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General Government Committee Agenda The Corporation of the Town of Ajax GENERAL GOVERNMENT COMMITTEE Tuesday October 13, 2020 Open Meeting at 1:00 p.m. Electronic Meeting 65 Harwood Avenue South Confirmed by: ____ AGENDA Alternative formats available upon request by contacting: [email protected] or 905-619-2529 ext. 3347 Electronic Meeting: Due to the COVID-19 emergency and requirements for physical distancing, in- person attendance is not permitted at this meeting of the General Government Committee. This meeting will be live streamed for viewing at www.ajax.ca/live. Electronic participation is permitted pursuant to Council's Procedure By-law. Online Agenda Anything in blue denotes an attachment/link. By clicking the links on the agenda page, you can jump directly to that section of the agenda. R. Tyler Morin, Chair A. Khan, Vice Chair Open Meeting 1. Call To Order 2. Disclosure of Pecuniary Interest 3. Adoption of Minutes 3.1 Regular Minutes – September 14, 2020 ................................................................... 3 3.2 Closed Session Minutes – September 14, 2020 ....................... circulated separately Any discussion will be held in the Closed Session 4. Consent Agenda – Considered to be routine, these items may be approved by one motion. Items may be separated and referred to the Discussion Agenda 4.1 Residential Boulevard Encroachments, S. Baker, Chief Administrative Officer / K. Cruciano, Grants & Strategic Initiatives Coordinator .................................................. 10 4.2 AMO 2020 Debrief, S. Baker, Chief Administrative Officer / R. Matheson, Senior Communications Officer – Government Relations ................................................... 42 4.3 Insurance Renewal – July 1, 2020 to June 30, 2021, D. Valentim, Director of Finance/Treasurer / K. McGibbon, Insurance & Risk Management Coordinator ........ 68 4.4 2021 User Fees & Charges, A. Harras, Acting Director of Legislative & Information Services/Clerk / S. Moore, Acting Manager of Legislative Services/Deputy Clerk ...... 73 4.5 Municipal Elections Contribution Rebate Program Review: Public Consultation Results, A. Harras, Acting Director of Legislative & Information Services/Clerk / S. Moore, Acting Manager of Legislative Services/Deputy Clerk ................................. 117 4.6 Contract Award – Delivery of Winter Control Services, D. Meredith, Director of Operations & Environmental Services / D. Smith, Manager of Operations & Fleet Services .................................................................................................................. 162 4.7 Final Report – Westney Storm Sewer Outlet Retrofit, G. Romanowski, Director of Planning & Development Services / S. Ruddy, Stormwater Engineer ...................... 167 4.8 Renaming of Graf Spee Lane, G. Romanowski, Director of Planning & Development Services / M. Sawchuck, Senior Planner ................................................................. 174 5. Discussion None. 6. Presentations 6.1 2020 Traffic Calming Warrant Update, G. Romanowski, Director of Planning & Development Services / J. Grieve, Supervisor of Transportation ............................. 178 6.2 Traffic Calming Implementation Plan, G. Romanowski, Director of Planning & Development Services / J. Grieve, Supervisor of Transportation ............................. 228 7. Closed Session None. None8. 8. Adjournment Minutes of the General Government Committee Meeting Held Electronically At 1:00 p.m. on September 14, 2020 Alternative formats available upon request by contacting: [email protected] or 905-619-2529 ext. 3347 ____________________________________________________________________________ Present: Chair - Councillor L. Bower, Chair Regional Councillors M. Crawford S. Lee J. Dies Councillors R. Tyler Morin A. Khan Mayor S. Collier (entered at 1:35 p.m.) 1. Call to Order Chair Bower called the meeting to order at 1:00 p.m. and provided an overview of the electronic meeting format. Chair Bower welcomed Dianne Valentim as the new Director of Finance/Treasurer. Chair Bower noted it was the final public meeting attended by Tracey Vaughan, Director of Recreation, Culture & Community Development, before her departure, and thanked Ms. Vaughan for her contribution to the Town. 2. Disclosure of Pecuniary Interest There were no disclosures of pecuniary interests. 3. Adoption of Minutes 3.1 Regular Meeting – June 8, 2020 Moved by: M. Crawford That the Minutes of the electronic meeting of the General Government Committee held on June 8, 2020 be adopted. CARRIED 3.2 Closed Session – June 8, 2020 Moved by: R. Tyler Morin That the Minutes of the Closed Session of the General Government Committee held on June 8, 2020 be adopted. CARRIED 3 With consent of members present, Item 6.1 was advanced in the order of business. 6. Presentations 6.1 2019 Financial Statements and Audit Report Steve Stewart, Associate Partner, Deloitte LLP, reviewed the contents of the 2019 Financial Statements and Audit Report. Mr. Stewart discussed highlights of the audited financial statements, municipal accounting practices and standards, internal control practices, and statement of financial position. Mr. Stewart thanked Sandra Serrao, Manager of Budgets and Accounting Services, and the Finance Department for their support in conducting the audit in the COVID-19 environment. Committee Members asked questions regarding variances to municipal debt repayment and non-financial assets. Mr. Stewart and Sandra Serrao, Manager of Budgets and Accounting Services, responded to questions from Committee Members. Moved by: R. Tyler Morin That the 2019 Financial Statements and Audit Report presentation be received for information. CARRIED 4. Consent Agenda Members separated items 4.1, 4.2, 4.3, 4.4, and 4.6 for discussion. Moved by: S. Lee That item 4.5 of the consent agenda be adopted. CARRIED 4.1 2021 Meeting Schedule and Committee Chair and Vice-Chair Appointments Moved by: A. Khan That the 2021 Meeting Schedule and Committee Chair and Vice-Chair appointments be approved. CARRIED 4.2 Revisions to Chief Administrative Officer By-law Members of the Committee asked questions regarding proposed revisions, communication of resignations of department heads to Council, personnel administration and performance management responsibilities of the CAO, and staff awareness of the Respectful Workplace policy and supports. Alexander Harras, Acting Director of Legislative & Information Services/Clerk, responded to questions from the Committee and provided an overview of proposed changes and the review process to bring the by-law up to a modern standard. Shane Baker, Chief Administrative Officer, responded to questions from the Committee regarding 4 performance management responsibilities of the CAO and discussed communication of such matters to Council. Moved by: A. Khan That the proposed Chief Administrative Officer By-law be approved by Council. CARRIED Mayor Collier entered the meeting (1:35 p.m.) 4.3 Contract Award – Lakeview Boulevard Reconstruction & Top Lift Members of the Committee asked questions regarding the context and financial implications of the project. Dave Meredith, Interim Director of Operation & Environmental Services, responded to questions from the Committee and provided background information on the Lakeview Boulevard Environmental Assessment findings. Dianne Valentim, Director of Finance/Treasurer, responded to financial questions from the Committee. Moved by: S. Collier 1. That the report on the contract award to Blackstone Paving & Construction Limited in the amount of $878,138.82 (inclusive of all taxes) for the Lakeview Boulevard Reconstruction & Top Lift be received for information. 2. That the report on the contract award to The Municipal Infrastructure Group Ltd in the amount of $79,361.03 (inclusive of all taxes) for the Lakeview Boulevard Reconstruction & Top Lift Contract Administration and Material Testing services be received for information. CARRIED 4.4 Contract Award – Range Road Reconstruction Members of the Committee asked questions regarding how the project costs are estimated, project leadership, and timelines for water main installation on Fielding Court. Dave Meredith, Interim Director of Operation & Environmental Services, and Ranil Fernando, Manager of Infrastructure and Asset Management, responded to questions from the Committee. Moved by: S. Lee 1. That the report on the contract award to the Region of Durham in the amount of $1,918,973.19 (net of HST rebate) for Range Road Reconstruction be received for information. 2. That Council approve the following funding, to be allocated to Capital Account No. 997111: 5 Development Charges Reserve Fund – 2018 $ 234,888.67 Development Reserve $ 170,091.80 Total $ 404,980.48 3. That Council approve a payment estimated at $123,978.22 (net of HST rebate) upon request by the Region of Durham for the imposed water frontage charge related to the construction of a watermain on properties abutting Range Road. 4. That Council approve funding of $123,978.22 (net of HST rebate) to be allocated to Capital Account No. 1017811 from Capital Contingency for the watermain frontage charges imposed by the Region. CARRIED 4.5 Assumption of Subdivision S-A-2003-01 Salem Achilles Subdivision and SWM Pond on Plan 40R-23926 Moved by: S. Lee 1. That the works and services within the following Plans of Subdivision be assumed by the Town: a) (S-A-2003-01) (Plan 40R-23926)– Salem Achilles Subdivision Owner: 1563485 Ontario Limited Agreement Date: September 30, 2005 Registered Plan: 40M-2288, 40R-23926 Refer to Appendix
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