The Corporation of the Town of Ajax GENERAL GOVERNMENT COMMITTEE Thursday, February 20, 2014, 2013 In-Camera at 12:30 p.m. Open Meeting at 2:00 p.m. River Plate Room, Town Hall 65 Harwood Avenue South
AGENDA
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M. Crawford, Chair R. Ashby, Vice Chair
Open Meeting
1. Call To Order
2. Disclosure of Pecuniary Interest
3. Adoption of In-Camera Minutes – January 23, 2014 (circulated separately) Any discussion will be held in the In-Camera Session
In-Camera
4. Authority to Hold a Closed Meeting and Related In-Camera Session A proposed or pending acquisition or disposition of land by the Municipality or local Board. [Sec. 239 (2)(c), Municipal Act, 2001, as amended]
4.1 Confidential Property Matter
5. Consent Agenda – Considered to be routine, these items may be approved by one motion. Items may be separated and referred to the Discussion Agenda
5.1 Community Action Plan (2011-2014) - Year Three Status Report, B. Skinner, CAO / M. Murray, Manager of Strategy, Communications & Policy ...... 3
5.2 Customer Polling of Ajax Residents, B. Skinner, CAO / D. Forget, Manager, Quality Services & Special Projects ...... 17
5.3 Site Plan Control By-law, P. Allore, Director of Planning and Development Services / S. Andis, Senior Policy Planner ...... 22
5.4 Contract Award – Light Duty Vehicles, D. Meredith, Director of Operations & Environmental Services / S. Glew, Fleet Manager ...... 33
5.5 Contract Award-Stake Truck with Chipper Body and Bucket Truck, D. Meredith, Director of Operations & Environmental Services / S. Glew, Fleet Manager ...... 43
5.6 Contract Award – Duffins Marsh Canoe/Kayak Docks and Fishing Nodes, D. Meredith, Director of Operations & Environmental Services / T. Murphy, Supervisor, Infrastructure and Capital Projects ...... 47
5.7 Contract Award - Uniformed Security Guard Services, D. Meredith, Director of Operations & Environmental Services / A. Brown, Special Events Coordinator ...... 53
5.8 Question on the October 2014 Election Ballot Regional Council Representation, M. de Rond, Director of Legislative & Information Services/Town Clerk ...... 57
6. Presentations / Discussion
6.1 Appeal of Staff’s Decision To Not Issue a Taxicab Driver’s Licence Richard Nanay - Appellant, M. de Rond, Director of Legislative & Information Services/Town Clerk / D. Hannan, Manager of By-law Services ...... 64 - Richard Nanay, Taxicab Driver
7. Adjournment
REPORT TO: General Government Committee
SUBMITTED BY: Brian Skinner CAO
PREPARED BY: Marilou Murray Manager of Strategy, Communications & Policy
SUBJECT: Community Action Plan (2011-2014) - Year Three Status Report
WARD(S): All
DATE OF MEETING: February 20, 2014
REFERENCE: GGC Report, September 5, 2013 Council Report, March 25, 2013 GGC Report – December 6, 2012 GGC Report – September 6, 2012 GGC Report – March 22, 2012 GGC Report – July 7, 2011 Council Report – April 26, 2011 GGC Report – December 9, 2010
RECOMMENDATION:
1. That the Community Action Plan (2011-2014) Year Three Status Report be received as information; and
2. That Council endorse the public communications strategy described herein.
BACKGROUND:
On April 26, 2011, Council approved the Town’s new Community Action Plan for the current term of Council (2011-2014). The plan outlines four strategic objectives which reflects a number of identified priorities as expressed by Council and the community.
Strategic Objectives
1. Strategic Development and Economic Prosperity (5 Strategies) 2. Excellence in Service Delivery and Governance (6 Strategies) 3. Strong Sense of Community (5 Strategies) 4. Leader in Environmental Sustainability (5 Strategies)
Town staff prepared an implementation plan, approved by Council in July 2011, to ensure effective and timely execution of strategies associated with the above strategic objectives. 3 Attached, as Appendix A, is an updated implementation plan indicating which initiatives have been commenced, completed or are planned to be commenced at a later date. The implementation plan is divided into three charts – 2011/ongoing, 2012, 2013/2014.
To ensure the plan remained current and reflective of community needs, Council held a mid- term information session on January 17, 2013. During the planning session Council reaffirmed a number of key priorities including the addition of two new strategies which have been incorporated into the plan as follows:
Pan Am Games 2015 New Town History Book
DISCUSSION:
The Community Action Plan includes a total of 23 strategies within the four strategic objectives. To achieve these strategies, a number of deliverables were identified by staff and scheduled to be in progress or complete in year three (2013).
By year end 2013, a total of 75 deliverables have been completed, representing 68% of the plan with the remaining 35 deliverables (32%) currently initiated and in progress.
Below is a summary of specific achievements for 2013:
Strategic Development and Economic Prosperity
Strategies Achievements 1. Enhance the conditions for job growth in key Implemented marketing and communications employment sectors by attracting and retaining initiatives for employment areas. businesses with supportive programs, Town surpassed OnTrack goal of 2,015 jobs by strengthening relationships and protecting and 2015. More than 2,440 jobs created since launch of promoting employment lands. campaign. Three new OnTrack campaign videos produced in 2013. Nine videos in total. Produced a physician recruitment brochure and banner. Staff attended Health Professionals Recruitment Tour. 2. Facilitate the development of a more vibrant, Ten-storey, mixed use Grand Harwood Place pedestrian friendly and economically prosperous Development at Ajax Plaza endorsed by Council. Downtown through development at priority sites Grand Harwood Place signage installed. including the south-west corner of Business Support section added to Grand Harwood Bayly/Harwood, Ajax Plaza and the Steam Plant. Place website. Construction commenced on first Vision at Pat Bayly Square building. Building will be 25 storeys and include 284 apartments, office space and retail. Sanitary servicing strategy completed for Downtown/Vision development.
4 Revitalization of Ajax Steam Plant well underway. Facility expected to be operational by the fall of 2014. Contract awarded for Downtown Road Network Environmental Assessment. 3. Work with the residents and businesses in the Council adopted Heritage Conservation District Plan Pickering Village community to preserve and and Community Improvement Plan for Pickering enhance its heritage attributes and foster Village. No appeals. Now in place. economic prosperity to support the development Developed Pickering Village promotional package of a vibrant arts, culture and tourism destination. (Visitor’s Guide & Map and Virtual Tour Video). Established a Tourism Advisory Committee. 4. Work with the Region and other authorities to Transportation Master Plan updated. address key infrastructure needs including roads, Worked with Region to build BRT align Hwy 2 in transit, bike lanes/trail connections, sanitary Ajax. sewer constraints and programs to improve Agreements complete for transfer of Church Street to business development. Town; awaiting approval from Province. 5. Identify housing needs and facilitate proposals Boarding, Rooming and Loading review and that satisfy gaps in the Town’s housing market. licensing improvements approved by Council and no appeals. Now in place.
Excellence in Service Delivery and Governance
Strategies Achievements 1. Develop and implement improved response Launched a new internal Work Order Management systems and processes that will enhance timely System. and effective resolution of customer inquiries. 2. Engage with members of the community and key Conducted the Politicians Unplugged series stakeholder groups on issues of interest in an effort through the Ajax Public Library. to enhance community participation, outreach and Introduced new online Budget Builder tool. communication by Council and Town departments. The Library reinstated its use of the Counting Opinions online Survey Tool in order to regularly seek feedback on customer satisfaction and awareness. 5. Rebuild and further strengthen financial Approved Town’s first Financial Sustainability Plan. reserves.
Strong Sense of Community
Strategies Achievements 1. Educate residents, not-for-profit organizations Strong Neighbourhood Strategy developed and and businesses to develop and lead approved by Council. neighbourhood initiatives and engage them in Social Infrastructure Fund launched. Provided participation. funding to four organizations and two neighbourhood initiatives.
5 Community Group Affiliation Policy updated to provide additional support to not-for-profit organizations. “Connecting Neighbours” web portal updated with additional community resources, organizational directories, volunteer opportunities and information re: the updated Community Group Affiliation Program. 2. Develop resources to further support community Volunteer Management Model and Online organizations, neighbourhoods and volunteerism. Volunteer Job Board in the progress of being completed. Recruited Library Volunteer Coordinator. 3. Continue to develop and implement strategies Seniors Service Delivery Survey undertaken as and partnerships to support diversity, seniors and part of the first Ajax Seniors Information & Active youth. Living Fair. Continued to develop partnerships with cultural groups including the Inter-Cultural Dialogue Institute of Canada to deliver an Iftar Dinner for Ramadan and the Indo-Canadian Cultural Association of Durham to deliver a Diwali event. Partnered with pride Durham to deliver two events in Ajax as part of Pride Week in Durham. In partnership with CARP, held the Passport to a Healthy Lifestyle Fair for seniors. Library recruited an Older Adults Advisory Committee – Boomers and Beyond. 4. Utilize and market the St. Francis Centre and Worked closely with cultural groups such as Ajax Pickering Village to foster increased arts and Community Theatre, Eastside Harmony and culture opportunities in Ajax. Durham Chamber Orchestra to establish benchmarks and build capacity. 5. Develop and implement services to ensure Reviewed study space at the Main and McLean significant and active use of public and open Library Branches. spaces in the Town. Renovated Main Library Branch. Greenwood Conservation Lands Master Plan presented to Council. Hermitage Park Leash Free Park complete. New Waterfront Trail connection (at Emerson property) complete. Brock South Lands Master Plan endorsed by Council. ARC identified as a potential future site for Leash Free Dog Park. Design for Waterfront canoe/fishing platform completed.
6 6. In collaboration with the TO 2015 Pan Am Leadership team and Pan Am Committee structure organization, plan and execute the Ajax established. Baseball/Softball Pan Am Games. Official venue announcement and facility agreement approved. Official community Pan Am presentation delivered to Council. Two Year Countdown event held and Pan Am elements added to a number of existing Town events including the Audley Recreation Centre Grand Opening, Celebrate Ajax by the Lake, Pumpkinville, and Santa Claus Parade. Facility officially named “President Choice Pan Am Ball Park” through Loblaws sponsorship. Pan Am Host Committee established and introduced to Council. Ongoing dialogue and planning occurring with key stakeholders. 7. Explore opportunities to promote the Town’s Gathered content for new Town pictorial history history and changing demographics. book. Book to be published early summer 2014. In partnership with the Town’s Archival staff, the Library created the Town of Ajax Veterans' Street Naming Dedications online database.
Leader in Environmental Sustainability
Strategies Achievements 1. Demonstrate leadership and engage Final Integrated Community Sustainability Plan stakeholders, including residents, in developing a approved. community-based sustainability plan. 2. Assess the Town’s current operations and Completed Harwood Avenue streetlight review and explore opportunities to conserve water and design. Staff to present to Council in the spring energy, divert waste and improve air quality. 2014. Local Action Plan was approved as part of the Integrated Community Sustainability Plan. Framework for Energy Management Plan developed. 3. Develop actions to improve water quality along Continued to liaise with the Great Lakes & St. the Ajax shoreline of Lake Ontario and the Duffins Lawrence Cities Initiative. and Carruthers watershed. Retained legal counsel and consultants to monitor and review Duffin Creek WPCP Outfall Environmental Assessment process and initiate Part II Order Request. Launched Save Our Waterfront campaign to increase public awareness of the Duffin Creek WPCP Outfall Environmental Assessment. 7 4. Evaluate and implement climate change Filed Carruthers Creek Environmental Assessment adaptation measures that consider the risks and Master Plan with the Ministry of the associated with flooding and extreme weather Environment. events. Approved green development provisions for Grand Harwood Place. Implemented the Emerald Ash Borer public education program (door hanger, FAQ, displays & web portal). Added to tree canopy through several planting projects. 5. Continuing to foster a culture of environmental Finalized two new public education brochures: Pet awareness amongst Ajax residents and businesses Care and Industrial/Commercial Business to through the development of programs that motivate promote storm water pollution prevention. them to adopt environmentally responsible Held two seminars: Preparing Your Lawn and practices at home, in their neighbourhoods and Vertical Vegetable Gardens. place of work.
FINANCIAL IMPLICATIONS:
The funds to implement the proposed communications initiatives have been included in the 2014 Office of the CAO Operating Budget.
COMMUNICATION ISSUES:
Communications is proposing a two phase communications strategy to update the public on the progress of the Community Action Plan in 2014.
The first phase would centre on Year 3 achievements as well as the remaining 2014 initiatives, and occur throughout a three week period between February 25 and March 18, 2014. Our Community Action Plan website – letstalkajax.com – would be updated and include interactive online storyboards showcasing our accomplishments to date and feature notable 2014 initiatives. As part of the process, various displays would be set-up at Town facilities to educate the public on our progress.
The second phase would coincide with the final Community Action Plan update to Council in June 2014. The program would include two major communications initiatives, including a Virtual Town Hall meeting and a designed Community Action Plan Report for residents. In addition, various displays would set-up at Town facilities.
The Virtual Town Hall meeting would be similar to the one held in April 2013. Approximately 5,600 residents participated in that call with Mayor Steve Parish. The purpose of the 2014 meeting would be to highlight Council’s accomplishments over the course of the 2011-2014 term as well as answer questions.
The final Community Action Plan Report would feature the Town’s significant accomplishments of the 2011-2014 term by strategic objective and would be made available on the letstalkajax.com website and promoted in Ajax Today and through our social media forums. The intent would be to conclude all formal communications regarding the Community Action Plan by the end of June as 2014 is a municipal election year. 8
CONCLUSION:
As we move into the final year of the Town’s Community Action Plan (2011 – 2014), staff are working diligently to complete the remaining strategies and commitments outlined in the plan. With that said, Council and staff should take time to reflect on the many accomplishments realized since 2011. As outlined at the beginning of the Council term and through approval of the new Community Action Pan in 2011, staff will be preparing a final Community Action Plan Progress Report, highlighting key achievements, which will be accessible to residents in June 2014.
______Marilou Murray, Manager of Strategy, Communications & Policy
______Brian Skinner, CAO
ATTACHMENTS: Appendix A: Community Action Plan 2011-2014 Implementation Strategy
9 Council Areas of Focus 2011/Ongoing
Community Action Plan 2011-2014 Implementation Strategy Appendix A
2011 / Ongoing
Strategic Objective Deliverables
Strong Sense of Community Commenced Completed Strategies:
1. Educate residents, not-for-profit Refine and successfully implement a Neighbours In the Park event organizations and businesses to in each ward, working in co-operation with the local/regional develop and lead neighbourhood Councillor and Mayor’s office. initiatives and engage them in participation. 3. Continue to develop and implement Expand and build on existing targeted outreach programs that strategies and partnerships to support communities of interest, ie. youth, seniors, new residents, support diversity, seniors and youth at-risk and marginalized residents and neighbourhood
Implementation of the Diversity and Community Engagement Plan priorities particularly related to programs, services, community engagement models, neighbourhood strengthening and service policies within Recreation & Culture and as lead department for the corporate implementation team.
Conduct a detailed study of the management of the Library’s materials collections with particular reference to the development of the collections of interest to customers who speak languages other than English and French.
Using data collected and recommendations derived, through the Library’s 2011 research project, Service for the Underserved group: Women Immigrant and their families, improve the level of services and programs offered to newcomers.
Through the Ajax Partnership-based Community Safety Strategy, continue to explore opportunities for collaboration including program and event offerings with key stakeholders, i.e. School Boards, CDCD, DRPS, Youth Centre.
4. Utilize and market the St. Francis Host one cultural roundtable to engage the creative community and Centre and Pickering Village to foster local businesses on opportunities St. Francis provides. increased arts and culture opportunities in Ajax.
5. Develop and implement services to Work with the Toronto Region Conservation Authority to develop a ensure significant and active use of long term vision and implementation strategy for the Brock South public and open spaces in the Town. lands.
10 Council Areas of Focus 2011/Ongoing
Complete a review and identify opportunities for additional leash- free dog parks in Ajax.
Look for opportunities to increase recreation amenities along the waterfront, including the enhancement of a recreational beach.
Continue to implement the Sports and Physical Activity Strategy with specific initiatives targeted to the less active in Ajax.
Strategic Development and Economic Prosperity
Strategies:
1. Enhance the conditions for job growth in key employment sectors by Develop and implement a Lead Generation and Management attracting and retaining businesses process. with supportive programs, strengthening relationships and protecting and promoting employment lands.
Complete a Marketing Communications Strategy which identifies key messages and avenues with which to promote the Town and its employment areas.
Market and implement PriorityPath as a unique and valuable incentive for businesses, and track success stories that result.
Develop a reporting system to communicate job growth and
business development news to Council/the community.
Build relationships with educational and health care Institutions to
attract an Ajax Campus/Satellite (OCAD, etc.) and expand the Town’s ‘health/medical’ cluster.
Protect and defend the Town’s designated employment lands at the Ontario Municipal Board.
2. Facilitate the development of a more Complete necessary changes to the Downtown Community vibrant, pedestrian friendly and Improvement Plan to make it more feasible for potential investors economically prosperous Downtown and stakeholders. through development at priority sites including the south-west corner of Bayly/Harwood, Ajax Plaza and the Steam Plant.
11 Council Areas of Focus 2011/Ongoing
Develop a “New Downtown Ajax” web portal to communicate information on key development projects and opportunities.
Develop and implement a strategy for the redevelopment of the Ajax Plaza.
Facilitate the development of the lands at the south-west corner of Bayly Street and Harwood Avenue as the primary gateway to the Downtown.
Work with the Region of Durham to transfer Harwood Avenue, south of Kingston Road to the Town of Ajax.
Facilitate the completion of the redevelopment of the Steam Plant into a District Energy facility for the Downtown.
Invest in infrastructure improvements that will support and entice redevelopment of the downtown.
3. Work with the residents and Work with the Region of Durham to transfer Church Street south of businesses in the Pickering Village Kingston Road, to the Town of Ajax. community to preserve and enhance its heritage attributes and foster economic prosperity to support the development of a vibrant arts, culture and tourism destination.
Continue to improve infrastructure in Pickering Village to support economic growth in the area, such as completing the reconstruction of Old Kingston Road and the redevelopment of the Urban Square.
Work with the residents and businesses in Pickering Village to implement a Heritage Conservation District Plan.
Lead, support and/or collaborate with the Pickering Village BIA on tourism/community events.
Encourage arts, culture and tourism-related businesses to locate in Pickering Village.
12 Council Areas of Focus 2011/Ongoing
4. Work with the Region and other Develop a coordinated sanitary servicing approach with the Region authorities to address key to resolve constraints identified in key intensification areas in Ajax. infrastructure needs including roads, transit, bike lanes/trail connections, sanitary sewer constraints and programs to improve business development.
Encourage the Region to improve Regional Roads within Ajax to ease congestion and support growth.
Encourage the Region to modify the Regional Cycling Plan to better connect and expand cycling infrastructure throughout the Region.
Work with the Region to improve the level of service currently being provided by Durham Region Transit (DRT).
5. Identify housing needs and facilitate Facilitate the development of Seniors Housing, accommodations for proposals that satisfy gaps in the special needs and appropriate high density residential development Town’s housing market. proposals as opportunities arise.
Leader in Environmental Sustainability
Strategies:
1. Demonstrate leadership and engage Finalize an action oriented ICSP that establishes measurable stakeholders, including residents, in performance targets. developing a community-based sustainability plan.
2. Assess the Town’s current Implement the Town’s Waste Reduction Plan by adding recycling operations and explore opportunities locations in the Town’s Parks system, and introducing recycling and to conserve water and energy, divert composting at Town facilities. waste and improve air quality.
Develop a strategy that implements alternate lighting technology in an effort to reduce energy consumption (sportsfields, walkways and streetlights).
3. Develop actions to improve water Work with the Ministry of Environment to implement the quality along the Ajax shoreline of recommendations of the Westney Road landfill analysis. Lake Ontario and the Duffins and Carruthers watershed.
Protect Ajax’s interests related to the urbanization of watersheds upstream of Ajax .
13 Council Areas of Focus 2011/Ongoing
Participate in the Federal and Municipal Environmental Assessment processes for the Outfall of the Duffins Creek Water Pollution Control Plant.
Report on the Independent Peer Review of the 2006-2009 water quality studies of the Ajax-Pickering waterfront and pursue the best possible methods of curtailing identified sources of water pollution with senior governments.
Encourage senior governments and the International Joint Commission to take effective, timely actions to improve and restore the quality of Lake Ontario and the other Great Lakes.
4. Evaluate and implement climate Increase the Town’s Tree Canopy by implementing the Urban change adaptation measures that Forest Management Plan. consider the risks associated with flooding and extreme weather events. Develop ‘green’ parking lot design guidelines to reduce urban heat islands and storm water runoff.
Complete and implement the Carruthers Creek Environmental Assessment and Master Plan.
Ensure that climate change provisions are incorporated into development proposals to reduce or mitigate risks to people and damage to property, buildings, infrastructure and the environment.
5. Continuing to foster a culture of Engage a wide range of community stakeholders in the environmental awareness amongst development of an Integrated Community Sustainability Plan Ajax residents and businesses (ICSP). through the development of programs that motivate them to adopt environmentally responsible practices at home, in their neighbourhoods and place of work. Develop a strategy to target residential homeowners and
businesses, promoting the benefits and importance of trees and the positive contribution they make to the environment.
Positioning Greenwood Discovery Pavilion and Conservation Area as an eco- programming and outdoor recreation facility to encourage environmental learning opportunities.
Prepare and implement community awareness programs and demonstration projects such as the Yellow Fish Program, the Healthy Community Program, Climate Change Impact, and Pet Care Program.
14 Council Areas of Focus 2011/Ongoing
Expand and enhance community events such as Green Living Days, E-Waste Events, Compost Give-a-Ways, to promote and educate environmentally responsible practices to implement at home and at work.
Excellence in Service Delivery and Governance
Strategies: 1. Develop and implement improved Implementation of the Translation Line & the Textnet Service at the response systems and processes Library’s service desks. that will enhance timely and effective resolution of customer inquiries.
Investigate feasibility of a Customer Relationship Management (CRM) application.
Develop an operating structure to support customer feedback for Council.
CLASS upgrade to 7.0 to support better direct deposit and credit
card transactions/connect@rec functionality.
Establish a Customer Service Team that will examine best practices and innovative solutions that will enhance the delivery of services.
Implement a Customer Service Work Order Management System ie. City Works.
Implement a web-based Customer Service Portal.
Implement and track the success of PriorityPath – a streamlined municipal process dedicated to successful business expansion.
2. Engage with members of the Develop a policy for community use of Council Chambers/Library. community and key stakeholder groups on issues of interest in an effort to enhance community participation, outreach and communication by Council and Town departments.
15 Council Areas of Focus 2011/Ongoing
Library Board to host open community meetings in order to receive customer feedback and input.
Continue to work with DRPS to support existing Neighbourhood Watch initiatives.
3. Utilize Town facilities as information Install two new promotional/marketing focal points at the Library’s hubs in the community. Main Branch for the distribution of hard copy civic information.
Enhance communication to residents through use of Electronic Information Sign Display Boards, strategically located in the community.
4. Ensure tax rates remain reasonable Continue on-going review of the strategic financial plan, updating and competitive. where required.
Continue to provide input into the Region’s annual update of the Long Term Strategic Property Tax Plan, including commercial/industrial tax strategies to support business attraction.
5. Embracing the principles of the Provide our customers with education on the Town’s customer Town’s Quality Management service standards (including accessibility standards), complaint System, continue to explore options handling guidelines, customer feedback, etc. and opportunities in an effort to improve municipal service delivery.
16 TOWN OF AJAX REPORT
Report To: General Government Committee
Submitted By: Brian J. Skinner Chief Administrative Officer
Prepared By: David W. Forget Manager, Quality Service and Special Projects
Subject: Customer Polling of Ajax Residents
Ward(s): All
Date of Meeting: February 20, 2014
Reference: Link to Community Action Plan: Excellence in Service Delivery and Governance Embracing the principles of the Town’s Quality Management System, continue to explore options and opportunities in an effort to improve municipal service delivery. 951811 Capital Account No.
Recommendation: 1. That the Customer Polling of Ajax Residents report be received for information.
Background: The Town of Ajax has demonstrated it=s commitment to excellence in customer service by being registered to ISO 9001 since 1997. The ISO philosophy puts customer satisfaction above all else as a way and means of continuously improving service delivery. In an effort towards continual improvement, Council authorized a first-time polling of Ajax residents in 2005. Environics Research Group was retained to conduct the satisfaction poll. The poll asked residents a variety of questions about their perception and satisfaction with the delivery of services and their interaction with Town staff. The survey also posed questions to residents about current spending practices, expansion / cuts to service, the waterfront, and communications. A similar poll of Ajax residents was also conducted in the fall of 2007, focusing on the specific questions with respect to community safety, municipal voting practices, communication and financial assistance for Recreation programs and services. A third poll of Ajax was conducted in the spring of 2010. At that time, additional questions were asked including experience with the Town, main priorities for municipal government, diversity and community engagement and downtown revitalization.
Discussion:
Public opinion polling is a valuable tool to validate our perception of what our customers want and need. Polling ensures that we keep Ain touch@ with residents and helps us to focus our attention on fine tuning service delivery to meet their diverse needs. Polling also ensures that we meet targets and criteria set out in Corporate Strategic Planning exercises, more specifically, conducting a poll in early 2014 will allow council and senior management staff to utilize the data gathered for the Corporate Strategic Planning exercise at the beginning of the new term of Council.
The current Purchasing By-law allows for purchases through negotiations, under certain conditions, more specifically Awhere, at the discretion of the Department Head, with the approval
17 Page2 Subject: Contract Award - Customer Polling of Ajax Residents of the Chief Administrative Officer, it is deemed to be in the best interest of the municipality to negotiate with vendors.@
The Environics Research Group is being proposed to conduct the customer satisfaction polling exercise for the Town. The services of Environics is being recommended again for continuity purposes as well as for their expertise in opinion polling in the municipal arena. Given our growing and diverse population, Environics is able to meet this challenge by employing polling staff who speak many different languages. This allows us to reach into sectors of our population who may not otherwise be heard.
For bench marking purposes, many of the questions in the upcoming poll will be asked in exactly the same way as in 2010 to determine, by popular opinion, whether we=re improving in the delivery of services to the residents of Ajax. Since Environics carries out similar polls across the GTA and beyond (Focus GTA, etc.) we have the unique opportunity to compare our results with other municipalities.
During this initiative, we will specifically target several topic areas of particular interest, all of which have been identified and addressed in the Community Action Plan Plan including:
$ Community Safety (Strong Sense of Community) $ Customer Service (Excellence in Service Delivery and Governance) $ Environmental Initiatives / Quality of Life Measures (Leader in Environmental Sustainability) $ Downtown Revitalization (Strategic Development and Economic Prosperity)
For the proposed 2014 polling exercise, the intent is to use a sample size of 600 (125 in each of the electoral wards). This is consistent with the sample size used during the 2010 customer satisfaction poll. A sample size of 600 provides a margin of error of 4.0 percentage points 19 times out of 20. The margin of error for smaller subsamples is larger.
The poll will take approximately two weeks to complete and will commence in late March / early April. A pre-test of the survey will be conducted by Environics with Ajax residents to ensure that the questions are clear and easily understood.
For this customer polling initiative, Environics will provide the following
$ project management $ questionnaire development $ pre-testing of the questionnaire $ conducting the survey of Town of Ajax residents $ data analysis $ provision of statistical tables (overall frequencies and cross-tabulations) $ Report of findings including in-depth analysis of each question, graphical analysis of each question, recommendations and methodology $ A ward analysis of the results $ Final report in hard and electronic copy $ Presentation to Council
Contract Commencement date: February 21, 2014 Anticipated completion date: May 12, 2014
18
Financial Implications: As provided under the Purchasing By-law, the contract for customer polling was approved by the Chief Administrative Officer and the Director of Finance.
Approved Capital Account No. 0951811 - Customer Polling
2014 Approved Capital Budget $60,000.00
Contract (net of GST rebate) $40,606.19 $40,606.19
Under Budget $ 19,393.81
The 2014 Capital Justification is attached for information.
Communication Issues: Various communication vehicles will be used to inform residents of the customer polling exercise and to encourage participation, if called. Once completed, staff will make available overall outcomes from the customer poll and provide a media release to the public. Upon final completion of the poll, Environics will complete and submit a report and make a presentation to Council. Council will be provided with a staff report at that time as well.
A file will be maintained in the Office of the CAO allowing staff to utilize the information from the customer polling efforts to help inform and support ongoing and upcoming corporate initiatives. Department specific data will be shared with respective Department Heads for consideration and future improvements.
Conclusion:
The report cards emanating from the 2005, 2007 and 2010 satisfaction polls of Ajax residents were quite favorable. Generally, residents were pleased overall with the services delivered to them and by the staff responsible for their delivery. Staff are confident that the upcoming polling results will indicate that we have been able to maintain and in some cases exceed public opinion in a variety of areas. Areas of concern requiring further attention will also become apparent and will form part of the discussions and dialogue during annual planning sessions and as well in the development of the Town’s new Corporate Action Plan (2015-2018).
It is the recommendation of staff that Environics Research Group be awarded the contract for customer polling of Ajax residents as a single source purchase.
19
David W. Forget, Manager of Quality Service and Special Projects
______Marilou Murray, Manager of Strategy, Communications and Policy
Brian J. Skinner, Chief Administrative Officer
20 TOWN OF AJAX 2014 CAPITAL BUDGET / 2015−2018 LONG RANGE CAPITAL FORECAST DETAIL SHEET
Department Office of the CAO Section Office of the CAO Project Name Customer Polling − 2014 Submitted By Marilou Murray, Manager of Strategy, Communications & Policy Start Year 2014 Project Number 0951811 PROJECT DESCRIPTION / JUSTIFICATION
The Town of Ajax has demonstrated its commitment to excellence in customer service by being registered to ISO 9001 since 1997. The ISO philosophy puts customer satisfaction above all else as a way and means of continuously improving service delivery. In an effort towards continual improvement, Council authorized a first-time polling of Ajax residents in 2005. The poll asked residents a variety of questions about their perception and satisfaction with the delivery of services and their interaction with Town staff. The survey also posed questions to residents about current spending practices, expansion/cuts to service, priority areas and communications. The Town has conducted two additional polling exercises in 2007 and 2010.
As outlined in the Town’s Community Action Plan (2011-2014) under the goal "Excellence in Service Delivery and Governance", the Town is committed to exploring options and opportunities to improve service delivery. A customer polling exercise in 2014 allows the Town to continue to gain valuable customer feedback on its many programs and services and identify new challenges, particularly in light of a new strategic planning process in late 2014. Staff have recommended customer satisfaction polling on a four-year cycle.
The following deliverables will be requested as part of the scope of this project:
project management questionnaire development pre-testing of the questionnaire conducting the survey of Town of Ajax residents data analysis provision of statistical tables (overall frequencies and cross-tabulations) report of findings including in-depth analysis of each question, graphical analysis of each question, recommendations and methodology a ward analysis of the results final report in hard and electronic copy presentation to Council
EXPENDITURES / FUNDING
2014 2015 2016 2017 2018 Total Total Expenditures 60,000 60,000
Strategic Initiatives Reserve 60,000 60,000 Total Funding 60,000 60,000
21
TOWN OF AJAX REPORT
REPORT TO: General Government Committee
SUBMITTED BY: Paul Allore, M.C.I.P., R.P.P. Director, Planning and Development Services
PREPARED BY: Stev Andis, MCIP, RPP Senior Policy Planner, Planning and Development Services
SUBJECT: Site Plan Control By-law
WARDS: All
DATE OF MEETING: February 20, 2014
REFERENCE: Community Action Plan: Strategic Development and Economic Prosperity
RECOMMENDATION:
1. That Site Plan Control By-law 111-98 be repealed and the proposed Site Plan Control By-law in Attachment 1 to this Report be endorsed.
1.0 BACKGROUND
Site plan control is a form of development control provided to municipalities by the Planning Act. No one can undertake any development on land within the Town of Ajax that is subject to site plan control unless the Town has reviewed and approved certain plans and drawings. Once the plans and drawings are approved, a site plan agreement is generally executed. The site plan agreement contractually binds the owner to develop a site in accordance with the approved plans and the terms of the agreement.
The Town’s current Site Plan Control By-law was enacted in 1998 (By-law 111-98). It designates the entire Town as a site plan control area and exempts agricultural buildings in areas zoned for agricultural use from the requirement to undergo site plan control. Additionally, By-law 92-98 delegates approval authority for site plan applications to Planning and Development Services staff.
The Town’s Official Plan also has policies addressing site plan control. The policies exempt agricultural buildings and additionally exempt single detached, semi-detached and duplex dwellings from site plan control; the policies also specify that such dwellings within the Pickering Beach Neighbourhood are, however, subject to site plan control.
22 Subject: Site Plan Control By-law Page | 2
2.0 DISCUSSION
Site Plan Control is an important planning tool. A Site Plan Control By-law enables the Town to approve the design and technical aspects of a proposed development to ensure it is attractive, functional, and compatible with surrounding existing or planned development.
The Planning Act provides municipalities with site plan control powers; two of those powers are not reflected in the current Site Plan Control By-law: the ability to control the exterior design of buildings (e.g. design of porches, windows, exterior cladding, etc.) and the ability to require sustainable design elements (e.g. street furniture, lighting, decorative paving, etc) in the municipal boulevard adjacent to a development site. To use these powers, the Planning Act requires a municipality to have policies in an Official Plan and provisions in a Site Plan Control By-law.
Official Plan Amendment No. 38 (Environment), which came into effect on December 23, 2011, contains policies that address the exterior design of buildings and the provision of sustainable design elements on a municipal boulevard adjacent to a development site. As such, staff have developed a new Site Plan Control By-law to:
1) enact these powers under the Planning Act; and
2) reflect current practice regarding site plan review, including the identification of additional forms of development that are exempt from site plan control.
The repeal of Site Plan Control By-law 111-98 and the enactment of the proposed Site Plan Control By-law contained in Attachment 1 to this Report have the following effect:
1) Maintain that all lands within the Town are subject to site plan control;
2) Maintain the exemption from site plan control for buildings or structures used for agricultural operations;
3) Addition of a section (Short Title) that clarifies this By-law may be referred to as the Site Plan Control By-law;
4) Addition of a section (Definitions) that provides definitions for various terms used in the By- law;
5) Exempt single detached dwellings, semi-detached dwellings, duplex dwellings, street townhouse dwellings, and back-to-back townhouse dwellings with direct vehicular access to a public road from site plan control to reflect the Site Plan Control policies in the Town of Ajax Official Plan and to further delineate exempt dwelling types as per current site plan control practice;
6) Addition of a section (Pickering Beach Neighbourhood) that stipulates single detached dwellings, semi-detached dwellings, duplex dwellings, street townhouse dwellings, and back-to-back townhouse dwellings with direct vehicular access to a public road that are within the Pickering Beach Neighbourhood are required to submit plans showing the location of all buildings to reflect the Site Plan Control policies in the Town of Ajax Official Plan and
23 Subject: Site Plan Control By-law Page | 3
to further delineate dwelling types in the Pickering Beach Neighbourhood that are subject to scoped site plan control requirements;
7) Reference to By-law 92-98 which delegates Council’s approval authority for site plan applications to the Director of Planning and Development Services, Development Approvals Coordinator or Senior Planner;
8) Addition of a section (Pre-consultation Requirements) to inform anyone who intends to submit a Site Plan or Site Plan Amendment Application that they are required to attend a pre-consultation meeting with Town staff prior to submitting the application, in accordance with the Town’s Pre-Consultation By-law 57-2008;
9) Addition of a section (Approval of Plans and Drawings) that outlines the matters the Town is authorized to require be shown in plans and drawings for the Town’s review and approval, as per the Planning Act;
10) Addition of a section (Securities) that requires owners/applicants to post securities and that if the owner/applicant does not carry out site works in accordance with an executed site plan agreement the Town may complete the site works and draw on the securities to recover costs to do so; and,
11) Addition of a section (Enforcement) that outlines any person who undertakes development in the Site Plan Control Area without approved plans or drawing and/or without an executed site plan agreement is in contravention of the Planning Act and may be convicted of an offence and liable to paying penalties.
3.0 FINANCIAL IMPLICATIONS
None
4.0 COMMUNICATION ISSUES
None
5.0 CONCLUSION
The proposed Site Plan Control By-law is consistent with the Planning Act and the Town of Ajax Official Plan, and reflects the Town’s current practice in the review of proposed developments subject to site plan control.
ATTACHMENTS ATT-1: Site Plan Control By-law
24 Subject: Site Plan Control By-law Page | 4
______Stev Andis, M.C.I.P., R.P.P. Senior Policy Planner
______Gary Muller, M.C.I.P., R.P.P. Manager of Planning
______Paul Allore, M.C.I.P., R.P.P. Director, Planning & Development Services
25
ATT-1:
Site Plan Control By-law
26 THE CORPORATION OF THE TOWN OF AJAX
BY-LAW NUMBER XX-2014
BEING A BY-LAW to repeal By-law No. 111-98 “Site Plan Control By-law” and to enact a new Site Plan Control By-law.
WHEREAS under the authority of section 41 of the Planning Act, R.S.O. 1990, c. P. 13, as amended, (the “Act”) By-law No. 111-98 established the territorial limits of the Town of Ajax as a designated Site Plan Control Area and established classes of development that are exempt from site plan control;
AND WHEREAS Section 7.1.1 of the Town of Ajax Official Plan designates the entire Town as a Site Plan Control Area under the provisions of the Act, and establishes additional classes of development that are exempt from site plan control;
AND WHEREAS authority is granted under subsection 41(4) of the Act, to require and approve drawings for development subject to site plan control, including drawings for matters related to exterior design and sustainable design elements on any adjoining highway under a municipality’s jurisdiction, if an official plan and a by-law under subsection 41(2) of the Act, both contain provisions relating to such matters;
AND WHEREAS Official Plan Amendment No. 38 was adopted by the Council of The Corporation of the Town of Ajax on June 14, 2010 and was approved by the Commissioner of Planning and Economic Development at the Region of Durham on February 3, 2012 to incorporate provisions related to exterior design and sustainable design elements on any adjoining highway under the Town’s jurisdiction into the Town of Ajax Official Plan;
AND WHEREAS authority is granted under subsection 41(13) of the Act, to exempt certain classes of development from site plan control;
AND WHEREAS authority is granted under subsection 41(7) of the Act, to require the owner of land subject to site plan control to enter into one or more agreements;
AND WHEREAS authority is granted under section 67 of the Act, to levy fines on persons or corporations who contravene section 41 of the Act;
AND WHEREAS Council of The Corporation of the Town of Ajax adopted By-law 92-98 on July 20, 1998 to delegate its approval authority for site plan applications to the Director of Planning and Development Services, Development Approvals Coordinator or Senior Planner;
AND WHEREAS Council of The Corporation of the Town of Ajax adopted Pre-consultation By- law 57-2008 on May 26, 2008 to require every person who intends to submit an application for a Site Plan or Site Plan Amendment application to pre-consult with the Town prior to submitting an application;
AND WHEREAS Council of The Corporation of the Town of Ajax deems it appropriate to incorporate all of the above provisions into a Site Plan Control By-law, under section 41 of the Act, applying to all lands subject to site plan control in the Town of Ajax.
NOW THEREFORE the Council of the Corporation of the Town of Ajax ENACTS new Site Plan Control By-law XX-2014 as follows:
Short Title
1. This By-law may be cited as the Site Plan Control By-law.
Definitions
2. In this By-law,
a) “Act” means the Planning Act, R.S.O. 1990, c.P.13, as amended.
b) “agricultural operations” has the same meaning as in the Town of Ajax Zoning By-law 95-2003, as amended.
27 c) “agricultural-related secondary uses” means uses secondary to the principal agricultural operation on the property, including but not limited to home occupations; home industries; seasonal farm produce sales outlets; and uses that produce value- added agricultural products from the agricultural operation on the property.
d) “Council” means the Council of The Corporation of the Town of Ajax.
e) “Director” means the Director of Planning and Development Services of the Corporation of the Town of Ajax or their designate.
f) “development” has the same meaning as in subsection 41(1) of the Act.
g) “greenhouse” means a building for the growing of flowers, fruits, vegetables, plants, shrubs, trees and/or similar vegetation which may be sold at retail directly from such building, or lot upon which the building is situated, or which may be shipped for processing or sale to an alternate location.
h) “Town” means The Corporation of the Town of Ajax.
Site Plan Control Area
3. All lands within the corporate limits of the Town, as shown on Schedule ‘A’, are designated as a “Site Plan Control Area” under the provisions of the Act.
4. All types of proposed development within the Site Plan Control Area shall be subject to all of subsection 41(4) of the Act including, but without limiting the foregoing, a building used for residential purposes containing less than 25 dwelling units.
Exemption From Site Plan Control
5. Notwithstanding paragraph 4. of this By-law, the following classes of development may be undertaken without approval of plans and drawings under subsection 41(4) of the Act:
a) Buildings or structures used for agricultural operations, except for agricultural-related secondary uses and greenhouses; and,
b) Single detached dwellings, semi-detached dwellings, duplex dwellings, street townhouse dwellings, and back-to-back townhouse dwellings where each dwelling unit has direct vehicular access to an open and maintained public highway.
Pickering Beach Neighbourhood
6. Notwithstanding paragraph 5.b) of this By-law, the following classes of development within the Pickering Beach Neighbourhood, as shown on Schedule ‘B’, shall be subject to subsection 41(4) of the Act with the exception of 41(4)2:
a) Single detached dwellings, semi-detached dwellings, duplex dwellings, street townhouse dwellings, and back-to-back townhouse dwellings where each dwelling unit has direct vehicular access to an open and maintained public highway.
Pre-Consultation Requirements
7. Every person who intends to submit a Site Plan or Site Plan Amendment Application shall participate in a Pre-consultation Meeting with Town of Ajax Planning and Development Services staff prior to formally submitting a complete application in accordance with Town of Ajax By-law 57-2008.
Approval of Plans and Drawings
8. In accordance with By-law 92-98, Council delegates its approval authority for site plan applications to the Director of Planning and Development Services, Development Approvals Coordinator or Senior Planner.
9. In consideration of the approval of plans and drawings as set out in subsection 41(4) of the Act the following shall, in addition to other matters set out in the Act, be considered:
28 a) Matters related to exterior design or architectural design including the character, scale, appearance, articulation, proportion (e.g. colours, materials and design features of buildings), and sustainable design elements insofar as they affect exterior design, including but not limited to:
i) the design of entry features (e.g. porches, porticos and canopies), windows, doors, roofs, chimneys, wall cladding, driveways, and garages;
ii) exterior cladding and windows;
iii) bird-friendly glass treatments to reduce the risk for migratory bird collisions;
iv) location of utilities and communication infrastructure including, but not limited to, air conditioning units, gas and hydro meters, communication pedestals, and all associated conduit and/or piping;
v) criteria specified in any applicable Urban Design and Architectural Design Guidelines; and,
vi) criteria specified in the Town of Ajax Site Plan Review Manual; b) Matters relating to sustainable design elements on adjoining municipal highways to create attractive transitions from the private to public realms. These elements shall include, but are not limited to:
i) native or non-native non-invasive trees, shrubs, hedges, plantings or other ground cover, with consideration given to using drought-tolerant varieties of these species for naturalization or to create bioswales;
ii) landscaping for winter wind protection and snow drift, and summer solar protection;
iii) landscaping for aesthetic or buffering purposes;
iv) protection of existing trees and vegetation;
v) entry features and signage;
vi) curb cuts, curb depressions, and sidewalks;
vii) pedestrian access and ramps, including barrier-free access for persons with disabilities;
viii) decorative and/or permeable paving materials;
ix) street furniture;
x) lighting, including pedestrian-scaled lighting;
xi) acoustic, privacy, and decorative fencing;
xii) weather protection such as, but not limited to canopies, awnings, and colonnades;
xiii) transit shelters;
xiv) waste and recycling containers;
xv) bicycle parking facilities;
xvi) stormwater management control including low impact development;
xvii) location of utilities and communication infrastructure including, but not limited to: gas mains; telephone, hydro, and cable conduits; communication pedestals; and containing utility services within streetscape features;
xviii) criteria specified in any applicable Urban Design Guideline;
xix) criteria specified in the Town of Ajax Site Plan Review Manual; and,
29
xx) criteria specified in the Town of Ajax Facility Accessibility Design Standards;
c) Facilities designed to have regard for accessibility for persons with disabilities, including criteria specified in the Town of Ajax Facility Accessibility Design Standards.
Securities
10. The Director may require that securities be delivered to the Town, in such amount as the Director deems necessary and appropriate, to ensure the provision and maintenance of the site works as shown on an approved site plan. Securities are to be submitted in a form deemed acceptable to the Director.
11. In the event a person is in default of any conditions of approval relating to a site plan issued by the Town under subsection 41(7) of the Act including but without limiting the foregoing default of any provisions of a site plan agreement entered into pursuant to subsection 41(7) of the Act, the provisions of section 446 of the Municipal Act, 2001 S.O. 2001 c.25 as amended shall apply.
Enforcement
12. Development Without Approved Plans
Every person who, without having plans or drawings approved in accordance with section 41 of the Act, undertakes any development in the Site Plan Control Area designated by this By-law is, pursuant to section 67 of the Act, guilty of contravening section 41 of the Act.
13. Failure To Provide or Maintain Facilities. etc.
Every person who undertakes any development in the Site Plan Control Area designated by this By-law without providing or maintaining any of the facilities, works or matters that are mentioned in clause 41(7)(a) of the Act and that are required by the Town under that clause as a condition to the approval of plans or drawings in accordance with section 41 of the Act is, pursuant to section 67 of the Act, guilty of contravening section 41 of the Act.
14. Penalty Upon Conviction
Every person who is convicted of an offence under section 41 of the Act is liable to fine or penalty prescribed by section 67 of the Act.
15. THAT By-law No. 111-98 is hereby repealed.
READ a first time and second time this XXX day of February, 2014.
READ a third time and finally passed this XXX day of February, 2014.
______Mayor
______
Deputy Clerk
30 SCHEDULE ‘A’ TO BY-LAW XX-2014 (Area Subject to Site Plan Control)
31 SCHEDULE ‘B’ TO BY-LAW XX-2014 (Pickering Beach Neighbourhood)
32 TOWN OF AJAX REPORT
Report To: General Government Committee
Submitted By: Dave Meredith Director, Operations and Environmental Services
Prepared By: Scott Glew Fleet Manager
Subject: Contract Award-Light Duty Vehicles
Ward(s): All
Date of Meeting: February 20, 2014
Reference: Tender No. T14011 Capital Project No. 952011, 952911, 953411, 954611, 955711, 959211
Recommendation:
1. That Council award the contract for the supply of an Eco Diesel Pick-up Truck, a Crew Cab 4x4 Pick-up Truck with plow and salter and two Quad Cab 4x4 Pick-up Trucks to Centennial Chrysler Dodge Jeep Ram Ltd. in the amount of $ 159,730.70 (inclusive of all taxes).
2. That Council award the contract for the supply of a Regular Cab Pick-up Truck and two Regular Cab 4x4 Pick-up Trucks to Formula Ford Lincoln Ltd. in the amount of $ 88,145.65 (inclusive of all taxes).
3. That Council award the contract for the supply of two Special Service Duty Sedans (Emergency response vehicles) to Donway Ford Sales Ltd. in the amount of $ 70,787.72 (inclusive of all taxes).
Background: At their meeting held on December 16, 2013, Council passed the following resolution:
“That the General Government Committee 2014 Capital Budget Report and recommendations dated December 16, 2013, as amended, be adopted.”
Among the capital projects approved by Council were several Fleet acquisitions including two Special Service Sedans, Five Light Duty Pick-ups, a Heavy Duty Crew Cab Pick-up Truck and a “Green Fleet Initiative” Pick-up Truck. All equipment identified is required for the coming growing season and the influx of student employees on May 1, 2014.
The identified pieces of equipment were evaluated and found to be good candidates for the Green Fleet Initiative. All vehicles are either Flex Fuel compatible or use ultra low sulfur diesel and meet the stringent 2013 EPA emission standards for diesel engines.
33
Subject: Contract Award of Light Duty Vehicles 2
Discussion:
Request for Tender (RFT) documents were issued to nine prospective bidders with bids being received back from five of these, prior to the closing on January 23, 2014. Listed below is a summary of the bids received:
TOTAL TENDER AMOUNT SECTION SECTION SECTION SECTION SECTION SECTION 2 1 3 4 5 6 NAME OF 4x4 Pick Pick Up Pick Up 4x4 Pick Up Full Size BIDDER 4x4 Crew Truck Truck Up Truck Extended Special Cab Truck (7,100 (6,400 (6,400 Cab Service w/Plow GVRW) GVRW) GVRW) (6,400 Sedan GVRW) QUANTITY 1 1 1 2 2 2 Centennial $37,447.07 $62,380.07 $30,366.59 $67,660.08 $59,903.56 $78,885.30 Chrysler Pickering No Bid $77,858.13 $41,246.13 $87,746.76 $93,286.02 $94,260.08 Chrysler Does not Donway No Bid meet $27,785.57 $63,483.40 $69,673.54 $70,787.72 Ford specification Kitchener No Bid No Bid No Bid No Bid No Bid $81,097.84 Ford Formula No Bid $62,483.35 $26,895.13 $61,250.52 $69,058.82 $73,194.62 Ford
The specifications in the request for tender were for various types of light duty vehicles. The limitations of certain manufacturers to produce specific types of vehicles, causes vendors to bid on only the vehicles they have available, thus creating a partial bid scenario for the tender. For instance; certain vendors do not offer stake trucks, while others do not offer large SUV’s or mini-vans.
Financial Implications:
Capital Account No. 952911- Replacement Equipment - Unit #10001/10002
Approved Capital Budget $80,000.00 (Donway Ford Sales Ltd.) Contract (net of HST rebate) $63,746.55 $63,746..55
Available Budget $16,253.45
34
Subject: Contract Award of Light Duty Vehicles 3
Capital Account No. 959211- Replacement Equipment - Unit #12003/12004
Approved Capital Budget $60,000.00 (Centennial Chrysler Ltd.) Contract (net of HST rebate) $53,945.01 $53,945.01
Available Budget $6,054.99
Capital Account No. 955711- Replacement Equipment - Unit #12502
Approved Capital Budget $65,000.00 (Centennial Chrysler) Contract (net of HST rebate) $56,175.18 $56,175.18
Available Budget $8,824.82
Capital Account No. 952011- Replacement Equipment - Unit #12005
Approved Capital Budget $30,000.00 (Formula Ford) Contract (net of HST rebate) $27,578.99 $27,578.99
Available Budget $2,421.01
Capital Account No. 954611- Replacement Equipment - Unit #12006/12008
Approved Capital Budget $60,000.00 (Formula Ford) Contract (net of HST rebate) $51,798.88 $51,798.88
Available Budget $8,201.12
35
Subject: Contract Award of Light Duty Vehicles 4
Capital Account No. 953411- Replacement Equipment – Unit# 12002
Approved Capital Budget $45,000.00 (Centennial Chrysler) Contract (net of HST rebate) $33,722.25 $33,722.25
Available Budget $11,277.75
For each Capital Project, the available funding will be used for items that include: Decals, Safety and emergency lighting, road temperature sensors, tool boxes, licensing and other general upfitting accessories.
The Capital Detail sheets are attached for information.
Communication Issues: N/A
Conclusion:
It is the recommendation of staff that Centennial Chrysler Dodge Jeep Ram Ltd., be awarded the contract for the supply of an Eco-Diesel Pick-up Truck, a Crew Cab 4x4 Pick-up with Plow and salter and two Quad Cab 4x4 Pick-up Trucks, being the lowest bidder meeting specifications.
It is the recommendation of staff that Formula Ford Lincoln Ltd., be awarded the contract for the supply of a Regular Cab Pick-up Truck and two Regular Cab 4x4 Pick-up Trucks, being the lowest bidder meeting specifications.
It is the recommendation of staff that Donway Ford Sale Ltd., be awarded the contract for the supply of two Special Service Duty Sedans, being the lowest bidder meeting specifications.
S. Glew - Fleet Manager
D. Meredith - Director, Operations and Environmental Services
36 37 38 39 40 41 42 TOWN OF AJAX REPORT
Report To: General Government Committee
Submitted By: Dave Meredith Director, Operations and Environmental Services
Prepared By: Scott Glew Fleet Manager
Subject: Contract Award-Stake Truck with Chipper Body and Bucket Truck
Ward(s): All
Date of Meeting: February 20, 2014
Reference: Tender No. T14013 Capital Project No. 960911 – Repl Equipment – Stake Truck w/Chipper Body Capital Project No. 961011 – Add’l Equipment – Bucket Truck
Recommendation:
1. That Council award the contract for a Stake Truck with Chipper Body to Centennial Chrysler Dodge Jeep Ram Ltd. in the amount of $86,495.85 (inclusive of all taxes).
2. That Council approve the following funding, to be allocated to Capital Account No. 960911:
Development Charges 2013 $68,307.82 Development Reserve $11,584.37
Total $79,892.19
3. That Council approve the following funding, to be allocated to Capital Account No. 960911 from the DC2008/Development Reserve in the amount of $79,892.19 (net HST).
4. That Council award the contract for a Bucket Truck to Altec Industries Ltd. in the amount of $191,386.97 (inclusive of all taxes).
5. That Council approve the following funding, to be allocated to Capital Account No. 961011 from the Vehicle/Equipment Reserve in the amount of $174,349.89 (net HST).
6. That Council approve the transfer to the Vehicle and Equipment Reserve, the amount of $250,000.00 from the cancellation of Capital Account 955511 – Replacement Equipment-Unit#603-5.
43
Subject: Contract Award of Stake Truck w/Chipper Body and Bucket Truck
Background: At their meeting held on January 27, 2014, Council passed the following resolution:
“That Council authorize staff to purchase the following equipment as unbudgeted capital expenditures:
All vehicles will utilize ultra low sulfur diesel and meet the stringent 2013 EPA emission standards for diesel engines.
Discussion:
Request for Tender (RFT) documents were issued to nine prospective bidders with bids being received back from four of these, prior to the closing on February 11, 2014. Listed below is a summary of the bids received:
TOTAL TENDER AMOUNT
NAME OF BIDDER SECTION 1 SECTION 2
Forestry Boom Truck Stake Truck with Chipper
Altec Industries Ltd. $191,386.97 No Bid
Allan Fyfe Equipment Ltd. $193,495.55 No Bid
Donway Ford Sales Limited No Bid $78,572.29
Centennial Chrysler Dodge Jeep Ram No Bid $86,495.85 Ltd.
The purchase of the Additional Stake Truck with Chipper Body is required as soon as possible, due to excessive delivery time (approximately 16 weeks) the lowest bidder is not being awarded the contract. The next lowest bid, meeting specifications, has a delivery time of 35 days from contract award and is thus being recommended by staff.
44
Subject: Contract Award of Stake Truck w/Chipper Body and Bucket Truck
Financial Implications: Capital Account No. 960911
The Additional Equipment – Stake Truck w/Chipper Body is an unbudgeted Capital Project.
Contract (net of HST rebate) $77,892.19 Other Fees (decals, licensing, lighting) $2000.00 Total Project Cost $79,892.19
Funding not to exceed $79,892.19, will be allocated from DC 2008/Development Reserve. Capital Account No. 961011
The Replacement Equipment – Bucket Truck is an unbudgeted Capital Project.
Contract (net of HST rebate) $172,349.89 Other Fees (decals, licensing, lighting) $2,000.00 Total Project Cost $174,349.89
Full funding for this Project will be made available by cancelling Capital Account No. 955511 for the Replacement Equipment – Unit# 603-5. The Capital Detail Sheet is attached for information.
Funding not to exceed $174,349.89 (net HST), will be allocated from the Vehicle/Equipment Reserve.
Communication Issues: N/A Conclusion:
It is the recommendation of staff that Centennial Chrysler Dodge Jeep Ram Ltd. be awarded the contract for the supply of a Stake Truck with Chipper Body, being the only bidder meeting delivery timelines.
It is also the recommendation of staff that Altec Industries Ltd. be awarded the contract for the supply of a Bucket Truck, being the lowest bidder meeting minimum specifications.
S. Glew - Fleet Manager
D. Meredith - Director, Operations and Environmental Services
45 46 TOWN OF AJAX REPORT
REPORT TO: General Government Committee
SUBMITTED BY: Dave Meredith Director, Operations and Environmental Services
PREPARED BY: Tim Murphy Supervisor, Infrastructure and Capital Projects
SUBJECT: Contract Award – Duffins Marsh Canoe/Kayak Docks and Fishing Nodes
WARD(S): All
DATE OF MEETING: February 20, 2014
REFERENCE: Capital Account No. 953711 - Duffins Marsh Canoe/Kayak Docks and Fishing Nodes The Shoreline Improvement Strategy (2011) The Waterfront Management Plan (2005)
RECOMMENDATION:
That Council award the contract for the Duffins Marsh Canoe/Kayak Docks and Fishing Nodes, to the Toronto Region Conservation Authority in the amount of $293,800.00 (inclusive of all taxes).
BACKGROUND:
The Shoreline Improvement Strategy (2011) identified the two marshlands (Carruthers and Duffins) in Ajax as “significant opportunities for extending experiences onto the water to enjoy the rich biodiversity and plant life that exists in these areas”. The Strategy further recommends providing opportunity for exercise and exploration on paddling boats and boardwalks or accommodating fishing in the marsh areas.
An additional opportunity included in the Shoreline Improvement Strategy was the “Expansive Views to the Lake”. Existing high bluffs along the waterfront provide for wide open views to Lake Ontario as well as the Duffins and Carruthers Marshes. The Strategy recommends “building safe outlook points” to enjoy these views.
One of the constraints identified in the Shoreline Improvement Strategy (2011) is the existing steep slopes and inaccessible water’s edge. Indeed, Ajax’s shoreline consists of many steep slopes, some of which are eroding from winds and wave action on the shoreline. Accessibility to the water’s edge for recreational endeavours such as canoeing or fishing is limited due to the steep slopes and lack of a safe access down these slopes.
47 Subject: Contract Award – Duffins Marsh Canoe/Kayak Docks and Fishing Nodes Page | 2
In 2012, Town of Ajax staff partnered with the Toronto Region Conservation Authority to explore opportunities for recreation and enhancing accessibility in the Duffins Marsh area. During this process, an assessment of the existing boat launch at Rotary Park resulted in an opportunity to improve the launching of small crafts (canoes and kayaks) and make it more accessible for summer camp patrons and residents. The construction of a wooden dock structure in this area would improve the safety of launching canoes and kayaks in the Marsh as well as provide a systematic access and egress for summer camp participants. The inland marsh area provides for a relatively calm and protected area that is preferential for launching a small water craft and teaching new canoe and kayak enthusiasts water safety and proper boat operations. The dock structure also improves accessibility for residents with mobility issues to access small crafts and the water’s edge. The dock will be constructed of a wooden framed platform over a floating drum system that will adjust to changing water levels. Access to the dock area will be provided by a hinged access ramp that will also adjust to changing water levels.
The shoreline of the Duffins Marsh adjacent to Rotary Park has long been known as a great fishing area to local anglers. The success of the Atlantic Salmon Program as well as prime marsh habitat for Bass, Pike and Trout provide an abundance of fishing opportunities for residents and visitors alike. Staff have incorporated safe and accessible fishing nodes into the shoreline area adjacent to Rotary Park. Limestone trails leading to flat, armourstone supported areas beside the water’s edge will allow for safe enjoyment of recreational fishing in the Duffin’s Marsh area.
Finally, the natural terrain of this area includes a rising slope towards the parking areas at Rotary Park. This topography creates a natural raised viewing area oriented toward a wide open view of the Duffins Marsh area that includes a diverse shoreline bird population, a variety of marsh vegetation and several animals that inhabit marsh areas such as beavers, muskrats and white tailed deer. As part of this project, staff will be improving viewing opportunities by constructing a raised viewing platform that includes a safe access and connection to the trail system and parking lot, interpretive signage relating to the marsh ecosystem and native planting consistent with marshes in Ontario will be installed.
It is anticipated that construction will take place in the summer of 2014.
DISCUSSION:
The current Purchasing By-Law allows for purchases through negotiations, under certain conditions, more specifically, “where, at the discretion of the Department Head, with the approval of the Chief Administrative Officer, it is deemed to be in the best interest of the municipality to negotiate with vendors.”
This project has been developed in partnership with the Toronto Region Conservation (TRCA). Staff are recommending that TRCA has be contracted to perform this work as a single source due to their extensive experience working in environmentally sensitive waterfront areas and their expertise in design and construction of infrastructure that benefits both the TRCA and the Town of Ajax.
This report and single source recommendation has been reviewed and approved by the Chief Administrative Officer.
48 Subject: Contract Award – Duffins Marsh Canoe/Kayak Docks and Fishing Nodes Page | 3
FINANCIAL IMPLICATIONS:
Capital Account No. 953711 – Duffins Marsh Canoe/Kayak Docks and Fishing Nodes
Approved Capital Budget $300,000.00
Contract (net of HST rebate) $264,576.00 Contingency $ 26,457.60 $ 291,033.60
Under Budget $8,966.40
A contingency amount has been allocated for this project. The specific amount for the Duffins Marsh Canoe/Kayak Docks and Fishing Nodes has been set at 10% of the net contract price in order to rectify soft spots and poor soils, drainage issues or additional compaction testing if required.
The Capital Detail Sheet is attached for information.
COMMUNICATION ISSUES:
Staff conducted a public open house on January 28th, 2014 to gather input from residents on the Canoe/Kayak Docks and Fishing Nodes at Duffins Marsh. Staff introduced the conceptual design to residents at this public meeting and comments received were incorporated into the final design of the project.
Staff also presented the project and design details to various Committees of Council for comments and discussion. Comments received from these committees were incorporated into the final design of the project.
Minor disruptions due to noise and the closing of the existing boat launch will be experienced by residents in the local area. Every effort, however, will be made to keep these inconveniences to a minimum throughout the process. Additional communication will include the following:
Provision of a construction outline and schedule on the Town’s website; and Construction Notice Signs will be placed at the construction fencing placed around the site in advance of construction.
The Town’s contractor (TRCA) will be instructed to ensure that adequate safety measures are in place to protect the public during construction.
CONCLUSION:
It is the recommendation of staff that Toronto Region Conservation Authority be awarded the contract for the Duffins Marsh Canoe/Kayak Docks and Fishing Nodes, as a single source purchase.
ATTACHMENTS:
ATT-1: Capital Account No. 953711 - Duffins Marsh Canoe/Kayak Docks and Fishing Nodes ATT-2: Duffins Marsh Canoe/Kayak Docks and Fishing Nodes Site Plan 49 Subject: Contract Award – Duffins Marsh Canoe/Kayak Docks and Fishing Nodes Page | 4
Tim Murphy Supervisor, Infrastructure and Capital Projects
Dave Meredith Director, Operations and Environmental Services
50 51 EXISTING EROSION PROBLEM AREA - SHORELINE PROTECTION WORK RECOMMENDED
PROPOSED CONNECT TO EXISITNG TRAIL SYSTEM ARMOURSTONE LOOKOUT WITH LIMESTONE SCREENING
PROPOSED POST & PADDLE FENCE
RESTORATION PLANTING x REMOVE EXISTING SHRUBBY VEGETATION & INVASIVE EXIST. ARMOUR STONE WALL TO BE SPECIES AS NEEDED. x ADD NATIVE TREE & SHRUBS: I.E. W. BIRCHES, PARTIALLY RELOCATED TO LINE UP SERVICEBERRY, LOW-GROW FRAGRANT SUMAC. WITH NEW RETAINING WALL
ARMOUR STONE WALL, 1.0x0.6x1.0 (WxHxL) DOCK ANCHORS (TYP.)
WATERLINE CONCRETE DOCK ANCHOR
REGRADE GROUND AROUND WALL TO MATCH EXISTING
8.3% WATERLINE
3H:1V CANOE /KAYAK PLACE 300mm ROCK PROTECTION ON SLOPE LAUNCH TO TOE OF SLOPE
EXIST. LAUNCH RAMP TO BE REMOVED
SHORELINE THREE STONE TOE WALL, REGRADE GROUND ACCESS POINT 76.30 BEHIND WALL AT 3:1 TO MATCH EXISTING. / FISHING NODE N
5210 10(m)
PROPOSED LOOKOUT & AJAX WATERFRONT IMPROVEMENT PROJECT FISHING NODE LAYOUT PLAN TRCA RESTORATION SERVICES, 2012 52 TOWN OF AJAX REPORT
REPORT TO: General Government Committee
SUBMITTED BY: Dave Meredith Director, Operations and Environmental Services
PREPARED BY: Amanda Brown Special Event Coordinator, Operations and Environmental Services
SUBJECT: Contract Award for Uniformed Security Guard Services
WARD(S): All
DATE OF MEETING: February 20, 2013
REFERENCE: Parks by-law #32-2008 Contract Award for Uniformed Security Guard Services, April 22, 2010
RECOMMENDATION:
1. That Council award the contract for Uniformed Security Guard Services to Federal Force Protection Agency in the estimated amount of $99,346.07 (inclusive of all taxes), for a period of one year.
2. That Council authorize staff to renew the contract for four additional one year periods, pending an analysis and satisfactory performance review at the anniversary date of the contract, in the estimated amount of $506,237.94 (inclusive of all taxes).
BACKGROUND:
As part of the Town’s ongoing commitment to ensure Ajax remains a safe community, staff consulted with neighboring municipalities as well as with Durham Regional Police to develop strategies to address issues such as vandalism and illegal activity taking place within the Ajax park system. Implemented in 2001, regular security park patrols served to provide an afterhours park presence and to enforce parks by-law # 32-2008. Since initiating these patrols, there has been a decrease in reported occurrences related to illegal activity within the parks system.
As the Town has grown, security needs have expanded and staff responsible for the administration of the contract have met with the following Town Departments to understand each departmental requirements:
Operations & Environmental Services Recreation & Culture Services By-Law Services Fire & Emergency Services
As a result, additional corporate security requirements were added to the contract including 53 Uniformed Security Guard Services Page | 2
response to building alarms, on site security services at fire scenes as well as event security.
DISCUSSION:
In 2013, Uniformed Security Guards provided support with the following services:
Parks & open space security
The Parks Section of Operations and Environmental Services Department request uniformed security guards to conduct patrols by foot, bicycle and vehicle throughout over 500 hectares of parkland including 75 parks and 105 km of trails.
The purpose of these patrols is to observe and report; to enforce Town of Ajax By-law 32-2008; to show a visible presence within the Town’s park system; to report criminal activity to Durham Regional Police; and to provide customer service to the public.
Weekend patrols consist of four guards (with two vehicles and two bicycles) covering an 8 hour shift on Friday and Saturday nights between the hours of 8:00 P.M to 4:00 A.M. Week night patrols are performed on random evenings each week and include two guards covering 8 hour shifts between the hours of 8:00 P.M to 4:00 A.M.
The majority of patrols take place from the beginning of April to mid October in each term of the Contract. Town staff provide security guards with park locations to patrol on a weekly basis. Each mobile patrol have access to a cell phone or two way radio, fire extinguisher, first aid kit, blanket and flashlight.
A written report is required at the end of each shift. The report provides detail of the patroller’s activities during the shift including arrival and departure times at each location as well as observations while on site. These reports are reviewed by Ajax staff the following morning. Observations such as vandalism and broken glass are addressed immediately and items such as garbage and graffiti are reported back to Operations & Environmental Services to create work orders. During regular office hours, Durham Regional Police will receive these reports for review and follow up, if necessary.
Site or event specific security
Specific site or event security is used to support events that take place throughout the season. Based on the nature of the event, a uniformed guard is required to conduct foot or bicycle patrol at a specific site, park or facility, as well as to work with Town staff to support in other ways as assigned (i.e. vehicle marshalling, parking enforcement, youth dance supervision).
Response to Town of Ajax building/location Security alarms
Administrated by Operations & Environmental Services, Building Maintenance Section, a uniformed guard is required to respond to building security alarms when called by the Town’s contracted alarm monitoring service. The guard is required to complete perimeter inspection of the facility upon arrival to determine if there is any breach. If a breach has occurred, the guard is required to immediately notify the Durham Regional Police. The guard is required to stay on site until Town staff arrive with keys, to enter and reset the alarm. The guard is required to accompany staff when entering the building.
Security for fire and emergency sites and scenes
Administrated by Ajax Fire & Emergency Services, security services are required for fire and 54 Uniformed Security Guard Services Page | 3
emergency scenes. The onsite guard is required to maintain scene continuity in accordance with established procedures within the Town of Ajax Fire and Emergency Services, which is communicated to the guard at the commencement of each assignment. Typically, one uniformed guard per eight hour shift is required, although large scenes may warrant additional personnel.
The Town undertook a Request for Pre-Qualification for Uniformed Security Guard Services in October 2013 to cover Security Guard Services. This RPQ resulted in the appointment of eight pre-qualified Bidders.
Request for Tender documents were issued to eight pre-qualified bidders with bids being received back from four of these, prior to the closing on December 17, 2013. Upon review of the four bids received, one of the submissions was found to be non-compliant and therefore cannot be considered in the award. Listed below is a summary of the bids considered:
NAME OF BIDDER TOTAL TENDER AMOUNT
Federal Force Protection Agency $ 506,237.94
Knights on Guard $ 635,054.42
Primary Response Inc. $ 704,093.11
FINANCIAL IMPLICATIONS:
Funds for Uniformed Security Services are provided for in each departmental operating budget each year.
COMMUNICATION ISSUES:
A high level of communication is required for this service. Staff and contractor will communicate on a weekly basis via electronic, written and telephone communications and meet on a regular, periodic basis. Operations & Environmental Staff will continue to work with Durham Regional Police in the following areas:
Review of nightly security reports, providing police with any necessary information (i.e. persons of interest) and; Allocate appropriate resources within park locations to assist with early intervention, addressing areas that may require additional support and; Maintain a team approach that supports a safe community.
Residents will be encouraged to contact Police when their personal or public well being is being threatened or criminal activity is or has taken place.
CONCLUSION:
It is the recommendation of staff that Federal Force Protection Agency be awarded the contract for Uniformed Security Guard Services, being the lowest bidder meeting minimum specifications.
55 Uniformed Security Guard Services Page | 4
Amanda Brown – Special Event Coordinator, Operations & Environmental Services
Dave Meredith – Director of Operations & Environmental Services
56 TOWN OF AJAX REPORT
REPORT TO: General Government Committee
SUBMITTED BY: Martin de Rond, Director Legislative and Information Services Department
SUBJECT: Question on the October 2014 Election Ballot Regional Council Representation
WARD(S): n/a
DATE OF MEETING: February 20, 2014
REFERENCE: GGC Resolution, Jan. 23, 2014, approved by Council Jan. 27, 2014 GGC Report, Nov. 21, 2013 GGC Report, Oct. 10, 2013
RECOMMENDATION:
That a public meeting be held at the Monday, March 24, 2014 Council meeting to consider Council’s intention to pass a By-law to place the following question on the October 27, 2014 Town election ballot:
“Are you in favour of the Council of the Town of Ajax passing a resolution requesting that the Council of the Region of Durham take the necessary steps to reduce the size of Regional Council by distributing the seats based on the population of each municipality?” YES NO
BACKGROUND:
At their meeting January 22, 2014, Durham Regional Council defeated a motion to place a question on local ballots in the October 2014 municipal election and allow all electors in the Region to give direction on the appropriate size and composition of the Regional Council that they elect and fund.
At the January 27, 2014 Ajax Council meeting, the following recommendation from the January 23, 2014 meeting of the General Government Committee was approved:
That the Clerk commence the process required to place a Regional Council representation question, consistent with the question proposed by Whitby Council in November 2013, on the October 2014 Ajax election ballot.
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At their meeting February 10, 2014, the Council of the Town of Whitby passed By-law 6826-14, which authorizes that the following question be placed on the October 27, 2014 Town election ballot:
“Are you in favour of the Council of the Town of Whitby passing a resolution requesting that the Council of the Region of Durham take the necessary steps to reduce the size of Regional Council by distributing the seats based on the population of each municipality?” Yes No
DISCUSSION:
With the rejection of a Region-wide ballot question on representation, local municipalities are left to consider whether to include a similar question on their own ballots. If several municipalities representing a significant portion of the Region’s total population do so, the outcome would still provide Regional Council members with a powerful measure of public opinion on this important issue. Using the Region’s most recent population data (Report 2013-P-63, Sept 24, 2013), the combined populations of Whitby and Ajax represent 38% of the Region’s total population. Whitby, Ajax and Pickering combined account for 53%. The further addition of Clarington, which is also severely under-represented in comparison to Oshawa and the three townships, would increase the total population of the Region able to participate in a similar ballot question to 67%.
The benefit of this approach was proven in 2006, when a question on the preference to elect the Regional Chair first appeared on Pickering, Ajax and Oshawa ballots only. That electors in these municipalities were able to demonstrate their strong preference for an elected chair was instrumental in Regional Council’s decision to pose the question Region-wide in 2010, with the eventual result being the first ever election of the Durham Regional Chair in 2014.
It is recommended that notice be given of Council’s intent to hold a public meeting (Attachment 2) and pass a by-law (Attachment 3) at the Monday, March 24, 2014 Council meeting to place the following question on the October 27, 2014 Town election ballot:
“Are you in favour of the Council of the Town of Ajax passing a resolution requesting that the Council of the Region of Durham take the necessary steps to reduce the size of Regional Council by distributing the seats based on the population of each municipality?” YES NO
FINANCIAL IMPLICATIONS:
Costs associated with publishing the notice of intent to pass the by-law, notice of passing of the by-law, and including the question on the 2014 election ballot are considered to be negligible.
COMMUNICATION ISSUES:
Notice of the public meeting and intent to pass a question by-law will be published in the Ajax News-Advertiser and on the Town’s website more than 10 days ahead of the March 24, 2014 Council meeting.
58 Subject: QUESTION ON THE OCTOBER 2014 ELECTION BALLOT Page | 3
CONCLUSION:
Ontario’s leading local government experts have described the existing system of representation on Durham Regional Council as “outrageously unfair” and that it fails to satisfy even the most “elementary principles of Canadian electoral democracy”. Ontario’s Minister of Municipal Affairs and Housing has also refused to correct this injustice.
Electors and taxpayers in Ajax should be concerned with these circumstances and allowed to express their individual preference and collective will on these fundamental representation matters in October 2014.
ATTACHMENTS:
ATT-1: Excerpts from “2014 Voters’ Guide for Ontario Municipal and School Board Elections”. ATT-2: DRAFT Notice of Public Meeting and Intent to Pass a By-law to Place a Question on the Ballot ATT-3: DRAFT By-law to Place a Question on the Ballot
M. de Rond, Director Legislative and Information Services Department
59 Subject: QUESTION ON THE OCTOBER 2014 ELECTION BALLOT Page | 4
ATTACHMENT 1
Excerpts from the “2014 Voters’ Guide for Ontario Municipal and School Board Elections”. Ontario Ministry of Municipal Affairs and Housing Website http://www.mah.gov.on.ca/AssetFactory.aspx?did=10337
Placing Questions on the Ballot (p 8)
A municipal council may pass a bylaw to put a question on the ballot. The council must hold at least one public meeting before passing a bylaw to put a question on the ballot.
There are conditions on the kind of question that may be asked: it must be about a matter that the municipality has authority for, and that the municipality can implement it can’t be a matter of Provincial interest the wording of the question must be clear, concise and neutral the question must be answered with “YES” or “NO”. No multiple choice or multi-part questions are allowed
Any person may appeal the wording of the question to the Chief Electoral Officer of Elections Ontario. This appeal must be filed with the clerk within 20 days of the bylaw being passed.
There is no ability for members of the public to force a council to put a question on the ballot.
If your council has placed a question on the ballot, you may decide to encourage your fellow voters to vote yes or no on the question. If you wish to spend money to do this, you are considered to be campaigning, and you must file a registration form (Form 7) with the municipal clerk. You must also file a financial statement (Form 8).
You will be given a spending limit, and must comply with the campaign finance rules (see Campaign Finance in the Candidate’s Guide for more information).
The results of the vote are only binding if at least 50 per cent of eligible voters vote on the question.
The Minister of Municipal Affairs and Housing can also place a question on the ballot. The question can be about any matter. The results of a Minister’s question are not binding. If you wish to campaign to persuade people to vote yes or no on a Minister’s question you do not have to register and there are no restrictions on raising or spending money.
Timeline for Questions on the Ballot (pp 12 and 13)
The process for placing a question on the ballot takes 190 days, beginning when council gives notice of its intent to pass a bylaw to put the question on the ballot. Council may need additional time to consider the potential question before it gives notice.
Dates given are the latest dates that each step could happen in order for a question to be put on the ballot for the 2014 election.
60 Subject: QUESTION ON THE OCTOBER 2014 ELECTION BALLOT Page | 5
190 Days before Voting Day – Sunday, April 20, 2014 This is the last day the municipality can give notice of council’s intent to put a question on the ballot. The notice must contain the wording of the question, and a clear unbiased explanation in plain language of the consequences of a yes vote and a no vote, including any cost implications. The notice must also include information about how to appeal the wording of the question.
Council must also hold a public meeting prior to passing the bylaw to put a question on the ballot.
180 Days before Voting Day – Wednesday, April 30, 2014 This is the last day that council can pass a bylaw to put a question on the ballot.
165 Days before Voting Day – Thursday, May 15, 2014 This is the last day for the clerk to give notice to the public and to the Minister that council has passed a bylaw to put a question on the ballot.
148 Days before Voting Day – Sunday, June 1, 2014 This is the last day that the Minister, a school board or an upper-tier municipality can submit a question to be put on the ballot to the clerk conducting the election.
145 Days before Voting Day – Wednesday, June 4, 2014 This is the last day that a person can file an appeal to the Chief Electoral Officer on the wording of the question. The appeal must be filed with the municipal clerk.
130 Days before Voting Day – Thursday June 19, 2014 This is the last day for the clerk to forward any appeals received to the Chief Electoral Officer.
70 Days before Voting Day – Monday, August 18, 2014 This is the last day for the Chief Electoral Officer to consider an appeal and decide whether the wording of the question should be changed.
45 Days before Voting Day – Friday, September 12, 2014 This is the last day that a question can be withdrawn so that it will not appear on the ballot.
Monday, October 27, 2014 – Voting Day
14 Days after Voting Day – Monday, November 10, 2014 This is the earliest day that council can take action to implement the results of the question if there is a binding “YES” vote.
180 Days after Voting Day – Saturday, April 25, 2015 This is the deadline for council to take action to implement the results of the question if there is a binding “YES” vote.
61 Subject: QUESTION ON THE OCTOBER 2014 ELECTION BALLOT Page | 6
ATTACHMENT 2
NOTICE OF INTENTION TO PASS A BY-LAW TO SUBMIT A QUESTION TO THE ELECTORS
The Council of the Town of Ajax will consider a by-law at the Monday, March 24, 2014 Council meeting that, if approved, will place the following question on the October 27, 2014 municipal election ballot:
“Are you in favour of the Council of the Town of Ajax passing a resolution requesting that the Council of the Region of Durham take the necessary steps to reduce the size of Regional Council by distributing the seats based on the population of each municipality?” YES NO
Council invites the public to express their views, either in support or opposition to the passing of the proposed by-law, at a public meeting to be held during the regular meeting of Council on Monday, February 24, 2014 at 7:00 pm., in the Council Chambers, 65 Harwood Ave, South, Ajax.
Under provisions of the Municipal Elections Act, 1996, as amended, referendum results will be binding on the municipality, subject to some exceptions, if at least 50 per cent of eligible electors vote on the question.
If this question receives a binding ”YES” result, Ajax Council will approve a resolution requesting that the Council of the Region of Durham take the necessary steps to reduce the size of Regional Council by distributing the seats based on the population of each municipality.
If this question receives a binding ”NO” result, Ajax Council will not consider or pass another resolution asking Regional Council to reduce the size of Regional Council by distributing the seats based on the population of each municipality during the 2014 - 2018 term of Council.
The costs of implementing the results of the question, whether the result is in the affirmative or negative, are considered to be negligible.
APPEAL PROCESS
Should Ajax Council approve the by-law authorizing placement of the question on the ballot, the Minister of Municipal Affairs and Housing and any other person or entity may appeal to the Chief Electoral Officer of the Province of Ontario on the grounds that the question: i) is not clear, concise and neutral, and/or ii) is not capable of being answered by either the “YES” or ”NO” options provided.
The Clerk shall give notice of the passage of the by-law to the public and the Minister. Such notice will provide further instructions with respect to the appeal process. A Notice of Appeal must set out the objections to the by-law and question and the reasons in support of the objections.
Dated at Ajax, Ontario, this 24th day of February, 2014.
M. de Rond, Clerk (905) 619-2529, ext. 3336
62 Subject: QUESTION ON THE OCTOBER 2014 ELECTION BALLOT Page | 7
ATTACHMENT 3
THE CORPORATION OF THE TOWN OF AJAX
BY-LAW NUMBER xx-2014
Being a By-law to submit a question to the electors at the October 27, 2014 regular municipal election. (Reduce the size of Regional Council by distributing seats based on the population of each municipality)
WHEREAS the Municipal Elections Act, 1996, as amended, provides that the Council of a municipality may pass a by-law to submit to its electors a proposed by-law requiring their assent or a question not otherwise authorized by law but within the Council’s jurisdiction.
NOW THEREFORE, the Council of the Corporation of the Town of Ajax enacts as follows:
1. There shall be submitted to the electors at the regular municipal election to be held on October 27, 2014, the following question:
Are you in favour of the Council of the Town of Whitby passing a resolution requesting that the Council of the Region of Durham take the necessary steps to reduce the size of Regional Council by distributing the seats based on the population of each municipality? YES NO
2. The Clerk of the Corporation of the Town of Ajax shall sum up the number of votes in the affirmative and in the negative on the said question and declare and post the results of the vote pursuant to the requirements of the Municipal Elections Act, 1996, as amended.
READ a first and second time this Twenty-Fourth day of March, 2014.
READ a third time and passed this Twenty-Fourth day of March, 2014.
63 TOWN OF AJAX REPORT
REPORT TO: General Government Committee
SUBMITTED BY: Martin de Rond Director of Legislative & Information Services / Town Clerk
PREPARED BY: Derek Hannan Manager, By-law Services
SUBJECT: Appeal of Staff’s Decision To Not Issue a Taxicab Driver’s Licence Richard Nanay - Appellant
WARD(S): All
DATE OF MEETING: February 20, 2014
REFERENCE:
RECOMMENDATION:
That the appeal by Richard Nanay of the Town’s decision to not issue a Taxicab Driver’s Licence for 2014 be denied.
BACKGROUND:
On December 19th, 2013, the Appellant applied for a Taxicab Driver’s Licence. The Appellant’s application package was submitted to the Town and was deemed to be complete based on the required documents submitted by the Appellant pursuant to the By-law.
A Town Licencing Officers reviewed the Appellant’s Ministry of Transportation Driver’s Abstract and noticed several troubling convictions in 2011 and 2012:
Feb. 15, 2011 Administrative Driver’s Licence Suspension – 90 Days (issued for either having a blood alcohol level greater than.08, refusing to provide a breath, blood, oral fluid, or urine sample , or refusing to perform physical co-ordination tests or submit to a drug evaluation.
May 16, 2011 Reinstated – Suspension Expired or Rescinded
Nov.04, 2011 Impaired Driving – Offence Date Feb. 15, 2011 Licence suspended until Nov. 4, 2012.
Nov 04, 2012 Suspended – Fail to Complete Remedial Program
Nov. 13, 2012 Reinstated – Suspension Expired or Rescinded
64 Subject: Appeal of Staff’s Decision- Taxicab Driver’s Licence Page | 2
DISCUSSION:
At the time of the Appellant being charged on February 15, 2011, he was a licenced Taxicab Driver for one of the Town’s taxicab service providers. The Appellant claims, however, that he was not driving a taxicab at the time of his incident.
Section 9.3 of the Town’s Taxicab Licencing By-law states that every owner and driver shall notify the Town forthwith in the event of any change to the status of their Ontario Driver’s Abstract, which the Appellant failed to do with both his 90 day suspension, and ultimately for his registered conviction for “Impaired Driving”.
Section 9.11 (e) of the Town’s By-law states:
The Licensing Officer shall issue the license only where, (e) the Licensing Officer has no grounds to believe the applicant will not conduct himself in accordance with the law or with honesty and integrity.
Staff have great concern as to the honesty and integrity of the appellant as it was determined that between the completion of his 90 day suspension in May and the Conviction being registered in November the appellant continued to drive taxi in the Town without notifying the By-law Services Section of his convictions.
Upon reviewing the matters listed above, the Manager of By-law Services has determined that the issuing of a taxicab licence to the appellant would be adverse to the public interest.
Section 9.11 (d) of the Town’s Taxicab Licencing By-law states:
The Licensing Officer shall issue the license only where, (d) the investigations do not disclose that the issuing of such License may be adverse to the public interest.
Staff have advised the Appellant of the decision to not issue the Taxicab Driver’s Licence for the above reasons. As permitted by the Taxicab Licencing By-law, the Appellant is now appealing the staff decision to the General Government Committee.
FINANCIAL IMPLICATIONS:
N/A
COMMUNICATION ISSUES:
N/A
CONCLUSION:
Staff believe that the public interest, specifically the protection of the health and welfare of Town residents and taxicab customers, is best served by not issuing a Taxicab Driver’s Licence to the Appellant. This decision is not made lightly, as staff are aware of the economic hardship this may cause the driver. Nevertheless, the “90 Day Suspension” and the “Impaired Driving” conviction in 2011 and failure to promptly report these charges and conviction to the Town are egregious violations that must be addressed firmly.
65 Subject: Appeal of Staff’s Decision- Taxicab Driver’s Licence Page | 3
ATTACHMENTS:
ATT-1: Ministry of Transportation Driver’s Abstract
Derek Hannan – Manager, By-law Services
Martin de Rond – Director of Legislative & Information Services / Town Clerk
66 67 68