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Committee of the Whole Minutes
City of Peterborough
May 8, 2017
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Minutes of the Committee of the Whole Meeting held on May
8, 2017, in the Doris Room and Council Chambers, City Hall.
The
meeting of Committee of the Whole was called to order at 5:30 p.m. in the Doris
Room, City Hall.
Roll
Call:
Moved
by Councillor Clarke
That Committee move into Closed Session to discuss one item under Section 239(2)(b)
Personal matters about an identifiable individual, including municipal or local
board employees.
“CARRIED”
Committee
convened in open session at 6:30 p.m.
Confirmation of Minutes – April 18 and April 24, 2017
Moved
by Councillor Clarke
That
the minutes of the meetings
of Committee of the Whole held on April 18 and April 24, 2017 be approved.
“CARRIED”
Disclosure of Pecuniary Interest
The
Mayor declared an interest in Item 7, Report CAO17-005 – Securing Employment
Lands for the Benefit of the Region, as his family owns property in or near the
area that would be annexed through the proposed Restructuring Proposal.
The
Mayor declared an interest in Item 17, Report CPFS17-019 - Public Transit
Infrastructure Fund Transfer Price Agreement and Pre-Commitment of 2018 Capital
Funding, as he is part owner of a firm that operates a taxi business and other
transportation activities.
Councillor
Pappas declared an interest in Item 12, Report CSD17-008 – Community Investment
Grants, as several of his family members are part of an organization receiving
funding.
Councillor
Clarke declared in Item 12, Report CSD17-008 – Community Investment Grants, as
he sits on the Board of St. John’s Ambulance.
Councillor
Vassiliadis declared an interest in Item 5, Report CSD17-011 – Draft Memorandum
of Understanding with the Peterborough Agricultural Society Agreement, as his
company is a vendor at the Farmer’s Market.
Consent Agenda
Moved
by Councillor Parnell
That
items 13, 14, 15, 16 and 18 be approved as part of the consent agenda.
“CARRIED”
Director of Community Services
Report CSD17-009
Community Project Grants 2017
Moved
by Councillor Parnell
That
Council approve the recommendations outlined in Report CSD17-009, dated May 8,
2017, of the Director of Community Services, as follows:
a) That the 2017
Community Project Grants in the total amount of $21,000 be allocated to various
local charitable and Not For Profit organizations (NFP’s) as set out in the
attached Appendix A.
b) That approved
organizations be authorized to use the City Coat of Arms to acknowledge City
support on promotional material such as flyers, brochures and posters
throughout 2017; and
c) That all new Community
Project Grant applicants be required to attend an annual workshop to improve the
quality of their application.
“CARRIED”
Director
of Utility Services
Report USPW17-009
Award of RFP P-06-17 for the Supply and Delivery of Two
Four-Wheel Drive Tractor Backhoes
Moved
by Councillor Parnell
That Council approve the
recommendation outlined in Report USPW17-009 dated May 8, 2017 of the Director
of Utility Services, as follows:
That
RFP document P-06-17 for the Supply and Delivery of Two Four-Wheel Drive
Tractor Backhoes be awarded to Nortrax Canada Inc., 1003 Highway 7 East,
Peterborough, ON, K9J 7Y8 at a total cost of $254,888.00 plus $33,135.44 HST
for a total of $288,023.44 with an option, at the City’s sole discretion, to
enter into negotiations with Nortrax Canada Inc. for an additional five units
over the next five years.
“CARRIED”
Director of Corporate Services
Report CPFS17-016
December 31, 2016 Financial Report (unaudited)
Moved
by Councillor Parnell
That Council approve the recommendations
outlined in Report CPFS17-016 dated May 8, 2017, of the Director of Corporate
Services, as follows:
a)
That
the December 31, 2016 Quarterly Financial Report (unaudited) attached as
Appendix A to Report CPFS17-016, dated May 8, 2017, be received.
b)
That
Capital Levy approved in previous years’ capital budgets for various projects,
that is no longer needed, in the amount of $418,712 and shown on Chart 3 in the
report CPFS17-016, be transferred to the Capital Levy Reserve.
c) That
the 2016 Police Services surplus in the amount of $11,051 be transferred to the
Police Special Projects Reserve.
“CARRIED”
Director
of Corporate Services
Report CPFS17-017
Noise By-law Provision in City Operating Budget
Moved
by Councillor Parnell
That Council approve the
recommendation outlined in Report CPFS17-017 dated May 8, 2017, of the Director
of Corporate Services, as follows:
That
Report CPFS17-017 regarding the provision of $25,000 in the 2017 Operating
Budget for the enforcement of the Noise By-law be received for information.
“CARRIED”
City Clerk
Report CPCLK17-011
Peterborough Downtown Business Improvement Area (PDBIA)
Sidewalk Sales
Moved
by Councillor Parnell
That
Council approve the recommendations outlined in Report cPCLK17-011, dated May 8, 2017 of the City Clerk, as follows:
a)
That
the merchants within the Peterborough Downtown Business Improvement Area be
granted permission to conduct a Sidewalk Sale on Saturday, June 3, 2017 from
11:00 a.m. to 5:00 p.m. during the Taste of Downtown event held on Charlotte
Street between Aylmer Street and George Street; and,
b) That the
merchants within the Peterborough Downtown Business Improvement Area be granted permission to conduct a
Sidewalk Sale July 15, 2017 from 9:00 a.m. to 5:00 p.m. as part of the annual
Pulse event.
“CARRIED”
The
Chair dealt with agenda Item 12 as it was separated due to a pecuniary
interest. No member of Committee wished to speak to the item.
Director of Community Services
Report CSD17-008
Community Investment Grants
Councillors
Clarke and Pappas, due to previously declared interests, did not vote on the
matter.
Moved
by Councillor Therrien
That
Council approve the recommendations outlined in Report CSD17-008 dated May 8,
2017, of the Director of Community Services, as follows:
a) That the 2017
Community Investment Grants in the total amount of $230,000 be allocated to
various local charitable and Not-For-Profit organizations (NFP’s) as set out in
the attached Appendix A;
b) That approved
organizations be authorized and required to use the City Coat of Arms to
acknowledge City support on promotional material such as flyers, brochures and
posters throughout 2017;
c) That the
proposed schedule for the Investment and Project Grant applications and
approval, with the application deadline in early December, review period in
January and February and Council approval during the winter be approved;
d) That the request
from the Peterborough Folk Festival for future consideration as a Service Grant
be denied;
e) That all
applicants (excluding those currently with multi-year funding) be strongly
encouraged to attend an annual workshop to improve their applications.
“CARRIED”
The
Chair dealt with agenda Item 17 as it was separated due to a pecuniary
interest. No member of Committee wished to speak to the item.
Director
of Corporate Services
Report CPFS17-019
Public Transit Infrastructure Fund Transfer Price
Agreement and
Pre-Commitment of 2018 Capital Funding
Mayor
Bennett, due to his previously declared interest, did not vote on the matter.
Moved
by Councillor Clarke
That Council approve the
recommendations outlined in Report CPFS17-019 dated May 8, 2017, of the
Director of Corporate Services, as follows:
a)
That a
by-law be passed authorizing the Mayor and Clerk to sign the Public Transit
Infrastructure Fund (PTIF) transfer price agreement between Her Majesty the Queen in Right of
Ontario as represented by the Minister of Transportation and The Corporation of
the City of Peterborough; and
b)
That $2,425,000 in 2018 capital
funding be pre-approved to allow for the purchase of four 40 Foot Low Entry Fully
Accessible Urban Diesel Buses.
“CARRIED”
Board Chair, Peterborough Economic Development
President & CEO, Peterborough Economic Development
Report PED17-002
PED 2017 First Quarter Report
Rhonda
Keenan, President and CEO, Peterborough Economic Development, made a
presentation.
Moved
by Mayor Bennett
That Council approve the recommendation
outlined in Report PED17-002 dated May 8, 2017 of the President & CEO and
Board Chair of Peterborough Economic Development, as follows:
That
Report PED17-002 and supporting presentation, providing the Peterborough
Economic Development 2017 First Quarter Report be received.
“CARRIED”
Director
of Community Services
Report CSD17-012
United Nations Designation Peterborough-Kawarthas
Regional Centre of Expertise on Sustainable Development
Jane
Gray, Faculty member and the Coordinator and Faculty Liaison for the Office of
Sustainability at Fleming College and Brianna Salmon, Executive Director of
GreenUP made a presentation.
Moved
by Councillor Therrien
That
Council approve the recommendation outlined in Report CSD17-012, dated May 8,
2017, of the Director of Community Services, as follows:
That the presentation on the United Nations Designation
for Peterborough-Kawarthas as a Regional Centre of Expertise on Sustainable
Development by Brianna Salmon, from Green-up be received.
“CARRIED”
Director of Community Services
Report CSD17-011
Draft Memorandum of Understanding with the Peterborough
Agricultural Society Agreement
Councillor
Vassiliadis, due to his previously declared interest, did not discuss or vote
on the matter.
Moved
by Councillor Haacke
That
Council approve the recommendations outlined in Report CSD17-011, dated May 8,
2017, of the Director of Community Services, as follows:
a)
That
a background presentation by the Director of Community Services be received;
b)
That
the draft Memorandum of Understanding regarding the Transfer Agreement between
the City of Peterborough and the Peterborough Agricultural Society, appended to
Report CSD17-011 as Appendix A, be approved for a seven year term, with a
renewal option; and that the Mayor and Clerk be authorized to execute any
applicable legal agreements that arise from the Memorandum of Understanding;
c)
That
upon execution of any and all agreements by the parties;
i) That the Peterborough
Agricultural Society’s 2017 approved Service Grant be increased by an
additional $25,000 for a total of $75,000, which becomes the new funding base
for future years, with the funding to be allocated from the 2017 Contingency;
and
ii) That Staff be directed to
engage the services of a qualified Architect to begin the high level conceptual
and subsequently more detailed plans and costing for capital improvements to
Morrow Park as contemplated in the draft Memorandum of Understanding.
“CARRIED”
Director of Community Services
Report CSD17-013
Community Grant Program Overview
Moved
by Councillor Pappas
That
Council approve the recommendation outlined in Report CSD17-013 dated May 8,
2017, of the Director of Community Services, as follows:
That
the report and a presentation by the Director of Community Services on the
City’s Community Grant Program be received for information.
“CARRIED”
Chief
Administrative Officer
Report CAO17-005
Securing Employment Lands for the Benefit of the Region
Mayor
Bennett, due to his previously declared interest, did not discuss or vote on
the matter.
Moved
by Councillor Haacke
a)
That
the CAO be directed to send a letter requesting the Province take action on the
issue of a boundary adjustment between the City of Peterborough and the
Township of Cavan Monaghan, to facilitate the City meeting its requirements
under the Growth Plan for the Greater Golden Horseshoe, given that a mutually
agreeable solution has been unable to be reached despite extensive
negotiations;
b)
That
the Province be informed that City Council considers the total amount to be
paid to the Township and County to be too high;
c) That
a copy of the letter be e-mailed to Council: and,
d)
That
staff be directed to explore all other alternative development arrangements
within the City boundaries including potential conversion of presently zoned
residential land to employment land.
“CARRIED”
Councillor
Clarke requested it be noted in the minutes that he did not support the motion.
Director
of Corporate Services
Report CPPS17-018
Award of RFP P-04-17, for the Commissioning Firm of
Record for the City of Peterborough
Moved
by Councillor McWilliams
That
Council approve the recommendations outlined in Report CPPS17-018, dated May 8,
2017 of the Director of Corporate Services, as follows:
That
RFP P-04-17 for the Commissioning Firm of Record for the City of Peterborough
be awarded to Jones Lang LaSalle Real Estate Services Inc. (JLL), 100 Cowdray
Court, Suite 130, Toronto, Ontario, M1S 5C8 for the period May 22, 2017 to
December 31, 2021 with the option for one five-year extension subject to
satisfactory performance.
“CARRIED”
Director
of Corporate Services
Report CPPS17-016
Award of Cooperative Purchasing Contract for the Design,
Installation and Contract Administration to Replace Existing Interior Lighting
with LED Fixtures at the Peterborough Sport & Wellness Centre and the
Peterborough Memorial Centre
Moved
by Councillor Pappas
That Council approve the
recommendation outlined in Report CPPS17-016, dated May 8, 2017 of the Director
of Corporate Services as follows:
That the City enter into a formal agreement with Conrad Lighting Solutions
Inc., 6 Hanna Road, Toronto, Ontario, M4G 4G5, for the design, installation, and
contract administration to replace existing interior lighting with LED fixtures
at the Peterborough Sport & Wellness Centre and the Peterborough Memorial
Centre at a cost of $398,781 plus HST of $51,841.53 for a total cost of
$450,622.53.
“CARRIED”
Director of Community Services
Director of Corporate Services
Report CSD17-006
Aylmer/Simcoe Public Space Sponsorship Agreement
Moved
by Councillor Parnell
That
Council approve the recommendations outlined in Report CSD17-006 dated May 8,
2017, of the Director of Community Services, as follows:
a)
That
the public space at Aylmer/Simcoe is a suitable location for Sponsorship and
Naming Rights;
b)
That
the Public Art installation to be located in the Public Space at Aylmer/Simcoe
is suitable for Sponsorship support;
c)
That
the naming right and presenting sponsorship be entered into with LLF Lawyers
for an amount of $100,000 for 20 years and renewed at the discretion of LLF
Lawyers for an additional 10 years for an amount of $50,000.
“CARRIED”
Director
of Community Services
Report CSD17-010
Award of P-02-17 Supply, Installation and Configuration
of an RFID Tagging System, Security Gate System and Self Check Stations for the
Peterborough Public Library
Moved
by Councillor Pappas
That
Council approve the recommendation outlined in Report CSD17-010 dated May 08,
2017, of the Director of Community Services, as follows:
That
a portion of Request for Proposal P-02-17 Supply, Installation and Configuration
of an RFID Tagging System, Security Gate System, Self Check Stations and Book
Sorting System for the Peterborough Public Library be awarded to Bibliotheca
Canada Inc., 284 Churchill Ave N, Ottawa, ON K1Z 5B6 at a total cost of
$123,285 plus $16,027 HST for a total of $139,312.
“CARRIED”
Other Business
There were no items of Other Business.
Adjournment
John
Kennedy
City
Clerk
Councillor
Beamer
Chair