The Corporation of the Town of Ajax GENERAL GOVERNMENT COMMITTEE
Monday September 14, 2020 Open Meeting at 1:00 p.m. Closed Session to follow immediately after open session 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 livestreamed for viewing at ajax.ca/live. Electronic participation is permitted pursuant to sections 238(3.1) and (3.3) of the Municipal Act and sections of 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.
L. Bower, Chair R. Tyler Morin, Vice Chair
Open Meeting
1. Call To Order
2. Disclosure of Pecuniary Interest
3. Adoption of Minutes
3.1 Regular Minutes – June 8, 2020 ...... 3
3.2 Closed Session Minutes – June 8, 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 2021 Meeting Schedule and Committee Chair and Vice-Chair Appointments, A. Harras, Acting Director of Legislative & Information Services/Clerk / L. Billings, Legislative Services Associate ...... 10 4.2 Revisions to Chief Administrative Officer By-law, A. Harras, Acting Director of Legislative & Information Services/Clerk ...... 14
4.3 Contract Award – Lakeview Boulevard Reconstruction & Top Lift, D Meredith, Interim Director of Operations & Environmental Services / R. Solaiman, Capital Projects Coordinator ...... 24
4.4 Contract Award – Range Road Reconstruction, D. Meredith, Interim Director of Operations & Environmental Services / R. Fernando, Manager of Infrastructure and Asset Management ...... 33
4.5 Assumption of Subdivision S-A-2003-01 Salem Achilles Subdivision and SWM Pond on Plan 40R-23926, G. Romanowski, Director of Planning & Development Services / G. Gibson, Development Engineering Coordinator...... 56
4.6 Second Amendment to the North Station Street Property Agreement of Purchase and Sale: Ledim Development Ltd, G. Romanowski, Director of Planning & Development Services / N. Sukovski, Senior Economic Development Officer ...... 60
5. Discussion
5.1 Crossing Guard Program – Lunch-Time Coverage, D. Meredith, Interim Director of Operations & Environmental Services / Amanda Hynes, Office Supervisor ...... 63
6. Presentations
6.1 2019 Financial Statements and Audit Report ~ Steve Stewart, Associate Partner, Deloitte LLP ...... 67
6.2 Automated Speed Enforcement Program, G. Romanowski, Director of Planning & Development Services / J. Grieve, Supervisor of Transportation ...... 97
Closed Session
7. Authority to Hold a Closed Meeting and Related In-Camera Session
7.1 Investing in Canada Infrastructure Program Grant Update information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them; [Sec. 239 (2)(h), Municipal Act, 2001, as amended]
8. Adjournment Minutes of the General Government Committee Meeting Held Electronically At 1:00 p.m. on June 8, 2020
Alternative formats available upon request by contacting: [email protected] or 905-619-2529 ext. 3347
______
Present: Chair - Councillor A. Khan, Chair Regional Councillors M. Crawford S. Lee J. Dies Councillors R. Taylor Morin L. Bower Mayor S. Collier
1. Call to Order
Chair Khan called the meeting to order at 1:00 p.m. and provided an overview of the electronic meeting format.
2. Disclosure of Pecuniary Interest
There were no disclosures of pecuniary interest.
3. Adoption of Minutes
3.1 Regular Meeting
Moved by: S. Lee
That the Minutes of the regular meeting of the General Government Committee held on March 9, 2020 be adopted. CARRIED
3.2 Closed Session
Moved by: L. Bower
That the Minutes of the Closed Session of the General Government Committee held on March 9, 2020 be adopted. CARRIED
3 General Government Committee June 8, 2020 ______4. Consent Agenda
Members separated items 4.1, 4.2, 4.3, 4.4, 4.5, 4.6, 4.7, and 4.9 for discussion.
Moved by: S. Collier
That item 4.8 of the consent agenda be adopted. CARRIED
4.1 Annual Investment Report – January 1, 2019 to December 31, 2019
Committee Members discussed the content of the report and the Town’s investment activities. Sandra Serrao, Acting Director of Finance/Treasurer, discussed the Town’s investment strategy within the current financial environment.
Main Motion
That the Annual Investment Report for the period January 1 to December 31, 2019 be received for information.
Amendment
Moved by: S. Collier
That the motion be amended by adding the following clauses:
That staff be directed to report back to Ajax Council at September's GGC meeting with recommendations on investments for Ajax's long term reserves under the provisions of the Prudent Investment Standard; and
That any GIC's that mature between today and the September report not be renewed and form part of the recommendations. CARRIED
Main Motion as Amended
Moved by: S. Collier
That the Annual Investment Report for the period January 1 to December 31, 2019 be received for information;
That staff be directed to report back to Ajax Council at September's GGC meeting with recommendations on investments for Ajax's long term reserves under the provisions of the Prudent Investment Standard; and
That any GIC's that mature between today and the September report not be renewed and form part of the recommendations. CARRIED
4 General Government Committee June 8, 2020 ______4.2 2019 Operating Budget Surplus and Net Year End Reserve Allocations
Members of the Committee asked questions regarding clarification of the tax increment revenue, status of the review of the Financial Sustainability Plan, and opportunities to top up the stabilization reserve with any budget surplus.
S. Serrao responded to questions from the Committee and provided details on the timeline and phased approach for the Financial Sustainability Plan review.
Moved by: S. Collier
1. That the report on the 2019 Operating Budget Surplus be received for information.
2. That Council approve the total transfer of the 2019 operating surplus of $308,800 to the Stabilization Reserve CARRIED
4.3 Indexing of Municipal Development Charges
Members of the Committee asked questions regarding the timeline for application approvals, and proposed increase to development charges indexing.
S. Serrao responded to questions from the Committee and provided updated information on the Region of Durham’s position on increased development charges indexing.
Moved by: L. Bower
That the report on Indexing of Municipal Development Charges be received for information. CARRIED
4.4 Development Charge Reserve Funds - Treasurer’s Annual Statement
Members of the Committee asked questions regarding recovery plans to cover the development charges deficit.
S. Serrao responded to questions from the Committee and provided details on the process and timing of the matter.
Moved by: S. Collier
That the report “Development Charge Reserve Funds – Treasurer’s Annual Statement” be received for information. CARRIED
4.5 2019 Cash-in-lieu of Parkland Reserve Fund - Treasurer’s Annual Statement
Members of the Committee asked questions regarding the use of the Increased Height and Density Bonusing tool provided under Section 37 of the Planning Act.
5 General Government Committee June 8, 2020 ______Geoff Romanowski, Acting Director of Planning and Development Services, responded to questions from the Committee and provided an overview of the community benefits attained from application of the Section 37 tool.
Moved by: L. Bower
That the report “2019 Cash-in-lieu of Parkland Reserve Fund - Treasurer’s Annual Statement” be received for information. CARRIED
4.6 Codes of Conduct Review
Members of the Committee asked questions regarding timing of the review, and notice of motion to be presented at the June 15th, 2020 Council meeting regarding proposed changes to the Procedure By-law and Council Code of Conduct, and if such changes will impact the review.
Nicole Cooper, Director of Legislative and Information Services/Clerk and Alexander Harras, Manager of Legislative Services/Deputy Clerk responded to Members’ questions and noted that considerations from the notice of motion will be incorporated into the review.
Moved by: R. Tyler Morin
That the report titled ‘Codes of Conduct Review’ be received for information. CARRIED
4.7 Municipal Elections - Contribution Rebate Program Review
Members of the Committee asked questions regarding contribution rebate programs in other municipalities, participation rates in the program, cost of the program, and public feedback. N. Cooper and A. Harras responded to questions from the Committee indicating that review of the program is conducted after each election. A. Harras provided details of program participation over past elections and the cost of the program.
Main Motion
That the municipal election contribution rebate program be discontinued.
Motion to Refer
Moved by: L. Bower
That the Municipal Elections – Contribution Rebate Program Review report be referred back to staff with direction to undertake public consultation before reporting back to Council. CARRIED
6 General Government Committee June 8, 2020 ______RECORDED VOTE: In Favour: Regional Councillor Lee, Councillor Tyler Morin, Mayor Collier, Councillor Bower, Regional Councillor Crawford, Regional Councillor Dies, Councillor Khan Opposed: None
4.8 Contract Award – Supply & Delivery ~ Fleet – Repl. Snow Plows
Moved by: S. Collier
1. That Council award the contract for two Single Axle Snow Plows, to Premier Truck Group in the amount of $663,974.44 (inclusive of all taxes).
2. That Council approve funding of $7,329.55 to be allocated to Capital Account No. 1016211 from Vehicle/Equipment Replacement Reserve. CARRIED
4.9 Amendment to the North Harwood Employment Property Agreement of Purchase and Sale with Grandview Children’s Centre
Members of the Committee sought clarification on the subject lands. G. Romanowski responded to questions from the Committee and indicated the timeline for the pre- consultation process is anticipated to commence this summer.
Moved by: S. Lee
That a by-law to approve an Amending Agreement of Purchase and Sale with Grandview Children’s Centre for the sale of the North Harwood Property be presented to Council at its meeting of June 15, 2020. CARRIED
5. Discussion
5.1 Automated Speed Enforcement
Mayor Shaun Collier led discussion and sought feedback from the Committee regarding proceeding with expedited automated speed enforcement implementation within community safety zones. Members of the Committee asked questions regarding number and location of community safety zones, the process for establishing community safety zones, costing, risks associated with expediting implementation, and implications with waiting until the Region implements its program.
G. Romanowski and John Grieve, Transportation Supervisor, responded to questions from the Committee. J. Grieve provided an overview of the process for establishing community safety zones for automated speed enforcement areas.
7 General Government Committee June 8, 2020 ______6. Presentations
6.1 Town of Ajax Wayfinding Strategy
Armi de Francia, Active Transportation Co-ordinator, presented an overview of the contents of the written report and the recommendations therein. A. de Francia discussed the development of the Town of Ajax Wayfinding Strategy, including navigation, methodology, site visit findings, signage types, proposed budget, and proposed wayfinding sign locations by ward.
Members of the Committee asked questions and shared comments regarding consultation with local cycling clubs and funding providers, promotion of cycling tourism, font size of signage, Smart Cities partnerships, twinning of the waterfront trail, protected bike lanes, and reconnection of the Duffin Trail, south of Bayly Street.
A. de Francia and G. Romanowski responded to questions from the Committee.
Moved by: L. Bower
1) That the report entitled “Town of Ajax Wayfinding Strategy” be received for information.
2) That Council approve the Wayfinding Strategy for use in the deployment of wayfinding signage around Town. CARRIED
Mayor Collier exited the meeting at 2:56 p.m.
6.2 2020 Age-Friendly Ajax Community Plan
Tracey Vaughan, Director of Recreation, Culture and Community Development, thanked staff and members of the Age-Friendly Ajax Steering Committee for their work on the Age- Friendly Ajax Community Plan. Robert Gruber, Manager of Community & Cultural Development, presented an overview of the contents of the written report and the recommendations therein. R. Gruber discussed the definition of an Age-Friendly Community, eight elements of age-friendly classification, community engagement in developing the Plan, the vision statement, goals for each element and next steps, including launch of the Plan and implementation.
Members of the Committee asked questions regarding expansion of seniors’ centres, opportunities for intergenerational programming, lessons learned as a result of the pandemic, and the possible distribution of the Plan in multiple languages. T. Vaughan and R. Gruber responded to questions from the Committee.
Moved by: J. Dies
1. That the 2020 Age-Friendly Ajax Community Plan (AFACP) be endorsed by Council, in principle; and,
2. That any projects identified therein for future years be brought forward to Council for consideration as part of the annual budget process. CARRIED
8 General Government Committee June 8, 2020 ______
Mayor Collier re-entered the Meeting at 3:25 p.m.
Closed Session (3:25 p.m.)
7. Authority to Hold a Closed Session
Moved by: L. Bower
That the Committee convene to a Closed Session pursuant to Sections 239 (2) (b, c) of the Municipal Act, 2001, as amended, to discuss personal matters about identifiable individuals, including municipal or local board employees and a matter pertaining to the proposed or pending acquisition or disposition of land by the municipality or local board. CARRIED
7.1 Harwood Avenue Midtown Cross-Section
7.2 Confidential Personnel Matters
Open Meeting (5:20 p.m.)
Ratify Actions Taken In Closed Session
Moved by: R. Tyler Morin
That all directions approved in the Closed Session be ratified. CARRIED
8. Adjournment (5:21 p.m.)
Moved by: M. Crawford
That the June 8, 2020 meeting of the General Government Committee be adjourned. CARRIED
______Chair
______D-Clerk
9 Town of Ajax Report
Report To: General Government Committee
Prepared By: Lorraine Billings, Legislative Services Associate
Subject: 2021 Meeting Schedule and Committee Chair and Vice-Chair Appointments
Ward(s): All
Date of Meeting: September 14, 2020
Reference: Procedure By-law
Recommendation:
That the 2021 Meeting Schedule and Committee Chair and Vice-Chair appointments be approved.
Background:
Attached is a proposed 2021 Meeting Schedule outlining dates and starting times for all regular meetings of Community Affairs and Planning Committee, General Government Committee and Council meetings.
Discussion:
The schedule is based on a continuation of the practice used by Town Council for many years. Changes to the schedule (to reschedule meetings, add special meetings, or cancel a meeting) may be made as the need arises.
Some variances from the normal routine are proposed:
January GGC and Council meetings have been pushed back by one week to allow for an Operating Budget Workshop No meetings scheduled for the week of March Break No meetings scheduled for July or August 2021 The 2022 Capital Budget meeting will be held on Monday November 29th rather than in December, in order to prevent any meetings being held on Christmas week.
Meeting locations are listed at their ordinary Town Hall meeting space, but may be held electronically as needed in accordance with the Town’s ongoing response to the COVID-19 pandemic.
Financial Implications:
N/A
10 Subject: 2021 Meeting Schedule and Committee Chair and Vice-Chair Appointments Page 2
Communication Issues:
Dates and start times of regular Community Affairs and Planning Committee, General Government Committee and Council meetings are published in the Weekly Community Page of the Ajax News Advertiser and noted on the Town website.
Relationship to the Strategic Plan:
N/A
Conclusion:
Approval of the 2021 Meeting Schedule will allow Council members and staff an early opportunity to enter meetings in their calendars as well as allowing staff to proceed with some necessary preparations such as room bookings for 2021, and forecasting and planning staff reports.
Attachments:
ATT-1: Proposed 2021 Meeting Calendar (official) and Chair/Vice Chair Assignments
ATT-2: Proposed 2021 Meeting Calendar (at a glance)
Prepared by:
Lorraine Billings – Legislative Services Associate
Submitted by:
Alexander Harras – Acting Director of Legislative & Information Services / Acting Clerk
Approved by:
Shane Baker – Chief Administrative Officer
11 TOWN OF AJAX 2021 MEETING SCHEDULE
All regular meetings are held at Town Hall, 65 Harwood Avenue South, Ajax, ON, unless otherwise indicated.
Date Time Meeting Location Chair / Vice Chair Monday, January 4 1:00 p.m. Community Affairs & Planning Council Chambers S. Lee / J. Dies Monday, January 11 7:00 p.m. Operating Budget Workshop River Plate Room A. Khan Monday, January 18 1:00 p.m. General Government Committee River Plate Room A. Khan / L. Bower Monday, January 25 7:00 p.m. Council Council Chambers Mayor Collier Monday, February 1 7:00 p.m. Community Affairs & Planning Council Chambers J. Dies / M. Crawford Monday, February 8 7:00 p.m. Operating Budget Council Chambers A. Khan Tuesday, February 16 1:00 p.m. General Government Committee River Plate Room L. Bower / R. Tyler Morin Monday, February 22 7:00 p.m. Council Council Chambers Mayor Collier Monday, March 1 7:00 p.m. Community Affairs & Planning Council Chambers M. Crawford / S. Lee Monday, March 8 1:00 p.m. General Government Committee River Plate Room R. Tyler Morin / A. Khan Monday, March 22 7:00 p.m. Council Council Chambers Mayor Collier
Tuesday, April 6 7:00 p.m. Community Affairs & Planning Council Chambers S. Lee / J. Dies
Monday, April 12 1:00 p.m. General Government Committee River Plate Room A. Khan / L. Bower Monday, April 19 7:00 p.m. Council Council Chambers Mayor Collier Monday, May 3 7:00 p.m. Community Affairs & Planning Council Chambers J. Dies / M. Crawford Monday, May 10 1:00 p.m. General Government Committee River Plate Room L. Bower / R. Tyler Morin Tuesday, May 17 7:00 p.m. Council Council Chambers Mayor Collier Monday, June 7 7:00 p.m. Community Affairs & Planning Council Chambers M. Crawford / S. Lee Monday, June 14 1:00 p.m. General Government Committee River Plate Room R. Tyler Morin / A. Khan Monday, June 21 7:00 p.m. Council Council Chambers Mayor Collier No Meetings July and August – Summer Recess Tuesday, September 7 7:00 p.m. Community Affairs & Planning Council Chambers S. Lee / J. Dies Monday, September 13 1:00 p.m. General Government Committee River Plate Room A. Khan / L. Bower Monday, September 20 7:00 p.m. Council Council Chambers Mayor Collier Monday, October 4 7:00 p.m. Community Affairs & Planning Council Chambers J. Dies / M. Crawford Tuesday, October 12 1:00 p.m. General Government Committee River Plate Room L. Bower / R. Tyler Morin Monday, October 18 7:00 p.m. Council Council Chambers Mayor Collier Monday, November 1 1:00 p.m. Capital Budget Workshop River Plate Room L. Bower Monday, November 8 7:00 p.m. Community Affairs & Planning Council Chambers M. Crawford / S. Lee Monday, November 15 1:00 p.m. General Government Committee River Plate Room R. Tyler Morin / A. Khan Monday, November 22 7:00 p.m. Council Council Chambers Mayor Collier Monday, November 29 7:00 p.m. 2022 Capital Budget & LRCF Council Chambers L. Bower Monday, December 6 7:00 p.m. Community Affairs & Planning Council Chambers S. Lee / J. Dies 1:00 p.m. General Government Committee River Plate Room A. Khan / L. Bower Monday, December 13 Followed Council River Plate Room Mayor Collier by
12 Town of Ajax 2021 Calendar
~ January 2021 ~ ~ February 2021 ~ ~ March 2021~ ~ April 2021 ~ Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat
1 NEW 2 1 2 3 4 5 6 1 2 1 4 5 6 1 2 3 YEAR'S CAP CAP GOOD DAY FRIDAY 3 4 5 6 7 8 9 7 8 9 10 11 12 13 7 8 9 10 11 12 13 4 5 6 7 8 9 10 OPERATING EASTER EASTER CAP GGC CAP BUDGET MONDAY 10 11 12 13 14 15 16 14 15 16 17 18 19 20 14 15 16 17 18 19 20 11 12 13 14 15 16 17 Operating Budget FAMILY GGC M A R C H B R EA K GGC Workshop DAY 17 18 19 20 21 22 23 21 22 23 24 25 26 27 21 22 23 24 25 26 27 18 19 20 21 22 23 24 GGC COUNCIL COUNCIL COUNCIL
24 25 26 27 28 29 30 28 28 29 30 31 25 26 27 28 29 30 COUNCIL
31
~ May 2021 ~ ~ June 2021 ~ ~ July 2021 ~ ~ August 2021 ~ Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat 1 1 2 3 4 5 1 2 3 1 2 3 4 5 6 7 CANADA CIVIC DAY HOLIDAY 2 3 4 5 6 7 8 6 7 8 9 10 11 12 4 5 6 7 8 9 10 8 9 10 11 12 13 14 CAP CAP
9 10 11 12 13 14 15 13 14 15 16 17 18 19 11 12 13 14 15 16 17 15 16 17 18 19 20 21 GGC GGC
16 17 18 19 20 21 22 20 21 22 23 24 25 26 18 19 20 21 22 23 24 22 23 24 25 26 27 28 COUNCI COUNCIL
23 24 25 26 27 28 29 27 28 29 30 25 26 27 28 29 30 31 29 30 31 VICTORIA DAY 30 31
~ September 2021 ~ ~ October 2021 ~ ~ November 2021 ~ ~ December 2021 ~
Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 1 2 1Capital 2 3 4 5 6 1 2 3 4 Budget Workshop 5 6 7 8 9 10 11 3 4 5 6 7 8 9 7 8 9 10 11 12 13 5 6 7 8 9 10 11 LABOUR CAP CAP DAY CAP CAP
12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18 19 20 12 13 14 15 16 17 18 THANKS GGC GGC GIVING GGC GGC COUNCIL 19 20 21 22 23 24 25 17 18 19 20 21 22 23 21 22 23 24 25 26 27 19 20 21 22 23 24 25 COUNCIL COUNCIL COUNCIL CHRISTMAS CHRISTMAS EVE DAY 23 27 28 29 30 24 25 26 27 28 29 30 28 29 30 26 27 28 29 30 31 LIEU NEW CAPITAL BOXING BOXING YEARS DAY DAY BUDGET EVE 31 13 Town of Ajax Report
Report To: General Government Committee
Prepared By: Alexander Harras, Acting Director of Legislative & Information Services / Clerk
Subject: Revisions to Chief Administrative Officer By-law
Ward(s): N/A
Date of Meeting: September 14, 2020
Reference: CAO By-law #138-1994
Recommendation:
That the proposed Chief Administrative Officer By-law be approved by Council.
Background:
Section 229 of the Municipal Act, 2001, permits municipalities to appoint a Chief Administrative Officer (CAO) who shall be responsible for exercising general control and management of the affairs of the municipality for the purpose of ensuring its efficient and effective operation, and performing such other duties as are assigned by Council.
The Municipal Act does not provide guidance or standards for the roles, duties, powers and responsibilities of a CAO. In the absence of legislative direction, municipalities typically adopt a ‘CAO by-law’ that defines the scope of the role and the duties and responsibilities that Council expects the CAO to perform. Ajax’s current CAO by-law was last updated in 1994 and reflects the powers and duties of the CAO at that time, a copy of which is included as ATT-2 to this report for reference. Since 1994, the Town has changed substantially in terms of its organizational structure, mandate, and the requirements of its administrative leadership. The by-law has fallen out of date and out of line with modern examples of CAO by-laws across similarly sized GTA municipalities. It is therefore in need of revisions to ensure that the CAO has the appropriate responsibilities and authorities to effectively manage the administration of the municipality. The purpose of this report is to recommend a new CAO by-law for Council’s approval.
Discussion:
In developing the proposed CAO by-law, staff reviewed the existing CAO by-law to identify areas that remain relevant and areas that require revisions. Staff further undertook a study of CAO by- laws from comparable municipalities in Ontario, including the lakeshore municipalities in Durham Region. Broadly speaking, CAO by-laws divide authorities and responsibilities into three categories: General Duties & Responsibilities Financial & Organizational Management Personnel Administration
14 Subject: Revisions to Chief Administrative Officer By-law Page 2
The proposed CAO By-law (included as ATT-1 to this report) follows this structure and incorporates best practices identified among other municipalities, as well as Ajax-specific provisions to ensure it is effective for the organization. Certain provisions of the old CAO by-law have been removed as they are now redundant or unnecessary. For example, salary and compensation and purchasing authorities have been removed from the proposed CAO By-law, as these are now addressed through other Town documents and policies including the CAO’s employment contract and the Purchasing By-law.
General Duties & Responsibilities
This section describes the higher level duties and responsibilities of the CAO, including the provision of leadership and direction to all staff and specifically to the Senior Management Team, fostering a positive workplace environment, developing plans and strategies to implement Council’s strategic vision, communicating with Council on an ongoing basis, building relationships and negotiating with key stakeholders and government partners, and generally serving as the touchpoint between Council and staff.
Financial & Organizational Management
The CAO is responsible for ensuring the sound financial management of the municipality, including the monitoring and control of both revenues and expenditures, and ensuring that all of the municipality’s financial control policies are being followed. Additionally, the CAO is responsible for preparation of the annual capital and operating budgets with the assistance of the Treasurer and Senior Management Team.
Organizationally, the CAO is responsible for recommending substantial changes to the organizational structure of the municipality. The power to create, eliminate, or consolidate operational departments remains with Council, and the CAO is responsible for evaluating the corporation’s overall departmental structure and making recommendations to change it when the CAO believes a different organizational structure would yield operational and/or strategic benefits. Within the existing organizational structure, it is proposed that the CAO be authorized to make administrative changes, transfer key functions between departments, and re-organize existing departments to improve their efficiency and effectiveness. This distinction gives the CAO the flexibility to make beneficial changes to the organization’s existing operating structure, while still preserving Council’s oversight function for the Town’s overall organization. The current CAO by- law does not make this distinction and therefore limits the CAO’s ability to make smaller beneficial changes to the organization’s operations on a continuous basis without first seeking Council’s approval.
Personnel Administration
The CAO is ultimately responsible for all personnel administration within the organization, subject to the terms of collective agreements with unionized employees and contractual agreements with non-union employees. Within this framework, there are a number of specific provisions for the CAO’s authority regarding employment matters for Department Heads and statutory officers of the municipality.
Under the current CAO by-law, the CAO may make recommendations to Council with respect to the employment of Department Heads, including their appointment, dismissal, and discipline, and Council makes the final decision on these matters. It is recommended that Council retains the final authority over employment decisions respecting Department Heads and statutory officers of the municipality, including their appointment, promotion, demotion, and dismissal. The proposed by-law clarifies that the CAO shall monitor the performance of Department Heads, and recommends that the CAO be authorized to take disciplinary action as needed without requiring 15 Subject: Revisions to Chief Administrative Officer By-law Page 3
Council’s approval. The CAO must still seek Council’s approval for any changes to the employment status of Department Heads (appointment, promotion, demotion, and dismissal). This proposed approach ensures the CAO can take necessary action in the supervision and management of the Town’s senior leadership team, while ensuring that Council retains the final authority on the employment of its Department Heads and statutory officers.
Financial Implications:
There are no financial implications arising directly from the recommendations contained within this report.
Communication Issues:
Should the proposed CAO by-law be approved, the by-law will be circulated internally to relevant staff for their information.
Relationship to the Strategic Plan:
This report and its recommendations align with the Strategic Plan focus area ‘Leading in Our Community’, goal 6: ‘Strengthening corporate governance and innovation’.
Conclusion:
The proposed CAO by-law represents a significant improvement from the existing 1994 by-law that it replaces, and ensures that both the responsibilities and the powers of the Town’s CAO are well defined in a modern context.
Attachments:
ATT-1: Draft proposed Chief Administrative Officer By-law
ATT-2: Current Chief Administrative Officer By-law #138-1994
Prepared & Submitted by:
Alexander Harras – Acting Director of Legislative & Information Services / Clerk
Approved by:
Shane Baker – Chief Administrative Officer
16 ATT-1
THE CORPORATION OF THE TOWN OF AJAX
BY-LAW NUMBER XX - 2020
Being a By-Law to define the duties, authorities, and responsibilities of the Chief Administrative Officer of the Corporation of the Town of Ajax.
WHEREAS Section 229 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended (hereafter referred to as the Act), authorizes the municipality to appoint a Chief Administrative Officer who shall be responsible for exercising general control and management of the affairs of the municipality for the purpose of ensuring the efficient and effective operation of the municipality, and performing such other duties as are assigned by the municipality;
AND WHEREAS Council of the Corporation of the Town of Ajax deems it expedient to appoint a Chief Administrative Officer and to define the authorities, duties, and responsibilities of the position;
NOW THEREFORE the Council of the Corporation of the Town of Ajax enacts as follows:
1. This by-law shall be referred to as "The Chief Administrative Officer By-law".
2. A Chief Administrative Officer shall be appointed by Council in order to exercise general control and management of the affairs of the municipality, ensure the municipality’s efficient and effective operation, and to perform such other duties as are assigned by Council.
3. The Chief Administrative Officer is hereby assigned the duties, authorities, and responsibilities outlined in Schedule “A” of this By-law, and Schedule “A” shall form a part of this by-law.
4. During an extended absence of the Chief Administrative Officer, Council may appoint an Acting Chief Administrative Officer who shall be empowered to perform all of the duties, roles and responsibilities of the Chief Administrative Officer. The Chief Administrative Officer is authorized to designate an Acting Chief Administrative Officer to act in their place during periods of temporary absence.
5. By-law 138-1994 is hereby repealed.
6. This by-law shall come into force and effect immediately upon third and final reading.
READ a first and second time this Twenty-first day of September, 2020.
READ a third time and passed this Twenty-first day of September, 2020.
______Mayor
______D – Clerk
17
Schedule “A” to By-law XX-2020
Duties, Authorities, and Responsibilities of the Chief Administrative Officer
1. Introduction
The Chief Administrative Officer (CAO) shall perform the duties, authorities, and responsibilities set out herein in accordance with any and all relevant by-laws, resolutions, policies and guidelines that may be enacted or directed by Council, and subject to the Municipal Act, 2001, as amended, and any other applicable statutes.
Nothing contained in this document shall be deemed to empower the CAO to perform, do or direct any act which shall encroach upon the legislative powers of Council. The CAO may, at their discretion, delegate their responsibilities as assigned herein for the purpose of establishing an efficient and effective administrative structure, on the condition that delegation of any authority granted under this by-law shall not be inconsistent with any Act of the Province of Ontario.
2. General Duties & Responsibilities
Subject to the provisions of the Municipal Act, 2001, and as herein provided, the general duties, authorities, and responsibilities of the CAO shall be as follows:
2.1 Ensure the efficient and effective operations of the municipality, and provide for the supervision, care, control and maintenance of all assets and services under ownership or control of the municipality;
2.2 Provide leadership and direction to Department Heads and all employees of the municipality;
2.3 Foster a positive and collegial working relationship between all Members of Council and municipal employees, and maintain a respectful workplace environment;
2.4 Develop short- and long-range strategies and operating plans for the municipality to implement Council’s approved strategic plans and priorities;
2.5 Facilitate the flow of information between the administration and Council, including the preparation, review, and submission of reports and other communications from the municipal administration to Council;
2.6 Attend or be represented at all meetings of Council and its Standing Committees to provide advice, answer questions, and make recommendations to Council;
2.7 Meet regularly with Department Heads to review organizational activities and oversee the implementation of Council approved by-laws, policies, resolutions, and directions;
2.8 Continuously evaluate the activities, practices and policies of the municipality to identify opportunities to be innovative leaders in municipal service delivery;
2.9 Represent the interests of the municipality on intergovernmental matters, and act as a spokesperson on behalf of the municipality as required;
2.10 Establish and maintain professional relations with public and private partners of the municipality, including the provincial and federal governments, the Region of Durham, other municipalities, and associated local boards, commissions, and other agencies; and
2.11 Exercise such additional duties and responsibilities as may be required in the interests of the Town and as Council may assign to them.
18
3. Financial & Organizational Administration
Subject to the provisions of the Municipal Act, 2001, and as provided herein, the duties, authorities and responsibilities of the CAO with respect to financial and organizational administration shall be as follows:
3.1 Exercise sound financial management over the municipality, including monitoring and control of revenues and expenditures, and adherence to all financial control policies and by-laws of the municipality;
3.2 With the assistance of the Treasurer and Department Heads, direct the preparation and submission to Council of the annual operating and capital budgets, and make recommendations with respect to the expenditures, revenues, and reserves that will ensure the sound financial management of the municipality;
3.3 Seek and achieve successful resolution of all legal actions and/or claims filed by or against the municipality in relation to Town business; and
3.4 Submit recommendations to Council to create, eliminate and/or consolidate departments of the municipality as the CAO may consider necessary and proper to fulfill the obligations of the municipality. The CAO is authorized to make administrative changes, transfer key functions, re-name existing departments and divisions within them, and/or re-organize existing departments in order to improve the efficient and effective delivery of municipal services.
4. Personnel Administration
Subject to the provisions of the Municipal Act, 2001, any provisions and/or limitations specified within other governing legislation, personnel policies and/or regulations, and the terms of any collective agreements or employment contracts entered into by the municipality, the duties, authorities, and responsibilities of the CAO with respect to personnel administration shall be as follows:
4.1 Be ultimately responsible for personnel administration within the municipality, including appointment, promotion, demotion, discipline and/or dismissal of all employees, on the recommendation of relevant Department Heads and Managers, with the exception of Department Heads and statutory officers of the municipality;
4.2 Make recommendations to Council regarding the appointment, promotion, demotion, and/or dismissal of Department Heads and statutory officers of the municipality;
4.3 Monitor the performance of all employees that are subject to the supervision of the CAO, including the Department Heads, and take disciplinary action against same as required, including suspension with pay, partial pay or without pay;
4.4 Co-ordinate collective bargaining and contract negotiations between the municipality and trade unions or employees' associations, and recommend agreements to Council with respect to such matters; and
4.5 Be authorized to resolve any employee/labour relations or personnel-related matters involving the municipality, including the authority to enter into terms of settlement as required.
19 ATT-2
THE CORPORATION OF THE TOWN OF AJAX
BY-LAW NUMBER 138-94
A By-Law to Define the authority and responsibilities of the Chief Administrative Officer.
WHEREAS by Section 76 of the Municipal Act, R.S.O. 1980, Chapter 302, this Council is authorized to enact a by-law to appoint a Chief Administrative Officer and to set forth the authority and responsibilities of that office; NOW THEREFORE the Council of the Corporation of the Town of Ajax enacts as follows:
1. This by-law shall be cited as "The Chief Administrative Officer By-law".
2. In this by-law, including this section, unless the context otherwise requires:
DEFINITIONS a) "Act" means the Municipal Act R.S.O. 1980, Chapter 302 as amended, and any Act substituted thereof; b) "Town" means the Corporation of the Town of Ajax, and where the context so requires, means the land included within the geographical boundaries of the Town; c) "Council" means the Mayor and Councillors of the Town acting as a Town Council at a duly assembled meeting thereof; d) "Chief Administrative Officer" means a person as described under the Act, and his successor from time to time as appointed by council; e) Wherever the masculine gender is referred to in this by-law, it shall be considered to mean and include the feminine gender.
3. APPOINTMENT AND REMUNERATION a) There shall be in and for the Town of Ajax a Chief Administrative Officer who shall be appointed by the Council to carry out any and all of the administrative duties and responsibilities of Council or others as Council has power to delegate, as set out in the Act and such other administrative duties as may hereafter from time to time vested, conferred or delegated in, upon and to the Chief Administrative Officer by by-law or resolution of Council. The by-law appointing a person to the position of Chief Administrative Officer shall fix the initial salary and any extraordinary fringe benefits, in addition to those currently provided to the executive supervisory positions of the Town. The council shall review the annual salary and benefit provisions of the Chief Administrative Officer not less than once each twelve month period with any changes being incorporated into the salary schedule by resolution. b) The Council may appoint an Acting Chief Administrative Officer who shall act during the illness, absence or other incapacity of the Chief Administrative Officer to perform the duties of his off ice. The Chief Administrative Officer is hereby authorized to designate an Acting Chief Administrative Officer to act during periods of temporary absence, not to exceed four (4) consecutive weeks in any one calendar year.
20 4. DUTIES OF THE CHIEF ADMINISTRATIVE OFFICER
In addition to the authority and duties prescribed by the Act and the authorities and duties as may from time to time be delegated by by-law or resolution of Council, the Chief Administrative Officer shall:
( i) provide for the implementation and enforcement of all of the by-laws and resolutions of the Town;
(ii) attend all meetings of Council and attend or be represented by his designee at all meetings of Committees or Commissions appointed by Council and make such observations and suggestions as he deems expedient with the permission of the Chairman;
(iii) coordinate the development and implementation of short and long range strategies and operating plans for the municipality; (iv) advise Council and/or its Committees on the feasibility, cost and other pertinent factors related to goals, policies and programs under consideration;
(v) provide for the supervision of all departments of the Town; (vi) ensure the efficient, economical and effective operations of the Corporation and make recommendations to council on all matters affecting the operation, security, welfare and financial condition of the Town; (vii) direct the preparation and compilation of annual current and capital budgets including estimates of revenue and expenditure for the following year;
(viii) exercise and maintain sound financial management over the Corporation including the effective monitoring and control of revenues and expenditures;
(ix) provide for the supervision, care, control and maintenance of all public thoroughfares, public buildings and/or properties owned or controlled by the Town;
(x) provide for the pursuit for all claims for damage to property owned or controlled by the Town and the judgement of all claims against the Town;
(xi) establish liaisons and position relationships with the business community and with the Boards, Authorities and other levels of government and act as a spokesperson on behalf of the organization.
5. PERSONNEL ADMINISTRATION The Chief Administrative Officer shall: a) be responsible for the supervision, hiring, promotion, suspension and discharging of all employees of the Town except the Department Heads subject to the provisions of personnel policies and regulations adopted by Council; b) make recommendations to Council with respect to matters relating to the Department Heads including their appointment, promotion, discipline, demotion, suspension and dismissal;
21 c) be the Chief Administrative Officer of the Town and all Department Heads, Officers, employees and agents of the Town are subject to his supervision; d) co-ordinate and direct all employee/labour relations and personnel related matters of the Town; e) co-ordinate the collective bargaining and negotiations of contracts between the Town and trade unions or employees' associations concerning wages, salaries, benefits and working conditions and recommend to Council agreements with respect to such matters; and upon approval of the agreements by Council shall be responsible for their administration; f) arrange for in-service or other training programs to enhance the skills and capabilities of Town employees.
6. ORGANIZATION ADMINISTRATION
a) It shall be the duty and responsibility of the Chief Administrative Officer to submit for Council's approval recommendations to create, eliminate and/or reorganize any department of the Town as he may consider necessary and proper to fulfil the functional obligations of the government; b) It shall be the duty and responsibility of the Chief Administrative Officer to direct frequent review of the organization's operations and initiate organizational management and communications changes as required and report the outcome of these reviews to Council; c) It shall be the duty and responsibility of the Chief Administrative Officer to review all policy matters before they are put on the Council agenda.
7. PURCHASING AUTHORITY a) The Chief Administrative Officer shall establish policies and procedures for procurement of goods and services within limits set by Council. b) The Chief Administrative Officer shall have the overall responsibility for purchasing on behalf of the Town with authority to purchase all materials, supplies and services, and to enter into contracts involving an expenditure not exceeding $25,000 in accordance with the approved budget and any purchasing by-laws.
c) Authority is hereby allowed to the Chief Administrative Officer to accept all tenders which do not exceed the Chief Administrative Officer's purchasing limit subject to the following limitations: (i) Council has provided appropriations therefore and specifications exist;
(ii) that the contract be awarded to the lowest qualified bidder;
(iii)that the Chief Administrative Officer shall provide the Town council with a quarterly report of all such tender offers and acceptances.
d) supervise the performance of all contracts or agreements entered into by the Town and satisfy himself that all conditions related thereto have been fulfilled in accordance with the provision of such contracts or agreements as approved by Council;
22 e) In the case of an emergency, the Chief Administrative Officer has authorization to spend whatever monies are necessary to acquire materials, supplies or services in order to deal with the emergency on the condition that a full report is submitted to Council afterwards. f) the Chief Administrative Officer or his authorized delegate may enter into joint purchasing contracts with others where price or quality advantage may be gained. s. GENERAL PROVISIONS a) It is expressly implied that Council authorizes the Chief Administrative Officer to delegate such responsibility as is herein assigned to his office for the purpose of establishing an efficient and workable administrative structure. The delegation of authority of this by-law must not be inconsistent with any Act of the Province of Ontario. b) To the extent that it is necessary, the Chief Administrative Officer is hereby authorized to establish such Administrative Committees as he considers necessary.
c) It is the responsibility of the Chief Administrative Officer to be kept fully informed of the transactions of all Committees and Commissions appointed by Council and to further provide coordination with committees outside of the scope of the Council's legislative power but pertinent to the daily operations of the business of the Town. d) the Chief Administrative Officer carry out such additional duties and exercise such additional responsibilities as may be required in the interests of the Town and as Council may assign to him.
9. That this by-law shall come into force and effect on the date of passing.
READ a first time this Seventeenth day of October, 1994.
READ a second time this seventeenth day of October, 1994.
READ a third time and finally passed this Seventeenth day of October, 1994.
23 Town of Ajax Report
Report To: General Government Committee
Prepared By: Rassle Solaiman, Capital Projects Coordinator
Subject: Contract Award – Lakeview Boulevard Reconstruction & Top Lift
Ward(s): 3
Date of Meeting: September 14, 2020
Reference: Capital Account No.1013811.5870/4108 Road Resurfacing 2020 – FGT RFT No. T20026 – Lakeview Boulevard Reconstruction & Top Lift RFS No. S20016 – Contract Administration ~ Lakeview Boulevard Reconstruction & Top Lift
Recommendation:
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.
Background:
Lakeview Boulevard is a local road that runs parallel to Lake Ontario between Pickering Beach Road and Shoal Point Road. Lakeview Boulevard serves the community and the residents of Ajax with access to the waterfront and various shoreline amenities including a playground, trails, tennis court, baseball diamond, open spaces and two parking lots.
On May 30, 2018 Staff awarded the construction contract for the re-alignment of the central segment of Lakeview Boulevard between Poplar Avenue and Maple Avenue to Mar-King Construction Company. The road re-alignment was in line with the Ajax Shoreline Improvement Strategy Master Plan prepared by LAND inc. dated June 17, 2011. The recommendation was to provide a more usable shoreline, more amenity space and improve the experience and quality of the overall shoreline. The road re-alignment work was completed in 2019.
In addition to the top lift of asphalt on the re-aligned portion of Lakeview Boulevard, the east and west segments of Lakeview Boulevard from Pickering Beach Road South to Poplar Avenue and from Maple Avenue to Shoal Point Road respectively were identified for reconstruction (Figure 1). This reconstruction will feature the elimination of the four (4) existing parking stalls that exist on the south side of Lakeview Boulevard immediately east of Pickering Beach Road.
24 Subject: Contract Award – Lakeview Boulevard Reconstruction & Top Lift Page 2
The proposed road reconstruction of Lakeview Boulevard is approximately 306m in length and includes 445m of new Multi-Use Trail including the realignment of an existing trail spanning approximately 54m (Figure 2). The road reconstruction will improve road conditions, while the new multi-use trail construction, along with the existing trail realignment, will provide dedicated trails for active and passive modes of transportation for a safer trail experience.
The Lakeview Boulevard Reconstruction and Top Lift design and tender documents were completed in July 2020.
The scope of work for the Lakeview Boulevard Reconstruction and Top Lift include the following:
Full depth reconstruction of Lakeview Boulevard from Pickering Beach Road South to Poplar Avenue and from Maple Avenue to Shoal Point Road Construction of new Traffic Calming Speed Tables (speed humps) New 3.0m wide Multi-Use Trails Relocation of existing 3.0m wide Multi-Use Trails Installation of new P-Gates Hot mix asphalt paving Grading and drainage Construction of new curb and gutter Installation of CSP Culverts Installation of new LED street lights Installation of new signage and pavement markings Installation of new trail signage
Figure 1: Lakeview Boulevard Reconstruction Full Depth Limits (Red) & Top Lift Asphalt Limits (Blue)
25 Subject: Contract Award – Lakeview Boulevard Reconstruction & Top Lift Page 3
Figure 2: New Multi-Use Trail (Red) & Trail Re-Alignment (Yellow)
Figure 3: Typical Urban Cross Section of Lakeview Boulevard
26 Subject: Contract Award – Lakeview Boulevard Reconstruction & Top Lift Page 4
Figure 4: Typical Rural Cross Section of Lakeview Boulevard
As provided for under the Purchasing By-Law, this contract was awarded by the CAO and Director of Finance/Treasurer (or their designates) and Mayor, during Council’s Recess Period.
Discussion:
Construction Contract
Request for Tender (RFT) documents were posted to the Town’s eBidding platform and 22 prospective bidders registered for the opportunity with bids being received from 4 of these, prior to the closing on August 10, 2020. Listed below is a summary of the bids received:
NAME OF BIDDER TOTAL TENDER AMOUNT
Blackstone Paving & Construction Limited $ 878,138.82
Dufferin Construction Company $ 887,659.18 Ashland Construction Group Ltd. $ 918,079.80
Elirpa Construction & Materials Ltd. $ 1,019,926.41
Contract Administration and Material Testing
The current Purchasing By-Law allows for purchases through negotiations, under certain conditions, more specifically, “where, at the discretion of the Department Head, in consultation with the Manager of Purchasing, it is deemed to be in the best interest of the municipality to negotiate with vendors.”
TMIG has completed the detail design including providing submission to TRCA for permits. They are best suited to provide Contract Administration and Material Testing for the work as they are familiar with all the site conditions having completed the detail design. It is in the best 27 Subject: Contract Award – Lakeview Boulevard Reconstruction & Top Lift Page 5
interest of the Town to single source the Contract Administration and Material Testing contract to TMIG provided that staff have followed the procedure in having the discussion with the Manager of Purchasing in advance of contacting a vendor.
Contract commencement is September 7, 2020 and completion is expected by November 30, 2020.
Financial Implications:
Capital Account No. 1013811.5870/4108 Road Resurfacing – 2020 FGT
Approved Capital Budget $1,050,000.00
Construction Contract (net of HST rebate) $790,791.20 Contingency (10%) $ 79,079.12 Contract Administration Contract (net of HST rebate) $ 71,467.06
Contingency (10%) $ 7,146.70 $948,484.08
Available Budget $101,515.92
The Available Budget will be used for the detailed design of Range Line Road between Pickering
Beach Road and Shoal Point Road.
A 10% contingency has been identified to ensure sufficient funding is available to address site specific issues that can be encountered during construction. Risk factors for this project include:
Unusual soil or base conditions, site conditions different than those anticipated
Unanticipated utilities encountered during the construction
Contamination of soil, and/or Poor weather conditions.
These risks can cause delays, necessitating additional material and labour associated with construction.
The Capital Detail Sheet is attached for information.
Communication Issues:
A Notice of Construction will be issued ten (10) days prior to the start of construction and will be posted on the Town’s website, Social Media and the local paper.
Signage will be posted a minimum of 10 days in advance of construction and be arranged through the Town’s Road Occupancy/Road Closure By-Law. As per the By-Law, notices will be sent to residents, emergency services and transit prior to the construction. All efforts will be made to complete the construction work as quickly and efficiently as possible to minimize the impact to public.
It is expected that the reconstruction will be completed by November 30, 2020.
28 Subject: Contract Award – Lakeview Boulevard Reconstruction & Top Lift Page 6
Relationship to the Strategic Plan:
This report aligns with the following section of the 2018-2022 Strategic Plan – Stronger Together:
Focus Area: Investing in our Community Goal 4: Modernizing existing municipal infrastructure and other assets
Conclusion:
Staff awarded the contract for Lakeview Boulevard Reconstruction and Top Lift to Blackstone Paving & Construction Limited as well as the Contract Administration to The Municipal Infrastructure Group, during Council’s recess period, all in accordance with the Town’s Purchasing By-Law.
Attachments:
ATT-1: Capital Detail Sheet 1013811 Road Resurfacing – 2020 FGT
Prepared by:
Rassle Solaiman – Capital Projects Coordinator
Submitted by:
Dave Meredith – Acting Director of Operations & Environmental Services
Approved by:
Shane Baker – Chief Administrative Officer
Dianne Valentim – Director of Finance/Treasurer
29 Subject: Contract Award – Lakeview Boulevard Reconstruction & Top Lift Page 7
Shaun Collier – Mayor
30 TOWN OF AJAX 2020 CAPITAL BUDGET / 2021-2024 LONG RANGE CAPITAL FORECAST DETAIL SHEET
Department Operations & Environmental Services Section Infrastructure Engineering Project Name Rd Resurfacing - 2020 FGT Submitted By Ranil Fernando, Acting Manager of Infrastructure & Asset Management Start Year 2020 Project Number 1013811 PROJECT DESCRIPTION / JUSTIFICATION Scope: The scope of work includes the resurfacing of roads, geotechnical investigations, design, road patching, curb replacements and sidewalk repairs.
Rationale: The resurfacing of municipal roads and associated repairs are a critical component of the Town’s infrastructure maintenance program. The roads to be resurfaced and/or reconstructed each year are prioritized based on the Town’s Pavement Management System and coordinated with the Region of Durham's construction projects.
Federal Gas Tax Reserve Fund: Road Location Pickering Beach Road to Poplar Ave. and Maple Ave. to Lakeview Blvd. (Reconstruction) Shoal Point Road Lakeview Blvd. (Top Lift 40mm) Poplar Avenue to Maple Avenue Rangeline Road (Design) Pickering Beach Road to Shoal Point Road
EXPENDITURES / FUNDING
20202021 2022 2023 2024 Total Total Expenditures 1,050,000 1,050,000
Federal Gas Tax Reserve Fund 1,050,000 1,050,000 Total Funding 1,050,000 1,050,000
31 TOWN OF AJAX 2020 CAPITAL BUDGET / 2021-2024 LONG RANGE CAPITAL FORECAST DETAIL SHEET
Road Resurfacing - 2020 FGT
32 Town of Ajax Report
Report To: General Government Committee
Prepared By: Ranil Fernando, Manager of Infrastructure and Asset Management
Subject: Contract Award – Range Road Reconstruction
Ward(s): 3
Date of Meeting: September 14, 2020
Reference: Capital Account – 997111 Range Road Reconstruction
Report to General Government Committee, Contract Award – Range Road Reconstruction, May 13, 2019
Region of Durham, RFT D2020-45 ~ Road and Watermain Construction on Range Road, Watermain Construction on Lake Ridge Road and Ontoro Boulevard in the Town of Ajax.
Recommendation:
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:
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.
Background:
Range Road between Ashbury Boulevard and Lake Ridge Road is currently an unpaved, rural road that requires extensive annual maintenance and is in need of reconstruction to meet the current Town Standards. 33 Subject: Contract Award – Range Road Reconstruction Page 2
On July 21, 1997 the Town of Ajax and Runnymede Developments Corporation Limited entered into a Residential Subdivision Agreement. As part of this agreement, Runnymede is responsible for 50% of the costs associated with the design and reconstruction of Range Road to a 9.0m paved rural cross section. The Town of Ajax is responsible for funding the remaining 50% of the cost.
On July 4, 2016 Staff awarded the contract for the relocation of hydro poles on Range Road to Veridian Connections in order to facilitate the reconstruction of Range Road. The pole relocation project was completed by Veridian in September 2016.
On April 12, 2018 Staff awarded the contract for Design Updates and Preparation of Tender Documents to TMIG for the Range Road Reconstruction project. Range Road falls within the regulation limit of the Central Lake Ontario Conservation Authority (CLOCA). A small area of wetland lies within the Range Road right of way as well as a creek (Warbler Creek) flowing through the existing road culvert. The detail design proposed to replace the existing culvert with a twin culvert and as a result, the Town was required to obtain a CLOCA permit. In September 2018, CLOCA provided additional comments on the project and requested updated drawings. In addition, the Town was required to obtain a Permit to Collect Fish from the Ministry of Natural Resources and Forestry (MNRF) prior to construction. All required permits and the updated tender documents were completed in January 2019.
In February 2019, the Town undertook a Request for Pre-Qualification [RPQ No. PQ1903] for Pre-Qualification General Contractors ~ Various Road Construction & Watermain to cover Road and Watermain Construction requirements. This RPQ resulted in the appointment of ten pre- qualified Bidders.
On May 13, 2019 Staff brought forward a report to its General Government Committee (GGC) meeting recommending the contract award for the reconstruction of Range Road. At the subsequent council meeting on May 21, 2019 the following resolution was approved by Council:
Motion to Defer
Moved by: S. Collier Seconded by: S. Lee
1. That recommendation 4.7 of the General Government Committee Report of May 13, 2019, be deferred until a decision regarding the Ontoro watermain installation project is made by the Region of Durham; and
2. That if, during the Council recess period, a decision is made by the Region of Durham not to proceed with the Ontoro watermain installation project, that:
a) Staff be directed to award the contract for Range Road Reconstruction to Mar- King Construction Company Ltd. in the amount of $1,461,884 .76 (inclusive of all taxes); and
b) That Council approve the following funding, to be allocated to Capital Account No. 997111:
Development Charges Reserve Fund $53,294.80 Development Reserve $38,583.88
Total $91,878.68
34 Subject: Contract Award – Range Road Reconstruction Page 3
On July 30, 2019 the staff received a letter from the Region of Durham indicating that the Regional staff conducted a petition for a watermain on Range Road and Ontoro Boulevard, in order to service approximately 44 properties in the Town of Ajax. The letter stated that the process of the petition undertaken satisfied the requirements in which at least two-thirds of the affected property owners indicated that they were in favour of the construction of the watermain.
In January 2020, the Region of Durham advised Town staff that the Region’s capital water and sewer budget was approved at the December 2019 Regional Council meeting and that it included the Range Road watermain reconstruction work. The intent was to combine efforts with the Town of Ajax and tender the watermain work along with the Town’s reconstruction of Range Road.
On July 7, 2020 the Region of Durham provided the Bid Analysis for the Request for Tender (RFT) D2020-45 ~ Road and Watermain Construction on Range Road, Watermain Construction on Lake Ridge Road and Ontoro Boulevard in the Town of Ajax.
The scope of work for the Reconstruction of Range Road is as follows:
New watermain and service connections Full depth road reconstruction Rural cross section with ditches Two lanes of traffic, 3.5m wide each New 1.8m x 1.2m concrete box culvert at Warbler Creek as per CLOCA requirements Pavement markings and new signage
Figure 1: Typical Cross Section of Range Road During construction, access will be maintained to all residences.
Frontage Charges:
On July 8, 2020 the Regional Municipality of Durham, Commissioner of Works, brought forward a report to the Region’s Works Committee for a By-law to authorize the construction of a watermain and the imposition of water frontage and connection charges upon the property owners abutting Range Road, Lake Ridge Road South and Ontoro Boulevard, in the Town of Ajax. The Town will be required to remit the frontage fee to Region upon the watermain being deemed functional. 35 Subject: Contract Award – Range Road Reconstruction Page 4
Of the 44 properties identified in the Region’s report, two properties are vacant lots owned by the Town of Ajax. These properties are shown on Figure 2. As indicated in the report to the Works Committee, frontage charges (not including HST) for the two properties are as follows:
Site Description of Property Frontage Subject to Lump Sum Cash Payment Sanitary Rates $459.40/ m (Metres) 1 Vacant Lot 105.20 $48,329.30 2 Vacant Lot 160.00 $73,504.64 Total Required Funding $121,833.94
Figure 2: Range Road – Town owned properties
Since the two Town of Ajax owned lots are currently vacant, connection charges are not required at this time.
Discussion:
On June 8, 2020 the Region of Durham published a Request for Tender, RFT No. D2020-45 ~ Road and Watermain Construction on Range Road, Watermain Construction on Lake Ridge Road and Ontoro Boulevard in the Town of Ajax.
The RFT documents were taken by 39 prospective bidders with bids being received back from nine of these, prior to the closing on July 3, 2020. Listed below is a summary of the bids received posted on the Region of Durham website (not including HST):
NAME OF BIDDER TOTAL TENDER AMOUNT Dufferin Construction Company, A division $2,742,362.04 of CRH Canada Group Inc. Harvie Construction Inc. $2,883,864.98
JCR Contracting Ltd. $2,942,749.00
36 Subject: Contract Award – Range Road Reconstruction Page 5
Blackstone Paving & Construction Limited $2,995,967.10
Ambler & Co. Inc. $3,041,972.54
Nick Carchidi Excavating Limited $3,135,213.20
Elirpa Construction & Materials Ltd. $3,135,613.89
DIG-CON INTERNATIONAL LIMITED $3,487,700.70
614128 Ontario Ltd o/a Trisan Construction $3,967,765.10
Project Time Frame:
The proposed timing for the Range Road Reconstruction project is as follows:
Contractor is expected to mobilize August 24, 2020 Phase 1 includes Range Road and Lakeridge Road, completion Fall 2020 (weather dependent) Phase 2 includes Ontoro Boulevard, completion Spring 2021
Financial Implications:
Capital Account No.997111 – Range Road Reconstruction
Approved Capital Budget Town Portion $712,500.00 Developer Contribution Developer Portion $712,500.00 Total Budget $1,425,000.00
Previous Awards/Expenditures TMIG – Peer Review (OP110796) $5,640.86 BMC – Layout Services (OP111195) $1,017.60 Davey Tree Expert Co. (OP111414) $4,640.24 Central Lake Ontario Conservation Auth. $837.50 TMIG – Contract Admin & Geotech $741.58 TMIG – Inspection/ Shop Drawing $15,264.00 $28,141.78 Review (PO 115523)
Available Budget $1,396,858.22
Current Award Region of Durham (net of HST rebate) $1,918,973.19 Contingency (15%) $287,845.98 $2,206,819.17
Over Budget $809,960.95
37
Subject: Contract Award – Range Road Reconstruction Page 6
A 15% contingency has been identified to ensure sufficient funding is available to address site specific issues that can be encountered during construction. Risk factors for this project include:
Unusual soil or base conditions, site conditions different than those anticipated, Unanticipated utilities encountered during the construction, Additional environmental management required due to proximity to creeks, Dewatering requirements, Contamination of soil, and/or, Poor weather conditions.
These risks can cause delays, necessitating additional material and labour associated with construction.
The over budget amount of $809,960.95 will be shared between the Town and the Developer and funded as follows:
Developer Contribution $ 404,980.48 Development Charges - 2018 $ 234,888.67 Development Reserve $ 170,091.80 $ 809,960.95
Capital Account No. 1017811 – Frontage Charges from Watermain Installation on Range Rd.
The Frontage Charge – Range Road Watermain Installation is an unbudgeted Capital Project. Estimated charges in the amount of $123,978.22 will be due to the Region upon request, immediately after the watermain is deemed to be functional.
Funding not to exceed $123,978.22, will be allocated from Capital Contingency Reserve. Any variance in final costs will be reported to Council through the Capital Closing process.
Communication Issues:
A Notice of Construction will be issued by the Region of Durham prior to the start of construction and will be circulated to residents and businesses in the immediate area as well as posted on the Town’s website.
All road closure signage will be posted a minimum of 10 days in advance of the closure and be arranged through the Town’s Road Occupancy/Road Closure By-Law. As per the By-Law, notices will be sent to nearby residents, emergency services and transit prior to all road closures. All efforts will be made to complete the construction work as quickly and efficiently as possible to minimize the duration of the road closures.
Relationship to the Strategic Plan:
This report aligns with the following section of the 2018-2022 Strategic Plan – Stronger Together:
Focus Area: Investing in our Community Goal 4: Modernizing existing municipal infrastructure and other assets
38 Subject: Contract Award – Range Road Reconstruction Page 7
Conclusion:
It is the recommendation of staff that the Region of Durham be awarded the contract for the completion of the Range Road reconstruction project in conjunction with the watermain installation work on Range Road and Ontoro Boulevard. Staff have assessed the results of the Region of Durham Request for Tender, RFT No. D2020-45 ~ Road and Watermain Construction on Range Road, Watermain Construction on Lake Ridge Road and Ontoro Boulevard in the Town of Ajax and determined that Dufferin Construction Company, A division of CRH Canada Group Inc. being the lowest bidder have met the Town of Ajax minimum specifications.
Attachments:
ATT-1: 997711 – Range Road Reconstruction
ATT-2: The Region Municipality of Durham Works Committee Report, Dated July 8, 2020
Prepared by:
Ranil Fernando – Manager, Infrastructure and Asset Management
Submitted by:
Dave Meredith – Acting Director, Operations and Environmental Services
Approved by:
Shane Baker – Chief Administrative Officer
Approved by:
Shaun Collier – Mayor 39 TOWN OF AJAX 2018 CAPITAL BUDGET / 2019-2022 LONG RANGE CAPITAL FORECAST DETAIL SHEET
Department Operations & Environmental Services Section Infrastructure Engineering Project Name Range Road Reconstruction Submitted By Catherine Bridgeman, Manager of Infrastructure & Asset Management Start Year 2018 Project Number 0997111
PROJECT DESCRIPTION / JUSTIFICATION Scope: Full depth reconstruction of Range Road from Ashbury Blvd. to Lake Ridge Road to a rural section.
Rationale: Range Road is currently an unpaved, rural road that requires considerable maintenance and needs to be reconstructed to meet current Town standards. This road may eventually provide a future link from the Lakeside Subdivision to Lake Ridge Road and the Highway 401 interchange at Lake Ridge Road. However, upgrades to Lake Ridge Road south of Bayly Street must be completed before opening the link. The timing for the reconstruction of Lake Ridge Road is not yet known as the road is under the jurisdiction of the Town of Whitby.
Reference: 2013 DC Background Study, Ref. B-34, Item 23.
Schedule: Construction: 2018
EXPENDITURES / FUNDING
2018 2019 2020 2021 2022 Total Total Expenditures 1,425,000 1,425,000
Development Reserve 299,000 299,000 Development Charges - 2013 413,000 413,000 Recoveries - External 713,000 713,000 Total Funding 1,425,000 1,425,000
Annual Operating Costs 1,000 1,000 1,000 1,000 1,000
40 TOWN OF AJAX 2018 CAPITAL BUDGET / 2019-2022 LONG RANGE CAPITAL FORECAST DETAIL SHEET
Range Road Reconstruction
41 If this information is required in an accessible format, please contact 1-800-372-1102 ext. 3540.
The Regional Municipality of Durham Report
To: Works Committee From: Commissioner of Works Report: #2020-W-38 Date: July 8, 2020
Subject:
A By-law to Authorize the Construction of a Watermain and the Imposition of Water Frontage and Connection Charges Upon the Property Owners Abutting Range Road, Lake Ridge Road South and Ontoro Boulevard, in the Town of Ajax
Recommendation: That the Works Committee recommends to Regional Council: That a by-law generally in the form included as Attachment #1 to this report to authorize construction of a watermain and the imposition of water frontage and connection charges upon the property owners of 44 properties abutting Range Road, Lake Ridge Road South and Ontoro Boulevard, in the Town of Ajax, be approved.
Report:
1. Purpose
1.1 The purpose of this report is to provide a construction and imposition by-law for the construction of a watermain on Range Road, Lake Ridge Road South and Ontoro Boulevard, in the Town of Ajax (Attachment #1). The approval of this by- law is required under Section 5 of Ontario Regulation 586/06 under the Municipal Act, 2001, S.O. 2001, C. 25.
2. Background
2.1 A successful petition for a watermain in keeping with Section 5 of Ontario Regulation 586/06 under the Municipal Act, 2001, S.O. 2001, C. 25 was completed in 2019 for Range Road, Lake Ridge Road South and Ontoro Boulevard, in the Town of Ajax.
42 Report #2020-W-38 Page 2 of 4
2.2 Owners were notified of the results of the petition in October 2019 as per Works Committee Report #2019-W-70.
3. Tender and Frontage and Connection Charges
3.1 Tenders have been received for Region of Durham Contract D2020-045 for the construction of a 200-millimetre diameter watermain required to service Range Road, Lake Ridge Road South and Ontoro Boulevard, in the Town of Ajax with the lowest compliant bid having been submitted by Dufferin Construction Company, A Division of CRH Canada Group Inc. (Dufferin) in the total bid amount of $2,742,362.04.
3.2 Passing of a by-law is required prior to awarding to the lowest compliant bidder.
3.3 Upon completion of the watermain, each property owner will be required to make an application to the Region for permission to connect to the watermain prior to obtaining water service. A connection charge based on the tender price of $4,222.22 per 19 millimetre (mm) connection and $6,000 per 25 mm connection for residential properties must be paid prior to obtaining water service.
3.4 It is anticipated that construction will commence in the summer of 2020 and will be completed in the summer of 2021.
4. Financial Implications
4.1 The total Regional share of the project costs in the amount of $1,371,561 includes engineering, contingencies and miscellaneous costs of $1,197,561 for the watermain and $174,000 for the water connections. The Town of Ajax is responsible for the remaining project costs which have been estimated to be approximately $2,111,000, as this is a joint project with the Town of Ajax for the planned rehabilitation of Range Road. The project will be financed from the following sources:
43 Report #2020-W-38 Page 3 of 4
Regional Approved Financing
Item #101 - Watermain on Range Road, Lakeridge Road and Ontoro Boulevard (A1805)
Original Approved Project Variance Tender Costs Costs $372,000 ($198,000) $174,000 User Revenue/ Connections $1,428,000 ($230,439) $1,197,561 Estimated Frontage Charges/Debentures (44 properties) $1,800,000 ($428,439) $1,371,561 Total Financing
4.2 Frontage charges will be imposed on each property owner following completion of the work as shown on Schedule A (Attachment #1).
4.3 The Central Lake Ontario Conservation Authority’s share of the cost will be funded by the Region in the form of a one-time special levy up to an amount not exceeding $84,473 based on approval received from Regional Council Report # 2019-F-11.
4.4 Connection charges will be payable to the Region upon application for permission to obtain water service.
5. Conclusion
5.1 It is recommended that the Regional Municipality of Durham approve a by-law to authorize the construction of a watermain and the imposition of frontage and connection charges upon the property owners of 44 properties abutting Range Road, Lake Ridge Road South and Ontoro Boulevard, in the Town of Ajax.
5.2 This report has been reviewed by the Finance Department and the Corporate Services Department – Legal and Legislative Services Divisions.
5.3 For additional information, please contact Mike Hubble, Development Approvals, at 905-668-7711, extension 3460.
44 Report #2020-W-38 Page 4 of 4
6. Attachments
Attachment #1: Draft Imposition By-Law and Schedule A
Respectfully submitted,
Original signed by John Presta for: Susan Siopis, P.Eng. Commissioner of Works
Recommended for Presentation to Committee
Original signed by: Elaine C. Baxter-Trahair Chief Administrative Officer
45 Attachment #1 to Report #2020-W-38
By-law Number ______2020 of The Regional Municipality of Durham
Being a by-law to authorize the construction of a watermain and the imposition of a water works rate upon the owners or occupants of lands who derive a benefit from the construction of a watermain (“water works”) to be constructed on Range Road, Lake Ridge Road South and Ontoro Boulevard, in the Town of Ajax, in the Regional Municipality of Durham (the Lands”).
Whereas the Regional Municipality of Durham proposes to construct water works in the Town of Ajax, in the Regional Municipality of Durham, on Range Road, Lake Ridge Road South and Ontoro Boulevard at an estimated cost of $1,197,561 and to impose a water works rate upon the owners or occupants of the Lands who derive or will or may derive a benefit from the water works;
And Whereas Section 5 of Ontario Regulation 586/06 under the Municipal Act, 2001, S.O. 2001, C. 25 authorizes a municipality to impose a fee or a charge for capital costs related to sewage or water services or activities;
And Whereas it is desirable that the water works to service the Lands be constructed as improvements to the water works system of The Regional Municipality of Durham.
And Whereas the estimated cost of the water works is $1,197,561 and it is proposed to recover the cost of the water works through frontage charges together with interest thereon at the rate to be established at the prime rate of the Region’s financial institution plus 1.5 percent per annum, with the prime rate based on the date the final letter outlining fees owing is issued, through the imposition of a water rate on the owners or occupants of the Lands who derive or will or may derive a benefit from the water works.
And Whereas the Regional Council did approve this project and thereby declared the construction of the water works to be desirable in the public interest, and it being necessary for such construction to finance a sum not exceeding $1,197,561.
And Whereas the estimated cost of the connections is $174,000 and it is proposed to recover the cost of the connections together with interest at the time an application is made by each property owner for permission to connect to the watermain prior to obtaining water service.
Now therefore, the Council of The Regional Municipality of Durham hereby enacts as follows:
1. A water works rate is hereby imposed upon the owners or occupants of the Lands and in the amounts and with the frontages as set out in Schedule “A”.
46 Attachment #1 to Report #2020-W-38
2. A water works rate shall be imposed for a period of ten (10) or fifteen (15) years at the option of the property owner and shall be computed as a metre frontage rate per annum on the Lands that receive an immediate benefit from the water works.
3. The owners or occupants of the Lands may pay the total rates hereby imposed in equal annual instalments over a period of ten (10) or fifteen (15) years at the option of the property owner or may commute such water works rate for a lump sum cash payment as shown in Schedule “A”.
4. The total estimated cost of the water works described in Works Committee Report #2020-W-038, dated July 8, 2020 is $1,197,561 which will be financed from Frontage Charges.
5. Schedule “A” attached hereto forms part of this By-law.
6. The Regional Municipality of Durham (“Region”) shall approve the construction of the water works to service the Lands at an estimated cost of $1,197,561.
7. The water works shall be carried on and extended under the superintendence and according to the direction of the Commissioner of Works of the Region.
8. The total estimated cost of the water works is $1,197,561 and it is proposed to fully recover the sum together with interest thereon at the rate to be established at the prime rate of the Region’s financial institution plus 1.5 percent per annum, with the prime rate based on the date the final letter outlining fees owing is issued, through the imposition of a water rate on the owners or occupants of the Lands who derive or will or may derive a benefit from the water works.
9. The sum of $1,197,561 will be debentured for a period not exceeding fifteen (15) years, which will be retired by the imposition of a water rate on the owners or occupants of the Lands who derive or will or may derive a benefit from the water works.
10. Pending the issue and sale of debentures in the total sum of $1,197,561, the Region may borrow upon the credit of the Region at large by way of temporary advances, such sum or sums as may be required for that purpose but not exceeding in aggregate the sum of $1,197,561 and the Chair and Treasurer of the Region are hereby authorized to sign and deliver to the lender such promissory note or notes as may be required from time to time for the repayment of the monies so borrowed at such rate of interest as may be agreed upon with the lender and to affix to such promissory note or notes the seal of the Region.
11. The total estimated cost of the connections is $174,000 and it is proposed to fully recover the cost of the connections together with interest at the time an application is
47 Attachment #1 to Report #2020-W-38
made by each property owner for permission to connect to the watermain prior to obtaining water service.
12. In respect of the temporary advances authorized by this by-law, the Chair and the Treasurer of the Region are hereby authorized to hypothecate to the lender as collateral security for any sum or sums so borrowed and interest thereon, any debentures which may be issued to defray the cost of the water works undertaken under this by-law, and the proceeds of the sale of the said debentures or as much thereof as may be necessary shall be paid to the lender in satisfaction of the sum or sums so borrowed and interest thereon.
13. This by-law shall be deemed to come into force and effect on the XX day of XX, 2020.
The By-law Read and Passed on the 29th day of July 2020.
J. Henry, Regional Chair and CEO
R. Walton, Regional Clerk
48 Attachment #1 to Report #2020-W-38
Watermain Petition - Range Road, Lake Ridge Road South and Schedule A Ontoro Boulevard, in the Town of Aiax
Owner Description of Frontage Lump Sum Response Assessed Frontage Property Subject to Cash from Value of Subject to Sanitary Rates Payment Petition Lands as per Water Rates (Metres) $459.40 Im MPAC (Metres)
101 Range Rd . Con BF Range 2, N Pt Lot 2 74.40 $34,179.66 Ajax, ON L 1Z 1X2 18 05 050 014 114 00 (25mm)
91 Range Rd . Con BF Range 2, N Pt Lot 2 75.40 $34,639.06 Ajax, ON L 1Z 1X2 Zoned Agricultural with Dwelling 18 05 050 014 113 00 (25mm) & Barn
1220 Ellesmere Road, Unit 19 Con BF Range 2, N Pt Lot 2 150.30 $69,048.42 Scarborough, ON M1P 2X5 18 05 050 014 112 00 Vacant Lot Zoned PC
65 Harwood Avenue South Con BF Range 2, N Pt lot 2 105.20 $48,329.30 Ajax, ON now Pt 1, Plan 40R-24114 L 1S 2H9 18 05 050 014 111 00 Vacant Lot Zoned PC
53 Range Road Plan 525 Pt Blk M 15.24 $7,001.32 Ajax, ON L 1Z 1X2 18 05 050 014 053 00 (25mm)
51 Range Rd . Plan 525 Pt Blk M 12.19 $5,601.05 Ajax, ON L 1Z 1X2 18 05 050 014 052 00 (25mm)
47 Range Rd . Plan 525 Pt. Blk M & Lot 9 33.53 $15,402.90 Ajax, ON
49 Attachment #1 to Report #2020-W-38
Watermain Petition - Range Road, Lake Ridge Road South and Schedule A Ontoro Boulevard, in the Town of Ajax
Owner Description of Frontage Lump Sum Response Assessed Frontage Property Subject to Cash from Value of Subject to Sanitary Rates Payment Petition Lands as per Water Rates (Metres) $459.40 Im MPAC (Metres) L 1Z 1X2 18 05 050 014 050 00 (25mm)
41 Range Rd . Plan 525 Lot 8 22.86 $10,501.98 Ajax, ON L 1Z 1X2 18 05 050 014 048 00 (25mm)
31 Range Rd. Plan 525 Lot 4 to 7 Lot 56 97.40 $44,745.95 Ajax, ON L 1S 4S7 18 05 050 014 044 00 (25mm) incl. radius rectangle
21 Range Rd . Plan 525 Lot 3 Pt Lot 2 36.58 $16,803.16 Ajax, ON L 1Z 1X2 18 05 050 014 042 00 (25mm)
15 Range Rd . Plan 525 Lot 1 Pt Lot 2 24.38 $11,202.11 Ajax, ON Now RP 40R-11223 Part 1 L 1Z 1X2 18 05 050 014 039 25 (25mm)
11 Range Rd. Con BF Range 2 Pt Lot 1 30.48 $14,002.63 RR 1 Stn. Delivery Centre Now RP 40R-11165 Part 1 Ajax, ON L15 457 18 05 050 014 039 20 (25mm)
9 Range Rd. Con BF Range 2 Pt Lot 1 30.48 $14,002.63 Ajax, ON Now RP 40R-11165 Part 2 L1Z 1X2 18 05 050 014 039 00 (25mm)
50 Attachment #1 to Report #2020-W-38
Watermain Petition - Range Road, Lake Ridge Road South and Schedule A Ontoro Boulevard, in the Town of Aiax
Owner Description of Frontage Lump Sum Response Assessed Frontage Property Subject to Cash from Value of Subject to Sanitary Rates Payment Petition Lands as per Water Rates (Metres) $459.40 Im MPAC (Metres)
1 Range Road Con BF Range 2 Pt Lot 1 60.96 $28,005.27 Ajax, ON Now RP 40R-11165 Part 3 L 1Z 1X2 18 05 050 014 039 10 (25mm)
1 Ontoro Blvd. Plan 525 Lot 27 Pt Lot 26, 51 53.04 $24,364.49 Ajax, ON Now RP 40R-7953 Part 2 L 1Z 1X6 18 05 050 014 057 10 (19mm)
7 Ontoro Blvd. Plan 525 Lot 28 Pt Lot 29 48.80 $22,418.92 Ajax, ON Now RP 40R-7953 Part 1 L 1Z 1X6 18 05 050 014 057 05 (19mm) incl. radius rectangle
17 Ontoro Blvd. Plan 525 Lot 31 Pt Lot 30 45.70 $20,994.76 Ajax, ON Now RP 40R-9525 Part 1 L 1Z 1X6 18 05 050 014 059 10 (19mm) incl. radius rectangle
23 Ontoro Blvd. Plan 525 Lot 32 24.38 $11,202.11 Ajax, ON L 1Z 1X6 18 05 050 014 061 00 (19mm)
27 Ontoro Blvd. Plan 525 Lot 33, 34 48.77 $22,404.21 Ajax, ON Now RP 40R-19427, Part 1 L 1Z 1X6 18 05 050 014 062 00 (19mm)
8 Brookvalley Avenue Plan 525 Lot 35, Pt Lot 36 28.65 $13,162.38 Brooklin, ON Now RP 40R-19427, Part 2
51 Attachment #1 to Report #2020-W-38
Watermain Petition - Range Road, Lake Ridge Road South and Schedule A Ontoro Boulevard, in the Town of Aiax
Owner Description of Frontage Lump Sum Response Assessed Frontage Property Subject to Cash from Value of Subject to Sanitary Rates Payment Petition Lands as per Water Rates (Metres) $459.40 Im MPAC (Metres} L 1M 1K6 18 05 050 014 064 02 (19mm) Re: 29 Ontoro Boulevard
36 Seton Park Road Plan 525 Lot 35, Pt Lot 36 20.12 $9,241.83 North York, ON Now RP 40R-19427, Part 3 M3C 3Z6 18 05 050 014 064 03 Vacant Lot - Ontoro Blvd.
8 Brookvalley Avenue Plan 525, Lots 37 to 47 57.30 $26,324.77 Brooklin, ON L 1M 1K6 18 05 050 014 064 00 Vacant Lot - Ontoro Blvd.
55 Ontoro Blvd. Plan 525 Blk E 15.24 $7,001.32 Ajax, ON L 1Z 1X6 18 05 050 014 070 00 (19mm)
57 Ontoro Blvd. Plan 525 Blk D 15.24 $7,001.32 Ajax, ON L 1Z 1X6 18 05 050 014 071 00 (19mm)
10 Fairhill Crescent Plan 525 Lot 10 to 15 42.00 $19,294.97 Toronto, ON Blk A to C Blk F M3A 1N6 18 05 050 014 069 00 (19mm) RE : 53 Ontoro Blvd.
58 Ontoro Blvd. Plan 525 Pt Blk G 10.97 $5,041.04 Ajax, ON L 1Z 1X6 18 05 050 014 093 00 (19mm)
52 Attachment #1 to Report #2020-W-38
Watermain Petition - Range Road, Lake Ridge Road South and Schedule A Ontoro Boulevard, in the Town of Aiax
Owner Description of Frontage Lump Sum Response Assessed Frontage Property Subject to Cash from Value of Subject to Sanitary Rates Payment Petition Lands as per Water Rates (Metres) $459.40 Im MPAC (Metres) 56 Ontoro Blvd. Plan 525 Pt Blk G, N 15.24 $7,001.32 Ajax, ON Now RP 40R-6830 Part 1, 2 L 1Z 1X6 18 05 050 014 092 00 (19mm)
52 Ontoro Blvd. Plan 525 Blk H, and Lot 16 30.48 $14,002.63 Ajax, ON L 1Z 1X6 18 05 050 014 090 00 (19mm)
48 Ontoro Blvd. Plan 525 Lot 17 25.60 $11,762.12 Ajax, ON Pt. Blk N being access in common L 1Z 1X6 18 05 050 014 089 00 (19mm)
2 Kinloch Court Plan 525 Blk I 15.24 $7,001 .32 Ajax, ON Pt. Blk N being access in common L 1Z 2C7 18 05 050 014 087 00 (19mm) Re: 44 Ontoro Blvd.
40 Ontoro Blvd. Plan 525 Lot 18 30.48 $14,002.63 Ajax, ON Pt. Blk N being access in common L 1Z 1X6 18 05 050 014 086 00 (19mm)
878 Bay Lawn Drive Plan 525, Blk J 30.48 $14,002.63 Pickering, ON Pt. Blk N being access in common L 1X 2N7 18 05 050 014 085 00 (19mm) Re: 38 Ontoro Blvd. Vacant Lot
32 Ontoro Blvd. Plan 525 Lot 19 30.48 $14,002.63 Ajax, ON Pt. Blk N being access in common L 1Z 1X6
53 Attachment #1 to Report #2020-W-38
Watermain Petition - Range Road, Lake Ridge Road South and Schedule A Ontoro Boulevard, in the Town of Aiax
Owner Description of Frontage Lump Sum Response Assessed Frontage Property Subject to Cash from Value of Subject to Sanitary Rates Payment Petition Lands as per Water Rates (Metres) $459.40 Im MPAC (Metres) 18 05 050 014 083 00 (19mm)
30 Ontoro Blvd. Plan 525 Blk K 15.24 $7,001.32 Ajax, ON Pt. Blk N being access in common L 1Z 1X6 18 05 050 014 082 00 (19mm)
26 Ontoro Blvd. Plan 525 Lot 20 25.30 $11,622.00 Ajax, ON L 1Z 1X6 18 05 050 014 081 00 (19mm)
18 Ontoro Blvd. Plan 525 Lot 21, 22 50.60 $23,244.46 Ajax, ON Pt. Blk N being access in common L 1Z 1X6 18 05 050 014 079 00 (19mm)
85 Wynn Road Plan 525 Pt Blk L 15.24 $7,001.32 North York, ON M2R 1T2 18 05 050 014 078 00 (19mm) Re: 16 Ontoro Blvd.
14 Ontoro Blvd. Plan 525 Pt Blk L, Pt Sylvan Dr 16.16 $7,421.67 Ajax, ON RP 40R-25280, being parts 1 & 2 L 1Z 1X6 18 05 050 014 077 00 (19mm)
2 Ontoro Blvd Plan 525 Lot 23 to 25 92.66 $42,567.92 Ajax, ON L 1Z 1X6 18 05 050 014 073 00 (19mm)
1180 Lakeridge Road S. Plan 525 Lot 48 to 50, 52, Pt. , 73.67 $33,844.29
54 Attachment #1 to Report #2020-W-38
Watermain Petition - Range Road, Lake Ridge Road South and Schedule A Ontoro Boulevard, in the Town of Aiax
Owner Description of Frontage Lump Sum Response Assessed Frontage Property Subject to Cash from Value of Subject to Sanitary Rates Payment Petition Lands as per Water Rates (Metres) $459.40 Im MPAC (Metres) Ajax, ON Lot 26, 51 Now RP 40R-11606 L 1Z 1X6 Parts 1 to 4 18 05 050 014 040 00 (25mm)
100 Whiting Avenue Con BF, Pt Lot 35, now 152.00 $69,829.41 Oshawa, ON RP 40R-10116, Parts 1 to 3 L 1H 3T3 Re: Conservation Land 18 09 020 001 04200 abutting Lake Ridge Road S
65 Harwood Avenue South Con BF, Range 3, South Part 160.00 $73,504.64 Ajax, ON Lot 1 L 1S 2H9 18 05 040 018 030 00 Re: Vacant Lot Range Road
1962 Yonge Street, Suite 200 Con BF, Range 3, Part Lot 1 242.30 $111,313.59 Toronto, ON Zoned Agricultural - Farming M4S 1Z4 Re: Vacant Lot Range Road 18 05 040 018 029 00
34 Eglinton Avenue West, Unit 404 Con BF, Range 3, South Part 406.00 $186,518.02 Toronto, ON Lot 2, now RP 40R-18965 M4R 2H6 being Part 1 Zoned Agricultural - Farming 18 05 040 018 031 00 (25mm) Re: 70 Range Road
Total 2,606.77 $1,197,561.48 Meters of Frontage
55 Town Of Ajax Report
Report To: General Government Committee
Prepared By: Greg Gibson, C.E.T. Development Engineering Coordinator
Subject: Assumption of Subdivision S-A-2003-01 Salem Achilles Subdivision and SWM Pond on Plan 40R-23926
Ward: 3
Date of Meeting: September 14, 2020
Reference: S-A-2003-01
Recommendations:
(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 “A”
(2) That the corresponding Assumption By-laws be prepared for an upcoming Council meeting.
Background:
The construction of works and services within the plans of subdivision have been completed in accordance with the terms and conditions of the subdivision agreements and to the satisfaction of Planning and Development Services Department in conjunction with other internal commenting departments. In accordance with the conditions of the subdivision agreements, it is now appropriate that the Town assume, from the developer the responsibility for the maintenance and operation of the works and services within these plans.
The works and services include but are not limited to the roads, sidewalks, curbs and gutters, driveways, street lights, signs, storm sewers, ponds, (including SWM Pond on 40R-23926), parks, boulevard trees and the grading and sodding of lands outlined in the Residential Subdivision Agreements.
56 Subject: Assumption of Subdivision P a g e | 2
Discussion:
All works and services to be assumed by the Town as outlined in the subdivision agreements for the above noted plans of subdivision have now been completed to the satisfaction of Planning and Development in conjunction with other internal commenting departments.
Financial Implications:
There are no financial obligations to assume the works and services within the above noted Plans of Subdivision. However, upon assumption of the subdivision maintenance of the works and services will be the responsibility of the Town.
Communication Issues:
N/A
Relationship to the Strategic Plan:
N/A
Conclusion:
Since the registered plan of subdivision identified in this report has complied with the terms and conditions of their subdivision agreement, it is recommended that Council pass Assumption By- law at an upcoming Council meeting to assume the works and services for registered plan, 40M- 2288, 40R-23926.
Attachments:
ATT: Appendix ‘A’.
Prepared by:
Greg Gibson, C.E.T. – Development Engineering Coordinator
Submitted by:
Geoff Romanowski – Director of Planning & Development Services
Approved by:
Shane Baker – Chief Administrative Officer
57 Achilles Road
Admiral Road
40M-2288 (S-A-2003-01), 40R-23926 SALEM ACHILLES SUBD.
40M-2372 (18T-95004) OWNER:JOHN BODDY RAVENSCROFT 1563485 SUB. PH. 4 ONTARIO LIMITED OWNER: JOHN BODDY DEV. ltd.
AGREEMENTAGREEMENT DATE: Feburary 22, 2008 DATE: September 30, 2005 Beer Crescent Beer
Ramp Road Porte
Ramp Enderly Street Enderly
Lurcook Street
Lord Drive Porte Road Porte
Assumption of Subdivisions Salem Road S Appendix 'A' ° 0 20 40 80 Meters
Sources: Orthophotography provided by the Regional Municipality of Durham. Ownership Parcels © Teranet Enterprises Inc., and its suppliers. All rights reserved. Not a Plan of Survey. Assessment Parcels © MPAC. Single Line Road Network © Regional Municipality of Durham. Other Sources: First Base Solutions, 2019 & 58 Town of Ajax, 2020. THE CORPORATION OF THE TOWN OF AJAX
BY-LAW NUMBER xx-2019
A By-law to assume the works and services on Registered Plan 40M-2288, 40R-23926 (S-A-2003-01).
(Salem Achilles Subdivision)
WHEREAS under the terms of the Subdivision Agreement dated September 30th, 2005 between the Corporation of the Town of Ajax and 1563485 Ontario Limited, and upon issuance of the Town’s Final Acceptance certificate, the Town shall assume the works and services referred to in the said certificate;
NOW THEREFORE the Council of the Corporation of the Town of Ajax enacts as follows:
1. That the Corporation of the Town of Ajax hereby assumes the works and services in Registered Plan 40M-2288 and 40R-23926.
READ a first and second time this Twenty-first day of September, 2020.
READ a third time and passed this Twenty-first day of September, 2020.
______Mayor
______D-Clerk
59 Town of Ajax Report
Report To: General Government Committee
Prepared By: Nadia Sukovski, Ec. D, CEcD Sr. Economic Development Officer
Subject: Second Amendment to the North Station Street Property Agreement of Purchase and Sale: Ledim Development Ltd
Ward(s): 3
Date of Meeting: September 14, 2020
Reference: In Camera GGC Report: North Station Street Property Disposal (June 12, 2017) GGC Report: Amendment to North Station Street Property Agreement of Purchase and Sale: Ledim Development Ltd (December 20, 2019)
Recommendation:
1. That staff be directed to prepare an Amending Agreement of Purchase and Sale with Ledim Development Canada Ltd. for the sale of the North Station Street Property; and
2. That a by-law to approve the Amending Agreement of Purchase and Sale with Ledim Development Ltd. be presented to Council at its meeting of September 21, 2020.
Background:
In 2010, the Town of Ajax acquired 81 Dowty Road to facilitate the realignment of Station Street through Ajax’s Central Employment Area. In 2012, Fairall Street was re-constructed through the property, creating two remnant development parcels, one north and one south of the new road.
The North Station Street parcel, located on the north side of Station Street, was sold to Ledim Development Ltd. in 2017 to facilitate the development of a multi-unit industrial condominium.
Discussion:
As per Ajax’s property disposal procedure, the Agreement of Purchase and Sale between the Town of Ajax and Ledim Development Ltd. includes an approved development concept for the property and deadlines for key development milestones.
To date, Ledim has been successful in meeting their target deadlines for Project Feasibility (December, 2017) and Site Plan Submission (June, 2018). At present, Ajax staff are reviewing Ledim’s second site plan submission which addresses minor comments provided by staff and Ledim is preparing to submit a minor variance application to address parking space dimensions, required set backs and minimum landscape buffer area. The applicant has indicated that marketing of the industrial units is also well underway with several tenants confirmed. 60 Subject: Second Amendment to the North Station Street Property Agreement of Page 2 Purchase and Sale: Ledim Development Ltd
Although progress continues to be made, Ledim will not meet the Development Agreement deadline of August 30, 2020, therefore the Agreement of Purchase and Sale must be amended.
Staff are seeking authorization from Council to enter into an Amending Agreement of Purchase and Sale that outlines revised development deadlines, as outlined in the chart below:
Deadline (as per First Milestone Amending Agreement of Proposed Amendment Purchase and Sale) Project feasibility (feasibility study, December 31, 2017 Complete environmental, zoning, servicing) Receipt of Site Plan June 30, 2018 Complete Application Development Agreement August 31, 2020 March 31, 2021 No later than October 1, Closing Date No later than May 1, 2021 2020 180 days/6 months 180 days/6 months Building Permit Application following closing following closing Submission (April 1, 2021) (November 1, 2021) 6 months following building 6 months following building Construction permit issuance permit issuance commencement (October 1, 2021) (May 1, 2022) 18 months/540 days 18 months/540 days following building permit following building permit Substantial Completion issuance issuance (March 1, 2023) (November 1, 2023)
All other conditions of the Agreement of Purchase and Sale will remain unchanged.
Financial Implications:
There are no financial implications associated with this report.
Communication Issues:
N/A
Relationship to the Strategic Plan:
N/A
61 Subject: Second Amendment to the North Station Street Property Agreement of Page 3 Purchase and Sale: Ledim Development Ltd
Conclusion:
While preliminary development timeline deadlines outlined in the Agreement of Purchase and Sale for the North Station Street Property have been met, Ledim Development Ltd. requires additional time to obtain final approval of the site plan application, obtain approval of the required minor variance application and enter into a Development Agreement for the project.
Staff are seeking authorization to amend the Agreement of Purchase and Sale with revised development timelines as outlined in this report. A by-law to approve an Amending Agreement of Purchase and Sale will be presented to Council at its meeting of September 21, 2020.
Attachments:
ATT-1: N/A
Prepared by:
Nadia Sukovski, Ec. D, CEcD – Sr. Economic Development Officer
Submitted by:
Geoff Romanowski, MCIP, RRP, CPT – Acting Director of Planning & Development Services
Approved by:
Shane Baker – Chief Administrative Officer
62 Town of Ajax Report
Report To: General Government Committee
Prepared By: Amanda Hynes, Office Supervisor
Subject: Crossing Guard Program – Lunch-Time Coverage
Ward(s): All
Date of Meeting: Monday September 14th, 2020
Reference:
Recommendation:
1. That the lunch-time coverage provided within the Town’s Crossing Guard Program be eliminated, with the exception of those locations identified within this report, and that crossing guard services be continued before and after school, for all schools within both the Durham District School Board (DDSB) and the Durham Catholic District School Board (DCDSB).
Background:
The crossing guard program within the Town of Ajax currently employs 71 crossing guards at 57 locations, and provides crossing services to both the Durham District School Board (DDSB) and Durham Catholic District School Board (DCDSB) system.
While the use of crossing guards, during school morning entry and end of day dismissal, has remained consistent over the years, there has been a significant decline in the need for crossing guard services during school lunch periods.
The hours of work for crossing guards vary from location to location based on school start and end times. Hours typically range between two (2) hours and 4 ¾ hours per day per location.
The delivery of crossing guard services is in accordance with the School Crossing Guard Guidelines established by the Ministry of Transportation, as well as the Ontario Traffic Council and best-practices of municipalities from across the province. Crossing Services are provided to students from Junior Kindergarten to Grade 5, as outlined within the Guideline. The Town of Ajax is also an active partner with the Ontario Traffic Council in the development and evolution of future revisions to the School Crossing Guard Guidelines.
Discussion:
It is proposed that the lunch-time crossing guard shift for the majority of locations be removed as a result of decreased usage, combined with rotating lunch hours and the increasing number of children staying at school for lunch. Currently, the majority of crossings see less than five (5) children at lunch, with some locations having no lunch time crossings. 63 Subject: Crossing Guard Program – Lunch Time Coverage Page 2
Staff are recommending that three (3) locations continue with lunch-time coverage based on high traffic volumes, and the fact they are at intersections with arterial roads. Specifically:
Williamson and Salem Harwood and Bayly Harkins and Rossland
In considering the removal of lunch-time coverage, a survey of twenty-three (23) Ontario municipalities revealed that only 4 municipalities provided lunch-time crossing services at each location. Nine (9) municipalities do not provide crossing services at lunch-time and ten (10) provide coverage at high risk locations within their municipalities.
Municipality Provide lunch Do not provide lunch- Provide only at crossings services time crossing services identified locations Bradford/West Gwillmbury X
Brampton X
Burlington X
Cambridge X
Clarington X
Fort Erie X
Grimsby X
Guelph X
Halton Hills X
Hamilton X
Milton X
Mississauga X
Niagara Falls X
Oakville X
Orillia X
Oshawa X
St. Catherines X
Scugog X
Thorold X
Thunder Bay X
Toronto X
Vaughan X
Whitby X
64 Subject: Crossing Guard Program – Lunch Time Coverage Page 3
In recent years, the municipal trend has been to move away from providing lunch-time crossing guard services. Fewer children are returning home for lunch as School Boards across the province have revised policies around lunch dismissal, allowing only older grades to go home for lunch.
School Board trends also include removing traditional lunch periods in favour of multiple nutrition breaks throughout the day. Schools within the DDSB and DCDSB currently have various policies regarding lunch periods across the Region. Many Ajax schools only allow children to leave school property during lunch with written permission from a parent, as well as elementary school children in grade 7 or 8. The DDSB and DCDSB currently receive funding to hire Lunchroom Supervisors that assist with the care of children during this time period.
Removing the lunch-time shift coverage, with the exception of a few locations, would align the Town with current practices employed in other municipalities, recognizing the policy changes being implemented by School Boards across the Province.
Financial Implications:
Removing the lunch shift with the Town of Ajax would result in a significant financial savings. This number may fluctuate slightly as staff move through pay progression steps or new staff start at lower pay rates.
Total Hours Total Working Avg. Rate Salary Estimated Worked Salary per Days per of Pay Cost per Savings per Day Day Year Year Current Budgeted 142 $22.64 $3,260 242 $788.959 Hours Proposed $154,779 New Hours 114.75 $22.64 $2,621 242 $634,180 (no lunch shift)
It is to be noted that pay rates identified are inclusive of step 2 rate of pay, vacation, statutory holiday and corresponding benefits.
Communication Issues: N/A
Relationship to the Strategic Plan:
This initiative was the product of a submission to find corporate efficiencies under the Strategic Plan Priority to “Launch an Innovation Program and Team to explore leading edge corporate efficiencies and opportunities” under the focus area “Leading in Our Community”.
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Conclusion:
It is recommended that the Town of Ajax removes crossing guard services during school lunch times for both the Durham District School Board and Durham Catholic School Board schools, with the exceptions of those schools detailed within this report.
Prepared by:
Amanda Hynes – Office Supervisor
Submitted by:
Dave Meredith – Director, Operations and Environmental Services
Approved by:
Shane K. Baker – Chief Administrative Officer
66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 Town of Ajax Report
Report To: General Government Committee
Prepared By: John Grieve, MCIP, RPP Supervisor of Transportation
Subject: Automated Speed Enforcement Program
Ward(s): All
Date of Meeting: September 14, 2020
Reference: Council Motion - May 22, 2018 Council Motion - June 15, 2020 GGC Report - February 18, 2020 – Community Safety Zones and Automated Speed Enforcement
Recommendations:
1) That the three camera program as outlined in this report be endorsed by Council for implementation in 2021 and that staff be directed to include the costs in the 2021 Operating Budget;
2) That staff be directed to proceed with preparing the three agreements required for operation of the program;
3) That staff be directed to contact Durham Region to confirm Court capacity;
4) That staff complete the necessary site preparation work, including advanced signage deployment;
5) That staff report back to Council with all final program details, including the prepared agreements for the necessary approvals, prior to beginning operations;
6) That staff report back to Council with an update on the program after six months of operations;
7) That Council request the Province of Ontario to permit the use of an Administrative Penalty System for offenses issued by Automated Speed Enforcement; and
8) That a copy of this report be sent to the Ministry of Transportation, the Ministry of the Attorney General, Durham Region, all area municipalities and Durham Region Police Services.
97 Subject: Automated Speed Enforcement Program Page 2
Background:
At the February 18th, 2020 General Government Committee Town staff presented a report which outlined the establishment of 10 new Community Safety Zones to be added to the 2 existing zones in the Town based on a set of established criteria. This report also contained a high level overview of the general operation, a summary of the required agreements and outlined the requirements for site selection related to the establishment of an Automated Speed Enforcement (ASE) Program for the Town of Ajax.
That report was received for information and Council approved the remaining recommendations in the report which included establishing the 10 new Community Safety Zones and directing staff to report back to Council with an outline for a Town of Ajax ASE Program for consideration in the 2021 Budget.
At the June 15th 2020 Council meeting, a motion was introduced to Council which provided staff with further direction related to ASE in the Town of Ajax. The motion stated that the ASE Program presented to Council should include costs associated with implementing 3 portable units.
The following report outlines the proposed ASE Program for the Town of Ajax.
Discussion:
Site Selection and Schedule
As defined in the regulation, an ASE Program can only deploy a speed enforcement camera on roads which have been designated a School Zone or Community Safety Zone. The road must also have a posted speed less than 80km/h. At the time of writing this report, Town staff are in the process of formalizing the 10 new Community Safety Zones from February in the Town of Ajax. With these additions, there will be a total of 12 Community Safety Zones throughout the Town. As shown in the table below, they are fairly evenly split between the three wards with 3 being located in Ward 1, 5 in Ward 2, and 4 are in Ward 3.
Table 1: Community Safety Zones (as of September 2020)
Ward Street Extent 1 Delaney Drive Elizabeth Street to Ravenscroft Road 1 Ritchie Avenue Westney Road N to Kingston Road 1 Magill Drive / Kerrison Drive Westney Road N to Harwood Avenue N 2 Seggar Drive Williamson Drive W to Rossland Road W 2 Thackery Drive / Williamson Drive E Winrow Gate to Salem Road 2 Williamson Drive E Salem Road to Audley Road 2 Formosa Avenue Lloydminster Avenue to Turnerbury Avenue 2 Turnerbury Avenue Formosa Avenue to Ainsley Road 3 Burcher Road Bayly Street E to Clements Road E 3 Finley Avenue Brooksbank Crescent to Panter Crescent 3 Parkes Drive Milner Crescent to Finley Avenue 3 Ashbury Boulevard Shoal Point Road to Audley Road
98 Subject: Automated Speed Enforcement Program Page 3
As directed in the Motion from June 15th, 2020 it is proposed that the Town of Ajax ASE Program will see the initial deployment of three mobile units. Staff recommend that these three units be set up on a rotating schedule which would see them moved approximately every three months. With this rotating schedule, a mobile unit could be deployed in all 12 Community Safety Zones for three months in the first year of the program.
Impact on Courts and Hours of Operation
In addition to determining the rotation schedule for the mobile units, another vital component of the program is determining the appropriate hours of operation for each camera. When selecting the appropriate hours of operation there are many factors to consider. One must consider the road characteristics and any influences by surrounding land uses. For example, in close proximity to a school, it may be the logical choice for camera operation during school hours.
Consideration must also be given to the total volume of offences that are expected to be generated by the cameras during the hours of operation. Currently, all ASE enforcement offences in Ontario are processed through courts as Provincial Offence Notices which require significant resources. In the Town of Ajax, we would rely on the Durham Region Courts to process charges. We must ensure that the number of offenses generated from the Town’s programs does not overwhelm the system. Additionally, the Town should ensure that the processing centre has enough capacity to process the images that are captured during the hours of operation. As new programs are initiated and expanded, the processing centre will grow its capacity. However, caution must be exercised at least initially to ensure that the number of images captured is in line with the expected ticket volume that was estimated when the program was planned.
Durham Region is in the process of initiating their own Automated Speed Enforcement program and have strategically selected the hours of operation to ensure that they do not overwhelm both their own court system as well as the processing centre. Prior to implementation of the Town of Ajax ASE Program, Town staff will contact the Durham Region Courts to ensure they have sufficient capacity to handle the estimated ticket volume from the Town’s program.
In order to manage the workload of the court systems, and consistent with the Durham Regional Council request, it is recommended that Town of Ajax Council request that the Province permit the use of Administrative Penalty System (APS) for automated enforcement offences.
Staff are recommending that initially the Town of Ajax ASE Program operate mobile units for six hours a day. With a six hour operation, the camera will remain effective as a road safety measure, but the charge volume will be kept in a reasonable range and not overwhelm the system. The Town will have complete control over which six hours are chosen for operation and would set them for each zone. Staff will constantly monitor the data output from the cameras and can adjust the hours of operation within the day, increase the number of hours or decrease the number of hours as needed.
Required Agreements
To operate an ASE Program, a municipality is required to enter into three separate agreements. The first is with an ASE technology provider. Through a joint procurement process with the City of Toronto a preferred contractor has been identified, Redflex Traffic Systems (Canada) Limited.. The agreement with Redflex Traffic Systems requires a multi-year commitment and establishes a daily rate for each ASE device. It also identifies start-up costs and relocation costs in the case of a mobile unit.
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The second agreement is with Ministry of Transportation (MTO) to access their vehicle ownership database. MTO charges a per transaction fee every time the database is accessed by the Joint Processing Centre. These fees are invoiced to the municipality on a quarterly basis.
The third agreement required is with the City of Toronto who will operate the ASE Joint Processing Centre on behalf of all participating municipalities. The City of Toronto will charge back each municipality on a cost recovery basis. The charge back will include both a portion of fixed costs (for the facility, equipment, etc.) and per transaction costs.
Program Implementation
Staff are seeking Council endorsement of the proposed ASE Program as outlined above. Should Council endorse this program, staff from the appropriate departments within the Town of Ajax will begin to prepare the three required agreements with Redflex, MTO, and City of Toronto. Staff will also reach out to Durham Region Courts to ensure they are aware of our intentions to begin operating an ASE Program and ensure there is sufficient court capacity to handle the estimate number of tickets.
Once the program receives approval and all agreements are signed. Staff will work with Redflex to finalize the location of the equipment in each zone and the necessary documentation will be submitted to the processing centre for approval.
Additionally, staff will finalize the schedule for the first year of the program and deploy the necessary 90 day warning signage at the first three locations. As the program begins, the warning signage will be deployed at the other locations at the appropriate time, relative to their place in the schedule.
The 2021 Operating Budget is not approved by Council until February 2021. If this proposal was brought forward through the budget process, it would delay the start of the ASE Program. By approving the ASE program now, it can commence in January 2021 provided that all agreements have been executed and the equipment deployment has been completed.
Prior to the program becoming operational, staff will report back to Council with all the final program details.
Financial Implications:
There are many costs associated with operating an ASE Program. These costs include ASE Equipment Costs ($85 per camera / per day), MTO vehicle ownership database access fees ($1 per ticket), Joint Processing Centre costs ($20 per ticket), and Municipal court costs ($65 per ticket). For the purposes of calculating an annual cost, the rate for court fees has been calculated so it can be applied to every ticket. In reality, not all tickets will be challenged and therefore court rates will differ. Additionally, there are costs to be considered such as miscellaneous camera costs related to set up and movement of the cameras and costs (mostly staff time) related to the administration of the program for Town staff.
It should be noted that all of these costs are estimates at this point and are subject to confirmation. The costs have been estimated based on information provided by Durham Region related to their program that is in the early stages of implementation. Given that this is a completely new program for all municipalities in Ontario, costs are only an estimate at this point and will need to be monitored closely in the first year of the program.
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The table below provides an estimated annual cost for the operation of three mobile cameras for six hours each day. Based on these hours of operation and existing speed characteristics observed in the 12 Community Safety Zones, Town staff estimate that the ASE Program will generate around 15,000 tickets annually. Should the decision be made to increase or decrease the hours of operations, this will increase or decrease the number of tickets issued and will impact the overall annual costs of the program.
Table 2: Estimated Automated Speed Enforcement Program Costs Item Rate Quantity Annual Cost $85 per camera Daily Rate for Mobile Speed Camera 3 $93,075 per day MTO Vehicle Registration Access Fees $ 1 per ticket 15,000 $15,000 Joint Processing Centre Fees $20 per ticket 15,000 $300,000 Court Processing Fees $65 per ticket 15,000 $975,000 Other Miscellaneous Costs Annually 1 $5,850 Total Costs $1,388,925 Note: 1. other costs include estimate $250 set up costs per camera and $75 cost for each move of the camera. Staff have assumed moving each camera 3 times annually
The fines for speeding in Ontario are prescribed in Section 128(14) of the Highway Traffic Act. This section sets out a specific fine rate based on the number of kilometres per hour over the speed limit the ticket is issues at. The rate per kilometre increases the greater over the speed limit the motor vehicle is travelling. Also as specified in this section, fines in Community Safety Zones are doubled.
As the revenue generated by the program is directly related to the speed of the violations, the exact revenue of the program cannot be calculated at this time. Based on observed speed profiles in the 12 Community Safety Zones, staff estimate that revenues could range from $1 million to $1.2 million. Given the uncertainty in both cost and potential revenues, it is difficult to project the net program cost. Based on estimates presented, the outcome could range from net revenues to a net cost of $150,000 to $300,000 - representing a potential 0.25 - 0.5% impact on the Town’s 2021 tax rate.
It should be noted that fine revenues, net of all costs incurred, are distributed through the existing revenue sharing agreement with Durham Region. The Town of Ajax would retain 60 per cent, while 40 per cent would be sent to Durham Region. The same revenue sharing agreement is in effect for Durham Region’s ASE Program where a camera is deployed in the Town of Ajax.
This program is a road safety initiative and is not intended for revenue generation
Given the uncertainty regarding the cost estimates, violation rates, and program revenues, it is recommended that staff report back to Council next year with an update on the ASE Program after six months of operation..
Communication Issues:
N/A
101 Subject: Automated Speed Enforcement Program Page 6
Relationship to the Strategic Plan:
This report aligns with the following section of the Strategic Plan: Focus Area: Leading in our Community Goal 5: Investing in community safety Action 5.2: Promote safer streets by supporting new and innovative traffic approaches and initiatives (i.e. Region of Durham’s Vision Zero, Automated Speed Enforcement, School and Community Safety Zones, etc.)
Conclusion:
ASE programs have been used successfully in many jurisdictions around the world as an innovative way to reduce operating speeds and improve road safety.
As identified in the Town’s Strategic Plan, this Council is committed to promoting safer streets through the support of new and innovative approaches. Implementation of ASE in the Town of Ajax will reinforce Council’s commitment to safer streets. This program also further establishes the Town’s support of Durham Region’s overall Vision Zero initiative, which has a goal of reducing serious and fatal accident by 10% by 2023.
Attachments:
ATT-1: Council Motion, May 22 2018 ATT-2: Council Motion, June 15 2020
Prepared by:
John Grieve, MCIP, RPP – Supervisor of Transportation
Submitted by:
Geoff Romanowski, CPT, MCIP, RPP – Director of Planning & Development Services
Approved by:
Shane Baker – Chief Administrative Officer
102 Attachment #1
103 Attachment #2 MEMO
To: Councillor R. Tyler Morin Councillor A. Khan
From: Alexander Harras, Manager of Legislative Services/Deputy Clerk
Department: Legislative & Information Services
Subject: Motion: Automated Speed Enforcement
Date: June 17, 2020
Please be advised that the following motion was endorsed by Ajax Town Council at its Meeting held June 15, 2020:
WHEREAS resident safety is a primary concern for Ajax Council;
AND WHEREAS speeding concerns continue to increase as our population grows;
AND WHEREAS automated speed enforcement is an additional tool to discourage speeding without an increased burden on DRPS;
AND WHEREAS the Province of Ontario has amended the Highway Traffic Act to enable the use of Automated Speed Enforcement (ASE) Technology to improve safety in school and community safety zones;
AND WHEREAS on December 2, 2019, the Province of Ontario passed the regulation which allows municipalities to operate an ASE Program;
AND WHEREAS on February 18, 2020, Ajax Council endorsed the process to establish Community Safety Zones, approved 2 existing and an additional 10 Community Safety Zones be established, signs be installed, and the Traffic By-Law be amended;
AND WHEREAS ASE aligns with the following sections of the Ajax Strategic Plan:
Focus Area: Leading in our Community Goal 5: Investing in community safety Action 5.2: Promote safer streets by supporting new and innovative traffic approaches and initiatives.
NOW THEREFORE be it resolved that Ajax Council;
1. Directs staff to complete the sign installations in the 12 approved Community Safety Zones as soon as possible and to implement the 90 day warning period in advance of the new ASE deployment; and
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That staff report back to Council at the September 2020 GGC meeting with the costs to implement the ASE program, the recommendation of locations for 3 portable ASE units and next steps.
If you require any additional information please do not hesitate to contact me, at 905-619-2529 ext. 3314 or [email protected]
Sincerely,
Alexander Harras Manager of Legislative Services/Deputy Clerk
Copy: G. Romanowski, Acting Director of Planning & Development Services J. Grieve, Transportation Supervisor
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