C. Grant - CEO, Library D. Shields - City Clerk L. Roberts - Committee Coordinator (1) Invocation Mayor Ryan called the meeting to order and led Council in the saying of the Invocation. (11) Disclosure of Interest No disclosures of interest were noted. (III) Delegations Maurice Brenner appeared before Council with respect to the 2011 Current and Capital Budget and the setting of the tax rate. He stated that it is not so much about' the impact, but how the budgets are deliberated. He stated that he would like to see more community engagement in the Budget process. He felt 1 City a¢~ Special Council Meeting Minutes Monday, April 4, 2011 7:30 pm Council Chambers .Council should show compassion and understanding while preserving the integrity of the services provided to the citizens. He noted Council must be creative and proactive in order to bring in a budget that does not cut into the reserves. A discussion period ensued with respect to community engagement when preparing the budgets and the need for plain language in the budget documents. (IV) New and Unfinished Business 1. Director, Corporate Services & Treasurer, Report CST 14-11 2011 Current and Capital Budgets Resolution # 63/11 Moved by Councillor Dickerson Seconded by Councillor Pickles 1. That Report CST 14-11 of the Director, Corporate Services & Treasurer be approved; a) That the 2011 Current Budget expenditure for personnel expenditures, consisting of salaries and wages (Account 1100), overtime (Account 1200) and employer contributions (Account 1400), in the total amount of $42,867,211 be approved; b) That the 2011 Gross Current Budget expenditures for City purposes in the amount of $34,356,589 (excludes personnel expenditures and includes capital expenditures from current revenues in the amount of $1,163,395); less estimated current operating revenues of $28,957,742 and transfer from the Rate Stabilization Reserve of $2,817,338 be approved; c) That the total final City levy under a) and b) above plus an additional $200,000 for Seaton Professional fees total final levy of $45,648,720 which is approximately a 3.56% increase over 2010 be approved, 2. a) That the 2011 Capital Budget for the City of Pickering with a Gross Expenditure of $24,425,825 be adopted as presented and amended (that includes the capital budget changes approved by Council at the Executive Committee meeting of March 10, 2011; 2 Cite, o~ Special Council Meeting Minutes Monday, April 42011 7:30 pm Council Chambers b) That the following capital financing sources be approved as presented in the amended 2011 Capital Budget: Transfer from Current Fund to Capital Fund $1,163,395 Transfers from Reserves: - Capital Equip Res (7000) 184,000 - Rate Stabilization Res (7021) 18,072 - Don Beer Arena.(7033) 201000 - Rec Complex Core Surcharge (7034) 69,500 - Rec Complex Pool Reserve (7035) 80,000 - Vehicle Replacement Res (7040) 130,000 - Easement Settlement Res (7041) 240,000 - Move Ontario Reserve (7043) 14,533 - Land Purchase Reserve (7047) 200,000 Transfers from Reserve Funds - Development Charges (7610 & 7611) 1,622,870 - Parkland Development (7502) 511,000 - Federal Gas Tax Funds (7505) 1,140,000 - City Share Dev. Charges Projects (7022) 697,455 - Third Party Contribution (7501) 200,000 Debt - 5 yr 1,240,000. Debt = 10 yr 2,290,000 Debt - 15 yr 10,192,000 Internal Loan - 5 yr 100,000 Provincial Grant - Invest in Ontario 323,000 York Region Funding Agreement 3,000,000 Reimbursement Province of Ontario 900,000 Donations (1592) 90,000 TOTAL $24,425825 3 Cary o~ Special Council Meeting Minutes Monday, April 4, 2011 7:30 pm Council Chambers c) That total external debt financing of $13,722,000 for the projects- identified in the 2011 Capital Budget, and as indicated in this report, in the amount of $1,240,000 for a period not to exceed 5 years, $2,290,000 for a period not to exceed 10 years and $10,192,000 for a period not to exceed 15 years be approved; d) That the internal loan in the amount of $100,000 be undertaken at the discretion of the Director, Corporate Services & Treasurer; e) That projects identified in the 2011 Capital Budget as being financed through the issuance of debt be subject to additional, specific approval of the expenditure and the financing by Council; f) That any debt repayment, interest or financing provisions contained in the annual Current Operating Budget not used in the current year's payments requirements may, at the discretion of the Director, Corporate Services & Treasurer, be used to apply towards additional principal repayment, outstanding loan or debt charges or to reduce debt, internal loans or any other amounts to be financed; g) That all Capital expenditures or portions thereof, approved in the 2011 ital budgets to be financed through the issuance of debt, Y, at the Cap ma discretion of the Director, Corporate Services & Treasurer, be financed through internal loans, dealer financing, current or capital funds or a combination thereof; h) That the Director, Corporate Services & Treasurer be authorized to make draws from Reserve and Reserve Funds for projects included in the approved capital budget up to the amount approved; i) That the Director, Corporate Services & Treasurer be authorized to, at his discretion, apply any excess funds raised from completed projects and financed by internal loans to first repay the original internal loans, secondly to reduce or replace budgeted internal loans or debts; j) That the Director, Corporate Services & Treasurer be authorized at his discretion to apply any excess funds through the issuance of debentures as provided for under Section 413 of the Municipal Act, 2001 as amended; 4 Cpl o~ Special,Council Meeting Minutes ' Monday, April 4, 2011 7:30 pm Council Chambers 3. That Council approve the cancellation. of the previous approvals for the East Shore Parking Lot as identified below and return the unspent funds to source: Year Account No. 2005 5701.0503.6181 2006 5701.0602.6181 2009 5701.0904.6181 4. That Council approve the cancellation of the 2010 capital project (Account 5320.1019) for the Liverpool Road Reconstruction (Annland Street to Ilona Place) and return the unspent funds to, source; 5. That the funding for the Operations Centre Environmental Assessment as approved in the 2009 Capital Budget be revised from Invest in Ontario Grant to the following: Development Charges $34,435 Invest in Ontario Grant 65,565 $100,000 6. That the Director, Corporate Services & Treasurer be authorized to transfer: a) Any surplus current operating funds at year-end in excess of approximately $125,000 in the following ratio: 30% to the Rate Stabilization Reserve and 70% to the City Share DC Projects Reserve; b) Any funds necessary from the Rate Stabilization Reserve in order to ensure that the Current Budget results in a year end surplus of no less than $125,000; c) If Veridian does not declare a supplemental dividend in the amount of $475,650 , the corresponding dollar short fall be offset by an increase in the draw from the-Economic Stabilization Reserve; 7. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, in order to ensure that the budget plan accommodates any reallocation of 2011 current operating expenditures and revenues resulting from any reorganization and any adjustment in taxes or tax rates due to Provincial and Regional tax policy changes; 5 Special Council Meeting Minutes Monday, April 4, 2011 7:30 pm Council Chambers 8. That any under expenditures from projects funded from Federal or Provincial Grants may be used to fund over expenditures for approved projects funded from the same source(s); 9. That the Director, Corporate Services & Treasurer be authorized at his discretion to close any prior year's capital project accounts, and to first apply any excess funding to any over expenditure in other capital accounts and secondly, to transfer any remaining excess funding back to the original source of the funds; 10. That the Director, Corporate Services & Treasurer be authorized to: a) Undertake transactions in the spot or forward (12 months or less) currency markets in order to effect United States dollar denominated expenditures in the Current or Capital Budgets; b) Enter into leases or rental agreements for the provision of vehicles or equipment required for temporary use during periods of equipment breakdown or repair or during periods of increased need (eg. Inclement weather); c) Restate the 2011 Current Operating Budgets, Accounts 1100 (Salaries & Wages), 1200 (Overtime) and 1400 (Employer Contributions), to reflect any CUPE or Fire Services negotiated settlement; 11. That the Mayor and Clerk be authorized to enter into the following leases as provided for in the 2011 Current Budget: a) Lease for Bentley-Gibson House (located on 1688 Highway 7 in Brougham) for a period of three years with an option to renew for two more years; and, b) Lease for Unit 4 - 935 Dillingham Road for a period of three years with an option to renew for one more year; 12. That Council pass the attached General Municipal Fees and Charges By-law which provides for the fees and charges that are incorporated into the 2011 Current Budget; 13. That the Director, Corporate Services & Treasurer be authorized to adjust, where appropriate, the per kilometre travel expense reimbursement rate 6 Special Council Meeting Minutes Monday, Aril 4, 2011 I 7:30 pm Council Chambers during the year in order to maintain a reasonable level of reimbursement with any increase in cost being met from under expenditures in other accounts; 14. That Council approve the reallocation of the following accounts to facilitate reporting requirements to the appropriate cost centre as presented below: a) Corporate website expenditure of $130,000 be allocated to account 2192.6100.0000 (Website Support); b) City DC share expenditure of $100,000 be allocated to account 2891.0000.0000 (City Share of DC Projects); c) Hospital MRI grant funding in the amount of $100,000 to be' allocated to account 2195.2570.0000 (Social & Charitable Grants), d) New financial suite expenditure of $175,000 be allocated to account 2127.2392.0000 (consulting) and any under spending in this,account be transferred to the Financial Systems Reserve; and, e) Seaton Professional fees'expenditure of $200,000 be. allocated to account 2126.2392.0000 (General Government Purchased Services); 15. As provided in the 2011 capital budget, that Council approve the Mattamy (Brock Road) Limited sanitary sewer project (5320.1116) for a total cost of $130,000 as part of the Mattamy Servicing of Draft Plan SP2008-01 (subdivision agreement to be amended); 16. That Council approve the continuing engagement of the firm of Watson and Associates to complete the following projects: City Development Charge Study, Seaton Development Charge Study, City-wide Seaton Development Charge Study, Seaton Financial Impact Study and any, other studies related to Seaton and or Duffin Heights; .17. That Council approve the continuing engagement of the City's telephone services provider Caltech to upgrade the telephone system software and voicemail system and any other related software and hardware equipment; 18. That the Director, Corporate Services & Treasurer be authorized to initiate j any assessment appeals necessary to protect the assessment base of the City; and, 7 C~r~s o~ Special Council Meeting Minutes ' Monday, April 4, 2011 I 7:30 pm Council Chambers 19. That the appropriate staff of the City of Pickering be given authority to give effect thereto. Carried later in the Meeting (See Following Motions) A brief discussion period ensued regarding the need for additional parking spaces at the East Shore Community Centre. Resolution #64/11 Moved by Councillor Dickerson Seconded by Councillor McLean That Item 3 of the main motion be amended to add the following: hore Community Centre from repairing the at East S 1. Revise the project existing parking lot to excavating the hill and providing a gravel parking lot to the north of the Centre; 2. Reallocate funding for this project using the currently proposed $275,000 for the existing parking lot, plus an additional $200,000 to be debt financed over 5 years for a total budget of $475,000, which will have no additional impact to the tax levy for 2011; and, 3. That the Director, Corporate Services & Treasurer be authorized to make the appropriate changes. Carried Unanimously on a Recorded Vote Resolution #65/11 Moved by Councillor Dickerson Seconded by Councillor Rodrigues That a grant in the amount of $1,000 be provided to Ajax Pickering Community Living. Carried 8 Cyr q Special Council Meeting Minutes - Monday, April 4, 2011 s 7:30 pm Council Chambers Discussion period ensued with Councillor O'Connell and Councillor Dickerson providing Council members as well as staff with copies of their list of reductions,to the budget. The Mayor read out the reductions noted on-each list and it was requested that staff be allowed a brief recess in order to review the material provided. Councillor Pickles suggested that the expenditures associated with the leasing of the Bentley House should also be discussed by staff. Council recessed at 8:20 pm and reconvened at 8:50 pm. Mayor Ryan thanked Councillor O'Connell and Councillor Dickerson for bringing forward their list of reductions. The Chief Administrative Officer reported that further to staff discussions on the proposed budget reductions, staff felt both submissions were very good but that Councillor'Dickerson's proposal had less of an impact on the budget. It was also noted that should the Bentley House not be considered, they may be faced with issues related to space required for additional staff. Councillor O'Connell provided an outline respecting her list of reductions, noting she felt there would be no impact to services. She indicated she had compared actuals to budget increases as well as staff descriptions. She stated that staff needed to provide more detail within the descriptions when recommending increases to the budget. Resolution #66/11 Moved by Councillor O'Connell Seconded by Councillor McLean That the 2011 Current and Capital Budgets be amended to allow for the following reductions; Description Page Reduction Office of Sustainability Conferences 37 5,000. Mayor Salary Increase 65 2,808. Council Salary Increase (X6) 67-84 7,722. Fire Services Conferences 132 4,000. Office of Sustainability Consulting & Professional 150 20,000 9 City o4 Special Council Meeting Minutes Monday, April 4, 2011 7:30 pm Council Chambers Office of Sustainability Outside Agency 150 15,000 Office of Sustainability Website Support 155 10,000 Culture & Rec Phone Lines 205 11,000 Greenwood Storage Room Reno's 244 15,000 Facilities - Seminars 260 7,000. Pickering Blooms 302 10,000 Civic Complex - Phase 2 Carpet Replacement 271 20,000 P & D - Conferences 311 4,400 IT - Hardware Replacements 38 20,000 Staff Salary Savings 80,000 Total Reductions 231,930 Motion Defeated on a Recorded Vote as Follows: Yes No Councillor McLean Councillor Ashe Councillor O'Connell Councillor Dickerson Councillor Rodrigues Councillor Pickles Mayor Ryan Councillor Dickerson provided a brief outline on the-list of reductions as provided below. Resolution #67/11 Moved by Councillor Dickerson Seconded by Councillor Ashe 1. That the reductions and referrals to the draft 2011 Current and Capital Budget as detailed on the list below be approved; 2. That should there be a net savings on capital projects after tendering where funds have been derived from the property tax base, that staff be given the authority to bring back the deferred items on a priority basis as determined by Council; and, 10 Cis o Special Council Meeting Minutes _ Monday, April 4, 2011 7:30 pm Council Chambers 3. That the Director, Corporate Services & Treasurer be authorized to make the appropriate changes to the 2011 Current & Capital Budget so that those documents and the Minutes of the meeting reflect the following amendments. Page Description Acct 164 Finance - Penalties on Taxes - Revenue 1560.0000 50,000 335 P & D Development Control 1429.0000 20,000 Sale of Services (Fees) - Revenue Change in Capital (Project) Financing 93 Parks (Dunmoore Diamond Lighting) 5780.1112 60,OOQ Project financing was changed from property tax base to Invest in Ontario ($40,000) and Parkland Reserve Fund ($20,000) Capital Budget Projects Deferred to 2012 29 Fire (Hose Dryer) 5340.1104 21,000 29 Fire (Fire Hall Sign - Station,5) 5340.1107 10,000 105, Civic Complex (Council Chamber Chairs) 5700.1101 20,000 70 Roads (Snowblade for Loader) 5320.1104 28,000 Capital Budget Reductions 126 Library (Book Collection) 5800:1101 2,000 126 Library (Furniture & Shelving) 5800.1103 2,000 Decrease in Expenditures 12 Gen Gov - Consulting (Strategic Planning) 2126.2392 5,000 12 Gen Gov - Consulting (Unanticipated needs) 2126.2392 10,000 154 Office of Sustainability - Promotions 2192.2394 2,000 100 Office of the CAO - Seminars & Education 2121.2340 1,000 121 Print Shop - Postage 2199.2121 8,000 121 Print Shop - Office Supplies 2199.5300 5,000 348 Library - Postage 2745.2121 500 349 Library - Consulting 2745.2392 1,000 349 Library - Promotions 2745.2394 500 352 Library - Materials 2745.5301 1,000 352 Library - Minor Furniture 2745.5973 2,000 11 CLeyo~ Special Council Meeting Minutes ' Monday, April 4, 2011 7:30 pm Council Chambers 352 Library - Hardware Replacements 2745.5975 1,000 Total Reductions 250,000 Carried Resolution #68/11 Moved by Councillor McLean Seconded by Councillor O'Connell That $3,000 be removed from acct. 2192.1800 Office of Sustainability - Conferences for Sustainable Pickering Advisory Committee Members and added to acct. 121.1800 CAO Office - Conferences. Motion Defeated on a Recorded Vote as follows; Yes No Councillor McLean Councillor Ashe Councillor O'Connell Councillor Dickerson Councillor Rodrigues Councillor Pickles Mayor Ryan Resolution #69/11 Moved by Councillor Dickerson Seconded by Councillor Pickles That $1,000 be removed from acct. 2192.1800 Office of Sustainability - Conferences for Sustainable Pickering Advisory Committee Members budget and added to acct. 2121.1800 CAO Office - Conferences. Carried The main motion was then Carried as amended on a recorded vote as follows: 1: That Report CST 14-11 of the Director, Corporate Services & Treasurer be approved; 12 Cary o Special Council Meeting Minutes Monday, April 4, 2011 ,;`_;V, 55 t 91 -11 _ 7:30 pm Council. Chambers a) That the 2011 Current Budget expenditure for personnel expenditures, consisting of salaries and wages (Account 1100), overtime (Account 1200) and employer contributions (Account 1400); in the total amount of $42,867,211 be approved; b) That the 2011 Gross Current Budget expenditures for City purposes in the amount of $34,177,589 (excludes personnel expenditures and includes capital expenditures from current revenues in the amount of $1,020,395); less estimated current operating revenues of $29,027,742 and transfer from the Rate Stabilization Reserve of $2,817,338 be approved; c) That the total final City levy under a) and b) above plus an additional $200,000 for Seaton Professional fees total final levy of $45,399,720 which is approximately a 2.99% increase over.2010 be approved; 2. a) That the 2011 Capital Budget for the City of Pickering with a Gross Expenditure of $24,537,825 be adopted as presented and amended (that includes the capital budget changes approved by Council at the Council meeting of April 4, 2011; b) That the following capital financing sources be approved as presented in the amended 2011 Capital Budget: Transfer from Current Fund to Capital Fund $1,020,395 Transfers from Reserves: - Capital Equip-Res (7000) .184,000 - Rate Stabilization Res (7021) 18,072 - Don Beer Arena (7033) 20,000 - Rec Complex Core Surcharge (7034) 69,500 - Rec Complex Pool Reserve (7035) 80,000 - Vehicle Replacement Res (7040), 130,000 - Easement Settlement Res (7041)_ 240,000 - Move Ontario Reserve (7043) 14,533 Land Purchase Reserve (7047) 200,000 Transfers from Reserve Funds - Development Charges (7610 &7611) 1,622,870 - Parkland Development (7502) 531,000 13 Special Council Meeting Minutes ' Monday, Aril 4, 2011 7:30 pm Council Chambers - Federal Gas Tax Funds (7505) 1,140,000 - City Share Dev. Charges Projects (7022) 697,455 - Third Party Contribution (7501) 200,000 Debt - 5 yr 1,440,000 Debt - 10 yr 2,290,000 Debt - 15 yr 10,192,000 Internal Loan - 5 yr 100,000 Provincial Grant - Invest in Ontario 363,000 York Region Funding Agreement 3,000,000 Reimbursement Province of Ontario 900,000 Donations (1592) 85,000 TOTAL $24,537,825 C) That total external debt financing of $13,922,000 for the projects identified in the 2011 Capital Budget, and as indicated in this report, in the amount of $1,440,000 for a period not to exceed 5 years, $2,290,000 for a period not to exceed 10 years and $10,192,000 for a period not to exceed 15 years be approved; d) That the internal loan in the amount of $100,000 be undertaken at the discretion of the Director, Corporate Services & Treasurer; e) That projects identified in the 2011 Capital Budget as being financed through the issuance of debt be subject to additional, specific approval of the expenditure and the financing by Council; f) That any debt repayment, interest or financing provisions contained in the annual Current Operating Budget not used in the current year's payments requirements may, at the discretion of the Director, Corporate Services & Treasurer, be used to apply towards additional principal repayment, outstanding loan or debt charges or to reduce debt, internal loans or any other amounts to be financed; g) That all Capital expenditures or portions thereof, approved in the 2011 Capital budgets to be financed through the issuance of debt, may, at the discretion of the Director, Corporate Services & Treasurer, be financed 14 C<<t, Special Council Meeting Minutes Monday, April 4, 2011 ICKE] 7:30 pm P=_ Council Chambers through internal loans, dealer financing, current or capital funds or a combination thereof, h) That the Director, Corporate Services & Treasurer be authorized to make draws from Reserve and Reserve Funds for projects included in the approved capital budget up to the amount approved; i) That the Director, Corporate Services & Treasurer be authorized to, at his discretion, apply any excess funds raised from completed projects financed by internal loans to first repay the original internal loans, and secondly to reduce or replace budgeted internal loans or debts; j) That the Director, Corporate Services.& Treasurer be authorized at his discretion to apply any excess funds through the issuance of debentures as provided for under Section 413 of the Municipal Act, 2001 as amended; 3. That Council approve the cancellation of the previous approvals for the East Shore Parking Lot as identified below and return the unspent funds to source: Year Account No.. 2005 5701.0503.6181 2006 5701.0602.6181, 2009 5701.0904.6181 a) Revise the project at East Shore Community Centre from repairing the existing parking lot to excavating the hill and providing a gravel parking lot to the north of the Centre; b) Reallocate funding for this project using the currently proposed $275,000 for the existing parking lot, plus an additional $200,000 to be debt financed over 5 years for a total budget of $475,000, which will have no additional impact to the tax levy for 2011; and, 4. That Council approve the cancellation of the 2010 capital project (Account 5320.1019) for the Liverpool Road Reconstruction (Annland Street to Ilona Place) and return the unspent funds to source;. 5. That the funding for the Operations Centre Environmental Assessment as approved in the 2009 Capital Budget be revised from Invest in Ontario Grant to the following: 15 Special Council Meeting Minutes lilt 1, Monday, April 4, 2011 7:30 pm Council Chambers Development Charges $34,435 Invest in Ontario Grant 65,565 $100,000 6. That the Director, Corporate Services & Treasurer be authorized to transfer: a) Any surplus current operating funds at year-end in excess of approximately $125,000 in the following ratio: 30% to the Rate Stabilization Reserve and 70% to the City Share DC Projects Reserve; b) Any funds necessary from the Rate Stabilization Reserve in order to ensure that the Current Budget results in a year end surplus of no less than $125,000; C) If Veridian does not declare a supplemental dividend in the amount of $475,650 , the corresponding dollar short fall be offset by an increase in the draw from the Economic Stabilization Reserve; 7. That the Director, Corporate Services & Treasurer be authorized to make any changes or undertake any actions necessary, in order to ensure that the budget plan accommodates any reallocation of 2011 current operating expenditures and revenues resulting from any reorganization and any adjustment in taxes or tax rates due to Provincial and,Regional tax policy changes; 8. That any under expenditures from projects funded from Federal or Provincial Grants may be used to fund over expenditures for approved projects funded from the same source(s); 9. That the Director, Corporate Services & Treasurer be authorized at his discretion to close any prior year's capital project accounts, and to first apply any excess funding to any over expenditure in other capital accounts and secondly, to transfer any remaining excess funding back to the original source of the funds; 10. That the Director, Corporate Services & Treasurer be authorized to: a) Undertake transactions in the spot or forward (12 months or less) currency markets in order to effect United States dollar denominated expenditures in the Current or Capital Budgets; 16 City Special Council Meeting Minutes ' Monday, April 4, 2011 7:30 pm Council Chambers b) Enter into leases or, rental agreements for the provision of vehicles or equipment required for temporary use during periods of equipment breakdown or repair or during periods of increased need (eg. Inclement weather); c) Restate the 2011 Current Operating Budgets, Accounts 1100 (Salaries & Wages), 1200 (Overtime) and 1400 (Employer Contributions), to reflect any CUPE or Fire Services negotiated settlement; 11. That the Mayor and Clerk be authorized to enter into the following leases as provided for in the 2011 Current Budget: a) Lease for Bentley-Gibson House (located on 1688 Highway 7 in Brougham) for a period of three years with an option to renew for two more years; and, b) Lease for Unit 4 - 935 Dillingham Road for a period of three years with an option to renew for one more year; 12. That Council pass the attached General.Municipal Fees and Charges By-law which provides for the fees and charges that are incorporated into the 2011 Current Budget; 13. That the Director, Corporate Services & Treasurer be authorized to adjust, where appropriate, the per kilometre travel expense reimbursement rate during the year in order to maintain a reasonable level of reimbursement with any increase in cost being met from under expenditures in other accounts; 14. That Council approve the reallocation of the following accounts to facilitate reporting requirements to the appropriate cost centre as presented below: a) Corporate website expenditure of $130,000 be allocated to account 2192.6100.0000 (Website Support); b) City'DC share expenditure of $100,000 be allocated to account 2891.0000.0000 (City Share of DC Projects); c) Hospital MRI grant funding in the amount of $100,000 to be allocated to account 2195.2570.0000 (Social & Charitable Grants); 17 City o~, Special Council Meeting Minutes Monday, April 4, 2011 PI ~ 7:30 pm Council Chambers d) New financial suite expenditure of $175,000 be allocated to account 2127.2392.0000 (consulting) and any under spending in this account be transferred to the Financial Systems Reserve; and, e) Seaton Professional fees expenditure of $200,000 be allocated to account 2126.2392.0000 (General Government Purchased Services); 15. As provided in the 2011 capital budget, that Council approve the Mattamy (Brock Road) Limited sanitary sewer project (5320.1116) for a total cost of $130,000 as part of the Mattamy Servicing of Draft Plan SP2008-01 (subdivision agreement to be amended); 16. That Council approve the continuing engagement of the firm of Watson and Associates to complete the following projects: City Development Charge Study, Seaton Development Charge Study, City-wide Seaton Development Charge Study, Seaton Financial Impact Study and any other studies related to Seaton and or Duffin Heights; 17. That Council approve the continuing engagement of the City's telephone services provider Caltech to upgrade the telephone system software and voicemail system and any other related software and hardware equipment, 18. That the Director, Corporate Services & Treasurer be authorized to initiate any assessment appeals necessary to protect the assessment base of the City; and, 19. That the appropriate staff of the City of Pickering be given authority to give effect thereto. Yes No Councillor Ashe Councillor McLean Councillor Dickerson Councillor O'Connell Councillor Pickles Councillor Rodrigues Mayor Ryan 2. Rescheduling of Meetings. Resolution #70/11 Moved by Councillor O'Connell Seconded by Councillor Pickles 18 Special Council Meeting Minutes Monday, April 4, 2011 7:30 pm Council Chambers That a motion be introduced to reschedule the May 2nd, 2011 meeting of the Planning & Development Committee. Carried on 2/3 Majority Vote Resolution #71/11 Moved by Councillor Dickerson Seconded by Councillor O'Connell That the Planning and Development Committee Meeting scheduled for May 2nd 2011 be rescheduled to May 9th, 2011 and that the meeting on May 9th, 2011 be a Joint Meeting of the Planning &'Development and Executive Committee due to the Federal Election being held on May 2 2011. Carried (III) Other Business 1. The Chief Administrative Officer was requested to action the following, a) Councillor McLean requested that staff contact the Region of Durham in regards to the pick up of toilets from. residential properties. b) Councillor McLean requested an update on the installation of the sirens. 2. Councillor Pickles gave notice that he would be bringing forward a Notice of Motion with respect to the use of electronic devices during Council and Committee meetings. (IV) By-laws 7119/11 Being a by-law to amend By-law No. 6191/03 to confirm General Municipal Fees. Third Reading: Councillor Dickerson, seconded by Councillor Pickles moved that By-law Number 7119/11 be adopted, and the said by-laws be now read a third time and passed and. that the Mayor and Clerk sign the same and the seal of the Corporation be affixed thereto. Carried 19 Ctcy o4 _ Special Council Meeting Minutes Monday, April 4, 2011 7:30 pm Council Chambers (VI) Confirmatory By-law By-law Number 7121/11 Councillor McLean, seconded by Councillor Dickerson moved for leave to introduce a By-law of the City of Pickering to confirm those proceedings of the Council of The Corporation of the City of Pickering at its Special Meeting of Council of April 4, 2011. Carried (VII) Adiournment The Meeting adjourned at 10:15 pm. Dated this 4th day of April, 2011 May vi yan' Debbie Shields City Clerk 20