NEWCREST

Committee of the Whole Minutes

City of Peterborough

July 24, 2017

 

 

Minutes of the Committee of the Whole Meeting held on July 24, 2017, in the Doris Room and Council Chambers, City Hall.

 

The meeting of Committee of the Whole was called to order at 5:15 p.m. in the Doris Room, City Hall.

 

Roll Call:

Councillor Baldwin

Councillor Beamer, Chair

Councillor Clarke

Councillor Haacke 

Councillor McWilliams

Councillor Pappas

Councillor Parnell

Councillor Riel

Councillor Therrien

Councillor Vassiliadis

Mayor Bennett

 

 

Resolution to Meet in Closed Session

 

Moved by Councillor Clarke

 

That Committee move into Closed Session to discuss two items under Section 239(2)(c) A proposed or pending acquisition or disposition of land by the municipality or local board.

 

“CARRIED”

 

 

Councillor McWilliams, due to a declared interest, left the meeting at 5:17 p.m. and returned at 5:18 p.m.

 

Councillor Haacke left the meeting at 5:18 p.m. due to a declared interest.

 

Committee adjourned closed session at 5:23 p.m.

 

Committee convened in open session at 6:30 p.m.

 

 

 

 

Confirmation of Minutes – June 19, and 26, 2017

 

Moved by Councillor Clarke

 

That the minutes of the meetings of Committee of the Whole held on June 19 and June 26, 2017 be approved.

 

“CARRIED”

 

 

Disclosure of Pecuniary Interest

 

Councillor Pappas declared an interest in agenda item 10, (Report CPFS17-044

Peterborough Housing Corporation – Financing for McRae Reconstruction) and agenda item 11, (Report PLPD17-035, Sale of a Portion of Bonnerworth Park Parking Lot to Peterborough Housing Corporation), as a relative is a resident of Woolen Mills.

 

Report of Closed Session

City Solicitor and Director of Legal Services

Report OCSRE17-011

Sale of Industrial land at 280 and 290 Jameson Drive to 1439121 Ontario Ltd.

 

Councillor McWilliams declared an interest in Report OCSRE17-011 as his business is a landlord for the company identified in the report.  He did not discuss or vote on the matter.

 

Moved by Councillor Clarke

 

That Council approve the recommendation outlined in Report OCSRE17-011 dated July 24, 2017, of the City Solicitor and Director of Legal Services, as follows:

That a by-law be passed to authorize the sale of approximately 4.35 acres of industrial lands, known municipally as parts of 280 and 290 Jameson Drive and being described as Parts 1, 2, 3 and 4 on Plan 45R-16240 (as shown on Appendix "A" attached) and Part 2 on Draft Reference Plan (as shown on Appendix “B” attached) to 1439121 Ontario Ltd. for $163,200.

 

“CARRIED”

 

 

 

 


Report of Closed Session

City Solicitor and Director of Legal Services

Report OCSRE17-012

Sale of surplus land at 210 and 220 Lansdowne Street East to Ron Lay Motors Inc.

 

Councillor Haacke declared an interest, as the business identified in Report OCSRE17-012 is a client of his employer.  He did not discuss or vote on the matter.

 

Moved by Councillor Pappas

 

That Council approve the recommendation outlined in Report OCSRE17-012 dated July 24, 2017, of the City Solicitor and Director of Legal Services, as follows:

That a by-law be passed to declare Part 1 on the Draft Reference Plan (as shown on Appendix “A” attached) and known municipally as 210 Lansdowne Street East and being approximately of .073 acres and Part 4 on the Draft Reference Plan (as shown on Appendix “A” attached) known municipally as 220 Lansdowne Street East and being approximately .304 acres as surplus to the needs of the Municipality and be sold to Ron Lay Motors Inc. for $235,000.

 

“CARRIED”

 

 

Consent Agenda

 

Moved by Councillor Parnell

 

That items 8, 16, 20, 21 be approved as part of the consent agenda.

 

“CARRIED”

 

 


Director of Corporate Services

Report CPFS17-042

Planning Area Specific Development Charges Background Study – Final Recommendations

 

Moved by Councillor Parnell

 

That Council approve the recommendations outlined in Report CPFS17-042 dated July 24, 2017, of the Director of Corporate Services, as follows:

 

a)         That the Development Charge rates, as shown on Chart 1of Report CPFS17-042 be approved.

 

b)        That the development-related capital program included in the Planning Area Specific Development Charge background study, be adopted subject to annual review through the City’s normal capital budget process.

 

c)         That By-laws 12-112 to 12-119 and any amendments thereto, be repealed effective August 1, 2017.

 

d)        That separate by-laws be passed to impose the Planning Area Specific Development Charges for each of the eight specific planning areas, with a five year term covering August 1, 2017 to July 31, 2022.

 

e)          That the Development Charges be adjusted by the City Treasurer without amendment to the by-laws annually on January 1 of each year, commencing January 1, 2018, in accordance with the most recent annual change in the Statistics Canada Quarterly Construction Price Statistics.

 

“CARRIED”

 

 

Director of Corporate Services

Report CPFS17-039

Clean Water Wastewater Fund Transfer Price Agreement and Sole Source an Engineer of Record

 

Moved by Councillor Parnell

 

That Council approve the recommendations outlined in Report CPFS17-039 dated July 24, 2017, of the Director of Corporate Services, as follows:


a)            That a by-law be passed authorizing the Mayor and Clerk to sign the Clean Water Wastewater Fund (CWWF) Transfer Price Agreement between Her Majesty the Queen in Right of Ontario as represented by the Minister of Infrastructure and The Corporation of the City of Peterborough; and

b)           That MTE Consultants Inc., 520 Bingemans Centre Drive, Kitchener, Ontario, L7L 6B8, be awarded the design, Request for Tenders (RFT) preparation and contract administration for the upgrades to the clarifiers and aeration system at the Peterborough Wastewater Treatment Plant at a cost of $551,540.00 plus HST of $71,700.20 for a total cost of $623,240.20.

“CARRIED”

 

 

Director of Utility Services

Report USEC17-019

Budget Transfers and Award of T-01-17 George Street Improvements

 

Moved by Councillor Parnell

 

That Council approve the recommendations outlined in Report USEC17-019 dated July 24, 2017, of the Director of Utility Services, as follows:

a)         That the $1,002,000 budget amount approved in the 2016 Capital budget for the George Street Improvement Project be increased by $1,195,000 to $2,197,000 by the budget transfers detailed in Table 2 of Report USEC17-019;

b)        That Tender T-01-17 for the George Street Improvements be awarded to Coco Paving Inc., 2317 Television Road, Peterborough, ON, K9J 7H5 at a cost of $1,982,201.17 plus $257,686.15 HST for a total of  $2,239,887.32; and

c)         That a provisional work value of $50,000 be committed to the project and Utility Services be provided the authority to adjust the purchase order value to an upset limit of $2,032,201.17 excluding HST as necessary to complete this project.

 

“CARRIED”

 

 


Director of Utility Services

Report USWM17-005

Award of Request for Proposals P-01-17 for Equipment and Labour Rates at Waste Management Facilities for the City of Peterborough

 

Moved by Councillor Parnell

 

That Council approve the recommendations outlined in Report USWM17-005, dated July 24, 2017 of the Director of Utility Services as follows:

a)            That Request for Proposals P-01-17 for Labour and Equipment at Waste Management Facilities for the City of Peterborough, be awarded to Kawartha Capital Construction, 580 Ashburnham Drive Peterborough, ON K9L 2A2 for the period August 1, 2017 to August 1, 2019 at an annual estimated cost of $63,560.00 plus HST of $8,262.80 for a total cost of $71,822.80; and

b)           That the contract be extended for two optional one-year extensions subject to satisfactory performance, budget availability and successful pricing negotiations.

 

“CARRIED”

 

 

Director of Community Services

Report CSD17-016

2016 Sustainable Peterborough Report Card

 

Moved by Councillor Pappas

 

That Council approve the recommendation outlined in Report CSD17-016 dated July 24, 2017 of the Director of Community Services, as follows:

 

That the presentation on the 2016 Sustainable Peterborough Report Card, by Sheridan Graham, Chair of Sustainable Peterborough, be received for information.

 

“CARRIED”

 

 


Director of Community Services

Report CSACH17-006

Presentation on the City’s Immigration Portal

 

Becky Rogers, Manager, Arts, Culture and Heritage Division, Safa Musta and Rodney Fuentes, New Canadians Centre, made a presentation.

 

Moved by Councillor Parnell

 

That Council approve the recommendations outlined in Report CSACH17-006 dated July 24, 2017, of the Director of Community Services as follows:

 

a)         That a presentation by staff on the updated City Immigration Portal www.WelcomePeterborough.ca be received for information; and

 

b)        That a video by Rodney Fuentes, videographer be received for information.

 

“CARRIED”

 

 

Director, Planning and Development Services

Report PLHD17-004

Peterborough Housing Corporation Shareholder Report (2016)

 

Bonnie Clarke, Board Chair and Darlene Cook, CEO of Peterborough Housing Corporation, made a presentation.

 

Moved by Councillor Riel

 

That Council approve the recommendations outlined in Report PLHD17-004 dated July 24, 2017, of the Director of Planning and Development Services, as follows:

a)            That the presentation from Peterborough Housing Corporation be received;

b)           That the audited financial statements of the Peterborough Housing Corporation (the “Corporation”) and subsidiary corporations, for the fiscal year ending on  December 31, 2016, together with the report of the auditors thereon, be received and approved; and

c)            That the 2016 Annual Report on the progress and accomplishments of the Corporation be received and approved.

 

“CARRIED”

 

 

Director of Corporate Services

Report CPFS17-045

Community Branding Project Update #2

 

Councillor Beamer, Chair, left the meeting at 7:44 p.m. Councillor Pappas, Vice-Chair, assumed the Chair.

 

Councillor Beamer returned to the meeting and assumed the Chair at 7:45 p.m.

 

Moved by Councillor Baldwin

 

That Council approve the recommendation outlined in report CPFS17-045 dated July 24, 2017, of the Director of Corporate Services as follows:

That the presentation on the status of the Community Branding Project by Gillian Hill and Klint Davies from BrandHealth Inc. be received for information.

 

“CARRIED”

 

 

Director, Planning and Development Services

Report PLHD17-003

Peterborough Housing Corporation Acquisition of Property at 217 Murray Street (Brock Street Mission)

 

Moved by Councillor Riel

 

That Council approve the recommendations outlined in report PLHD17-003 dated July 24, 2017, of the Director of Planning and Development Services, as follows:

 

a)         That a by-law be passed to authorize the City to purchase the property at 217 Murray Street for $2.00 and to convey the property to Peterborough Housing Corporation;

 

b)        That pursuant to Article 5.3 of the Shareholder Direction, the City of Peterborough as the sole shareholder of Peterborough Housing Corporation, consents to the acquisition of the property at 217 Murray Street from the Brock Street Mission Peterborough;

 


c)            That the City, as Service Manager, consents to the Brock Street Mission Peterborough’s assignment of the two Affordable Housing Project Facility Agreements with The Corporation of the City of Peterborough: Social Infrastructure Fund – Investment in Affordable Housing and Investment in Affordable Housing – 2014 Extension, both dated February 17, 2017, for the construction of 15 housing units at 217 Murray Street, to Peterborough Housing Corporation;

 

d)           That Peterborough Housing Corporation assumes the $8 million construction project for the Brock Street Mission property at 217 Murray Street, resulting in a $3.8 million draw down on the City’s non-tax supported debt capacity; and

 

e)         That $325,000 be pre-committed from the 2018 Social Services Capital Budget for the Brock Street Mission redevelopment, with the City share being funded from the Social Services Reserve.

 

“CARRIED”

 

 

Director of Corporate Services

Report CPFS17-044

Peterborough Housing Corporation – Financing for McRae Reconstruction

 

Councillor Pappas, due to his previously declared interest, did not discuss or vote on the matter.

 

Moved by Councillor Clarke

 

That Council approve the recommendations outlined in Report CPFS17-044 dated July 24, 2017 of the Director of Corporate Services as follows:

a)            That Peterborough Housing Corporation – McRae Construction Project at
553-555 Bonaccord Street, Peterborough for a total of $39,583,300, resulting in a $24,433,000 draw down on the City’s non-tax supported debt capacity be approved;

b)           That a by-law be passed to authorize the borrowing of $24,433,000 to help finance certain works to be undertaken by the Peterborough Housing Corporation;

c)            That the Director of Corporate Services be authorized to prepare the necessary borrowing by-laws to borrow funds up to a maximum of $24,433,000 to finance City capital projects and for a term not to exceed 30 years; and

d)           That the Treasurer be authorized to submit an application to Ontario Infrastructure and Lands Corporation to borrow these funds.

 

“CARRIED”

 

 

Director, Planning and Development Services

Report PLPD17-035

Sale of a Portion of Bonnerworth Park Parking Lot to Peterborough Housing Corporation

 

Councillor Pappas, due to his previously declared interest, did not discuss or vote on the matter.

 

Moved by Councillor Clarke

 

That Council approve the recommendations outlined in Report PLPD17-035 dated July 24, 2017, of the Director, Planning and Development Services, as follows:

a)            That a by-law be passed to declare approximately 0.78 acres of the Bonnerworth Park Parking Lot surplus to the needs of the Municipality and be sold to Peterborough Housing Corporation for nominal consideration, to support its redevelopment of the McCrae property; and

b)           That Council acknowledges that PHC will develop the property under the flexibility granted to the City of Peterborough in the Zoning By-law to carryout any lawful purpose of the City. 

 

“CARRIED”

 

 


Director, Planning and Development Services

Report PLHD17-001

Peterborough Housing Corporation Acquisition of Sunshine Homes Non-Profit Inc.

 

Moved by Councillor Riel

 

That Council approve the recommendations outlined in Report PLHD17-001 dated July 24, 2016, of the Director, Planning & Development Services, as follows:

a)         That City Council, acting as Service Manager under the Housing Services Act, 2011 (HSA), provide consent pursuant to subsection 162 (2), to the transfer by Sunshine Homes Non-Profit Incorporated of 572 Crystal Drive to Peterborough Housing Corporation (PHC);

b)        That pursuant to Article 5.3 of the Shareholder Direction, the City of Peterborough as the sole shareholder of PHC, consents to the acquisition of 572  Crystal Drive for the purchase price of $2.00, plus the assumption of the current mortgage assigned to the property of approximately $3.0M;

c)         That the City, as Service Manager, request that the Ministry of Housing make a regulation under the Housing Services Act, 2011, to exempt the transfer from the application of tax under the Land Transfer Tax Act; and

d)        That the Mayor and Clerk be authorized to amend the Renewable Energy Initiative Program Loan Agreement between the City and Sunshine Homes
Non-Profit Incorporated dated March 16, 2011, to add the new owner, Peterborough Housing Corporation.

 

“CARRIED”

 

 


Director of Corporate Services

Report CPFS17-043

Sponsored Digital Signage Program at the Evinrude Centre and Various City Facilities

 

Moved by Mayor Bennett

 

That, in accordance with Section 7.1.3 d) of the City’s Sponsorship, Naming Rights and Advertising Policy, Council approve the recommendations outlined in Report CPFS17-043, dated July 24, 2017, of the Director of Corporate Services, as follows:

a)            That staff negotiate with Movingmedia, 1049 Crawford Drive, Peterborough, Ontario, K9J 6X6, for the supply, installation, software set-up, operation, and
on-going maintenance of a new outdoor digital sign at the Evinrude Centre to replace the current non-functioning sign.

b)           That staff negotiate with Movingmedia, 1049 Crawford Drive, Peterborough, Ontario, K9J 6X6, for the supply, installation, software set-up, operation, and
on-going maintenance of an indoor digital signage (displays) network to be implemented through a phased in approach across city facilities.

Committee at it meeting of July 24, 2017 amended recommendation c) as part of the main motion:

c)            That, upon successful negotiations, the draft agreement outlining the supply, installation, software set-up, operation, revenue share from advertising and on-going maintenance of both the new Evinrude outdoor Sign and the City’s indoor signage network be presented to Council for approval.

 

“CARRIED”

 

 


Director of Community Services

Report CSSS17-006

Creation of an Age-friendly Peterborough Advisory Committee

 

Moved by Councillor Riel

 

That Council approve the recommendations outlined in Report CSSS17-006 dated July 24, 2017, of the Director of Community Services, as follows:

 

a)         That as of July 24, 2017, an eleven member AFPAC be created to:

 

i)          Be an Advisory Committee of Council reporting to the Joint Services Steering Committee;

ii)         Include one Member of City Council and one Member of County Council; and

iii)        Be given the authority to establish sub-committees as necessary.

 

b)        That the AFPAC be included in the Consolidated Municipal Services Management Agreement, between the City and County and that this be reflected by a letter between the parties;

 

c)         That the following candidates be appointed Members of the first AFPAC for a term of July 24, 2017 to March 1, 2019 and that a Member from both City Council and County Council be appointed as soon as possible for the same time period:

 

·                     Danielle Belair                                

·                     Dawn Berry-Merriam

·                     Alan Cavell

·                     Kerri Davies

·                     Ann MacLeod

·                     Mark Skinner

 

d)        That a by-law be passed to establish the Terms of Reference for a new Committee called the Age-friendly Peterborough Advisory Committee.

 

“CARRIED”

 

 


Director, Planning and Development Services

Report PLBD17-001

Property Standards – Eavestrough Drainage

 

Moved by Councillor Clarke

 

That Council approve the recommendation outlined in Report PLBD17-001, dated July 24, 2017, of the Director, Planning and Development Services, as follows:

That Report PLBD17-001 be received for information purposes.

Moved by Councillor Riel,

 

That the matter be deferred to permit staff an opportunity to research drainage issues in other communities and provide Council with a by-law to regulate drainage on properties in the City.

 

Moved by Councillor Pappas

 

That the Rules of Order be suspended to extend the hour of the meeting past 10:00 p.m. to complete the agenda.

 

“CARRIED”

 

 

Upon the motion to defer, the motion “LOST”

 

 

Upon the main motion, the motion carried.

 

 


Director of Corporate Services

Director of Utility Services

Report CPPS17-027

Transfer of funds, Recalculation of Development Charges and Award of RFT T-19-17 for the Peterborough Operations Centre

 

Moved by Councillor Parnell

 

That Council approve the recommendations outlined in Report CPPS17-027, dated July 24, 2017 of the Director of Corporate Services and the Director of Utility Services, as follows:

a)            That $1,825,000 of the 2018 pre-committed capital funding for Transit Buses be transferred to the Peterborough Operations Centre Project;

b)           That $2,427,840 of Debenture Revenue from  Development Charges – Public Works be allocated to the Peterborough Operations Centre Project;

c)            That $650,160 of Debenture Revenue from Development Charges – Transit Services be allocated to the Peterborough Operations Centre Project;

d)           That RFT T-19-17 for the Peterborough Operations Centre be awarded to JR Certus Construction Company Ltd., 81 Zenway Boulevard, Unit #3 – 2nd Floor, Vaughan, Ontario, L4H 0S5, at a cost of $19,776,186.00 plus HST of $2,570,904.18 for a total cost of $22,347,090.18;

e)            That a provisional work value of $1,043,716  be committed to the project and the Administrative Staff Committee be provided the authority to adjust the purchase order value to an upset limit of $20,819,902 plus HST as necessary to cover the costs of any change orders required to complete the project; and

f)             That the contract for P-13-14 to Reinders + Rieder Ltd., 57 Mill Street North, Suite 201, Brampton, Ontario, L6X 1S9, for the Design of the new City of Peterborough Public Works Operations Centre be increased by $23,945 from $644,952.50 to 668,897.50 plus HST of $86,956.68 for a total cost of $755,854.18.

 

Moved by Councillor Riel

 

That the matter be deferred to staff to determine the overall estimated cost of the new Public Works Yard and a new Bus Barn.

 

“LOST”

 

 

Upon the main motion of Councillor Parnell, the motion carried.


Director of Utility Services

Report USDIR17-007

Award of RFP P-13-17 for the Peterborough Transit Garage Location and Environmental Assessment Study

 

Councillor Therrien left the meeting at 10:23 p.m. and returned at 10:24 p.m.

 

Councillor Pappas left the meeting at 10:23 p.m. and returned at 10:26 p.m.

 

Moved by Councillor Parnell

 

That Council approve the recommendations outlined in Report USDIR17-007 dated July 24, 2017, of the Director of Utility Services, as follows:

a)         That RFP P-13-17 for the Peterborough Transit Garage Location and Environmental Assessment Study be awarded to IBI Group, 55 Clair Avenue West, Toronto, Ontario M4V 2Y7 at a cost of $208,904.00 plus HST of $27,157.52 for a total cost of $236,061.52; and

b)        That a contingency fund of $100,000.00 be authorized to the consulting assignment and the Director of Utility Services be delegated the authority to adjust the purchase order to an upset limit of $308,904.00 plus HST of $40,157.52, if required.

 

“CARRIED”

 

 

Director of Utility Services

Report USEC17-020

Award of RFP P-03-17 for Debris Removal and Inspection of Sanitary and Storm Sewers

 

Moved by Councillor Baldwin

 

That Council approve the recommendations outlined in Report USEC17-020 dated July 24, 2017, of the Director of Utility Services, as follows:

 

a)    That RFP P-03-17 for the Debris Removal and Inspection of Sanitary and Storm Sewers, be awarded to Pipetek Infrastructure Services Inc., 2250 Industrial Street, Burlington, ON, L7P 1A1 at a cost of $284,296.54 plus $36,958.55 HST for a total cost of $321,255.09, for one year of service, with an option to extend service for one additional year, and

 

 

b)        That a provisional work value of $150,000 be committed to the project and Utility Services be provided the authority to adjust the purchase order value to an upset limit of $434,296.54 excluding HST as necessary to complete this project.

 

“CARRIED”

 

 

City Clerk

Report CPCLK17-016

Award of RFP P-12-17, for an Electronic Agenda Management Solution

 

Moved by Councillor Baldwin

 

That Council approve the recommendations outlined in Report CPCLK17-016, dated July 24, 2017 of the City Clerk, as follows:

 

That RFP P-12-17 for an Electronic Agenda Management Solution for the City of Peterborough be awarded to eSCRIBE Software Ltd., 204-60 Centurian Drive, Markham, Ontario, L3R 9R2 for a five year period from August 1, 2017 to July 31, 2022, at a cost of $175,715.00, with an option to extend for an additional five year period.

 

“CARRIED”

 

 

Other Business

 

VIA Rail High-Frequency Train Proposal

 

Moved by Mayor Bennett

 

WHEREAS VIA Rail has submitted a High-Frequency Train proposal to the Government of Canada for the Windsor-Québec Corridor, the busiest in Canada;

 

WHEREAS within the VIA Rail High-Frequency Train proposal the route from Toronto through Peterborough to Ottawa with continuation of service to Montreal and Quebec City is identified;

 

WHEREAS this project aims to improve the quality, frequency and reliability of passenger rail services and will have a direct effect on the viability of VIA Rail by attracting more customers while stimulating economic growth;

 

WHEREAS this project will create economic benefits in communities along the line, including connecting passengers with: city centres, intercity transit, smaller communities;

 

WHEREAS the VIA Rail project allows more options for connections with other modes of transportation such as light rail and local railways, and local airports;

 

WHEREAS this project requires a significant financial contribution from the Government of Canada but also from private sector investments;

 

WHEREAS this project allows an increase in rail passenger services, which will lead to a significant reduction in greenhouse gas emissions from the transportation sector, thereby effectively supporting the Government of Canada's environmental objectives and directions following the signing of the Paris Protocol;

 

WHEREAS the VIA Rail Project is consistent with the Government of Canada's priorities for public transit infrastructure;

 

BE IT RESOLVED THAT the Council of the City of Peterborough:

 

1.    Supports VIA Rail’s High-Frequency Train project;

 

2.    Calls upon the Government of Canada to provide financial support for Via Rail's High-Frequency Train project;

 

3.    Requests the Government of Ontario to include VIA Rail's proposed High-Frequency Train project in the list of priority infrastructure projects for Ontario; and

 

4.    Calls on the governments of Canada and Ontario to ensure that the High-Frequency Train projects of Via Rail are carried out in a way that enables the user to have direct and fast access to railway stations and hubs in communities through Eastern Ontario.

 

“CARRIED”

 

 

Adjournment

 

Moved by Mayor Bennett

 

That this meeting of Committee of the Whole adjourn at 10:44 p.m.

 

"CARRIED"

 

 


John Kennedy

City Clerk

 

 

Councillor Beamer

Chair

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