OPERATIONS COMMITTEE MINUTES November 12, :00 pm Council Chambers Whitby Municipal Building

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1 OPERATIONS COMMITTEE MINUTES November 12, :00 pm Council Chambers Whitby Municipal Building Present: Also Present: Regrets: Mayor Perkins Councillor Coe Councillor Drumm Councillor Emm Councillor Gleed Councillor Mitchell Councillor Montague Councillor Roy R. Petrie, Chief Administrative Officer S. Beale, Commissioner of Public Works P. LeBel, Commissioner of Community & Marketing Services K. Nix, Commissioner of Corporate Services/Treasurer R. Short, Commissioner of Planning D. Wilcox, Town Clerk S. Cassel, Legislative Coordinator None noted 1. DECLARATIONS OF PECUNIARY INTEREST 1.1 There were no declarations of pecuniary interest. 2. DELEGATIONS/PRESENTATIONS 2.1 There were no delegations or presentations noted. 3. CORRESPONDENCE 3.1 There were no items of correspondence. 4. PUBLIC MEETINGS 4.1 There were no public meetings. 5. STAFF REPORTS Page 1 of 12

2 5.1 Community and Marketing Services Department Report, CMS Re: Town of Whitby and Abilities Centre Access to Facilities Discussion ensued regarding the proposed partnership and it was noted that this partnership coincides with the seniors strategy currently in place. There was further discussion regarding the communication plan of this initiative and it was noted that it would be of benefit to include the information regarding the partnership in newsletters to inform members of the Seniors Centre. It was also noted that the communication plan should include contact with the Ontario Society (Coalition) of Senior Citizens' Organizations as this initiative is well positioned and complimentary to strategic initiatives underway at the Provincial level. Moved By Councillor Emm 1. That the update on the reciprocal services provided by the Town of Whitby and the Abilities Centre for Abilities Centre members nocharge access to public swims at the Anne Ottenbrite Pool; and, for Whitby Seniors Services (WSS) members no-charge access to the Abilities Centre (AC) walking track be received as information; 2. That Council approve the expansion of reciprocal services to include additional Town of Whitby aquatic programs to be offered at a 25% price discount to AC members in exchange for a similar price discount on Abilities Centre health and wellness and sports programs for WSS members as outlined in the staff report; 3. That the Memorandum of Understanding between the parties be updated to reflect the expansion of programs, use of facilities and exchange of services; and, 4. That the expansion of reciprocal services between the parties take effect on December 1, Community and Marketing Services Department Report, CMS Re: Community and Marketing Services Department User Fees Discussion ensued regarding the increase of user fees over the last four years. P. LeBel, Commissioner of Community and Marketing Services advised that user fees are compared to other municipalities and efforts Page 2 of 12

3 are made to balance the fees in order to continue to provide services competitively to Whitby residents. Mr. LeBel further noted that user fee increases were necessary in order to remove the burden from the taxpayers. Further discussion ensued regarding the Whitby Marina. It was noted that marketing initiatives for the marina included hosting a booth at the Toronto Boat Show and this was an important facet in promoting the marina not only to residents but to those that may be traveling along Lake Ontario. Members of the Committee asked about the cost incurred to take part in the annual Boat Show and Mr. LeBel advised that staff would report back to Council with a cost-benefit analysis on this marketing initiative. Moved By Councillor Gleed 1. That Council approve the proposed user fees presented in Community and Marketing Services Department Report CMS and as outlined in Attachment No CMS Program and Service Fees and Port Whitby Marina Fees; 2. That the effective period for the proposed user fees outlined in Attachment No. 1 be approved as follows: o CMS Program and Service Fees: March 24, 2014 to March 22, 2015 o Port Whitby Marina Fees: February 15, 2014 to February 14, 2015; 3. That Council repeal Schedule 1 to By-law No being a bylaw for certain services and activities provided or offered by the Community and Marketing Services Department; 4. That Council authorize the Clerk to bring forward a new by-law for approval to implement the proposed new user fees as outlined in the staff report; and, 5. That staff report back to Council regarding proposed user fees for Sports Fields and Arena Ice/Floor Rental fees and Banquet Hall and Facility Rental Fees for 2014/ Community and Marketing Services Department Report, CMS Re: Proposed Lease Agreement with First Brands Inc. for the Operation of Food and Beverage Services at the Iroquois Park Sports Centre and McKinney Centre (RFP ) Page 3 of 12

4 Richard Slaughter, President of First Brands Inc. and William Graber, Chief Administrative Officer of First Brands Inc., appeared before the Committee. A question and answer period ensued with regard to the proposed changes at Iroquois Park Sports Centre (IPSC) and McKinney Centre arenas. Discussion ensued regarding the projected revenues detailed in the report. Mr. Slaughter acknowledged that the revenue projections were based on revenues from other commercial retail food service providers operated by First Brands Inc. He further mentioned that it is their experience that brand name food suppliers that are well known to customers provide for increased revenues. In addition to revenues within the arenas, he stated that there was potential for increased revenue opportunities through the take-out services that will be offered by the vendors in the arenas to the surrounding communities. Members of the Committee commented on the business plan that was mentioned in the report and asked that a copy of the plan be provided to Members of Council. Further discussion ensued around the possibility of offering food and beverage services at the neighbouring Victoria Fields during seasonal sporting events. P. LeBel, Commissioner of Community and Marketing Services commented that this service would in no way impede on other Community or Town Events that would be offering food and beverage services and that it was merely a way to service customers attending sporting events arranged through IPSC. General discussion revolved around the vendors that would be offering food services and it was noted that aside from usual arena menu options there would also be healthy food options to provide choices to customers. It was further noted that there would be fundraising opportunities for sporting organizations through the food service vendors. In summary, the Commissioner of Community and Marketing Services provided clarification regarding the contractual arrangements and obligations between the Town and First Brands Inc. and the assurances that the Town has in the contractual obligations being met. Moved By Councillor Emm 1. That Council approve the Town of Whitby entering into a multi-year agreement (ten year initial term with two five year renewal terms) with First Brands Inc. for the operation of the food and beverage services at the Iroquois Park Sports Centre (IPSC) and McKinney Page 4 of 12

5 Centre (MC) as outlined in the staff report; 2. That First Brands Inc. assume the leased premises within the Iroquois Park Sports Centre and McKinney Centre on April 7, 2014 for the purpose of commencing the construction, renovations and food operations; 3. That Council approve the proposed terms and conditions to be included in the Lease Agreement with First Brands Inc. as outlined in the staff report; 4. That the Municipal Solicitor be authorized to prepare the Lease Agreement for the operation of the food and beverage services by First Brands Inc. at the Iroquois Park Sports Centre and McKinney Centre; and, 5. That the Mayor and Clerk be authorized to execute the Lease Agreement. 5.4 Community and Marketing Services Department Report, CMS Re: Proposed Amendment to the Ice Allocation Policy Moved By Councillor Emm That Council approve the proposed amendment to the Ice Allocation Policy as outlined in Community and Marketing Services Report CMS Community and Marketing Services Department Report, CMS Re: Whitby Courthouse Theatre - Office Space and Sign Moved By Councillor Mitchell 1. That Council approve the relocation of the Whitby Courthouse Theatre s office in the basement to a vacant office on the main floor within the Centennial Building at no additional rental cost to the tenant; and, 2. That staff be authorized to install a new sign at the King Street entrance to the Centennial Building parking lot to promote the Whitby Courthouse Theatre and the Whitby Brass Band and that the costs Page 5 of 12

6 associated with the sign and its installation be shared equally by the Town and the two tenants. 5.6 Corporate Services and Public Works Departments Joint Report, CS Re: Installation of Automated Vehicle Location Equipment in Public Works and Legal Services Vehicles Moved By Councillor Emm 1. That Council approve the installation of AVL in all Public Works and Legal Services vehicles and rolling stock; 2. That the capital cost of $77K be funded from one time reserves, namely the Long Term Finance Reserve Fund; and 3. That the estimated annual operating cost of $48K be included in the 2014 and ongoing annual operating budgets. 5.7 Corporate Services Department Report, CS Re: 2012 Insured Claims Detailed discussion ensued including municipal insurance pooling and severable liability issues and it was noted that this topic is high on the list for the Association of Municipalities of Ontario (AMO). 1. That Report No. CS of the Commissioner of Corporate Services/Treasurer regarding 2012 insured claims be received as information; and 2. That Council approve the target balance of the Insurance Reserve Fund at $1.3 million. 5.8 Corporate Services Department Report, CS Page 6 of 12

7 Re: 2014 Interim Tax Billing That a by-law be brought forward to allow for the Interim Tax Billing for the 2014 taxation year and that By-law No be repealed. 5.9 Corporate Services Department Report, CS Re: Summer Recess Award - Replacement of Chain Link Fences Adjacent to Town Property (T ) That Report No. CS of the Commissioner of Corporate Services/Services be received as information Corporate Services, Public Works and Community and Marketing Services Departments Joint Report, CS Re: Pre-Budget Approval - Select 2014 Capital Maintenance Projects General discussion ensued regarding the urgency of the select 2014 Capital Maintenance Projects. S. Beale, Commissioner of Public Works stated that the longer these projects wait the more costly they will become therefore it is imperative that the tenders move forward as soon as possible in order to secure the work at the best possible price. Moved By Councillor Gleed That the 2014 Capital Maintenance projects shown in Attachment 1, be granted pre-budget approval for the purpose of early tendering to take advantage of pricing opportunities and work-plan accommodation. Page 7 of 12

8 5.11 Public Works Department, PW Re: Emerald Ash Borer Action Plan Jennifer Smith, Superintendent Operations (Parks), appeared before the Committee. A question and answer period ensued regarding the concerns of the damage to trees caused by the Emerald Ash Borer and the action plan in place to address the concerns. Discussion ensued regarding the importance of hiring a Forestry Technician that would be responsible for implementing the action plan and overseeing all forestry and protection of all tree species in the Town. It was noted that part of the role of the Technician will be to develop a communication plan for trees on both Town and private property. S. Beale, Commissioner of Public Works, stated that staff would be reporting back on the program regularly to keep Council informed of the progress. Two handouts were provided to the Town Clerk for distribution to Members of Council. The first handout was a backgrounder on Invasive Species Centre Supported Projects for and the second was a news release regarding a report on the the findings of the Emerald Ash Borer in Ontario and Quebec by the Canadian Food Inspection Agency. Moved By Councillor Emm 1. That Council direct staff to undertake the recommended actions as contained in Report PW 11-13, Emerald Ash Borer (EAB) Action Plan ; 2. That Council approve the hiring of a Forestry Technician to manage the EAB program and undertake other forestry duties including, but not limited to, the implementation of an Urban Forestry Management Plan and development of an Invasive Species Management Strategy. The funding of which would be from the operating budget with an estimated 2014 impact of $47,500; 3. That subject to the hiring of a Forestry Technician, Council approve the inclusion of $364,000 in the 2014 capital budget to be funded from one time reserves, to be utilized for a combination of tree removal, replacement planting, wood waste disposal and treatment of ash trees; and 4. That staff continue to evaluate and refine future budget requirements as related to EAB, including developing a strategy for managing safety relating to existing ash trees within the Town s woodlots. Page 8 of 12

9 5.12 Public Works Department, PW Re: Highway 401 Crossing at Hopkins Street - Class Environmental Assessment Review A brief discussion ensued regarding the time frame for completion of the Highway 401 crossing. Moved By Councillor Emm 1. That Report PW be received as information; and 2. That Council endorse the letter as shown in Attachment 1 of Public Works Report PW and it be forwarded to the Region of Durham Office of the Chief Administrative Officer Report, CAO 7-13 Re: Fair and Efficient Representation - Durham Region Council Discussion ensued regarding the need for change to the composition of Durham Region Council in that the representation is not balanced for all lower tier municipalities in the Region. It was further noted that a question to the electorate on the 2014 Municipal Election Ballot would be in order. Committee Members requested that potential questions be provided to Council for consideration by the Town Clerk and implored that the question needed to be clear and concise in order that it may be fully understood by the electorate. Moved By Councillor Gleed 1. That Report CAO 7-13 of the Chief Administrative Officer be received; 2. That based on the review of Town of Ajax Report, Durham Region Council: The Need for Fair and Efficient Representation, dated May 13, 2013, that the Region of Durham be requested to establish a committee to review the representation and composition of the Durham Region Council; 3. That Council provide direction to staff as to whether they wish to Page 9 of 12

10 include a referendum question on the 2014 Municipal Election ballot to Town of Whitby voters regarding the composition of Durham Region Council; and, 4. That the Town Clerk take the necessary action as directed by Council. LATER IN THE MEETING [SEE FOLLOWING MOTION] That Items 3 and 4 of the main motion be deleted and the following added: 3. That a referendum question be included on the 2014 Municipal Election ballot in Whitby; 4. That the Town Clerk be requested to develop a question for Council s consideration based on the principles of representation by population and reduction of the size of Regional Council and that the referendum question be presented at the next council meeting, to be held on November 18, 2013; 5. That the Council of the Town of Whitby requests the Region of Durham to include the above question on the 2014 region wide ballot; and, 6. That this resolution be circulated to the Regional Clerk and all area Municipal Clerks in the Durham Region. The main motion, as amended, was then Office of the Town Clerk/Chief Administrative Officer Report, CAO Re: Proposed Draft Procedural By-law Detailed discussion ensued regarding the proposed Procedural By-law. It was the concensus of the committee to make some minor amendments to the by-law prior to its presentation to Council. The Town Clerk noted all comments and revisions to be made to the by-law prior to it going to Council for approval on November 18, Page 10 of 12

11 1. That Report CAO of the Town Clerk/Chief Administrative Officer be received; 2. That Council enact a by-law to repeal and replace Procedural By-law No , substantially in the form of the draft by-law included as Attachment No. 1 to this report; and 3. That the Town Clerk be authorized to take the necessary action to give effect thereto. 6. NEW AND UNFINISHED BUSINESS 6.1 New and Unfinished Business List - Operations Committee That Items MD 0504, MD 0519, MD 0907 and MD 0963 be lifted from the New and Unfinished Business Report. 6.2 Item MD Planning and Public Works Joint Report, PL Re: Recommended Study Process for Greater Brooklin Comprehensive Secondary Plan Study Mayor Perkins enquired about the use of the word 'greater' in the title of the report. At the consensus of the Committee it was determined that the word 'greater' should be removed and the name changed to 'Recommended Study Process for Brooklin Comprehensive Secondary Plan Study'. 6.3 Montgomery Avenue Councillor Gleed spoke to the traffic concerns on Montgomery Avenue and provided an overview of staff reports dating from July 2008 to June 2010 that recommended the implementation of traffic solutions such as stop signs and flashing yellow signs. Discussion ensued regarding the need for additional traffic control measures on Montgomery Avenue due to the increased volume of traffic over the last couple of years. It was noted that Montgomery Avenue is now 1.3 km in length and the only stop sign on the road is at the Page 11 of 12

12 Carnwith intersection. That the traffic concerns on Montgomery Avenue be referred to staff to report back to the Operations Committee on potential solutions for increased traffic control. 7. ADJOURNMENT 7.1 Adjournment That the meeting be adjourned. The meeting adjourned at 10:17 p.m. Debi A. Wilcox, Town Clerk Councillor E. Roy, Committee Chair Page 12 of 12