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Committee of the Whole Minutes
City of Peterborough
May 11, 2015
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Minutes of the Committee of the Whole Meeting held on May
11, 2015, in the Council Chambers, City Hall.
The
meeting of Committee of the Whole was called to order at 6:30 p.m. in the Council
Chambers.
Roll
Call:
Confirmation of Minutes – April 20, 27 and May
2, 2015
Moved
by Mayor Bennett
That
the minutes of the meetings of Committee of the Whole held on April 20, 27 and May
2, 2015 be approved.
“CARRIED”
Disclosure of Pecuniary Interest
Councillor
Haacke declared an interest in agenda item 14, Report CSD15-007, Community
Investment Grants as his daughter is employed by one of the groups receiving
funding.
Consent Agenda
Moved
by Councillor Clarke
That
items 5, 8, 10, 11, 12, 15, 16, 17, 18, 19 and 21
“CARRIED”
Director
of Corporate Services
Director of Community
Services
Report CPFS15-014
Trent Sport Field Development
Moved
by Councillor Clarke
That Council approve the
recommendations outlined in Report CPFS15-014 dated May 11, 2015, of the
Directors of Corporate and Community Services, as follows:
a) That the design and partnership for the new
sport field project at Trent University be approved;
b) That the construction budget for the new sport
fields be increased from $1.1 million to $1,716,000.
c) That additional funds in the amount of
$616,000 for this project be financed by:
i. A transfer of $256,000 of capital levy from the
uncommitted balance of the 2011 Soccer Complex budget (Project #6-8.01);
ii. An increase of $360,000 from $630,000 to $990,000
debenture requirement for the project;
d) That the Mayor and Clerk be authorized to enter
into:
i) A partnership agreement and a land-lease
agreement with Trent University, and
ii) A contribution agreement with the
Peterborough Baseball Association and Peterborough Recreational Baseball
Association for their $150,000 commitment to the project.
“CARRIED”
Director
of Corporate Services
Report CPFS15-011
City/Cavan Monaghan – Contract Police Service Agreement
Moved
by Councillor Clarke
That Council approve the
recommendation outlined in Report CPFS15-011, dated May 11, 2015, of the
Director of Corporate Services as follows:
That a by-law be passed
authorizing the City to enter into an agreement, as set out in Appendix A to
Report CPFS15-011, with Cavan Monaghan Township and the Peterborough Police
Services Board, to provide Contract Police Services to the Township for a five
year period September 1, 2015 to August 31, 2020.
“CARRIED”
Director of Corporate
Services
Report CPFS15-012
Contract Extension for Insurance Broker Services
Moved
by Councillor Clarke
That Council approve the
recommendation outlined in Report CPFS15-012 dated May 11, 2015, of the
Director of Corporate Services as follows:
That
the agreement with BFL
CANADA Risk and Insurance Services Inc., 181 University Avenue, Toronto,
Ontario, M5H 3M7, for Insurance Broker services, be extended for the four year
period October 1, 2015 to September 30, 2019 at a cost of $206,250 plus PST of
$16,500 for a total of $221,750.
“CARRIED”
Director
of Corporate Services
Report CPFS15-013
Development Charge Reserve Funds 2014 Annual Report –
City and Peterborough Utilities Commission
Moved by Councillor Clarke
That Council approve the
recommendations outlined in report CPFS15-013 dated May 11, 2015 of the Director
of Corporate Services as follows:
a) That
the Development Charge Reserve Funds – 2014 Annual Report for the City of
Peterborough, as presented in Report CPFS15-013, be received.
b) That
the Peterborough Utility Commission Report entitled Water Development Charges
for the year ended December 31, 2014, appended to Report
CPFS15-013 as Appendix B, be received.
c) That the following capital
projects be removed from the Capital program:
i. Southpark Drive
Sanitary Sewer - $470,000
ii. Coldsprings
Sewage Pumping Station - $1,800,000
iii.
Otonabee River Sanitary Trunk - $800,000
d) That
upon approval of report CPFS15-013 dated May 11, 2015 of the Director of
Corporate Services, By-law 11-025 authorizing the Coldsprings Sewage Pumping
Station work and the issuing of DC supported debentures in the amount of
$1,800,000 and By-law 11-031 authorizing the Otonabee River Sanitary Trunk work
and the issuing of DC supported debentures in the amount of $800,000, be
repealed.
“CARRIED”
Director
of Corporate Services
Report CPFS15-016
December 31, 2014 Financial Report (Unaudited)
Moved
by Councillor Clarke
That Council approve the recommendations
outlined in Report CPFS15-016 dated May 11, 2015, of the Director of Corporate
Services, as follows:
a) That the
December 31, 2014 Quarterly Financial Report (unaudited) attached as Appendix A
to Report CPFS15-016, dated May 11, 2015, be received.
b) That Capital
Levy approved in previous years’ capital budgets for various projects, that is
no longer needed, in the amount of $665,662 and shown on Chart 3 in the report
CPFS15-016, be transferred to the Capital Levy Reserve.
c) That $77,350
of the Operating Surplus from the 2014 Police Services Budget be used to reduce
the Police Services 2015 net budget requirement with 50% of the balance of the
2014 surplus in the amount of $38,016 being transferred to the Police Special
Projects Reserve.
d) That a Fire Dispatch Reserve be created and surplus funds
from the Replace Fire Dispatch Consul project in the amount of $51,977 be
transferred to the reserve for future use.
“CARRIED”
Director of Community
Services
Report CSSS15-003
Award of RFP P-05-15 for Ontario Works Dental
Administration
Moved
by Councillor Clarke
That
Council approve the recommendation outlined in Report CSSS15-003 dated May 11,
2015, of the Director of Community Services, as follows:
That
RFP P-05-15 for Ontario Works Dental Administration be awarded to AccertaClaim
Servicorp Inc., 4 New Street, Toronto, Ontario at a total cost of $1,000/per
month plus 4.75% of the cost of dental benefits paid for an estimated $43,872
per year (HST is not applicable) for a three year term commencing on or about
August 1, 2015 and ending July 31, 2018 with an option of an extension, by
mutual agreement, for an additional two year term.
“CARRIED”
Acting Director of Utility Services
Report USDIR15-002
Emerald Ash Borer Update 2015 and Revision to Emerald Ash
Borer Management Plan
Moved
by Councillor Clarke
That
Council approve the recommendations outlined in Report USDIR15-002 dated May
11, 2015, of the Acting Director of Utility Services, as follows:
a)
That Report
USDIR15-002 dated May 11, 2015 be received for information and the Emerald Ash
Borer Management Plan be updated as indicated in the Report; and
b)
That staff be
requested to continue to update Council on the status of the Emerald Ash Borer
Management Plan as appropriate.
“CARRIED”
Acting Director of Utility Services
Report USEC15-009
Award of RFP P-04-15 for Construction Materials Testing,
Inspection, Consulting and Reporting Services
Moved
by Councillor Clarke
That Council approve the
recommendation outlined in Report USEC15-009 dated May 11, 2015, of the Acting
Director of Utility Services, as follows:
That RFP P-04-15 for Construction Materials
Testing, Inspection, Consulting and Reporting Services be awarded to Geo-Logic,
347 Pido Road, Unit 29, Peterborough, Ontario for a term commencing on or about
June 1, 2015 and ending on December 31, 2017 with an option to extend for two
additional one-year periods, subject to budget availability, acceptable level
of service and approval at an estimated annual cost of $75,000 plus $9,750.00
HST for a total of $84,750.00.
“CARRIED”
Acting Director of Utility Services
Report USEP15-003
Report on Emergency Measures Taken and Establishment of a
Budget for the Waste Water Treatment Plant Digester #3 Structural Assessment
Moved
by Councillor Clarke
That
Council approve the recommendations outlined in Report USEP15-003 dated May 11,
2015, of the Acting Director of Utility Services, as follows:
a)
That
a 2015 Capital Budget in the amount of $1,200,000 be created and funded from
the Sanitary Sewer Reserve Fund for the cleaning and subsequent structural
assessment plus reporting of condition and recommended repairs or rebuild of
the Waste Water Treatment Plant Digester #3;
b)
That
Carvajal Structural Engineers Inc. (CSE Inc.), 605-3500 Dufferin St. Toronto,
Ontario, M3K 1N2, be authorized to conduct a structural assessment on Digester
#3 at a cost of $24,310.00 plus $3,160.30 HST for a total of $27,470.30; and
c)
That
Maple Reinders Constructors Ltd.(MRCL) 2660 Argentia Road, Mississauga,
Ontario, L5N 5V4, be authorized to empty and clean Digester #3, prepare the
digester for full internal examination, and assist with lighting, scaffolding,
safety gear etc. at an estimated cost of $930,000 plus HST of $120,900 for a
total cost of $1,050,900 on a time and material basis.
“CARRIED”
Acting Director of Utility Services
Report USWM15-007
Amendments to the City-County Agreement for the County’s
Use of the Materials Recycling Facility
Moved
by Councillor Clarke
That Council approve the
recommendation outlined in Report USWM15-007 dated May 11, 2015 of the Acting
Director of Utility Services as follows:
That the attached By-law (Appendix A)
authorizing the execution of an amendment to the City-County Agreement for the
City’s Materials Recycling Facility as detailed in the By-Law be signed by the
Mayor and the Clerk.
“CARRIED”
Acting Director of Utility Services
Report USTR15-009
Cycling Lane Upgrades and Extensions on George Street,
Water Street and McDonnel Street
Kevin
Jones, Manager of Transportation gave a power point presentation to Report
USTR15-009.
Moved
by Councillor Parnell
That Council approve the recommendations
outlined in Report USTR15-009 dated May 11, 2015, of the Acting Director of
Utility Services, as follows:
a)
That
the presentation of cycling lane upgrades and extensions on George Street,
Water Street and McDonnell Street be received for information;
b)
That
the existing cycling lanes on George Street between Hilliard Street and
McDonnel Street be upgraded by:
i.
Prohibiting
parking on the west side of George Street, except for a 15 minute commercial
loading zone for the convenience store on the west side of George Street just
south of Dublin Street;
ii.
Creating
a painted buffer between the cycling lane and the most westerly vehicle travel
lane where space permits.
c)
That
the existing cycling lanes on Water Street between Edinburgh Street and
Hilliard Street be upgraded by:
i.
Prohibiting
parking on the east side of Water Street;
ii.
Creating
a painted buffer between the cycling lane and the most easterly vehicle travel
lane where space permits.
d)
That
new cycling lanes be provided on the west side of George Street between
McDonnel Street and Hunter Street with no changes to existing parking, by
restriping existing lanes and including a painted buffer between the parking
lane and the cycling lane where space permits.
e)
That
new cycling lanes be provided on the east side of Water Street between Hunter
Street and Edinburgh Street by restriping existing lanes, providing a painted
buffer between the parking lane and the cycling lane (where space permits), and
including:
i.
Prohibiting
parking in the cycling lanes, except for 30 minute parking from Monday to
Saturday from 8 a.m. – 5:00 p.m. in the cycling lane for 40 metres north of
Dublin Street;
ii.
Closing
the most southerly access driveway from the City Hall parking lot to Water
Street;
iii.
Permitting
parking between Murray Street and McDonnel Street on the west side of the
street;
iv.
Permitting
parking on the south side of Murray Street between Water Street and 35 m to the
east of Water Street; and
v.
Working
with St. Paul’s Presbyterian Church representatives to relocate the accessible
parking space on Water Street to the north side of Murray Street.
f)
That
staff report to Council on the lost parking spaces between Parkhill Road and
McDonnell Street on George Street.
“CARRIED”
Director
of Community Services
Report CSD15-010
2014 Annual
Sustainable Peterborough Report Card
Ken
Doherty and Anca Pascalau, Sustainable Peterborough Co-ordinator made a
presentation to Report CSD15-010.
Moved
by Mayor Bennett
That
Council approve the recommendation outlined in Report CSD15-010 dated May 11,
2015 of the Director of Community Services, as follows:
That the presentation on
the Sustainable Peterborough 2014 Report Card, by Ken Doherty, Chair of
Sustainable Peterborough and Anca Pascalau, Sustainable Peterborough
Coordinator, be received for information.
“CARRIED”
Director of Community
Services
Report CSD15-011
Greater
Peterborough Area Climate Change Action Plan Progress
Liz
Nield, Project Director of LURA Consulting made a presentation.
Moved
by Councillor Pappas
That
Council approve the recommendation outlined in Report CSD15-011 dated May 11,
2015 of the Director of Community Services, as follows:
That the presentation on
the Greater Peterborough Area Climate Change Action Plan, by Liz Nield of LURA
Consulting, be received for information.
“CARRIED”
Acting Director
of Utility Services
Report USTR15-010
Parking Operations Review
Councillor
Pappas left the meeting at 8:16 p.m. and returned at 8:18 p.m.
Councillor
Baldwin left the meeting at 8:26 p.m. and returned at 8:27 p.m.
Moved
by Councillor Clarke
That
Council approve the recommendations outlined in Report USTR15-010 dated May 11,
2015, of the Acting Director of Utility Services, as follows:
a)
That
the downtown Expired Meter set fine of $15.00 remain, and that the set fine of
all other parking infractions with a set fine of $15.00 be increased to $25.00;
b)
That
on July 1, 2015 the parking rate for the King Street and Simcoe Street parking
garages be increased to $1.25 per hour;
c)
That
on July 1, 2015 all monthly permit fees at the King Street and Simcoe Street
parking garages be increased by 10%;
d)
That
a Saturday evening patrol car shift be implemented between December 1, 2015 and
April 1, 2016 to assist with enforcement of Winter Parking Restrictions and
that $5,000 be included in the draft 2016 operating budget to cover the costs;
e)
That
the current Courtesy Card program be revised by displaying a copy of the
Courtesy Card directly on the Pay and Display machine informing the user that
once their validation stub expires they will receive an additional 10 minutes
of parking time;
f)
That
$75,000 be included in the draft 2016 budget to complete an update to the
Strategic Downtown Parking Management Study; and
g)
That
the Comprehensive Parking By-Law 09-136 be amended as required to incorporate
the changes in Recommendations a to d inclusive.
“CARRIED”
Board Chair,
Peterborough Economic Development
Report PED15-002
PED 2015 First Quarter Report
Councillor
Therrien left the meeting at 8:36 p.m. and returned at 8:37 p.m.
Tom
Robinson, Board Vice-Chair, Fiona Dawson, Director of Tourism, Lorne Kelsey, Director
of Investment Expansion and Barb van Verizen, Director
of Operations & Finance, Peterborough Economic Development responded to
questions from Committee.
Moved
by Councillor Clarke
That Council approve the recommendation
outlined in Report PED15-002 of the Board Chair of Peterborough Economic
Development, as follows:
That
Report PED15-002 providing the Peterborough Economic Development 2015 First
Quarter Report be received.
“CARRIED”
Director
of Corporate Services
Report CPFS15-020
Township of Havelock-Belmont-Methuen Request for Costing
on Policing
Moved
by Mayor Bennett
That Council approve the
recommendation outlined in Report CPFS15-020, dated May 11, 2015, of the
Director of Corporate Services as follows:
That City staff be authorized respond
to Havelock-Belmont-Methuen that the request cannot be responded to at this
time and is pending the outcome of ongoing discussions with the Township of
Douro-Dummer.
“CARRIED”
Mayor Bennett asked staff to re-word
the City’s response to Havelock-Belmont-Methuen to indicate that upon the completion
of discussions with the Township of Douro-Dummer, staff would consider their
request for policing.
Director
of Community Services
Report CSD15-005
Carbon Emission Reductions
Moved by Councillor Therrien
That
Council approve the recommendations outlined in Report CSD15-005 dated May 11,
2015 of the Director of Community Services, as follows:
a) That Council
receive this report and that Staff report back to Council on the potential
impacts to the City of Peterborough on the Provincial Cap and Trade system,
once established; and
b)
That
the Climate Change Action Plan include the implementation of the Provincial Cap
and Trade System, as directed by the Province.
“CARRIED”
Councillor
Parnell left the meeting at 8:57 p.m. and returned at 8:59 p.m.
Director
of Community Services
Report CSD15-007
Community Investment Grants 2015
Councillor
Haacke, due to his previously declared interest did not discuss or vote on the
matter.
That
Council approve the recommendations outlined in Report CSD15-007, dated May 11,
2015, of the Director of Community Services, as follows:
a) That the 2015
Community Investment Grants in the total amount of $210,000 be allocated to
various local charitable and Not For Profit organizations (NFP’s) as set out in
the attached Appendix A.
b) That the YMCA not
be considered eligible for Investment Grant funding at this time; and that
Staff be directed to prepare a future report to address when and how
organizations that receive large capital contributions from the City may become
eligible to re-apply for City grants.
c) That Staff also
be directed to re-examine the eligibility of those organizations receiving a
significant portion of their annual funding from the Trent University Student
levy.
d) That Staff be
directed to prepare a report to assess whether or not Artspace should be
considered for a Community Service Grant in 2016.
e) That the 2016
financial portion of the application be revised to eliminate the use of In-kind
contributions as both revenue and expenditure.
f) 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 2015.
“CARRIED”
Moved
by Councillor Parnell
That
Item 15, Report CSD15-008 be separated from the Consent Agenda due to a pecuniary
interest.
“CARRIED”
Director of Community
Services
Report CSD15-008
Community Project Grants 2015
Councillor
Pappas declared an interest in this report as his wife and daughter are members
of the curling club. He did not discuss or vote on the matter.
Moved
by Councillor McWilliams
That
Council approve the recommendations outlined in Report CSD15-008, dated May 11,
2015, of the Director of Community Services, as follows:
a) That the 2015
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 the 2016
financial portion of the application be revised to eliminate the use of In-kind
contributions as both revenue and expenditure.
c) 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 2015.
“CARRIED”
Acting Director of Utility Services
Report USEP15-004
Award of Tender T-29-15, for Biosolids
Management/Merchant Capacity Services at the Waste Water Treatment Plant and
cancellation of Capital Project 5-9.04
Moved
by Councillor Baldwin
That Council approve the
recommendations outlined in Report USEP15-004, dated May 11, 2015 of the Acting
Director of Utility Services as follows:
a)
That
Tender T-29-15 for Biosolids Management/Merchant Capacity Services at the
Wastewater Treatment Plant be awarded to Third High Farms Ltd., 5108 Carman
Road, Iroquois, Ontario K0E 1K0 for a period of five years from April 1, 2017
to March 31, 2022 at a cost of $91.75 plus $11.93 HST per Wet Tonne, for a total cost of $103.68 per Wet Tonne or a
yearly estimated cost of $730,000 in year one with increases in cost in the
unit cost in years 2 to 5 due to the CPI and, at the City’s discretion, the
option to extend the contract for one additional five-year extension upon
mutual agreement between both parties;
b)
That
the 2015 Capital Project 5-9.04 entitled “Biosolids Management Strategy” be cancelled;
and
c)
That
by-law 15-012 authorizing a $13,000,000 debenture to undertake the 2015 Capital
Project 5-9.04 be repealed.
“CARRIED”
Other Business
Traffic Calming Measures on Prince Street
Moved
by Councillor Pappas
That
the petition for traffic calming measures on Prince Street be received and,
That
staff conduct a traffic study on Prince Street and provide a report to Committee
in October and,
That
a public meeting be held with Prince Street residents as part of the study.
“CARRIED”
Presentation by
Canadian Union of Postal Workers
Moved
by Councillor Riel
That
the President of the Canadian Union of Postal Workers, Doug Toms or a representative,
be permitted to make a presentation at the June 1, 2015 Committee of the Whole
meeting regarding the placement and size of super mail boxes and how that would
affect residents, as it relates to our municipality.
“CARRIED”
Adjournment
John
Kennedy
City
Clerk
Councillor
Beamer
Chair