the corporation of the town of ajax council agenda · the corporation of the town of ajax . council...

The Corporation of the Town of Ajax COUNCIL Monday December 10 at 7:00 p.m. Council Chambers, Town Hall 65 Harwood Avenue South

AGENDA

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1. Call To Order & Acknowledgement

An acknowledgment of Traditional Territory is an invitation to reflect on personal relationships with Indigenous Nations.

When we acknowledge Treaty we are asking individuals to explore their rights and responsibilities to place and people.

And when Land is acknowledged we are encouraging you to seek out the history and teachings of the natural world.

2. Disclosure of Pecuniary Interest

3. Adoption of Minutes 3.1 Closed Session Meeting September 17, 2018 ......................... circulated separately 3.2 Regular Meeting September 17, 2018 ......................................................... 4 3.3 Inaugural Meeting December 3, 2018 .......................................................... 12

4. Delegation and Presentations / Public Hearings

4.1 Presentation Ajax Public Library Bookmark Contest Winners ~ Donna Bright, Chief Librarian and Executive Officer ~ Sarah Dodge, Coordinator of Information Services

Ava Florio Grade 4 - January Fatima Raheel Grade 3 - February Jagshyha Sasitharan Grade 8 - March Jessica Ling Grade 2 - April Karshika Balakumar Grade 5 - May Liman Zaman Grade 1 - June Lirshani Konesapillai Grade 8 - July Neegasha Balakumar Grade 8 - August Rachel Rishita Grade 5 - September Saisanthosh Selvakumar Grade 3 - October Seyon Suthan Grade 7 - November Tanvi Lee Grade 4 – December

mailto:[email protected]

5. Correspondence ..................................................................................................................... 15

6. Reports

6.1 Community Affairs & Planning Committee Report None

6.2 General Government Committee Report None

6.3 Summary of Advisory Committee Decisions None

6.4 Departmental Reports December 10, 2018

6.4.1 Bank Signing Officers, S. Strain, Director of Finance/Treasurer / S. Serrao, Manager of Budgets & Accounting Services ...................................................... 29

6.4.2 Capital Account Closing Report, August 31, 2018, S. Strain, Director of Finance/Treasurer / F. Matheson, Financial Data Specialist .............................. 37

6.4.3 Contract Award – Supply & Delivery of Pre-Treated Salt, S. Strain, Director of Finance/Treasurer / C. Lyon, Senior Buyer .................................................... 44

6.4.4 Contract Award – Dispatch System Software/Hardware Maintenance, D. Lang, Fire Chief ................................................................................................. 46

6.4.5 2018 Emergency Management Program Report, D. Lang, Fire Chief ............ 49

6.4.6 Contract Award ~ Town Hall Finance / LIS Washroom Upgrades, D. Meredith, Director of Operations & Environmental Services / L. Sinclair, Architectural Technologist, Infrastructure and Asset Management ......................................... 52

6.4.7 Contract Award – Corporate Facility Waste Management, C. Bridgeman, Acting Director of Operations & Environmental Services / J. Schofield, Sustainability Coordinator .................................................................................. 56

6.4.8 Pre-Budget Approval ~ Facility Energy Audits, C. Bridgeman, Acting Director of Operations & Environmental Services / L. Sinclair, Architectural Technologist ...................................................................................................... 59

6.4.9 Final Report on Over-Expenditure – Supply & Delivery – LED Streetlight Fixtures, C. Bridgeman, Acting Director, Operations & Environmental Services / R. Chalmers, Supervisor, Infrastructure and Asset Management ....................... 62

6.4.10 Pre-Budget Approval – Local Road Resurfacing 2019, C. Bridgeman, Acting Director, Operations & Environmental Services / R. Fernando, Infrastructure and Asset Management Engineer ............................................................................. 64

6.4.11 Pre-Budget Approval of Storm Sewer Headwall Repair, D. Meredith, Acting Director of Planning & Development Services / S. Ruddy, Stormwater Engineer ............................................................................................................ 69

6.4.12 Various Appointments and Nominations to Boards and Committees, N.

Cooper, Director of Legislative & Information Services/Clerk / R. Wraith, Acting Manager of Public and Strategic Affairs ............................................................. 73

6.4.13 Pre-Budget Approval – Remote Connection Replacement, N. Cooper,

Director of Legislative & information Services / P. Edwards, Manager, Information Technology Services ....................................................................... 81

7. Regional Councillors’ Reports

7.1 Regional Councillor M. Crawford 7.2 Regional Councillor S. Lee 7.3 Regional Councillor J. Dies

8. Business Arising From Notice of Motion

8.1 Mayor Shaun Collier – Boulevard Encroachment / Driveway Widening .................... 83

8.2 Mayor Shaun Collier - Appointment of Deputy Mayors .............................................. 84 9. By-Laws

72-2018 2019 Interim Tax ................................................................................................ 85

10. Notice of Motion 11. Question Period 12. New Business, Notices and Announcements 13. Confirming By-Law 73-2018 14. Adjournment

Minutes of the Meeting of the Council of the Corporation of the Town of Ajax

Held in the Council Chambers of the Town Hall on Monday, September 17, 2018 at 7:00 p.m.

Alternative formats available upon request by contacting:

[email protected] or 905-619-2529 ext. 3347 Present: Mayor S. Parish Regional Councillors S. Collier C. Jordan Councillors M. Crawford R. Ashby J. Dies P. Brown

1. Call to Order

Mayor Parish called the meeting to order at 6:00 p.m. in the River Plate Room.


There were no disclosures of pecuniary interests.

Closed Session – River Plate Room (6:01 p.m.)

3. Authority to Hold a Closed Session

Moved by: S. Collier Seconded by: R. Ashby

That Council convene in Closed Session pursuant to Section 239 (2) (f) of the Municipal Act to discuss matters pertaining to advice that is subject to solicitor-client privilege, including communications necessary for that purpose

CARRIED

3.1 Update on Ajax Downs - LPAT Decision

Recess (6:41 p.m.) Council resumed Open Session and recessed at 6:41 p.m. Open Meeting – Council Chambers (7:00 p.m.) 4. Acknowledgement of Traditional Territory

Mayor Parish acknowledged traditional treaty lands.

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Business Arising from Closed Session 3.1 Update on Ajax Downs - LPAT Decision Mayor Parish discussed the closed session held earlier in the evening and reviewed the deliberations and motion before council. Moved by: J. Dies Seconded by: M. Crawford 1. That the Director of Planning and Development Services be directed by Council to

engage the services of Ritchie, Ketcheson, Hart & Biggart and the solicitor be authorized to file a claim for costs in relation to the appeal lodged by Pickering Developments (401) Inc., et al. for Local Planning Appeals Tribunal (LPAT) Case No. PL151270;

2. That the Director of Planning and Development Services be directed by Council to engage the services of Ritchie, Ketcheson, Hart & Biggart and the solicitor be authorized to respond to and oppose the forthcoming Motion for Leave to Appeal, filed by Pickering Developments (401) Inc. et al.;

3. That, should the opportunity arise, the Town's CAO be authorized to enter into a negotiated settlement with Pickering Developments (401) Inc., et al. on the following general terms: a. That the Town would agree to abandon its cost claim in respect to the Ajax Downs

LPAT decision, and any other contemplated litigation in respect to this file, in exchange for the Pickering Developments (401) Inc., et al. abandoning both its cost claim in respect to the Durham Live OMB (LPAT) decision, and its motion for leave to appeal the Ajax Downs LPAT Decision; and

4. That from the period commencing on September 17 2018 and ending on December 2, 2018, the CAO is hereby directed and delegated broad authority to make any and all decisions and take any and all actions in respect to these matters, and any other ongoing or new legal matters, including but not limited to commencing legal actions, defending legal actions, and negotiating and executing settlement agreements.

CARRIED RECORDED VOTE In Favour: Regional Councillor Jordan, Councillor Ashby, Councillor Brown, Regional

Councillor Collier, Councillor Crawford, Councillor Dies, Mayor Parish Opposed: None


There were no disclosures of pecuniary interests.

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6. Adoption of Minutes Moved by: P. Brown Seconded by: C. Jordan That the Minutes of the regular meeting of Council held on July 9, 2018 be adopted.

CARRIED

7. Delegation and Petitions/Public Hearings 7.1 Orange Shirt Day – September 30, 2018 Jessica Schafer, Youth Hub Collaborative Director, provided an overview of Orange Shirt Day and discussed the history of the residential school system and its impact on Indigenous peoples in Canada. J. Schafer requested that Council proclaim September 30, 2018, as Orange Shirt Day in the Town of Ajax. Mayor Parish presented the proclamation on behalf of Council. 7.2 Domestic Violence Awareness Month – November, 2018 Bonnie Porter, Coordinator, Violence Prevention Coordinating Council of Durham, reviewed her organization’s goals and objectives and discussed domestic violence statistics in Canada, Durham Region, and Ajax. Ms. Porter discussed education and awareness strategies to prevent violence against women, and noted demand for shelter space exceeds capacity in Ajax. Ms. Porter requested that Council proclaim the month of November as Domestic Violence Awareness Month in Ajax. Council members asked questions regarding domestic violence statistics, demand for shelter space, and provincial and federal financial support. Ms. Porter responded to questions from Council members. Mayor Parish presented the proclamation on behalf of Council.

7.3 Sovereign’s Medal for Volunteers Mayor Parish introduced Ms. Safaa Nasser, recipient of the Sovereign’s Medal for Volunteers. Mayor Parish noted that the medal is awarded by the Governor General of Canada to Canadian citizens that have made exceptional volunteering achievements. Ms. Safaa Nasser has been awarded the medal for her volunteer work supporting the Egyptian community in Canada. Ms. Nasser thanked the Governor General of Canada and Mayor Parish for the presentation of the award. Mayor Parish presented the award to Ms. Nasser.

7.4 GLSLCI Conference Recap Rachael Wraith, Senior Communications Officer, and Rachael Matheson, Senior Communications Officer – Government Relations, provided a presentation reviewing the Great Lakes & St. Lawrence Cities Initiative (GLSLCI) Conference held in Ajax in June of 2018. R. Wraith and R. Matheson reviewed events and activities, keynote speakers, and the gala evening event. Council members thanked the organizing committee for their efforts in delivering the conference and inquired about the status of resolutions adopted by the GLSLCI members. R. Wraith and R. Matheson responded to questions from Council members.

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8. Correspondence Council members noted the resident petition and new neighbourhood watch program included in the items of correspondence and asked questions regarding correspondence received from the Region of Durham and City of Toronto regarding gun violence. Nicole Cooper, Director of Legislative & Information Services/Town Clerk, reviewed the correspondence and noted that a notice of motion later in the agenda addresses the matter of gun violence more specific to Ajax. Moved by: S. Collier Seconded by: M. Crawford That the report dated September 17, 2018 containing Items of Correspondence be adopted.

CARRIED

9. Reports 9.1 Community Affairs & Planning Committee Report None 9.2 General Government Committee Report Moved by: J. Dies Seconded by: C. Jordan That the General Government Committee Report dated September 10, 2018, be adopted.

CARRIED 9.3 Summary of Advisory Committee Decisions None 9.4 Departmental Reports None

10. Regional Councillors’ Reports Regional Councillor Collier provided an update on the Region of Durham’s asset management plan, Ontoro boulevard water quality issues and residents’ petition, automated speed enforcement and red light camera pilot in Ajax, and the Region’s return to a standing committee model for the 2018-2022 term of office. Regional Councillor Jordan discussed the future decommissioning of nuclear facilities in Durham Region and associated safety concerns.

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Moved by: M. Crawford Seconded by: J. Dies That the Regional Councillors’ Reports of September 17, 2018 be received for information.

CARRIED

11. Business Arising from Notice of Motion

11.1 Preventing Gun Violence in Ajax

Regional Councillor Jordan reviewed the contents of her motion. Council members discussed gun violence and public safety in Ajax and the Greater Toronto Area, and the need for an examination of the issue and identification of potential solutions. Moved by: C. Jordan Seconded by: P. Brown WHEREAS there have been numerous gun related incidents in Toronto and neighboring Greater Toronto Area communities; and

WHEREAS since 2013 gang-related gun violence across Canada has increased by 67%, and domestic violence-related gun incidents have increased by nearly 30%; and

WHEREAS increasing gun violence including the recent Danforth attack threatens residents and tourists, and creates a culture of fear in our communities; and

WHEREAS the cities of Toronto and Montreal have requested an outright ban on handguns, prompting the Prime Minister to mandate that the Minister of Border Security and Organized Crime Reduction lead an examination of a full ban on handguns and assault weapons in Canada; THEREFORE BE IT RESOLVED THAT in an effort to stop gun violence: THAT Ajax Council express their full support for the examination of a full ban on handguns and assault weapons in Canada as well as other measures by the Minister of Border Security and Organized Crime Reduction in his efforts to make urban communities safer across Canada; and

THAT Ajax Council support Toronto’s request for an inquest into gun violence-related deaths in Toronto and the GTA to make useful recommendations to avoid further deaths due to gun violence; and

THAT this motion be circulated to AMO, Durham Regional Police Services, Durham Region, local Durham municipalities FCM, Premier and opposition leaders, Durham MPs and MPPs

CARRIED RECORDED VOTE In Favour: Councillor Ashby, Councillor Brown, Regional Councillor Collier, Councillor

Crawford, Councillor Dies, Regional Councillor Jordan, Mayor Parish Opposed: None

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11.2 Better Local Government Act, 2018 and Notwithstanding Clause Mayor Parish vacated the Chair and Regional Councillor Jordan assumed the chair. Mayor Parish discussed the contents of his motion and reviewed the Town’s efforts to achieve effective representation for Ajax residents through both the regional council composition review and the Town’s ward boundary review. Mayor Parish discussed the use of the notwithstanding clause and noted the importance of respecting the rule of law in Canada and the status of municipalities as a mature and respected order of government capable of self-governance. Council members discussed the motion and noted concerns regarding the process and timing of Bill 5, inappropriate use of the notwithstanding clause, and protecting municipal democracy. Moved by: S. Parish Seconded by: S. Collier WHEREAS the Town of Ajax believes strongly in the right to freedom of expression for all persons in Canada, and the right of all Canadian citizens to vote as enshrined in the Canadian Charter of Rights and Freedoms; AND WHEREAS the Town of Ajax remains committed to effective representation for all voters, and believes that Ontario’s municipalities are a mature order of government capable of self-governance and establishing effective representation for their own constituents; AND WHEREAS the Ontario Superior Court of Justice has ruled that Bill 5, Better Local Government Act, 2018, reducing the number of councillors to be elected and the size and shape of wards in the City of Toronto infringes upon the Charter-protected rights of voters and candidates in Toronto’s municipal and school board elections; AND WHEREAS the Province of Ontario has invoked section 33 of the Constitution Act, 1982, otherwise known as the notwithstanding clause, in order to override the court’s decision on Bill 5, curtailing the Charter-protected rights of voters and candidates in Ontario; AND WHEREAS the notwithstanding clause has never before been used in the Province of Ontario, and its use should be limited, specific, and reserved for extenuating or emergency circumstances, none of which are the case with respect to Bill 5; NOW THEREFORE Council of the Town of Ajax hereby enacts as follows: THAT Ajax Council condemns in the strongest terms the Provincial Government’s politically motivated and highly inappropriate use of section 33 of the Constitution Act, 1982, in order to curtail the rights of voters and candidates in a democratic election and interfere with the ability of municipalities to provide effective representation for their constituents; AND THAT Ajax Council strongly urges the Premier and Members of Provincial Parliament (MPPs) to reconsider invoking section 33 (notwithstanding clause) to advance Bill 5;

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AND THAT the Province commit to engaging and consulting with municipalities on decisions that will directly impact their residents as the mature and capable order of government they are; AND THAT this resolution be forwarded to the Prime Minister of Canada, Premier of Ontario, Mayor of the City of Toronto, FCM, AMO, all Region of Peel, York, Halton and Durham municipalities, all MPPs in Durham Region and all MPs in Durham Region.

CARRIED RECORDED VOTE In Favour: Mayor Parish, Councillor Ashby, Councillor Brown, Regional Councillor

Collier, Councillor Crawford, Councillor Dies, Regional Councillor Jordan Opposed: None

12. By-laws

Moved by: J. Dies Seconded by: P. Brown That By-law numbers 52-2018 to 69-2018 be read a first, second and third time and passed.

CARRIED

13. Notice of Motion None

14. Question Period Ceciley White, Ajax resident, thanked all members of Council for their work throughout the 2014-2018 term of office. A resident of Ajax discussed gun violence in Ontario and the need for regulation and enforcement.

15. New Business - Notices & Announcements Mayor Parish noted that this was the last meeting for Renrick Ashby, Local Councillor, Ward 2. Mayor Parish and Council members congratulated Councillor Ashby on his ten years of service on Ajax Council. Councillor Ashby thanked the residents of Ajax and his Council colleagues for their continued support throughout his tenure. Council members acknowledged that this was also the last meeting for Ajax Mayor Steve Parish. Council members individually thanked Mayor Parish for his 23 years of service as Mayor of Ajax. Mayor Parish reflected on the achievements of Ajax over the last several decades and thanked all members of Council, staff, and the residents of Ajax for their support and trust throughout his tenure.

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16. Confirming By-Law Moved by: S. Collier Seconded by: C. Jordan That By-law number 70-2018 being a by-law to confirm the proceedings of the Council of the Corporation of the Town of Ajax at its regular meeting held on September 17, 2018 be read a first, second and third time and passed.

CARRIED

17. Adjournment

Moved by: M. Crawford Seconded by: R. Ashby That the September 17, 2018 meeting of the Council of the Town of Ajax be adjourned. (8:46 p.m.)

CARRIED

__________________________ Mayor

_________________________ D-Clerk

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Minutes of the Inaugural Meeting of the Council of the Corporation of the Town of Ajax

Held in the Council Chambers of the Town Hall on Monday, December 3, 2018 at 7:00 p.m.

Alternative formats available upon request by contacting:

[email protected] or 905-619-2529 ext. 3347 Present: Mayor S. Collier Regional Councillors M. Crawford S. Lee J. Dies Councillors R. Tyler Morin A. Khan L. Bower

1. Piping in of Council Mr. Chuck Matheson, Piper, led Council-elect to their respective positions on the dais.

2. Opening Remarks

Nicole Cooper, Town Clerk, opened the inaugural meeting and acknowledged traditional treaty lands. N. Cooper welcomed members of the audience to the inaugural meeting of Council for the 2018-2022 Term of Office and introduced the Chief Administrative Officer, Department Heads, and the Deputy Clerk.

3. Declarations of Office The Deputy Clerk issued the Declaration of Office to each of the Council members-elect, who recited and signed the declaration.

4. Presentation of Chain of Office to Mayor The Clerk presented the Chain of Office to Mayor Shaun Collier. Mayor Collier assumed the chair for the remainder of the meeting.

5. National Anthem The Mayor introduced the Young Singers Directors Choir who performed the National Anthem.

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6. Community Greeting Lakdinu Silva, Ajax resident, introduced himself and offered greetings and well wishes on behalf of Ajax residents. Mr. Silva discussed the importance of diversity and inclusion to Ajax’s rapidly growing population, and the opportunities afforded to youth in Ajax to participate and contribute to the community. Mr. Silva thanked Mayor Collier and members of Council for their commitment and service to Ajax and wished them well in their upcoming term of office.

7. Inaugural Address Mayor Collier opened his inaugural address by thanking his family, friends, and volunteers for their support throughout the election campaign, and discussed the legacy of previous Ajax councils and the strong team elected for the new term. Mayor Collier highlighted some of the priorities of the new Council, including economic development and growth in technology jobs, a vision for growth that supports pedestrian-friendly communities and mixed-use development, beautification of public spaces, and enhancing public safety. Mayor Collier invited all residents to engage with the Town to share their thoughts and help shape the strategic plan for the coming term of Council. Mayor Collier invited each member of Council to make further comments. Members of Council offered their sincere thanks to their family, friends, and supporters, and commented on important issues in the upcoming term of Council.

8. Confirming By-Law Moved by: J. Dies Seconded by: R. Tyler Morin That By-law number 71-2018 being a by-law to confirm the proceedings of the Council of the Corporation of the Town of Ajax at its inaugural meeting held on December 3, 2018 be read a first, second and third time and passed.

CARRIED

9. Adjournment Moved by: A. Khan Seconded by: L. Bower That the December 3, 2018 inaugural meeting of the Council of the Town of Ajax be adjourned. (7:51 p.m.)

CARRIED

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10. Piping out of Council

Mr. Chuck Matheson, Piper, concluded the meeting by leading Council out of the chambers.

__________________________ Mayor

_________________________ D-Clerk

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TOWN OF AJAX REPORT TO COUNCIL

TO: Mayor and Members of Council

FROM: N. Cooper, Clerk

DATE: December 10, 2018

SUBJECT: Items of Correspondence

The following items of correspondence are attached for Council’s action

a) Town of Whitby: Automated Speed Enforcement in Community Safety Zones andSchool Zones ................................................................................................................ 16

That the Town of Ajax endorse the Town of Whitby’s resolution regarding Automated Speed Enforcement in Community Safety Zones and School Zones.

b) Township of Montague: Better Local Government Act ............................................... 18

That the Town of Ajax endorse the Township of Montague’s resolution regarding Better Local Government Act.

c) Municipality of Clarington: Affordable Accessible Housing Needs in Ontario ............ 21

That the Town of Ajax endorse the Municipality of Clarington’s resolution regarding Affordable Accessible Housing Needs in Ontario.

The following items of correspondence are attached for Council’s information:

i) Town of Ajax: Proclamations issued by the Mayor’s Office ......................................... 23

ii) Region of Durham: Petition for Watermain Construction on range road and OntoroBoulevard, in the Town of Ajax ...................................................................................... 24

iii) Durham Youth council: Congratulations and Introduction .......................................... 25

iv) Ontario Good Roads Association: Nominations ........................................................ 26

N. CooperClerk

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Jasmin Ralph

From: AMCTO <[email protected]>Sent: July 30, 2018 3:35 PMTo: Jasmin RalphSubject: AMCTO Responds to Announcement of The Better Local Government Act

If this email does not display properly, please view our online version.

&# 160; July 30, 2018

AMCTO RESPONDS TO ANNOUNCEMENT OF THE BETTER LOCAL GOVERNMENT ACT

Dear AMCTO Members:

Last week several municipal reforms with significant ramifications, were put forward by the Honourable Premier Doug Ford and Minister of Municipal Affairs and Housing, Steve Clark. While we look forward to reviewing the upcoming legislation, the announcement and several aspects of the proposed legislation has created widespread concern within our sector, regarding timing, implementation, and lack of engagement with local government professionals.

Reserving any specific comment on the policy, AMCTO is concerned with how these reforms were brought forward, notably:

This legislation will be introduced on the eve of the 2018 municipal elections and will impact provisionswithin the Municipal Elections Act. AMCTO has long believed that senior orders of government shouldengage local government professionals and representative associations, early and more importantly,provide the appropriate amount of time to ensure that public policy implementation is effective at the locallevel. The timing of this legislation will make this extremely challenging.

This new legislation will create changes to existing election processes within the sector. Ambiguity existswith how to balance the currently enforced rules and regulations with those of the newlegislation. Naturally, this ambiguity hinders the ability of local government professionals to implementprovincial public policy in a fair and effective manner.

Finally, AMCTO is concerned that the lack of engagement or notice for these reforms to municipallegislation signals a step backwards in the belief that the municipal sector is recognized as a mature,responsible order of government.

AMCTO staff and members will review the legislation once it is released, and will look for ways to provide our technical expertise on how to support public policy implementation at the local level. We continue to believe this value is best served when our members and association are engaged early in the policy development process.

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AMCTO – The Municipal Experts

2680 Skymark Avenue Suite # 610, Mississauga ON L4W-5L6 Phone - 905-602-4294 | Fax - 905-602-4295

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If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131

October 1, 2018

The Honourable Doug Ford Premier of Ontario Via Email: [email protected]

Dear Premier:

Re: Affordable Accessible Housing Needs in Ontario

File Number: DV.04.02

At a meeting held on September 17, 2018, the Council of the Municipality of Clarington approved the following Resolution #GG-384-18:

That the following City of Oshawa resolution, regarding Addressing Affordable Accessible Housing Needs in Ontario, be endorsed by the Municipality of Clarington:

Whereas on May 14, 2018, Oshawa City Council held its annual special meeting to allow the public the opportunity to provide their views and/or concerns regarding accessibility issues; and,

Whereas a number of public comments received at this meeting related to the need to consider providing more accessible housing units including those that are affordable; and,

Whereas there is a need to consider such matters as providing accessible model home designs/concepts in new home sales office and to advance a discussion on providing more flexible and universal housing designs that can allow seniors and others that’s have accessibility challenges over time to be able to age in place without the need to move; and,

Whereas it is important to ask the Province to consult with the building and development industry and municipalities to see if there are ways to advance the affordable accessible housing discussion to address the needs of Ontario residents including a review of the Ontario Building Code as appropriate;

Therefore be it resolved:

That the Province of Ontario be requested to consult with the building and development industry and municipalities to determine practical and appropriate ways to address the affordable accessible housing needs in Ontario which may include a review of the Ontario Building Code; and,

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That the City’s Chief Building Official be requested to advance the discussion of affordable accessible housing matters related to the Ontario Building Code at the Large Municipalities Chief Building Officials Forum; and,

That a copy of this resolution be provided to the Premier of Ontario, all M.P.P.s in the Region of Durham, the Region of Durham, all local municipalities in the Region of Durham, the Association of Municipalities of Ontario, the Building Industry and Land Development Association, the City’s Building Industry Liaison Team, the Ontario Association of Architects, Canada Mortgage and Housing Corporation, the Ontario Non-Profit Housing Association and the Accessibility Directorate of Ontario.

Yours truly,

___________________ C. Anne Greentree, B.A., CMO Municipal Clerk

CAG/lp

c. Peter Bethlenfalvy, MPP Pickering-Uxbridge Christine Elliott, MPP Whitby Jennifer French, MPP Oshawa Lindsey Park, MPP Durham Rod Phillips, MPP Ajax Vijay, Thanigasalam, MPP Scarborough-Rouge Park Andrew Brouwer, City Clerk, City of Oshawa Thomas Gettinby, Town Clerk, Township of Brock Chris Harris, Town Clerk, Town of Whitby Debbie Leroux, Director of Legislative Services/Clerk, Township of Uxbridge JP Newman, Director of Corporate Services/Clerk, Township of Scugog Debbie Sheilds, City Clerk, City of Pickering Ralph Walton, Regional Clerk/Director of Legislative Services, Region of Durham Nicole Wellsbury, Town Clerk, Town of Ajax AMO Canada Mortgage and Housing Corporation The Accessibility Directorate of Ontario The Building Industry and Land Development Association The Building Industry Liaison Team The Ontario Association of Architects The Ontario Non-Profit Housing Association T. Cannella, Director of Engineering B. Rice, Chief Building Official

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MEMO

TO: Mayor and Members of Council

FROM: Linsey Joseph

DEPARTMENT: Legislative and Information Services - Legislative Services

SUBJECT: PROCLAMATIONS ISSUED BY THE MAYOR'S OFFICE

DATE: December 3, 2018

The following Proclamations have been issued during the month of October, November & December 2018.

Name of Person/Group(s) Title of Proclamation Date(s) Proclaimed

Debra Tiwari * India Heritage Month November 2018 Diabetes Canada * World Diabetes Day November 14, 2018

Rotary Club World Polio Day October 24, 2018 Durham Bangladeshi Canadian Community Bangladesh Victory Day December 16, 2018

Linsey Joseph Legislative & Information Services /CC* flag

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Durham Youth Council Believe in Youth

November 5, 2018 Mayor Collier and members of Ajax Council, We would like to take this opportunity to congratulate you all on your election or re-election. Devoting four years, or more, of your lives to public service is commendable, and we thank you for the work you have done, and will do, to better your communities. The Durham Youth Council was founded in 2010, and remains Durham’s first and only for-youth, by-youth Council. We have connected with all of Durham’s eight municipalities, to varying degrees, over the past eight years, and many reading this letter will be familiar with who we are and what we do. For those who are not, we are a youth (aged 13-24) run and led organisation, dedicated to advancing policies that make Durham Region more youth-friendly. In the past we have worked on files such as the Lakeshore East GO Train extension, Regional Council redistribution, and youth mental health. We also aim to engage young people in their communities and in their local democracy, and have worked with all levels of government to that end. Over the coming months, as we do after every municipal election, we will be making a delegation to all of Durham’s eight lower-tier municipalities. We have, in the past, found it valuable to introduce or reintroduce ourselves at the beginning of each Council term. We look forward to speaking with you all in the near future, and hope to answer any questions you may have. Congratulations again, and we hope to work with all members of Council, and municipal staff, over the coming four years to make Durham and its constituent municipalities a more youth-friendly place to live, work, and play. Yours in community service,

Tenzin Shomar Kyle Fitzgerald Chair, Durham Youth Council Past Chair, Durham Youth Council Youth Councillor, Municipality of Clarington Youth Councillor, City of Oshawa

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Town of Ajax Report Report To: Council Prepared By: Sandra Serrao, CPA CMA Manager of Budgets & Accounting Services Subject: Bank Signing Officers Ward(s): All Date of Meeting: December 10th, 2018 Reference:

Recommendation: That the bank signing officers for the Town of Ajax be updated as follows: Elected Officers Shaun Collier, Mayor Marilyn Crawford, Regional Councillor Joanne Dies, Regional Councillor Sterling Lee, Regional Councillor Appointed Officials Sheila Strain, Director of Finance/Treasurer Sandra Serrao, Manager of Budgets & Accounting Services Paul Hewitt, Manager of Purchasing Terry Simkin, Manager of Taxation

Background: The bank signing officers are updated after each municipal election (if required) and when an appointed signing officer has left the Town’s employ. The signing officers are also reviewed on an annual basis to ensure that we can effectively carry out our banking activities.

Discussion: All cheques, bank drafts and banking agreements require the signature of one elected official and one appointed official, while all day to day and other administrative banking transactions are authorized by appointed officials and/or designated staff. The elected officials list has been updated to include the new Mayor and three Regional Councillors based on the election results of October 22, 2018. No changes have been made to the appointed officials list.

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Financial Implications: N/A

Communication Issues: N/A

Conclusion: This update to the signing officers is required as a result of the October 22, 2018 municipal election results and will ensure that the Town’s banking activities will continue to be effectively administered.

Attachments: ATT-1: Master Client Agreement for Business Clients Signature Card Prepared by:

Sandra Serrao CPA, CMA – Manager of Budgets & Accounting Services – ext. 3324 Submitted by:

Sheila Strain CPA, CGA - Director of Finance/Treasurer Approved by:

Shane Baker – Chief Administrative Officer

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Royal Bank of Canada

Master Client Agreement for Business ClientsSignature Card

Name Signature Special Instructions

Title

PAGE /

® / Trademark(s) of Royal Bank of Canada.TM

This Signature Card forms part of the Master Client Agreement for Business Clients between Royal Bank and the Customer identified in section C below. The Agreement consists of this Signature Card, the Legal Terms and Conditions, and all other Documents that may become part of this Agreement in accordance with the Legal Terms and Conditions. All capitalized terms not defined in this Signature Card have the meanings given in the Legal Terms and Conditions, and the rules of interpretation prescribed by the Legal Terms and Conditions also apply.

SECTION A - Incumbency Certificate

Each Person identified on this Signature Card has the power and authority to exercise certain rights on behalf of the Customer in connection with the Agreement and all Services, including to incur liabilities, assume obligations, and otherwise conduct business on behalf of the Customer, and to delegate power and authority on behalf of the Customer in accordance with the Agreement.

The Customer confirms, in accordance with the Customer's representations, warranties, covenants, and agreements contained in the Legal Terms and Conditions, all necessary actions have been taken in connection with these authorizations.

The Customer acknowledges, by way of each Person signing below, receipt of the Agreement, and confirms all information provided to Royal Bank, including regarding the Customer's ownership, control, and structure, is true, complete, and accurate in all respects.

This Signature Card constitutes part of the Customer's official corporate or business records.

A.1 - Signing Authorities

Each Person identified in this section is a signing authority for the Customer and is authorized, acting alone, to exercise and delegate all rights, powers, and authorities on behalf of the Customer with respect to all matters and dealings with Royal Bank, including to amend this Signature Card and otherwise legally bind the Customer and provide instructions on behalf of the Customer, except to the extent of any special instructions provided on this Signature Card below.

For authorized individuals:

SRF No.: 764545448

Legal Name: THE CORPORATION OF THE TOWN OF AJAX

SHAUN COLLIER YES

SHEILA STRAIN YES

SANDRA SERRAO YES

PAUL HEWITT YES

TERRY SIMKIN YES

MAYOR

DIRECTOR OF FINANCE/TREASURER

MANAGER OF BUDGETS & ACCOUNTING SERVICES

MANAGER OF PURCHASING

MANAGER OF TAXATION

60004 (2016/04)

1 6RBC~1~60004~201604~2~1~764545448~~~~~

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MARILYN CRAWFORD YES

STERLING LEE YES

JOANNE DIES YES

REGIONAL COUNCILLOR

REGIONAL COUNCILLOR

REGIONAL COUNCILLOR

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SRF (internal use only): Name Special Instructions

For authorized corporations and other entities:

Yes No

ANY ONE OF THE MAYOR OR (ONE OF THE 3) REGIONAL COUNCILLOR(S) TOGETHER WITH ANY ONE OF THE DIRECTOR OF FINANCE/TREASURER, MANAGER OF BUDGETS & ACCOUNTING SERVICES, MANAGER OF PURCHASING OR MANAGER OF TAXATION.




Special Instructions relating to Signing Authorities

Special instructions should only be provided if the Customer has limited the authority of a Person to act on its behalf. Indicate below if special instructions are provided:

Instructions for the withdrawal of funds from accounts by way of cheque, wire payment instruction, pre-authorized debit authorization, or other order for the payment of money from accounts

Agreements for accounts or cash management products or services

Agreements for borrowing money or otherwise obtaining credit, granting security, and/or providing guarantees

Requests for draws, drawdowns, or advances under any agreements relating to borrowing money or otherwise obtaining credit

Note: All changes must be initialed by an authorized individual(s)

X

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Yes No

Name Signature

A.2 - RBC Commercial Credit Cards - Program Administrators

Does the client have a Commercial Credit Card account?

If the client has a Commercial Credit Card account, there must be at least one Program Administrator identified below.

Each Person identified in this section is a Program Administrator (as defined in the Commercial Card Program Service Materials) for the Customer in connection with the RBC Commercial Card Program and is authorized, acting alone, to exercise and delegate the rights, powers, and authorities on behalf of the Customer as described in the Commercial Card Program Service Materials.

X


PAGE /

60004 (2016/04)

RBC~1~60004~201604~2~1~764545448~~~~~ 4 6

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Trade Name (Operating As)

SECTION B - Trade name

The Customer is the owner of each trade name below, and has the rights, powers, and authorities necessary to use each trade name below in connection with the Services.

Customer's Legal Name:

Authorized Person's Name:

Authorized Person's Title:

Authorized Person's Signature:





Y Y Y Y M M D D

SECTION C - Effect

This Signature Card is effective as of and supersedes and replaces any previous version signed by the Customer.

THE CORPORATION OF THE TOWN OF AJAX

SHAUN COLLIER

MAYOR


SHEILA STRAIN

DIRECTOR OF FINANCE/TREASURER






PAGE /

60004 (2016/04)

RBC~1~60004~201604~2~1~764545448~~~~~ 5 6

35













Y Y Y Y M M D D

SECTION D - Amendment

This Signature Card is amended as of and supersedes and replaces any previous version signed by the Customer.

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Town of Ajax Report

Report To: Council

Prepared By: Felicia Matheson, Financial Data Specialist

Subject: Capital Account Closing Report, August 31, 2018

Ward(s): All

Date of Meeting: December 10, 2018

Reference:

Recommendation:

That Council receive the attached listing of Capital Account Closings as of August 31, 2018 for information.

That funding transfers to/from the Reserves / Reserve Funds from the August 31, 2018 Capital Account Closings, in accordance with the Financial Sustainability Plan, be approved as follows:

Reserve / Reserve Fund Transfers to Transfers from

Net Transfer

Capital Contingency Reserve $61,918.87 $61,918.87 Building Maintenance Reserve ($68,563.49) ($68,563.49) Building Approvals Reserve ($4,763.52) ($4,763.52) General Infrastructure Reserve ($125,209.09) $16,617.21 ($108,591.88) 2013 DC Reserve Fund $1,235.88 $1,235.88 2008 DC Reserve Fund $111.01 $111.01 Strategic Initiatives Reserve ($33,598.28) ($33,598.28) Vehicle/Equipment Replacement Reserve ($51,555.18) $29,344.62 ($22,210.56) Development Reserve $181.35 $181.35 Total Transfers ($283,689.56) $109,408.94 ($174,280.62)

Background:

The Financial Sustainability Plan identifies a report to Council on the results of capital account closings. There will be two capital account closings for 2018, the first one as of August 31 and the second one as of December 31. The closing report indicates, on a project by project basis, the final balances of capital project accounts which have been completed or cancelled.

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Discussion: The attached reporting on the closed capital accounts identify projects separately by funding source. Funding Transfers (To)/From - ($174,280.62) - there is a net transfer to Reserves of ($174,280.62). The main driving forces are: Contingency not required ~ ($83,000)

Based on the best practice to include and fund contingency on contract awards, there will always be excess funding at the end of a project if unexpected costs or changes are few or none.

Net favourable pricing on awarded contracts ~ ($91,000)

Capital budgets are based on estimates; subsequent contract awards resulted in net favourable pricing.

Unbudgeted/Emergency projects ~ $62,000

All unbudgeted/emergency projects are reviewed and approved by the Director of Finance/Treasurer and CAO, in accordance with Capital Expenditure Control Policy and are funded through the Capital Contingency Reserve upon closing

Typically, these projects are driven by an emergency situation or by a grant opportunity.

Within this report, two unbudgeted projects were approved; - Emergency repair of the South West Pond #42 Harwood Ave/Williamson Dr. - Grant funding to implement Storm Water Outfall Rehabilitation at Spiers Crescent.

Federal Gas Tax In order to comply with the Federal Gas Tax (FGT) agreement the Town must ensure that funding is used only for qualifying expenditures. The Federal Gas Tax (FGT) agreement states that funding can only be used for expenditures that are:

capitalized by the Town as defined by Generally Accepted Accounting Principles (GAAP) and

able to demonstrate outcomes and outputs as defined by the Association of Municipalities of Ontario (AMO)

There are a few exceptions to these rules to allow for studies and strategies that support Asset Management Plans and environmental related projects. It is not always evident at the time of project approval that there may be components that are not eligible for capitalization/FGT funding. In such cases an alternate source of funding will be identified for Council’s approval through the capital closing reports. At time contract was awarded, it was determined the Facility Waste Container Replacement project no longer qualified for FGT funding. Based on contract award, costs of $27,442.36 will be funded from the Vehicle and Equipment Replacement Reserve and $20,000 of FGT funding will be uncommitted. Reserve Funds – funding not transferred: Projects funded by obligatory reserve funds only have funds transferred once an expenditure has been made. As such, when completed, there is no transfer back to the reserve fund, but any remaining funding needs to be uncommitted. Through the closing of the capital projects the Town

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will un-commit a total of $700,492.10, the majority of which is being returned to the Federal Gas Tax Reserve Fund and the 2018 DC Reserve Fund. This uncommitted funding is primarily driven from contingencies not required, favourable pricing on contracts, and the cancellation of a project.

Favourable contract pricing and contingencies not required account for more than half ($432,000) of the total uncommitted amount. Road Resurfacing-2017 had a total of $399,000 of these savings and Bike Lanes on Town Roads saved $33,000.

The Carruthers Trail was cancelled and amounts will be uncommitted ($227,000) from the Development Reserve and the 2018 DC Development Reserve Fund. A new route is being considered under the Integrated Transportation Master Plan (ITMP).

Attachment 1 shows the capital accounts closed as of August 31, 2018 and their balances.

Financial Implications: The net approved budget / funding, from completed capital projects, being transferred to Reserve / Reserve Funds is as follows:

Reserve / Reserve Fund Net Funding Transferred

Capital Contingency Reserve $61,918.87 Building Maintenance Reserve ($68,563.49) Building Approvals Reserve ($4,763.52) General Infrastructure Reserve ($108,591.88) 2013 DC Reserve Fund $1,235.88 2008 DC Reserve Fund $111.01 Strategic Initiatives Reserve ($33,598.28) Vehicle / Equipment Replacement Reserve ($22,210.56) Development Reserve $181.35

Total ($174,280.62) The amount transferred back to reserves and reserve funds will assist with funding future capital projects.


Conclusion: The presentation of this report to Council complies with the requirements of Corporate Policies 120 and 127, the Financial Sustainability Plan and the Capital Expenditure Control Policy respectively.

Attachments:

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ATT-1: Closed Capital Projects as of August 31, 2018 Prepared by:

Felicia Matheson – Financial Data Specialist – ext. 3306 Submitted by:

Sheila Strain, CPA, CGA – Director of Finance / Treasurer Approved by:


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Reserve ACCT PROJECT NAME* Council

AwardYear

ApprovedApproved

Budget

Additional / Unbudgeted

Funding Approved

Council Approved Budget and

Additional FundingFunding not transferred Expenditures Project Balance

Capital Contingency Reserve - Unbudgeted or Emergency Repair993011 StormWat. Outfall Rehab-Spiers 2017 - - - - 44,517.92 44,517.92

1001211 SW Pond #42 Harwood/Williamson 2018 - - 17,400.95 17,400.95 - - - - 61,918.87 61,918.87

Building Maintenance Reserve980811 ACC - Pool Equipment Repl 2016 (100,000.00) (100,000.00) 90,228.17 (9,771.83)

984111 Security Imp. - CAO/Mayor 2017 (65,000.00) (65,000.00) 43,880.09 (21,119.91)

994411 Village Arena -Dasher Brd Repl 2018 (85,000.00) (85,000.00) 57,328.25 (27,671.75)

994811 Fire Stn 2-Sewage Pump Sys Rep 2018 (10,000.00) (10,000.00) (10,000.00) (260,000.00) - (260,000.00) - 191,436.51 (68,563.49)

Building Approvals Reserve993711 DAAP Model Review - 2018 2018 (30,000.00) (30,000.00) 25,236.48 (4,763.52)

(30,000.00) - (30,000.00) - 25,236.48 (4,763.52)

General Infrastructure Reserve981411 Waterfront Parking Lots Resurf * 2016 (10,000.00) (10,786.78) (20,786.78) 19,753.40 (1,033.38)

985311 Storm Pond Condition Asmt-2017 2017 (55,000.00) (55,000.00) 26,508.52 (28,491.48)

989011 Asphalt Trail Recon-Various * 2017 (288,000.00) (288,000.00) 224,920.87 (63,079.13)

989111 Structural Review - Various 2017 (15,000.00) (15,000.00) 5,676.17 (9,323.83)

989211 Hermitage Bbal Upgrade-Irrign 2017 (40,000.00) (40,000.00) 56,617.21 16,617.21

990411 Audley Ball - Backstop Repairs 2017 (25,000.00) (25,000.00) 14,246.40 (10,753.60)

990511 Ped Bridge Repairs-2017 2017 (150,000.00) (150,000.00) - 137,472.33 (12,527.67) (583,000.00) (10,786.78) (593,786.78) - 485,194.90 (108,591.88)

Strategic Initiatives Reserve982311 Comp. Wayfinding Signage Strat * 2016 (60,000.00) (2,853.15) (62,853.15) 38,978.62 (23,874.53)

982411 Trans. Cpgn: Get Ajax Moving 2016 (96,000.00) (96,000.00) 86,276.25 (9,723.75) (156,000.00) (2,853.15) (158,853.15) - 125,254.87 (33,598.28)

ATTACHMENT #1 - CAPITAL ACCOUNTS CLOSED AS OF AUGUST 31, 2018

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AwardYear

ApprovedApproved

Budget


Funding Approved




Vehicle and Equipment Replacement Reserve977411 Fac - Waste Container Repl 2016 - - 27,442.36 27,442.36

982511 CLASS / Payment Server Upgrade 2016 (47,000.00) (47,000.00) 48,080.50 1,080.50

986511 Repl. CriSys HW - 2017 2017 (63,700.00) (63,700.00) 4,978.22 54,497.54 (4,224.24)

986611 Repl. Thermal Imaging Cameras 2017 (70,000.00) (70,000.00) 65,279.00 (4,721.00)

986911 Repl. Firefighter Flash Hoods 2017 (14,800.00) (14,800.00) 9,921.59 (4,878.41)

987211 Budget Software Upgrade 2017 (12,000.00) (12,000.00) 12,821.76 821.76

988111 OPS - Repl. Trades Vans 2017 (140,000.00) (140,000.00) 113,907.76 (26,092.24)

990811 Workstation Replacement 2017 2017 (45,000.00) (45,000.00) 35,756.61 (9,243.39)

995111 Repl Mobile Signs 2018 (12,000.00) (12,000.00) 9,604.10 (2,395.90) (404,500.00) - (404,500.00) 4,978.22 377,311.22 (22,210.56)

Development Reserve984711 Lakeside Park Playground 2017 (210,000.00) (210,000.00) 210,048.15 48.15

(210,000.00) - (210,000.00) - 210,048.15 48.15

Mixed Funding963811 CarruthersTr-Chambers/Beck 2015 (20,000.00) (20,000.00) 21,480.09 1,480.09

964311 Storm Sewer on Salem Road 2015 (50,000.00) (50,000.00) 81.00 49,919.00 -

975311 Carruthers Tr - Chambers/Beck 2016 (230,000.00) (230,000.00) 226,584.94 3,415.06 -

984611 Duffins Village Ctl Park - Des 2017 (70,000.00) (70,000.00) 16,851.69 53,148.31 -

999611 Library Collection-Growth 2018 * 2018 (100,000.00) (100,000.00) 100,000.00 - (470,000.00) - (470,000.00) 243,517.63 227,962.46 1,480.09

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AwardYear

ApprovedApproved

Budget


Funding Approved




Federal Gas Tax Reserve Fund977411 Fac - Waste Container Repl 2016 (20,000.00) - (20,000.00) 20,000.00 -

985111 Road Resurfacing - 2017 - FGT * 2017 (1,155,000.00) (1,155,000.00) 398,652.27 756,347.73 -

991311 Bike Lanes on Town Roads -2017 2017 (74,500.00) (74,500.00) 33,343.98 41,156.02 - (1,249,500.00) - (1,249,500.00) 451,996.25 797,503.75 -

TOTAL (3,363,000.00) (13,639.93) (3,376,639.93) 700,492.10 2,501,867.21 (174,280.62)

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Town of Ajax Report Report To: Council Submitted By: Sheila Strain, CPA, CGA - Director of Finance/Treasurer Prepared By: Carol Lyon, CPPB Senior Buyer Subject: Contract Award – Supply & Delivery of Pre-Treated Salt Ward(s): All Date of Meeting: December 10, 2018 Reference: DPC1801 / CT-580-2018

Recommendation: 1. That the report on the Contract Award to Cargill Salt, Road Safety a Division of Cargill

Limited, in the estimated amount of $111,451.90 (inclusive of all taxes) for Supply and Delivery of Pre-Treated Salt, for a period of one year, be received for information.

2. That Council authorize Staff to renew the Contract for an additional two, one year periods, pending an analysis and satisfactory performance review at the anniversary date of the Contract, in the estimated amount of $222,903.82 (inclusive of all taxes).

Background: As a participant in the Durham Purchasing Cooperative call for the Supply & Delivery of Pre-Treated Salt, the Town of Ajax benefits by combining our requirements with other Agencies in order to maximize volume buying cost savings. The award of the Contract is based on the combined requirements of all participating Agencies.

Discussion: The Town of Whitby, on behalf of the Durham Purchasing Cooperative Group, issued a Request for Tender (RFT) for the Supply & Delivery of Pre-Treated Salt. Bids were received back from two bidders, prior to the closing on October 2, 2018. Listed below is a summary of the bids received, the amounts listed represent the Town of Ajax’s portion:

NAME OF BIDDER TOTAL TENDER AMOUNT

Cargill Salt, Road Safety a Division of Cargill Limited $ 334,355.70 513125 Ontario Limited O/A Da-Lee Dust Control $ 427,140.00

Contract commencement is November 1, 2018 with completion expected by October 31, 2021.

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Financial Implications: Funds for Supply & Delivery of Pre-Treated Salt are included in the Operations & Environmental Services Department operating budget. The annual 2019 operating budget impact will be an increase of $100,400 over the prior year. The increase is driven by pricing.

Communication Issues: None.

Conclusion: Staff awarded the Contract for Supply & Delivery of Pre-Treated Salt to Cargill Salt, Road Safety a Division of Cargill Limited, during Council’s recess period, all in accordance with the Town’s Purchasing By-Law.

Attachments: None.

Carol Lyon, CPPB – Senior Buyer

Catherine Bridgeman – Interim Director of Operations & Environmental Services

Sheila Strain, CPA, CGA - Director of Finance/Treasurer

Shane Baker – CAO

Steve Parish - Mayor

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Town of Ajax Report Report To: Council Prepared By: Dave Lang

Fire Chief

Subject: Contract Award – Dispatch System Software/Hardware Maintenance Ward(s): All Date of Meeting: December 10, 2018 Reference: Operating Budget 2013.4720

Recommendation: That the report on the contract award for annual dispatch system software and hardware maintenance to CriSys Limited in the estimated amount of $133,879 (inclusive of all taxes), for a period of one year, be received for information. That Council authorize staff to renew the contract for an additional two, one year periods, pending an analysis and satisfactory performance review at the anniversary date of the contract, in the estimated amount of $277,000 (inclusive of all taxes).

Background: Implemented in 2002, CriSys Limited currently supplies Fire and Emergency Services with XpertFire software licenses, as well as hardware and maintenance support for the fire dispatch process for both the Town of Ajax and City of Pickering. The software and hardware products are located in Ajax Fire Headquarters as well as the remote fire stations and fire apparatus. The products included in this software, hardware and maintenance contract are critical components to Fire’s daily operations and include: Fire CAD dispatch with 911 integration, video and pre-alerting of fire stations for emergency calls, onboard mobile computers located in fire apparatus, rosters, scheduling and Disaster Preparedness and Response. With the initial and each subsequent capital purchase of software licenses and hardware, there is an annual maintenance component. Payment of this annual maintenance provides the Town with free access to upgrades, critical patches and support. As provided for under the Purchasing By-Law, this contract was awarded by the CAO and Director of Finance/Treasurer during the Council Recess Period.

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Discussion: The current Purchasing By-Law allows for purchases through negotiations, under certain conditions, more specifically, “where, at the discretion of the Department Head, in consultation with the Manager of Purchasing, it is deemed to be in the best interest of the municipality to negotiate with vendors.” CriSys Limited does not utilize 3rd party distributors and is the sole provider of software and hardware maintenance for the XpertFire dispatch system. Contract commencement is December 17, 2018 and completion is December 16, 2021.

Financial Implications: Funds for the annual dispatch system software and hardware maintenance are included in the Fire Service operating budget. The 2019 budget increase of $15,000 includes the addition of mobile computer software and licenses for an added first response vehicle. Approximately 50% of the increase will be recovered under the Dispatch Agreement with Pickering Fire.

Communication Issues: n/a

Conclusion: Staff awarded the contract for annual dispatch system software and hardware maintenance to CriSys Limited, during Council’s recess period, all in accordance with the Town’s Purchasing By-Law.

Attachments: ATT-1: n/a Prepared by:

Dwayne Snell – Deputy Fire Chief – [ext. 6047] Submitted by:

Dave Lang – Fire Chief

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Approved by: ______________________ Sheila Strain, Director of Finance/Treasurer


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Town of Ajax Report Report To: Council Prepared By: Dave Lang

Fire Chief Subject: 2018 Emergency Management Program Report Ward(s): All Date of Meeting: December 10, 2018 Reference: By-Law 69-2017

Recommendation: That the Town of Ajax Emergency Management Program Committee Annual Report be received for information.

Background: The Emergency Management and Civil Protection Act requires municipalities to develop and implement emergency management programs consisting of emergency plans, training, an annual exercise, public education and any other elements prescribed by regulation. The aim of emergency management programs in Ontario is to create disaster resilient communities. The Town of Ajax By-Law 69-2017 – Establish an Emergency Management Plan & Program instructs that the Emergency Management Program Committee shall review the program annually and report to Council on the development and implementation of the municipality’s Emergency Management Program.

Discussion: This report will highlight the 2018 activities and initiatives of the Town of Ajax’s Emergency Management Program Committee. On February 2, the Emergency Management Program Committee approved its 2018 work plan to meet the essential legislative requirements in the following areas: Training completed by staff:

Two staff members attended the Public Private Partnership (P3) Emergency Management Symposium on September 28th, 2018

9 staff completed the on-line training for introduction (IMS 100) to the Incident

Management System September 14th, 2018

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17 staff completed the Basic Emergency Management Course, November 20th & November 21st, 2018

One staff member completed Community Emergency Management Coordinator (CEMC)

Course Exercise Requirements: Members of the Ajax Municipal Emergency Control Group, alternates and support staff participated in a table-top functional exercise on May 17th, 2018. The exercise focused on:

Real time set up of the EOC workstations Communication and information flow Record keeping Mapping capabilities using a variety of scenarios Fine tuning the functions in the EOC

Public Education Requirements:

Emergency Preparedness literature displayed in several Town facilities Updated website content regarding Emergency Preparedness

Emergency Operations Centre (EOC) Requirements

EOC / Back up EOC checked for operability Staff visited other Municipality Emergency Operations Centres to review alternative

mapping and GIS options to improve EOC functionality Emergency Response Plan and Procedures - Annual Review

Annual updates to the appendices and contact information were made by the CEMC Critical Infrastructure was reviewed by the Emergency Management Program Committee

on October 19th, 2018 The Hazard Identification Risk Assessment was completed by the Emergency

Management Program Committee on October 19th, 2018 2017 compliance received from the Office of the Fire Marshall and Emergency

Management (OFMEM)

Financial Implications: There is no financial impact associated with the recommendation of this report.

Communication Issues: There are no Communication Issues associated with the recommendation of this report.

Conclusion: That the Town of Ajax Emergency Management Program Committee Annual Report be received for information.

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Prepared by:

Dwayne Snell – Deputy Fire Chief – [ext. 6047] Submitted by:

Dave Lang – Fire Chief Approved by:


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TOWN OF AJAX REPORT REPORT TO: Council SUBMITTED BY: Dave Meredith

Director, Operations and Environmental Services PREPARED BY: Lindsay Sinclair

Architectural Technologist, Infrastructure and Asset Management

SUBJECT: Contract Award ~ Town Hall Finance / LIS Washroom Upgrades WARD(S): 3 DATE OF MEETING: December 10, 2018 REFERENCE: Capital Account 0993911

RECOMMENDATION:

1. That the report on the contract award to Construction Solutions ASI Inc., in the amount of $151,985.00 (inclusive of all taxes) for the Town Hall Finance / LIS Washroom Upgrades, be received for information.

2. That Council approve funding of $60,410.05 to be allocated to Capital Account No.

993911 from Building Maintenance Reserve. BACKGROUND: As provided for under the Purchasing By-Law, this contract was awarded by the Mayor, CAO and Director of Finance/Treasurer (or their designates) during Council’s Recess Period. In March 2018 the Town retained a consultant to complete the detailed design for the upgrades to the existing Finance/LIS Men’s and Women’s Washrooms. The project will include new washroom fixtures and finishes, upgrades to meet AODA accessibility standards and new efficient HVAC. Through the design phase it was determined the existing footprint of the Men’s and Women’s washrooms did not allow for the inclusion of barrier free features as currently defined in the Ontario Building Code. Staff reviewed alternative options to include a barrier free washroom which has resulted in the design of a Universal Accessible Washroom that will be installed adjacent to the existing washrooms. DISCUSSION: The Town undertook a Request for Pre-Qualification [RPQ] for General Contractors ~ Town Hall Washroom Renovations in July 2018. This RPQ resulted in the appointment of six pre-qualified Bidders.

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Request for Tender (RFT) documents were issued to six pre-qualified bidders with bids being received back from five of these, prior to the closing on September 6, 2018. Listed below is a summary of the bids received:

NAME OF BIDDER TOTAL TENDER AMOUNT

Construction Solutions ASI Inc. $151,985.00

Canada Construction Limited $200,914.00

Trisect Construction Corporation $207,984.98

Snyder Construction $228,260.00

Joe Pace & Sons Contracting Inc. $282,383.61 Contract commencement is September 24, 2018 and completion is expected by December 21, 2018. FINANCIAL IMPLICATIONS: Capital Account No. 993911 - Town Hall Finance/LIS Washroom Upgrades

Approved Capital Budget

$100,000.00

Previous Award Studio Arriojas (OP 111259) $9,856.13

Renmar Services (OD 111752) $534.24

$10,390.37

Current Award Contract Award (net of HST rebate) $136,867.20

Contingency (10%) $13,686.72

$150,553.92

Over Budget

($60,944.29) The 10% project contingency has been allocated to this award to ensure sufficient funding is available to address potential risk factors that may be encountered during the construction process. Risk factors include:

Electrical or sprinkler system modifications Repairs and touch ups to adjacent interior finishes

These risks can cause delays, necessitating additional material and labour associated with the construction. Over budget amounts are attributed to the inclusion of a Universal Accessible Washroom which has resulted in the increased project costs. In compliance with the Capital Expenditure Control Policy, Staff received direction from the Chief Administrative Officer and Director of Finance/Treasurer to proceed with the change in scope.

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Additional funding, not to exceed $60,944.29 will be will be allocated from Building Maintenance Reserve. CONCLUSION: Staff awarded the Contract for Town Hall Finance / LIS Washroom Renovation to Construction Solutions ASI Inc., during Council’s recess period, all in accordance with the Town’s Purchasing By-Law. ATTACHMENTS: Appendix A – Capital Detail Sheet – 0993911 - Town Hall Finance/LIS Washroom Upgrades

Lindsay Sinclair - Architectural Technologist, Infrastructure & Asset Management

Dave Meredith - Director, Operations and Environmental Services



Steve Parish – Mayor

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Appendix A – Capital Detail Sheet – 0993911 - Town Hall Finance/LIS Washroom Upgrades

55

Town of Ajax Report Report To: Council Prepared By: Jade Schofield, MSc, Environmental Sustainability Coordinator Subject: Contract Award- Corporate Facility Waste Management Ward(s): All Date of Meeting: December 10th 2018 Reference: RFP No. P18015, Multiple Business units, Object code 4725

Recommendation:

1. That Council award the contract for Corporate Facility Waste Management to Waste Management of Canada Corporation in the estimated amount of $166, 946.94 (inclusive of all taxes), for a period of 1 year.

2. That Council authorized Staff to renew the contract for an additional six one year

periods, pending an analysis and satisfactory performance review at the anniversary date of the contract, in the estimated amount of $1,112,277.63 (inclusive of all taxes).

Background: The Corporate Facility Waste Management Contract oversees the collection, sorting & disposal of all waste materials produced at Town of Ajax facilities as well as Town wide operations with the exception of parks waste disposal. In 2017 the Town of Ajax generated:

• 785.18 M tonnes of waste which included: • 655.86 MT from street sweeping & ditching l • 93.81 MT from Operations Waste (roadside litter, illegal dumping & special events • 35.51 MT from Facilities (community centres &administration offices),

• 81.91 tonnes of material recycled (Including wood, metal, & single stream recyclables from operations and facilities) • 59.75 tonnes of organics & yard waste (from operations and facilities)

The successful proponent for the Corporate Facility Waste Management Contract will be responsible for:

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• The provision of waste disposal containers used to store waste until it is collected by the hauler,

• Following a regular collection schedule for material pickup with the exception of the Ajax Operations Centre which is on an on call basis,

• Delivering materials to licensed facilities for processing, diverting and permanent disposal and,

• Conducting waste facility audits for all major facilities twice yearly to ensure effective monitoring and identification of improvement of the Towns corporate waste program.

Discussion: Request for Proposals (RFP) documents were issued to eleven prospective Proponents with Proposals being received back from two of these, prior to the closing on October 10, 2018. Listed below is a summary of the Proposals considered:

NAME OF PROPONENT Waste Management of Canada Corporation

Waste Connections of Canada The following is the Proposal Evaluation Criteria used for this RFP:

PROPOSAL EVALUATION CRITERIA FORM

EVALUATION CRITERIA AVAILABLE POINTS

Qualifications & Experience Demonstrated Experience of the Company [10 points] Demonstrated Experience of Key Personnel [5 points] Related Project Experience [15 points]

30

Submission/Quality of Proposal Responsiveness/Completeness of Submission [5 points] Demonstrated Willingness to Comply with Terms of the RFP [10 points]

15

Project Deliverables/Technical Response Demonstrated Understanding of the Requirements [10 points] Quality/Completeness of Approach/Work Plan/Methodology [10 points] Project Management Structure [5 points] Functional Requirements [5 points] Ability to meet Time Estimates/Deadlines [5 points]

35

Pricing Cost effectiveness of the Proposal 20

TOTAL POINTS 100

Interview (if applicable) 50

Grand Total Points 150

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An Evaluation Committee, made up of Sustainability, Environmental Services, Inventory and Fleet, and Building Maintenance from Operations & Environmental Services, as well as, Facility Managers from Recreation, Culture & Community Development, reviewed all of the Proposals received. Based on the evaluation criteria, specified in the RFP document, Waste Management of Canada of Corporation was the highest scoring Proponent and met all of the needs of the Town.

Contract commencement date is on January 1st, 2019 and expires on December 31st, 2025

Financial Implications: Funds for Corporate Facility Waste Management Services are included in each departments operating budget. Based on the contract, the expected annual savings compared to 2018 operating budget are $46,300.00.


Conclusion: It is the recommendation of staff that Waste Management of Canada Corporation be awarded the contract for Corporate Facility Waste Management, being the highest scoring Proponent.

Prepared By:

Jade Schofield, BSc, MSc, – Environmental Sustainability Coordinator ext. 4227 Submitted By:

Catherine Bridgeman – Acting Director, Operations & Environmental Services Approved by:



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Town of Ajax Report

Report To: Council

Prepared By: Lindsay Sinclair Architectural Technologist, Operations & Environmental Services

Subject: Pre-Budget Approval ~ Facility Energy Audits

Ward(s): All

Date of Meeting: December 10, 2018

Reference: BMT010 / Capital Account 1001911

Recommendation:

That Council provide pre-budget approval in the amount of $65,000.00 for the issuance of the Request for Proposal (RFP) for Facility Energy Audits.

Background:

In 2012 the Town commissioned energy audits for eight Town facilities. These reports initiated various energy retrofit projects that have been successfully completed such as boiler retrofits, lighting retrofits and air conditioning system retrofits.

The Town of Ajax is required to update the Energy Conservation and Demand Management Plan by June 1, 2019 as a requirement of the Green Energy Act, 2009, Section 397/11 - Energy Conservation and Demand Management Plans. The revised energy audits are integral in providing baseline consumption data and identifying new retrofit projects that will reduce energy consumption and Greenhouse Gas Emissions. In addition, the audits will support the establishment of feasible Greenhouse Gas Reduction Targets for climate mitigation work.

Discussion:

Staff will issue a RFP for consulting engineering firms specializing in energy performance to complete energy audits for the following Town facilities:

- Ajax Community Centre- Audley Recreation Centre- Carruther's Marsh Pavilion- Fire Headquarters, Fire Station #1 and Fire Station #2- Greenwood Pavilion- Main Branch Library- McLean Community Centre- Operations Centre- Rotary Park Pavilion- St. Andrew's Community Centre & Gym- St. Francis Centre- Town Hall

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Financial Implications: An amount of $65,000.00 for the Facility Energy Audits has been identified in the 2019 Capital Budget, funded by Federal Gas Tax Reserve Fund.

Conclusion: Pre-Budget approval will allow staff to complete the project and utilize the audit results in the preparation of the Energy Conservation and Demand Management Plan in accordance with legislative requirements.

Attachments: ATT 1: Capital Detail Sheet Prepared by:

Lindsay Sinclair - Architectural Technologist, ext. 4232 Submitted by:

Catherine Bridgeman – Acting-Director, Operations and Environmental Services Approved by:


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TOWN OF AJAX

DETAIL SHEET

2019 CAPITAL BUDGET / 2020-2023 LONG RANGE CAPITAL FORECAST

Section Building Maintenance

Project Name Facility Energy Audits

Department Operations & Environmental Services

Submitted By Catherine Bridgeman, Manager of Infrastructure & Asset Management

Start Year 2019

Project Number BMT010

EXPENDITURES / FUNDING

2022202120202019 2023 Total

Total Expenditures 65,000 65,000

Federal Gas Tax Reserve Fund 65,000 65,000

65,00065,000Total Funding

PROJECT DESCRIPTION / JUSTIFICATION

The Town has identified a need to conduct energy audits of Town facilities to identify the baseline energy performance of the facilities with regard to fuel consumption (gas, electricity) and water. The audits will identify potential energy retrofit projects that can be implemented to reduce energy consumption. These projects result in a reduction of fossil fuel consumption as well as operating costs for utility bills. The 2012 energy audits were completed for eight Town facilities. Since 2012, various projects have been completed that were initiated as part of the energy audits. These projects include boiler retrofits, lighting retrofits and replacement of the air condition systems. The revised energy audits will be able to identify further energy saving projects as a result of changes in renewable energy and efficiencies with mechanical and electrical systems. In 2019 staff will also be updating its entire Energy Conservation and Demand Management Plan. These energy audits are integral in providing baseline data, identifying priority projects to reduce energy consumption and Greenhouse Gas Emissions. Staff will retain a consultant to complete Energy Audits for the following Town Facilities: - Ajax Community Centre - Audley Recreation Centre - Carruther's Marsh Pavilion- Fire Headquarters, Fire Station #1 and Fire Station #2 - Greenwood Pavilion - Main Branch Library - McLean Community Centre - Operations Centre - Rotary Park Pavilion - St. Andrew's Community Centre & Gym- St. Francis Centre - Town Hall

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Town of Ajax Report Report To: Council Prepared By: Rick Chalmers Supervisor, Infrastructure and Asset Management Subject: Final Report on Over-Expenditure – Supply & Delivery - LED Streetlight Fixtures Ward(s): All Date of Meeting: December 10 2018 Reference: Capital Account No. 988911 – LED Streetlights – Arterial Road

Recommendation:

1. That the report on the net over-expenditure of $18,231.74 (net of HST rebate) on the Supply & Delivery - LED Streetlights ~ Arterial Roads, Capital Account No. 988911, previously awarded to Unique Lighting & Control Corp, be received for information.

2. That the capital account 988911, Supply & Delivery - LED Streetlights ~ Arterial

Roads be closed and remaining funding be used for the continuing LED Streetlight conversions initiative as identified in the 2019 Capital Budget / 2020 to 2023 Long Range Capital Forecast.

Background: Under the Capital Expenditure Control Policy, staff are required to report when project expenditures have exceeded the approved spending limit.

Discussion: Subsequent to the award to Unique Lighting, the specified model of luminaire was changed to an alternate model within the same product line of luminaires in order to provide a better aesthetical match to the existing Town of Ajax streetlight design standards.

Financial Implications: Contract Award: The completion of LED Streetlights ~ Arterial Roads included one award of Contract by Council, which has exceeded the approved spending limit as follows:

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Vendor Award Date Approved Spending Limit

Actual Expenditures

Over Expenditure

Unique Lighting & Control Corp

June 12 2017 $314,611.20 $332,842.94 ($18,231.74)

Approved Federal Gas Tax Funding – Capital Account 988911 $1,075,000.00 Recoveries received – LED Conversion Incentive Program (Veridian)

$167,190.05

Less: Over-Expenditure: Unique Lighting & Control Corp $18,231.74 $18,231.74

Less: Staff Award Contracts:

Unique Lighting & Control Corp $314,611.20

Philips Lighting $130,433.55

Fairway Electrical Services $96,122.19

Veridian Connections $3,383.34 $544,550.38

Under Budget $679,408.03 The approved Capital Budget is sufficient to fund the additional expenditures identified above. The unused Federal Gas Tax amount of $679,408.03 will be available to fund the continuing LED Streetlight conversions initiative identified in the 2019 Capital Budget / 2020 – 2023 Long Range Capital Forecast.

Conclusion: The original approved spending limit for Supply & Delivery - LED Streetlights ~ Arterial Roads has been exceeded and this report has been prepared in accordance with the Capital Expenditure Control Policy. Prepared by

Rick Chalmers – Supervisor, Infrastructure and Asset Management – ext.4212 Submitted by

Catherine Bridgeman – A/Director, Operations and Environmental Services Approved by


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Town of Ajax Report Report To: Council Prepared By: Ranil Fernando Infrastructure and Asset Management Engineer Subject: Pre-Budget Approval – Local Road Resurfacing 2019 Ward(s): All Date of Meeting: December 10, 2018 Reference: ENG048 Road Resurfacing 2019 - FGT ENG007 Road Resurfacing 2019

Recommendation: That Council provide pre-budget approval in the amount of $3,199,800 for the issuance of the tender documents for the Local Road Resurfacing 2019 Contract.

Background: The resurfacing of municipal roads and associated curb and sidewalk repairs are a critical component of the Town’s infrastructure maintenance program. The roads to be resurfaced and/or reconstructed each year are prioritized based on the Town’s Pavement Management System and coordinated with the Region of Durham's construction projects. The asphalt resurfacing work for 2019 includes the following:

ROAD FROM TO

Graham Court Dreyer Drive Terminus

Bramwell Drive Rotherglen Road Westney Road

McClarnan Road Lake Driveway Clover Ridge Drive

Farley Court Dreyer Drive Terminus

Cranley Court Rotherglen Road Terminus

Fearn Crescent Rotherglen Road Rotherglen Road

Cowling Cresc Lake Driveway Lawrie Road

Ravenscroft Road Delaney Drive Rossland Road

Rotherglen Road Bramwell Drive Kingston Road

Dreyer Drive Harwood Avenue Clements Road

Admiral Road Parry Road Roosevelt Avenue

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A portion of this budget will be used for the following future contract awards:

• Detailed design for reconstruction of portions of Lakeview Boulevard from Pickering Beach Road to Shoal Point Road, not included as part of the road realignment project related to Paradise Park

• Design of Fuller Road reconstruction from Westney Road to Clements Road • Patching of various locations and Crack sealing • Pavement Management System Update

Discussion: Pre-budget approval will be required for regular ongoing capital works where early tendering will likely result in competitive pricing. Typically the Road Resurfacing project is undertaken yearly and prioritized based on the Town’s Pavement Management System.

Staff will issue Request for Tender (RFT) documents for the supply of all labour, equipment, products, fuel and materials necessary to complete Local Road Resurfacing for the identified roads located within the Town of Ajax.

Financial Implications:

Capital Project Funding Source Total Budget 2019

ENG048 Road Resurfacing 2019 Federal Gas Tax Reserve Fund $ 1,590,600.00

ENG007 Road Resurfacing 2019 Road Maintenance Reserve $ 1,609,200.00 Total $ 3,199,800.00

Conclusion: Pre-Budget approval will allow staff to begin the required in-house design and tender process in order to complete the project by the end of 2019.

Attachments: ATT-1: ENG048 Road Resurfacing 2019 - FGT ATT-2: ENG 007 Road Resurfacing 2019

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Prepared by:

Ranil Fernando – Infrastructure and Asset Management Engineer, ext. 4241 Submitted by:

Catherine Bridgeman – Acting-Director, Operations and Environmental Services Approved by:


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TOWN OF AJAX

DETAIL SHEET2019 CAPITAL BUDGET / 2020-2023 LONG RANGE CAPITAL FORECAST

Section Infrastructure EngineeringProject Name Road Resurfacing 2019 - FGT


Submitted By Catherine Bridgeman, Manager of Infrastructure & Asset ManagementStart Year 2019Project Number ENG048


2022202120202019 2023 Total

Total Expenditures 1,590,600 1,590,600

Federal Gas Tax Reserve Fund 1,590,600 1,590,6001,590,6001,590,600Total Funding


Scope: The scope of work includes the resurfacing of roads together with associated Pavement Management Systems Update, surface treatments, geotechnical investigations, road patching, curb replacements and sidewalk repairs.

Rationale: The resurfacing of municipal roads and associated repairs are a critical component of the Town’s infrastructure maintenance program. The roads to be resurfaced and/or reconstructed each year are prioritized based on the Town’s Pavement Management System and coordinated with the Region of Durham construction projects.

Federal Gas Tax Reserve Fund: Road LocationDreyer Drive Harwood Avenue to Clements RoadAdmiral Road Parry Road to Roosevelt Avenue

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TOWN OF AJAX

DETAIL SHEET2019 CAPITAL BUDGET / 2020-2023 LONG RANGE CAPITAL FORECAST

Section Infrastructure EngineeringProject Name Road Resurfacing - 2019


Submitted By Catherine Bridgeman, Manager of Infrastructure & Asset ManagementStart Year 2019Project Number ENG007


2022202120202019 2023 Total

Total Expenditures 1,609,200 1,609,200

Roads Maintenance Reserve 1,609,200 1,609,2001,609,2001,609,200Total Funding


Scope: The scope of work includes the resurfacing of roads together with associated Pavement Management Systems Update, surface treatments, geotechnical investigations, design, road patching, curb replacements, and sidewalk repairs.

Rationale: The resurfacing of municipal roads and associated repairs are a critical component of the Town’s infrastructure maintenance program. The roads to be resurfaced and/or reconstructed each year are prioritized based on the Town’s Pavement Management System and coordinated with the Region of Durham construction projects.

Roads Maintenance Reserve:

Road Location Road Location

Graham Court Dreyer Drive to End Fearn Crescent Rotherglen Road to Rotherglen Road Bramwell Drive Rotherglen Road to Westney Road Cowling Cresc Lake Driveway to Lawrie Road McClarnan Road Lake Driveway to Clover Ridge Drive Ravenscroft Road Delaney Drive to Rossland Road Farley Court Dreyer Drive to End Rotherglen Road Bramwell Drive to Kingston Road Cranley Court Rotherglen Road to End Design for reconstruction of portions of Lakeview Blvd from Pickering Beach Road to Shoal Point Road not included as part of road realignment project related to Paradise Park. Design will include cycle lanes.Design for Fuller Road reconstruction from Westney Road to Clements RoadPatching - Various Locations,Crack Sealing Pavement Management System Update

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Town of Ajax Report Report To: Council Prepared By: Stephen Ruddy, P. Eng. Subject: Pre-Budget Approval of Storm Sewer Headwall Repair Ward(s): 3 Date of Meeting: December 10, 2018 Reference: ETP001 – Storm Sewer Headwall Repair

Recommendation: That Council provide pre-budget approval in the amount of $330,000 for the issuance of the Request for Single/Sole Source (RFS) for the Storm Sewer Headwall Repair.

Background: The repair of the 1500mm diameter storm sewer and headwall southwest of Love Crescent is required due to damage and erosion caused by high water levels in Lake Ontario. The backfill around the headwall has eroded away and exposed the storm sewer. This can result in a future collapse of the pipe which would increase the risk of upstream urban flooding, if not repaired. The eroded areas need to be repaired and the headwall and storm sewer need to be protected and reinforced against future erosion. Work is within lands owned and regulated by the Toronto and Region Conservation Authority (TRCA).

Discussion: Staff will issue an RFS to TRCA who specialize in construction and restoration services of works in, and adjacent to regulated areas such as lakes and bluffs. They also have extensive experience with shoreline infrastructure protection. TRCA will handle all approvals and permit requirements. In order to complete the headwall repair when lake levels are low, the required work will take place between February and March of 2019.

Financial Implications: An amount of $330,000, funded from the Stormwater Reserve, for the Storm Sewer Headwall Repair has been identified in the 2019 Capital Budget.

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Communication Issues: Signage along the waterfront trail will be required during construction, which should last approximately four weeks.

Conclusion: Pre-Budget approval will allow the project to be completed early in the year, before water levels in Lake Ontario start to rise in early April. Low lake levels are necessary to complete the repair.

Attachments: ATT-1: Capital Detail sheet Prepared by:

Stephen Ruddy, P. Eng. – Stormwater Engineer – ext. 3256 Submitted by:

Dave Meredith – Acting Director of Planning and Development Services Approved by:


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TOWN OF AJAX

DETAIL SHEET


Section Development Engineering and Transportation Planning

Project Name Storm Sewer Headwall Repair

Department Planning & Development Services

Submitted By Stephen Ruddy, Stormwater Engineer

Start Year 2019

Project Number ETP001


2022202120202019 2023 Total

Total Expenditures 330,000 330,000

Stormwater Maintenance Reserve 330,000 330,000

330,000330,000Total Funding


Scope: The repair of the 1500mm diameter Storm Sewer and Headwall South West of Love Crescent is required due to

the high Lake Levels.

Rationale: The 1500mm diameter storm sewer and headwall at Lake Ontario that drains from Varely Dr. and Lake Driveway has been compromised by high Lake Ontario elevations and wave actions experienced in 2017. The backfill around the headwall has eroded away and exposed the bottom and side of the 1500mm storm sewer. This can result in a future pipe collapse which would increase the risk of upstream urban flooding if not repaired. The eroded areas need to be repaired and the headwall and sewer need to be protected and reinforced against future erosion.

The storm sewer is an integral component of the Town’s infrastructure and provides important drainage for the waterfront neighbourhood.

Schedule: Design and Construction is scheduled for 2019

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TOWN OF AJAX

DETAIL SHEET


Storm Sewer Headwall Repair

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Town of Ajax Report Report To: Council Prepared By: Nicole Cooper, Director of LIS & Clerk / Rachael Wraith, Acting Manager

of Strategic and Public Affairs Subject: Various Appointments and Nominations to Boards and Committees Ward(s): All Date of Meeting: December 10, 2018 Reference: N/A

Recommendation: That Council approve the following appointments: Name Board/Committee Term of Appointment Shaun Collier Budget Chair 2019 Budget Meetings Rob Tyler Morin Budget Chair 2020 Budget Meetings Ashmeed Khan Budget Chair 2021 Budget Meetings Lisa Bower Budget Chair 2022 Budget Meetings Shaun Collier Emergency Management Program

Committee 2018-2022 Council Term

Ashmeed Khan Ajax Accessibility Advisory Committee 2019-2020 Lisa Bower Ajax Accessibility Advisory Committee 2021-2022 Lisa Bower Ajax Heritage Advisory Committee 2019-2020 Marilyn Crawford Ajax Heritage Advisory Committee 2021-2022 Rob Tyler Morin Temporary Alternate to Durham Regional

Council 2018-2022 Council Term

Rob Tyler Morin Pickering Village BIA Board 2018-2022 Council Term Ashmeed Khan Pickering Village BIA Board 2018-2022 Council Term Lisa Bower Downtown BIA Board 2018-2022 Council Term Sterling Lee Ajax Public Library Board 2018-2022 Council Term Willliam Houston Ajax Public Library Board 2018-2022 Council Term Doug Miller Ajax Public Library Board 2018-2022 Council Term Aisha Francis Ajax Public Library Board 2018-2022 Council Term Sandy Taylor Ajax Public Library Board 2018-2022 Council Term Deborah McDougall Jones

Ajax Public Library Board 2018-2022 Council Term

Dani Goraichy Ajax Public Library Board 2018-2022 Council Term Noel Green Ajax Public Library Board 2018-2022 Council Term Matthew Tapscott Ajax Public Library Board 2018-2022 Council Term

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That Council approve the following nominations: Name Board/Committee Term of Appointment Carolyn Molinari Durham Region Land Division Committee 2018-2022 Council term Keith Haines Durham Active Transportation Committee 2018-2022 Council term Joanne Dies Toronto and Region Conservation Authority 2018-2022 Council term Sterling Lee Central Lake Ontario Conservation Authority 2018-2022 Council term Marilyn Crawford Ajax Municipal Housing Corporation

(Mayor’s Designate) 2018-2022 Council term1

Rob Tyler Morin Ajax Municipal Housing Corporation (Council Representative)

2018-2022 Council term2

Shaun Collier Veridian Corporation Board (Mayor) Until conclusion of merger, or until successors appointed

Joanne Dies Veridian Corporation Board (Elected Representative)

Until conclusion of merger, or until successors appointed

James MacPherson

Veridian Corporation Board (Community Representative)


David McGregor Veridian Connections Board (Community Representative)


Background: At the outset of each term of Council, various appointments need to be made to a number of local boards and committees. Some of these are time-sensitive, in that the Region requires the names of nominees by mid-December. The purpose of this report is to propose appointees or nominees (as the case may be) to various boards and committees. Generally, recommended nominations/appointments are based either on a recruitment process that has recently taken place, or discussions with individual members of Council as to which boards and committees are of interest to them.

Discussion: Durham Region Land Division Committee This Committee meets monthly to consider land severance applications. This appointment will be for the entire four year term of Council, expiring in November, 2022. Appointment includes a small stipend for participation and meeting attendance. The Region requires that Ajax nominate a representative by December 12, 2018. Ajax staff conducted an open recruitment process from November 6 to November 16, 2018. Six (6) applications were received, and the qualifications of applicants were assessed by staff. It is recommended that Carolyn Molinari be nominated as Ajax’s representative on the Durham Region Land Division Committee. Ms. Molinari is currently the Vice-Chair of the Town of Ajax

1 Or until Town of Ajax is no longer involved in the governance of AMHC, expected Q1 2019 2 Ibid

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Committee of Adjustment, but as of the end of this term, will have reached the prescribed term limit for the Town of Ajax. She has more than 30 years of land use planning experience, an in-depth understanding of planning legislation, and is a longtime resident of Ajax. Durham Active Transportation Committee This Committee meets quarterly, with a mandate to provide advice to the Region of Durham on Active Transportation matters in an urban, rural, utilitarian and recreational context. This appointment will be for the entire four year term of Council, expiring in November, 2022. The Region requires that Ajax nominate a representative by December 12, 2018. This is an unpaid, volunteer position. Ajax staff conducted an open recruitment process from November 6 to November 16, 2018. Seven (7) applications were received, and the qualifications of applicants were assessed by staff. It is recommended that Keith Haines be nominated as Ajax’s representative on the Durham Active Transportation Committee. Mr. Haines is a former Chair of the Ajax Transportation Advisory Committee. With nearly 40 years of policing experience in traffic management, and having volunteered with traffic planning for the TO2015 Pan Am/Parapan Games, Keith has a detailed understanding of active transportation issues. Toronto and Region Conservation Authority (TRCA) The Toronto and Region Conservation Authority (TRCA) is one of 36 Conservation Authorities in Ontario. The TRCA works with municipalities and other partners to look after the nine watersheds of the Toronto region – including Duffins Creek and Carruthers Creek – and its Lake Ontario waterfront. Their mandate is to protect the land, improve wildlife and plant habitats, to monitor and report on environmental health, provide input and expertise on water management, resource conservation, natural heritage and cultural heritage, to promote our natural environment to residents through programming and reduce human impact on natural resources. Ajax is entitled to 1 representative on TRCA, and it must be a member of Regional Council. The Region requires that Ajax nominate a representative by December 12, 2018. It is recommended that Regional Councillor Joanne Dies be nominated as Ajax’s representative on TRCA. Central Lake Ontario Conservation Authority (CLOCA) Central Lake Ontario Conservation (CLOCA) is a local, community based, environmental organization and one of 36 Conservation Authorities responsible for managing watershed resources across Ontario. Established in 1958, CLOCA's jurisdiction is based on the watershed boundaries of 4 major and 18 minor watercourses draining an area of over 639 square km. CLOCA’s watershed stretches from the municipal boundaries of Ajax/Pickering to Clarington, and north, from Lake Ontario to the crest of the Oak Ridges. CLOCA is responsible for flood forecasting, monitoring, stewardship, education, plan review, and land management. Ajax is entitled to 1 representative on CLOCA, and it must be a member of Regional Council. The Region requires that Ajax nominate a representative by December 12, 2018. It is recommended that Regional Councillor Sterling Lee be nominated as Ajax’s representative on CLOCA.

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Ajax Budget Chairs A member of Council is assigned to act as the Budget Chair for each fiscal year. The role of the Budget Chair is to Chair budget meetings where the Town’s operating and capital budgets are debated and ultimately approved. Because Budget Meetings occur at GGC, this role has traditionally been assigned to the local councillors (1 for each year). With the recent change from 4 to 3 local councillors, it is recommended that the Mayor chairs the budget meetings for 2019, followed by the 3 local councillors: 2019 Budget (Meetings occur in 2019) – Mayor Shaun Collier 2020 Budget (Meetings occur in late 2019/early 2020) – Councillor Rob Tyler Morin 2021 Budget (Meetings occur in late 2020, early 2021) – Councillor Ashmeed Khan 2022 Budget (Meetings occur in late 2021, early 2022) – Councillor Lisa Bower Ajax Emergency Management Program Committee Ajax By-law 69-17 establishes an Emergency Management Program Committee, and provides that a member of Council must sit on this committee. This is an internal committee, comprised primarily of Town staff, whose mandate is to review and report to Council on the development and implementation of the municipality’s emergency management program. It is recommended that Mayor Shaun Collier be appointed to the Emergency Management Program Committee for the 2018-2022 term of Council. Ajax Accessibility Advisory Committee (AAC) The AAC provides advice on the prevention, identification and removal of barriers that restrict people with disabilities from fully participating in Town programs, services and facilities. With consideration for the Accessibility for Ontarians with Disabilities Act (AODA), Ontario Human Rights Code and Ontario Building Code, the AAC reviews Town initiatives, programs, site plans and services from an inclusive and barrier-prevention/removal perspective. Members also participate in coordination of the Town’s annual recognition of National AccessABILITY week. The majority of membership is comprised of persons with disabilities. The Committee meets one evening per month, normally on Wednesdays. Staff will commence recruitment of 10 community members to this committee in early 2019. In the meantime, it is recommended that Councillor Ashmeed Khan be appointed to this committee for the first half of the Council term, and that Councillor Lisa Bower be appointed for the second half of the Council term. Ajax Heritage Advisory Committee (HAC) The HAC promotes and preserves the unique local history, including the natural, cultural and architectural heritage of Ajax. With consideration for the Ontario Heritage Act and Planning Act, the HAC participates in consultation of Heritage Permit applications, heritage property designation, and the Town’s historical and heritage preservation (through research projects, archives, participation in community events, etc.) The Committee meets one evening per month, normally on Wednesdays. Staff will commence recruitment of 10 community members to this committee in early 2019. In the meantime, it is recommended that Councillor Lisa Bower be appointed to this committee for the

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first half of the Council term, and that Regional Councillor Marilyn Crawford be appointed for the second half of the Council term. Temporary Alternate to Durham Region Council All Durham Region lower-tier Councils are permitted to appoint one of their local members to serve as an alternate member on the Durham Region Council in the event of an absence of one of their regional members. During the meeting, the alternate is allowed to participate as a regular member would, and may vote on motions, move and second motions, ask questions, etc. Alternate members may only participate at meetings of Regional Council and are not permitted to participate on Committees of Regional Council. Only one alternate member is permitted. It is not a requirement to appoint an alternate, however it is recommended that an alternate be appointed to ensure the municipality maintains its voting rights at Regional Council in the event of an absence. It is expected that a temporary substitution would be required only on rare occasion; Regional Council meetings are held on the last Wednesday of each month commencing at 9:00 a.m. Training for alternate members is provided by the Region of Durham Clerk’s Department. It is important to note that the appointed member cannot be changed for the entire term of Council. It is recommended that Councillor Rob Tyler Morin be appointed as the Ajax’s alternate member, for the purposes of temporary substitution at Regional Council. Business Improvement Area Boards A Business Improvement Area (BIA) is a geographic area in a municipality. A BIA board of management is an organization set up to provide certain business promotion and improvement functions within that area. A BIA allows local business people and property owners to join together and with the support of the municipality, to organize, finance and carry out physical improvement and promote economic development in their district. The local municipality is responsible for approving the budget of the BIA, and appointing its members.

Pickering Village BIA Created in 1990, the Pickering Village BIA Board is comprised of up to 11 members, up to 2 of whom are members of Council. The Board meets once monthly. It is recommended that Councillors Rob Tyler Morin and Ashmeed Khan be appointed to this board for the full term of Council. Downtown Ajax BIA Created in 1981, the Downtown BIA Board is comprised of up to 10 members, 1 of whom is a member of Council. The Board meets once monthly. It is recommended that Councillor Lisa Bower be appointed to this board for the full term of Council.

Ajax Public Library Board The Ajax Public Library Board is constituted and governed through the provisions of the provincial Public Libraries Act. The Board is comprised of 8 community members, appointed by Council, and one Council representative. It serves for the four year tenure of Council. The Board has an obligation under the Act to meet at least ten times per year (traditionally once monthly from

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January-June, September-December – day and time TBD). The Board meets in the Rotary Room of the Main Branch Library and the day/time will be determined by the Board at its first meeting in January 2019. It is the Board’s responsibility to: represent the interests of the community with reference to Library services; set strategic objectives for the Chief Librarian and to monitor performance to ensure that the objectives are met; and, ensure that the Library has sufficient resources to meet its objectives. An open recruitment process was undertaken in order to develop a Library Board that fully represents the community and whose members have the skills, experience and abilities to develop a strategic vision for the Library and ensure proper operational oversight. Recruitment details were posted for six weeks on the Library and Town websites, and advertised in the media via the Ajax News Advertiser Community Pages and through paid advertising. Thirty nine applications were received and interviews with 11 candidates were conducted during the week of November 19th. Interviews were conducted by Phill White, former Chairperson, Nicole Cooper, Town Clerk, and Donna Bright, Chief Librarian & Executive Officer. Reference checks were undertaken for the preferred candidates. The following persons are recommended for appointment: Willliam Houston Doug Miller Aisha Francis Sandy Taylor Deborah McDougall Jones Dani Goraichy Noel Green Matthew Tapscott In addition, it is recommended that Regional Councillor Sterling Lee be appointed as the Council representative on the Library Board. Ajax Municipal Housing Corporation (1 person needed to be “Mayor’s Designate”, plus 1 other Council member) Ajax Municipal Housing Corporation (AMHC) is the third largest non-profit housing provider in the Region of Durham, managing 6 buildings comprising approximately 600 residential units. It is an independently operated municipal non-profit. It was established in 1982 by the Council of the Town of Ajax, in order to take advantage of the various housing programs being offered at that time by higher levels of government. While having no involvement in its operation, the Town still plays a role in the governance of the corporation due to outdated language in the letters patent and bylaws of the corporation. Ajax Council recently passed a resolution to ‘exit’ the Town’s role in the governance of AMHC. Staff are working collaboratively with AMHC to complete this process. For this reason, this appointment is expected to only be for 1 year, at most, after which the Town will have no direct involvement with AMHC. The board meets once monthly, on Thursday evenings. Until such a time that the Town has successfully transitioned away from its role with AMHC, it is recommended that Regional Councillor Marilyn Crawford be appointed as the Mayor’s Designate. It is recommended that Councillor Rob Tyler Morin be appointed as the other Council representative on AMHC. Veridian Corporation

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The Town of Ajax is a shareholder in Veridian Corporation. The Mayor of the Town (or an alternate) sits on the Veridian Board, as well as one other elected Council nominee. Ajax also nominates two community members to the Veridian Board. For the previous term of Council, Ajax’s representatives were Shaun Collier, Joanne Dies (Mayor’s alternate), James MacPherson, and David McGregor. Veridian Corporation is in the process of merging with Whitby Hydro. Veridian has officially requested that all shareholder appointments to the Board be extended, for continuity through to the conclusion of the merger, which is expected to be approved by the Ontario Energy Board in the first quarter of 2019 Therefore, it is recommended that the following persons be nominated for appointment to the Veridian Corporation Board: Mayor Shaun Collier (sits as Mayor), Regional Councillor Joanne Dies (sits as Elected Representative), and James MacPherson (community representative). It is recommended that David McGregor (community representative) be nominated for appointment to the Veridian Connections Board.

Financial Implications: N/A

Communication Issues: All recruitment initiatives detailed in this report involved the appropriate public notice, and advertisements through the Town’s various communication channels (social media, website, News Advertiser, etc.). Council member appointments to Boards and Committees were discussed directly with individual members of Council by the Town’s Senior Communications Officer – Government Relations. Pending Council approval, the Clerk’s division will advise the appropriate external parties of Council’s appointments or nominations (i.e. Region of Durham, Veridian, etc.).

Conclusion: The appointments and nominations recommended herein will ensure that the Town, its Council members, and its community volunteers continue to be an actively engaged in the activities of local boards and committees for the coming term of Council. Approving these appointments at the outset of the term will ensure that Town representatives can begin acting in their appointed capacities on a fairly immediate basis, as well as ensure that the Town is meeting the requested deadlines prescribed by the Region for nominees to regional bodies.

Attachments: N/A Prepared by:

Nicole Cooper – Director, Legislative & Information Services/Clerk – ext. 3336

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Rachael Wraith – Acting Manager of Strategic and Public Affairs – ext. 3325 Approved by:


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Town of Ajax Report Report To: Council Prepared By: Paul Edwards - Manager, Information Technology Services Subject: Pre-Budget Approval – Remote Connection Replacement Ward(s): N/A Date of Meeting: December 10th, 2018 Reference: Capital Account: 1001811

Recommendation: That Council provide pre-budget approval in the amount of $15,000 for the replacement of the current remote connection application used by IT Services.

Background: The remote connection application is software that IT staff use for connecting to corporate computers to troubleshoot problems, install software and perform other critical functions. The application eliminates the need for IT staff to physically travel to staff computers in order to investigate and resolve most hardware or software issues.

Discussion: The current remote connection software is not compatible with the Windows 10 operating system. IT Services is currently in the process of deploying Windows 10 to end users, a project which has been accelerated for security and other reasons. This has caused an issue when IT staff try to connect to computers running Windows 10. The connection speed to these computers is very slow and staff are experiencing frequent failures maintaining a connection. This makes staff less effective in providing timely support to our end users. In addition, the newer remote connection application will allow IT to support mobile computers/devices outside of the Town’s network more effectively, a necessary feature as the Town continues to move toward mobility for its end users.

Financial Implications: An amount of $15,000 for Remote Connection Replacement has been identified in the 2019 Capital Budget.

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Conclusion: Pre-budget approval will allow IT staff to continue to provide effective and timely remote support to Town staff in all departments and at all facilities. Prepared by:

Paul Edwards – Manager, Information Technology Services – [ext. 3302] Submitted by:

Nicole Cooper – Director, Legislative and Information Services Approved by:


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The Corporation of the Town of Ajax December 10, 2018

Motion

Boulevard Encroachments / Driveway Widening

Introduced by: S. Collier

1. That staff be directed to undertake a comprehensive review of the following, reportingback to Council or the appropriate standing committee with recommendations no laterthan April 2019:

a. The Town’s Road Occupancy/Road Closure By-law, as it relates to the ability ofresidents to hardscape or modify town boulevards abutting residential properties, forthe purposes of landscape design and/or additional parking:

b. The Town’s Zoning By-law, as it relates to the definition of ‘drive-ways’, permitteddrive-way widths, and generally the ability of homeowners to expand drive-ways orwalkways within their own property lines;

2. And that By-law Enforcement staff be directed to suspend all enforcement activities onthese matters, until such a time that the review is complete, and that findings andrecommendations have been presented to and decided upon by Council

3. And that Planning staff be directed to advise all applicants for apron widening permits andminor variances regarding drive-ways that the rules are currently under review, and thatthey may wish to await the outcome of such review before submitting an application.

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The Corporation of the Town of Ajax December 10, 2018

Motion

Appointment of Deputy Mayors

Introduced by: S. Collier

WHEREAS the Municipal Act, 2001 S. 242 allows that a municipality may, by by-law or resolution, appoint a member of the council to act in the place of the head of council or other member of council designated to preside at meetings in the municipality’s procedure by-law when the head of council or designated member is absent or refuses to act or the office is vacant, and while so acting such member has all the powers and duties of the head of council or designated member, as the case may be, with respect to the role of presiding at meetings;

AND WHEREAS the Town’s Procedure By-law No. 67-2017 provides that a member of council shall be appointed to act from time to time in the place of the Mayor when the Mayor is absent from the municipality or absent through illness, and while so acting, such Member has and may exercise all the rights, powers, and authority of the Mayor;

NOW THEREFORE BE IT RESOLVED THAT the role of Deputy Mayor in Ajax, for the 2018-2022 Term of Council, shall be assigned according to the following schedule:

December 2018 to December 2019 – Regional Councillor Marilyn CrawfordJanuary 2020 to December 2020 – Regional Councillor Joanne DiesJanuary 2021 to December 2021 – Regional Councillor Sterling LeeJanuary 2022 to November 14, 2022 – Regional Councillor Marilyn Crawford

AND THAT, in the event the assigned Deputy Mayor is unable to act, the Mayor shall assign another Ajax Regional Councillor to serve in the capacity of Deputy Mayor until such a time that the assigned Regional Councillor for that time period is able to resume the role.

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BY-LAW NUMBER 72-2018

A By-law to Provide For a 2019 Interim Tax Levy for the Town of Ajax. WHEREAS Section 317 (1) of the Municipal Act, 2001, S.O. 2001 as amended, provides that the Council of a local municipality may, before the adoption of the estimates for the year under Section 290, pass a by-law levying amounts on the assessment of property in the local municipality rateable for local municipality purposes; AND WHEREAS Section 342(1)(b) of the Municipal Act, 2001, S.O. 2001 as amended states in part that a municipality may pass by-laws providing for alternative instalments and due dates to allow taxpayers to spread the payment of taxes more evenly over the year; AND WHEREAS Section 345(1) of the Municipal Act, 2001, S.O. 2001 as amended, provides that a local municipality may, in accordance with this section, pass by-laws to impose late payment charges for the non-payment of taxes or any instalment by the due date; AND WHEREAS Section 345(2) of the Municipal Act, 2001, S.O. 2001 as amended, provides that a percentage charge, not to exceed 1 1/4 per cent (1.25%) of the amount of taxes due and unpaid, may be imposed as a penalty for the non-payment of taxes on the first day of default or such later date as the by-law specifies; AND WHEREAS Section 345(3) of the Municipal Act, 2001, S.O. 2001 as amended, provides that interest charges, not to exceed 1 1/4 per cent (1.25%) each month of the amount of taxes due and unpaid, may be imposed for the non-payment of taxes in the manner specified in the by-law but interest may not start to accrue before the first day of default; NOW THEREFORE, the Council of the Corporation of the Town of Ajax enacts as follows: 1. The amounts levied shall be as follows:

1.1 For the Residential, Farm, Pipelines and Managed Forest property classes, there shall be imposed and collected an interim levy of 50% of the total taxes for municipal and school purposes levied on the property in 2018.

1.2 For properties in the Commercial, Parking Lot, Office Building, Shopping

Centre, Industrial, Large Industrial and Multi-Residential property classes, there shall be imposed and collected an interim levy of 50% of the total taxes for municipal and school purposes levied on the property in 2018.

2. For the purposes of calculating the total amount of taxes levied on the property for

the year 2018 under paragraph 1, if any taxes for municipal and school purposes were levied on a property for only part of 2018 because assessment was added to the tax roll during 2018, an amount shall be added equal to the additional taxes that would have been levied on the property if the taxes for municipal and school purposes had been levied for the entire year.

3. The interim tax levy shall become due and payable in two (2) instalments on

Friday, February 22, 2019 and Friday, April 26, 2019.

4. On application to the Town, a taxpayer may pay taxes by a pre-authorized payment plan. In the event of the default of payment on the pre-authorized payment plan, enrolment in the plan shall be terminated and the interim tax levy shall be due and payable on the instalment dates as set out in section 3.

5. Any person may make payment of the taxes into a financial institution to the credit

of the Treasurer, and the person making the payment shall be entitled to be issued a receipt by the institution for the amount paid.

6. In the event an instalment is not paid on its due date, there shall be imposed a

penalty of 1 1/4 percent (1.25%) on the first day of the calendar month following non payment.

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7. In the event an instalment is not paid on its due date, interest shall be imposed at the rate of 1 1/4 per cent (1.25%) per month on the first day of the second calendar month following the due date and on the first day of every calendar month thereafter until the taxes are paid.

8. If any instalment remains unpaid at the due date, all future instalments become

immediately due and payable. 9. The subsequent levy for the year 2019 to be made under the Municipal Act, 2001,

S.O. 2001 as amended, shall be reduced by the amount to be raised by the levy imposed by this by-law.

10. Nothing in this by-law shall prevent the Treasurer from proceeding at any time with

the collection of any tax, or any part thereof, in accordance with the provisions of the statutes and by-laws governing the collection of taxes.

11. If any section or portion of this by-law is found by a court of competent jurisdiction to

be invalid, it is the intent of the Council of the Corporation of the Town of Ajax that all remaining sections and portions of this by-law continue in force and effect.

READ a first and second time this Tenth day of December, 2018.

READ a third time and passed this Tenth day of December, 2018.

__________________________ Mayor

__________________________ D-Clerk

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