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HomeMy WebLinkAboutFebruary 25, 2019-C1 °f'----· - PlCKERlN Present: Mayor Ryan Councillors: K. Ashe M. Brenner S. Butt I. Cumming B. McLean D. Pickles Also Present: -Chief Administrative Officer -Director, City Development & CBO Council -Meeting Minutes ·February 25, 2019 7:00 pni -Council Chambers T. Prevedel K. Bentley P. Bigioni M. Carpino J. Hagg -Director, Corporate Services & City Solicitor R. Holborn S. Karwowski S. Cassel . J. Halsall L. Roberts -Director, Community Services -Fire.Chief -Director, Engineering Services -Director, Finance & Treasurer -City Clerk '" Manager, Budgets & Internal Audit -Committee Coordinator (I) Invocation Mayor Ryan· called the meeting to order and led Council in the saying of the. Invocation. (II) Disclosure of Interest 1. Councillor Brenner declared a conflict of interest with respect to Community Services and Animal Services 2019 current budgets as he has family members employed in these areas. Councillor Brenner did not take part in the discussion or vote on these matters. 1 -C~of- p](KER]N Council Meeting Minutes · February·2s, 2019 7:00 pm -Council Chambers (Ill) Adoption of Minutes Resolution #41 /19 Moved by Councillor Cumming Seconded by Councillor Pickles In Camera Council Meeting Minutes, January 28, 2019 Council Meeting Minutes, January 28, 2019 Executive Committee Minutes, February 4, 2019 Planning & Development Committee Minutes, February 4, 2019 Executive (Budget) Committee Minutes, February 14, 2019 (IV) Presentations There were no presentations. (V) Delegations 1. Durham Region Police Service Brad Carter; DRPS Acting Manager of Strategic Planning 2020-2022 Strategic Business Plan Carried Councillor Ashe, Chair, Durham Regional Police Services Board, joined Brad . Carter, Acting Manager of Strategic Planning, DRPS and appeared before Council to provide an overview of the DRPS 2020-2022 Strategic Plan. Through the aid of a PowerPoint presentation, Mr. Carter outlined the established objectives and priorities of the Plan and noted the public consultations which had been conducted as part of the Plan's development. Mr. Carter advised Members of Council that DRPS was in attendance to seek Members' input and feedback.on the Plan. A que_stion and answer period ensued between Members of Council and Mr. Carter regarding speeding, the opioid crisis, road and community watch programs and the legislative amendments to the Police Services Act,-1990 requiring each municipality to prepare and adopt a community safety and well- being plan. Further questions were raised as to whether there were opportunities to implement technologies to assist with speeding and whether the DRPS was supportive of these types of technologies. 2 'l 2. Christine Ashton Ajax-Pickering Board of Trade 2018 Update & 2019 Goals Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers Christine Ashton, President, Ajax-Pickering Board of Trade (APBOT), appeared before Council and through the aid of a PowerPoint presentation, provided an · overview of their 2018 highlights. She noted they had over 600 members who represent many diverse businesses, small and large, from variou·s industries and that the Board of Trade provided education, connection and advocacy to these businesses. She recognized the importance of their many volunteers, community support and partnerships, stating they held 45 events in 2018 with an increase in attendance over prior years. Ms. Ashton outnned the 2019 plal)s and priorities for APBOT as they continue to support local businesses and help them connect and thrive. In closing, she introduced Nicole Gibson who was recently appointed Executive Director and noted they look forward to continuing their partnership with the City of Pickering. · · A brief discussion ensued with Members enquiring about APBOT's position on . a Pickering Airport. 3. Teresa Shaver Business Advisory Centre Durham Inc. Business Support for Entrepreneurs and Businesses Teresa Shaver, Business Advisory Centre Durham Inc., appeared before Council and throug~ the aid of a PowerPoint presentation, provided an overview of the Advisory Centre and their core fundamental services to provide start up and existing businesses with guidance, training, entrepreneurial funding and networking opportunities. She noted their business model is comprised of Regional and Provincial funding as well as fundraising initiatives. In closing, she noted the need to promote the Business Advisory Centre as well as looking into alternative funding measures. A brief question and answer period ensued with Members enquiring about the Centre's outreach and whether workshops were being conducted in all area municipalities. Further questions were raised as to whether the Centre would be looking into offering workshops at the Pickering Public Library. Resolution #42/19 Moved by Councillor Pickles Seconded by Councillor McLean 3 -Cdgof- p](l(ER]N Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers That the rules of procedure be suspended in order to change the order of the agenda to bring forward the Notice of Motion as the next item of business .. (VI) Notice ·of Motions a) Safe/Strong Community Neighbourhood Safety Strategy Resolution #43/19 Moved by C9uncillor Brenner Seconded by Councillor Cumming Carried Whereas the City of Pickering is committed to safe/strong communities; Whereas recent reports by DRPS noted that over 50% of all gun-related crimes across Durham Region have taken place in Pickering and Ajax; ) Whereas reducing crime is the collective responsibility of Durham Regional Police Services, the community and municipal government; Whereas Durham Regional Police is committed to working with both the City of Pickering and the Town of Ajax, in an effort to address this growing trend; Whereas the Town of Ajax has developed an engagement model for launching a strong neighbourhood strategy; Now Therefore be it resolved that the CAO for the City of Pickering assign a staff team to reach out to the Town of Ajax and Durham Regional-Police Pickering Division to discuss the creation of a steering committee with staff from both Ajax and Pickering, Council representation, community representation and representation from DRPS, with a mandate to develop a model and implement a plan with measurable criteria for a Safe/Strong Community Neighbourhood Strategy, and report back to Council no later than the end of September, 2019. Carried (VII) Correspondence There were no items of correspondence. 4 -Cd;Jof- p](KER] G Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers (VIII) Committee Reports a) Report EC 2019-02 of the Executive Committee 1. Director, Community Services, Report CS 02-19 Repeal of Pickering Museum Village's By-laws -Pickering Museum Village Advisory Committee -Pickering Museum Village Reserve Fund -Pickering Mus·eum Management Board Report CS 02-19 was referred back to staff at the February 4, 2019 Executive Committee Meeting. 2. Director, Community Services, Report CS 03-19 Community Festivals and Events -Approval of 2019 Events in Esplanade Park Council Decision -. 1. That Council authorize staff to issue a park permit for the use of Esplanade Park by Ajax-Pickering Rotary Clubs from May 31 to June 2, 2019 (inclusive) for Ribfest, on terms and.conditions satisfactory to Director, Community Services and Chief Administrative Officer; 2. That Council authorize staff to issue a park permit for the use of Esplanade Park by Carea Community Health Centre on June 21; 2019 for Aboriginal Celebration Day, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; . . 3. That Council authorize staff to issue a park permit for the use of Canadian Food Truck Festivals from August 9 toAugust 11, 2019 (inclusive) for Pickering Food Truck Festival, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; · 4. That Council authorize staff to issue a park permit for the use of Esplanade· Park by Frederica Black Events on September 21, 2019 for a Brew & BBQ Fest on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; and, · · 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 5 -C~0f- p](KER]NG Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers 3. Director, Community Services, Report CS 05-19 Municipal Highway Winter Maintenance Agreement -Mowbray Street (formerly Brock Road) in the City of Pickering Council Decision 1. That Council authorize the Mayor and City Clerk to execute a Municipal Highway Winter Maintenance Agreement with the Regi6nal Municipality of Durham set out in Attachment 1 to this report, subject to minor revisions as may be required by the Director, Community Services, and the Director, Corporate Services & City Solicitor; and, 2. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. 4. Director, City Development & CBO, Report PLN 02-19 City ,of Pickering . Community Energy Plan Council Decision 1. That Council endorse the Low Carbon Pathway scenario in the draft Community Energy Plan (Energy Plan) in principle; 2. That Council endorse the Energy Plan's recommendations that support a low carbon future save and except Recommendation #2 and Recommendation #3 as outlined in Attachment #1 to Report PLN 02-19; 3. That Council advise the Region of Durham that Pickering has serious concerns with Recommendation #2 regarding the creation ·of a new central entity to coordinate the implementation of the Energy Plan and instead recommends that Veridian Connections and Enbddge be jointly tasked to lead and coordinate the Energy Plan's implementation, and requests the Region of Durham initiate discussions with Veridian Connections and Enbridge Inc. in this regard; 4. That Council request the Region of Durham to defer the Durham Green Standard Implementation Program in Recommendation #3 until such time as the building community in Durham Region has had an opportunity to assess the risks, barriers, and costs associated with implementing the Green Standard; 6 -Cd;Jof- p](KER] Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers 5. That Council authorize staff to participate in developing a five-year implementation plan for the six program areas and report back on the legal, financial and staffing implications of each program; and. 6. That the City Clerk forward a copy of Report PLN 02-19 to the Region of Durham, local municipalities in Durham, Veridian Connections, Oshawa Power and Utilities Corporation, Whitby Hydro, Hydro One, Enbridge Inc., Building Industry and Land Development Association and the Durham Region Home Builders' Association. · 5. Director, Corporate Services & Chy Solicitor, Report CLK 01-19·. • Update to Procedure By.:.law -Inclusion of Provisions regarding Pregnancy and Parental Leave for Members of Council Council Decision 1. That Report CLK 01-19 respecting an update to the Procedure By-law pertaining to provisions regarding pregnancy and parental leave for Members of Council be received; 2. That the draft By-law included as Attachment #1 to C.LK 01-19 be enacted; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 6. Chief Administrative Report CAO 04-19 Naming Rights Agreements Council Decision 1. That Council approve, in principal, the acceptance of $1.125 million from Chestnut Hill Developments in exchange for the naming rights of the Pickering Recreation Complex, in accordance with the sponsorship . agreement (see Attachment No. 1). 2. That Council approve, in principal, the acceptance of $5 million from Lebovic Enterprises in·exchange for the naming rights of the future Seaton Recreation Complex, in accordance with the form of sponsorship agreement (see Attachment No. 2). 7 P] Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers 3. That Council approve, in principal, the acceptance of $10 million from Triple Properties in exchange for the naming rights of the future Central Library, in accordance with the form of sponsorship agreement (see Attachment No. 2). 4. That the said sponsorship agreements (Attachment No. 1 and 2) are approved subject to minor revisions acceptable to the Chief Administrative Officer, and the Director, Corporate Services & City Solicitor. 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Resolution #44/19 Moved by Councillor Pickles Seconded by Councillor Butt That Items 2 through 6 of Report EC 2019-02 of the Executive Committee meeting held on February 4, 2019 be adopted. Carried / (IX) Reports -New and Unfinished Business 1. Director, Community Services, Report CS 04-19 Tender for Brock Ridge Community Parks and S.M. Woodsmere Park -Baseball Diamond Improvements Project -Tender No. T-9-2019 Resolution #45/19 · Moved by Councillor Pickles Seconded by Councillor Cumming 1. That the Brock Ridge Community Park -Baseball Diamond Improvements and S.M. Woodsmere Park -Baseball Diamond Improvements projects be combined as the "Brock Ridge Community Park and S.M. Woodsmere Park -Baseball Diamond Improvements" project for debenture financing for an estimated total net project cost of $1,005,418.00; 2. That Tender No. T-9,.;2019 submitted by Anthony Furlano Construction Inc. in the amount of $969,571.07 (HST included) be accepted; 8 Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers 3. That the total gross project cost of $1,116,472.00 (HST included), including the amount of tender, contingency and other associated costs, and the total net project cost of $1,005,418.00 (net of HST rebate) be approved; 4. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $1,005,418.00 as follows: a) the sum of $815,000.00 as provided for in the 2019 Parks Capital Budget be increased to $919,000.00 to be financed by the issuance of debentures by The Regional Municipality of Durham over a period not to exceed ten years; b) the sum of $85,000.00 to be funded by a transfer from the Self- Insurance Reserve; c) the sum of $1,418.00 to be funded from property taxes; d) the annual repayment charges in the approximate amount of $110,500.00 be included in the Current Budget for the City of Pickering commencing in 2019, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid, and any financing cost to be·paid out of Current Budget; e) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; 5. That the draft By-law attached to this report be enacted; and, 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 2. Pirector, Corporate Services & City Solicitor, Report LEG 02-19 Request to ,the Regional Municipality of Durham to Share Unused Conduit -Broadband Service in Pickering A brief discussion ensued with Members questioning responses received to date from the Region, whether the communinities of Whitevale and Claremont would benefit, and the cost factors involved should the Region not fulfill the request. Further questions were raised as to whether the City would need to collaborate with other service providers. · 9 Council Meeting Minutes · February 25, 2019 7:00 pm -Council Chambers Resolution #46/19 Moved by Councillor Brenner Seconded by Councillor McLean 1. That Report LEG 02-19 be received for information, and that Council recognize the importance of widespread, fast and affordable internet access for all residents and businesses, for the purposes of enhancing social and political participation, digital equality and enabling economic development; · 2. That the Region of Durham is hereby requested to provide the City with access to unused and/or underutilized conduit within Regional roads for the purpose of a City-sponsored fiber optic broadband network; 3. That a copy of these Recommendations be sent to the Chair, Region of Durham, the Chief Administrative Officer, Region of Durham, the Commissioner of Works, Region of Durham, the Commissioner of Planning and Economic Development, Region of Durham and to all Durham area · municipalities; and 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this Report. · 3. Director, Finance & Treasurer, Report FIN 01-19 2019 Current Budget and Financial Statements Carried Excluded Expenses Reporting as Required by Ontario Regulation 284/09 Moved by Councillor Pickles Seconded by Councillor Butt Resolution #47/19 It is recommended that Report FIN 01-19 of the Director, Finance & Treasurer regarding the exclusion of certain expenses from the 2019 Budget be adopted in accordance with the provisions of Ontario Regulation 284/09 of the Municipal Act, 2001. Carried 10 . C1°f- p]( ERlN . Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers 4. Director, Finance & Treasurer, Report FIN 02-19 2019 Current & Capital Budget Resolution #48/19 Moved by Councillor Cumming Seconded by Councillor Butt 1. That Report FIN 02-19 of the Director, Finance & Treasurer be approved; 2. That Council direct staff to include in casino revenue negotiations with Durham Region the principle that Durham Region shall devE!lop and implement a Property Tax Relief program for low income Seniors & Persons with Disabilities for the Regional share of property taxes and the property tax relief shall be in the same percentage as the City of Pickering's program for Pickering; 3. That the following reserves be established as a result of the City selling naming rights for various facilities: a) That a Library Building Reserve be established and this reserve be used for: construction of new library facilities, signage and other marketing costs associated with naming rights and or major renovations and these funds be applied towards the City Share of the project's cost; . b) That a Recreation Complex Reserve be established and funds in this reserve be applied to cover signage and other marketing costs associated with naming rights and any debt costs associated with major renovations to the building; and c) That a Seaton ComplexReserve be established and these funds be used for: signage and other marketing costs associated with naming rights and the construction of a new recreational facility in Seaton and that these funds be applied towards the City Share of the building's cost. 4. That the following budget recommendations be approved; a) That the 2019 Current Budget expenditure for personnel costs, · consisting of salaries and wages (Account 1100), overtime (Account 1200) and employer contributions (Account 1400), in the total amount of $57,514,793 be approved; 11 -Cibjof- p](KER]N Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers b) Thatthe 2019 Gross Current Budget expenditures for City purposes in the amount of $49,347,792 (excluding personnel expenditures) less estimated current revenues of $42,044,874 (City Revenues of $39,897,874 plus $1,847,000 for assessment growth plus supplementary taxes of $300,000) and net transfer from the Rate Stabilization Reserve of $1,500,000 for City operations be approved; . c) That the Capital from Current expenditure in the amount of $1,293,420 funded from property taxes be approved; and d) That the total final City levy under paragraphs a), b) and c) above,· plus an additional $180,000 for two additional Fir~ Fighters, for a total final levy of $64,791,131 being an increase of approximately 2.47% over the 2019 budget, be approved; 5. That the 2019 Capital Budget for the City of Pickering with a Gross Expenditure of $76,995,776 be adopted as presented: a} That the following capital financing sources be approved as presented in the 2019 Capital Budget: Transfer from Current Fund to Capital Fund Trarn~fers from Reserves: -City Share Dev. Charges Projects (7022) -Rate Stabilization ReservE? (7021) -Vehicle Replacement Reserve (7040) -Capital Replacement Reserve (7001) -Self-Insurance (7020) -Fence (7057) -Rec. Complex Core Surcharge (7034) -Dunbarton Pool Surcharge (7032) -Don BeerArena Surcharge (7033) -Rec. Complex Arena (7036) · -Rec. Complex Pool Surcharge (7035) Transfers from Reserve Funds: . -Development Charges (7601 -7630) -Third Party Contribution (7501) -Federal Gas Tax Funds (7505) . -Parkland (7502) -Buildi,ng Permit (7506) ~ Seaton Land Group FIA (7713) 12 $1,293,420 5,481,405 2,749,000 1,209,000 416,000 235,000 180,000 45,000 20,000 20,000 20,000 18,000 12,267,155 10,891,000 3,180,000 126,195 52,000 37,772 -·Cdy 0 /- p]( ERl Debt -5 yr . Debt -10 yr Debt -20 yr Internal Loan -5 yr Internal Loan -1 0 yr Internal Loan -15 yr Sale of Land Donations Federal Grant -TBD Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers 480,000 3,620,000 7,091,765 782,000 695,000 565,000 Federal Grant -Canadian Heritage Legacy Fund 12,000,000 228,500 13,085,984 105,000 Provincial Grant -TBD , Provincial Grant -Invest in Ontario Total · 93,000 8,580 $76,995,776 b) That total external debt financed by property taxes of $11,191 ;765 for the projects identified in the 2019 Capital Budget, and as . indicated in this report, in the amount of $480,000 for a period not to exceed 5 years, $3,620,000 for a period not to exceed 10 years and $7,091;765 for a period not to e~ceed 20 years be approved; c) That the internal loans in the amount of $2,042,000 be undertaken at the discretion of the Director, Finance & Treasurer; d) That projects identified in the 2019 Capital Budget as being financed through the issuance of debt be subject to additional, specific approval of the expenditure and the financing by Council; e) 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, Finance & 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; f) Th,;1t all Capital expenditures or portions thereof approved in the 2019 Capital Budget to be financed through the issuance ofdebt may, at the discretion of the Director, Finance & Treasurer, be financed through internal loans, current or capital funds or a combination thereof; 13 -C¾o/- p](KER]N Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers g) That the Director, Finance & Treasurer, be authorized to make draws from Reserve and Reserve Funds for projects included in the approved capital budget up to the amount approved; h) . That the Village Green Seaton P-110 (5780.1905) and Village Green Seaton P-111 (5780.1906) projects be deferred to 2020 and replaced with the Jackson Green Playground Equipment (5780.2004) project, which was in the 2020 ,forecast, and that this project be financed from the Parkland Reserve Fund; i) That financing for the design and construction of the Centennial Park Picnic Shelter and Amenities (5780.1902) be changed from 15 year internal loan to 15 year external debt and that financing for the backhoe replacement (5319.1904) be changed frorn 5 year external debt to 5 year internal loan; j) Thatthe Director, Finance & Treasurer be authorized at his discretion to apply any Casino revenues attributed to 2019 towards the payment of internal loans; . k) That the Director, Finance & Treasurer be authorized at his discretion to apply any excess funds obtained through the issuance · of debentures as provided for under Section 413 of the Municipal Act, 2001 as amended; I) That the funding for the Conservation Barn Reconstruction (5744.1808.6500) be increased by $10,000 to fund additional constructioo costs and this cost be funded from a transfer from the Facilities Reserve (7055); 6. That the Director, Finance & Treasurer be authorized to transfer: a) Any surplus current operating funds at year-end in excess of approximately $125,000 be allocated in the following manner: the first $70,000 be allocated for the establishment of an elected officials · life insurance reserve and this reserve be funded to a limit of $200,000 and that $100,000 be paid to the designated beneficiary and to amend section 07.02 of Council Compensation Policy ADM 190 accordingly; the remaining surplus be allocated in the following ratio: 25% to the Rate Stabilization Reserve (7021); 10% to the Facilities Reserve (7001) 15% to the Tennis Court Reserve (7049); and 50% to the City Share DC Projects Reserve (7022); b) Any surplus funds from the Emergency Operational Capital Needs Account (2901.0000.0000) to the Facilities Reserve; and 14 -Cift;0f- p](KER] Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers c) The revenue from the sale of used vehicles recorded in account (1593.0001.0000) to the Vehicle Replacement Reserve (7040); 7. That the Diredor, Finance & Treasurer be authorized to make any changes or undertake any actions necessary, including amendments to sections 06 and 07 of Policy ADM 190, to ensure that the budget plan accommodates any reallocation of 2019 current operating expenditures and revenues . resulting from any reorganization, including: an adjustment be made for the loss of the one-third nontaxable allowance by the federal government with an effective date of December 31, 2018 by adjusting elected officials salaries by thirty percent with corresponding adjustment to the benefit account with an effective date of January 1, 2019; the addition and establishment of a health care spending account for $5,000 per year with no carry over provision or unused amount paid out; and to accommodate any labour relations settlements including adjusting the Personnel related accounts and that any revenue shortfall as a result of a Provincial tax policy change be adjusted through the 2019 final tax rates; 8. That the Director, Finance & Treasurer be authorized at his discretion to fund Property Tax Write-offs account (2134.0000.000) that exceed the budget provision due to assessme.nt appeals that translates into a deficit position for the corporation and this shortfall be funded from a transfer from the Assessment Appeal Reserve (7011) and if this reserve is depleted then the shortfall be funded from the Rat~ Stabilization Reserve (7021) and that any shortfall from Payment-in~Lieu Education Share revenue estimates be funded from a transfer from the Rate Stabilization Reserve (7021); 9. That the Director, Finance & Treasurer be authorized to use any under . expenditures from projects funded from Reserves or Reserve Funds to fund over expenditures for approved projects funded from the same source(s); . 10. That the Financial Control Policy be amended to establish a capital proje'cts contingency guideline of twelve percent and that the contingency funding excludes material test, permits, inspections services and soil testing; 11. That the Director, Finance & Treasurer be authorized at his discretion to close any prior year's capital expenditure accounts and to first apply any excess funding from property taxes to any over expenditure in other accounts and to secondly transfer any remaining excess funding back to the original sources of funds; 12. That Council approve the cancellation of the following approved capital projects: 15 Pl a) b) . c) d) e) f) g) h) i) j) k) I) m) n) o) p) q) Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers (4) Oil Grit Separators (5321.1107) -$300,000 Oil Grit Separators (5321.1408) -$321,000 8-32 Krosno Creek -Flow Diversion Design (5321.1502) ~ $250,000 8-15 Krosno Creek Erosion Control (5321.1604) -$958,100 832 a, b, c Krosno Creek Culvert Replacements Construction (5321.1605) -$1,750,000 Amberlea Park -Asphalt Pathways Reconstruction (5780.1617) - $35,000 Greenwood Baseball Fencing Replacement (5780.1616) -$130,000 Amberlea Park -Small Diamond Upgrades (5780.1715) -$100,000 Amberlea Park -Asphalt Pathways Reconstruction (Additional Funds Required) (5780.1722) -$10,000 Recreation Complex -Diesel Backup Generator Replacement (5731, 1702) -$200,000 Grand Esplanade Phase 1 a-Partnership Project Development (5701.1802) -$400,000 . Grand Esplanade 'Phase 1 b-Design & Construction (5701.1803) - $26,500,000 Recreation Complex -Concourse Renovation Phase 1' Construction (5731.1805) -$960,000 FS# 5 Foundation Repairs & Underpinning (5340.1801) -$250,000 · Back-up Power to Banquet Hall Air Conditioning (5731.1812) - . $145,000 Various Parks Lighting -LED Lighting Conversion (5780.1809) - $250,000 . City-wide Walkways -LED Lighting Conversion (5311.1805) - $110,000 16 -Cdp 0f- p](KERJN Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers 13. 14. 15. That-the Director, Finance & Treasurer be authorized at his discretion to close any consulting account expenditure and corresponding revenue source that is over three years from the original purchase order date of issuance; That the Director, Finance & Treasurer be authorized at his discretion to re- finance any capital expenditures that failed to meet the Federal Gas Tax reporting criteria from other sources including transfers of funds from reserves and reserve· funds; That the Director, Finance & Treasurer be authorized to: a) b) c) d) 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; Sign leases or rental agreements on the City's behalf for the provision of vehicles or equipment required for temporary use during periods of equipment breakdown or repair or during periods of increased need (e.g. inclement weather); Restate the 2019 Current Operating, User Fees and Capital Budgets to reflect: (i) any Council changes made at the February 25 Council meeting; (ii) any reorganization or personnel acco,ulit changes (salary, benefits and overtime), (iii) reclassifications that result from salary · increases or negotiated labour settlements; and To process budget transfers during the fispal year which do not change the overall approved property fax levy; 16. That Council waive the Purchasing Policy where the estimated vehicle repair cost is below $30,000 (HST excluded) for all fleet vehicles and off road vehicle equipmenUn 2019; 17. That the Director, Finance & Treasurer be authorized to amend Policy ADM 190 with the following changes: subsection 07.01 b) ii) from 75 to 85; subsection 07.04 a) from more than four years to completion of a term; subsection 07.04 c) from 24 months to 36 months; an additional provision to subsection 09.05 to permit economy plus air travel for air travel over five hours; subsection 09.07 be amended to include a provision.to exclude· international air travel for economic development promotion; subsection 12.01 a) be revised from three years to 40 months and subsection 12.03 a) revised to indicate that land line telephone expense reimbursement will expire on November 14, 2022; 17 -CiD/0f- p](KERJN Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers 18. That the Director, Finance & Treasurer be authorized at his discretion to draw from the Winter Control Reserve to fund any current budget deficit as a result of higher than budget winter control costs; · 19_ That Council authorize the establishment of a Museum Collection Reserve· and this reserve be. used to fund collections development; artifact maintenance and conservation care of the museum's collection and that transfers from the following accounts be transferred to this reserve: unused funds from the Artefact Repairs & Maintenance Account (2744.2480.0000) and donations from account (2744.9977.0000); 20. That the following two new positions are on hold (Senior Economic Development Officer and Manager Arts Centre) pending a report to Council; · 21. That Council approve the continuing engagement of the firm of Watson & Associates Economists Ltd. to be used for Development Charge issues, financial studies related or in support of the DC Background Study and issues related to the City, Seaton and/or Duffin Heights; 22. That the Financial Control. Policy be amended to require Council approval for out of country conferences funded by .the City; 23. That Council approve the continuing engagement of the following firms: Nixon Fleet & Poole LLP, Municipal Tax Advisor Group and Municipal Tax Equity Consultants to protect the property tax base by defending assessment appeals through proactive assessment base management; 24. That Council approve the single source of AECOM Canada Ltd in accordance with the City's Purchasing Policy Item 10:03 (c) to be the City's consultant for plans review assignments to ensure Building Code compliance for hi-rise residential and other complex building development projects for a one year period and that the expenditure for the services do not exceed $30,000 per project within the 2019 calendar year; 25. That Council accept and approve the proposal submitted by The Municipal Infrastructure Group Limited to undertake consulting and professional services for the Pickering City Centre Stormwater Management Strategy Update, in the amount of $133,240 (HST included) in accordance with Purchasing Policy 10:03 (c) and that; a) The total gross project cost of $276,677 (HST included), including the proposal amount, miscellaneous project allowances and contingency, and the total net project cost of $249, 156 (net of HST rebate) be approved; and 18 -Cdyo/- p](KERJ Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers b). Council authorize the Director, Finance.& Treasurer to finance the total net project cost of $249,156 as follows: (i) The sum of $224,240 to be funded from a transfer from the Development Charges -Stormwater Management (SWM) Reserye Fund (7611); and (ii) The sum of $24,916 to be funded from the Development Charges -City's Share Reserve (7022); 26. That the Director, Finance & Treasurer be authorized to initiate any additional assessment appeals necessary to protect the c:1ssessment base of the City; 27. That the Director, Finance & Treasurer be authorized at his discretion to transfer any green energy rebates and revenue associated with the Claremont solar roof rental project account (1530.2620.0000) and other incentives and rebates account (2620.9993.0000) to the Reserve for Sustainable Initiatives; 28. That Council approves.the following financial goals for the current term of office: a) Reduce the use of five year internal debt over the term of Council to hil by 2022; and b) That the City's annual contributions to the "Major Equipment" Parks and "Vehicles" reserves equals the annual amortization amount by 2022. 29. That Council amend the Community Grant policy as follows: a) That the recommended grant to Canadian Food Truck Festival ($3,000) be issued after the event; . b) That the grant application deadline date for the 2020 Community Grant Program be October 25, 2019 to give community groups sufficient time to submit their applications; c) That an ·organization's or event's activities with high liability (e.g. fireworks, dunk tanks and pyrotechnics) be ineligible for community · grant funding; · d) That funding of insurance expenses be ineligible for the Community Grant Program; 19 -C~af-Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers p](KER] e) That the Chief Administrative Officer and Director, Finance & Treasurer be authorized to award up to $250 in minor community grants under the following rules: · i) That the organization has to complete the City's application form and their application has to meet the City's criteria; ii) That these organizations be permitted to receive only one $250 grant per term of Council and the funding for these grants be limited to the grant contingency allocation as provided in the grants budget; and iii) That staff report on an annual basis to Council with the list of successful $250 grant applicants as part of the budget process;. 30. That any unused funds in excess of $1,000 for acces·sibility capital projects (6183) be transferred to the Reserve for Accessibility Initiatives; 31. That Council approve the transfer of any Veridian funds exceeding the 2019 budget amount of $3,156,1'38 to the Roads and Bridges Reserve Fund; · 32. That any unspent 2019 Local Planning Appeal Tribunal (LPAT) funds budgeted under General Government consulting account (2126.2392) be transferred to the Tennis Court Reserve; 33. That Council authorize the establishment of a Major Equipment Reserve and this reserve be used to fund the purchase of major equipment or major repairs; · 34. That Council direct staff to report on Outstanding Capital projects as of July 31 st and December 31st of each year; · 35. That Council approve the 2019 Low Income Seniors & Persons with Disabilities grant amount be increased from $300 to $330 per.household; 36. That Council pass the attached General Municipal Fees and Charges By- law and adopt the changed fees for By-law and Animal Services as revised below and incorporate the user fee schedule into the 2019 Current budget: a) That Council approve revising "Schedule B -Fees Payable for Building Permits" of the Building By-law with the Building Permit fees listed in the 2019 User Fee Schedule; and 20 Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers b) That the fee structure for Seniors Snow Removal be revised to reflect criteria as presented below: Single/Family Income Level Prior to April 1, 2019 April 2, 2019 Receipt of Guaranteed Annual $0.00 $0.00 Income Supplement (GAINS) Net Income $35.00 + HST $60.00 + HST < $75,910 Net Income> $35.00 + HST $90.00 + HST $75,911 and< $122,843 Net Income $35.00 + HST Not Eligible > $122,844 37. That the appropriate City of Pickering officials be authorized take the necessary actions as indicated in this report. Carried Unanimously on a Recorded Vote (X) By-laws . 7678/19 7679/19 7680/19 Being a by-law to amend By-law 7665/18, which governs the proceedings of Council, any of its committees, the conduct of its Members, and the calling of meetings. Being a py-lawto amend By-law No. 6191/03 to confirm General Municipal Fees. Being a by-law to authorize the Brock· Ridge Community Park.and S.M. Woodsmere Park -Baseball Diamond Improvements project in the City of Pickering and the issuance of debentures in the amount of $919,000.00. Resolution #49/19 Moved by Councillor McLean Seconded by Councillor Pickles That By-law Nos. 7678/19 through 7680/19 be approved. Carried 21 Pl (XI) . Confidential Council -Public Report Council Meeting Minutes February 25, 2019 7:00 pm -Council Chambers There was no confidential council public report. (XII) Other Business There were no items of other business. (XIII) Confirmation By-law By-law Number #7681/19 Councillor Ashe, seconded by Councillor Brenner moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of February 25, 2019. (XIV) Adjournment Moved by Councillor Cumming Seconded by Councillor Ashe That the meeting be adjourned. The meeting adjourned at 7:55 pm. Dated this 25th day of February, 2019. Carried Carried 22