Council overview package for June 24, 2019

full bike rack

Peterborough City Hall front doors

City Council approved the following items at its meeting on Monday, June 24, 2019:

In addition to the regular Council meeting, Council held a special General Committee meeting to hear public delegations on the Peterborough Utilities Commission Development Charges Background Study.

The meetings are live streamed online at peterborough.ca/watchcouncil.

2020 Budget Guidelines

Council approved the 2020 Budget Guidelines with a 1.75% all-inclusive (municipal, education, sanitary sewer surcharge) increase for the development of the general operating budget plus a 0.59% all-inclusive provision for the capital program, including funding for storm sewer protection and the sewer surcharge.

The guidelines are used for the preparation of the draft 2020 Budget, which will be presented to Council at its Finance Committee meeting on October 28, 2019 ahead of the budget deliberations in November.

A combined 2.34% all-inclusive rate increase equates to a $5.2-million increase in the tax levy requirement.

Provincial funding changes are estimated to cost the City $666,506 in 2019, growing to almost $1.7 million in 2020 for services such as Children’s Services, Ontario Works, paramedics and Peterborough Public Health. If operating budgets aren’t adjusted in 2019 to account for the in-year changes, the accumulated impact on the 2020 budget will be about $2.3 million.

Accommodating the various pressures on the 2020 budget, including the provincial funding changes, within the 1.75% increase for general operating expenses will result in reductions in levels of service, staff state in the report.

“Over the coming months, staff will be very diligent in identifying efficiencies and cost savings to be included in the 2020 Draft Budget in order to still meet the Guideline,” staff state.

The 2020 Budget priorities survey is available on the Budget and Finances page of the City website.

Treasurer’s report on the 2018 Consolidated Financial Report, 2018 Trust Funds Financial Statement and Five-Year Review

Council approved the the treasurer’s report on the 2018 Consolidated Financial Report, and the 2018 Trust Funds Financial Statement before the documents are submitted to the provincial government.

“The City of Peterborough continues to be well positioned financially for the future,” states Richard Freymond, the City Treasurer, in the report.

In the report, Freymond notes that demand for infrastructure funding still exceeds that amount of funding that’s available as the City struggles to keep up with the need to maintain and replace aging capital infrastructure as well as requests for expansion. He also notes that for day-to-day operations the City, like most Ontario municipalities, struggles to provide a reasonable level of service to its ratepayers while keeping tax rate increases to a minimum.

The treasurer’s report and five-year review supplement the financial statements. They are used to summarize, highlight and evaluate the financial health of the City and confirm its ability to meet future obligations.

Management letter and verbal audit findings report for the year ended December 31, 2018

Council received for information the management letter and verbal audit findings report for the year ended December 31, 2018.

The external auditor, Baker Tilly KDN Kawarthas LLP, drafts a letter each year to assist the Finance Committee with its review of the financial statements and to raise issues for management’s consideration and potential action.

Audit of the consolidated financial statements of the City of Peterborough – acknowledgement letter

Council received the acknowledgement letter for the audit of the consolidated financial statements of the City of Peterborough.

The external auditor for the City asks that the Mayor and Finance Committee Chairperson sign the acknowledgement letter to ensure there is a clear understanding and record of the matters discussed in its audit letter.

Tax adjustments and tax appeals

Council approved tax adjustments under Section 356 and tax appeals under Sections 357, 358 and 359 of the Municipal Act, 2001.

The tax reductions would total $143,318.25.

Douro-Dummer Township decision regarding the provision of police services

Douro-Dummer Township has decided to enter into a contract with the OPP for the next four years. 

The Township had asked the City and the Peterborough Police Service if they had an interest in providing a policing quote for the Township for a four-year period or longer. In April, Council directed staff to enter into discussions with the Township.

Process for selecting a farmers' market operator for Morrow Park – research to date and proposed surveys

Council received an information a report on research done to date on farmers’ markets and proposed surveys that would be made available to local market vendors and the broader community.

In February, Council approved extending for one year the current licence agreement with the Peterborough and District Farmers’ Market that operates at Morrow Park and that the City proceed with a competitive process for the operation of a farmers’ market with the awarding of the agreement no later than January 2020.

Housing and Homelessness – April 2019 provincial budget update and funding approval

Peterborough has received notice of its funding over the next three years under the Canada-Ontario Community Housing Initiative, Ontario Priorities Housing Initiative and Investment in Affordable Housing programs. 

Funding allocation 2018-19 to 2021-22
Program2018-19 confirmed allocation2019-20 confirmed allocation2020-21 planning allocation2021-22 planning allocation
Canada-Ontario Community Housing Initiative N/A $296,581 $234,185 $281,529
Ontario Priorities Housing Initiative N/A $1,224,000 $634,100 $987,200
Investment in Affordable Housing for Ontario 2014 Extension $1,629,900 $776,900 N/A N/A
Community Homelessness Prevention Initiative $3,380,790 $3,380,790 $3,413,935 $3,413,935
Home for Good - operating $983,236 $983,236 $983,236 $983,236

Funding and service impacts to Children’s Services and Ontario Works resulting from the 2019 provincial budget

Council received a report for information on the funding impacts for Children’s Services and Ontario works resulting from the 2019 provincial budget.

Staff would report back in September with recommendations on how to mitigate or fund the impacts for 2019 and future years.

Specific financial and program impacts in 2019 and 2020 remain unknown as there are still some outstanding questions with the provincial government’s direction.

The City estimates that the province is reducing funding for Ontario Works by $513,000 and for Children’s Services by $302,000 in 2019 and by another $314,000 and $960,000 respectively in 2020 for the City and County. The City is the consolidated municipal service manager for Children’s Services and Ontario Works for the City and County.

Closure and sale of part of rear laneway west of 461 Paterson St.

Council approved closing and selling a portion of the City-owned rear laneway that’s on the west side of 461 Paterson St.

The property that would be sold has an area of 173 square feet. It would be sold to the owner of 461 Paterson St. for $5,000.

The property is a City laneway that was never physically opened for public use and has for many years been incorporated into the yards of the abutting private properties. The owner of 461 Paterson St. contacted the City to ask to purchase the lane as part of a development plan for an affordable housing project on their land.

Electricity service infrastructure installation for the Peterborough Airport

Aerial photo of Peterborough airport

Council approved creating a $1.45-million project for the expansion of electricity infrastructure at the airport in order to provide 44 kilovolts electricity service.

The installation cost would be recovered through additional fees on land lease agreements with airport tenants that require the large electricity service.

The airport has gone through unprecedented growth since the major expansion in 2010. The direct employment at the airport has grown to more than 500 people today from 382 people in 2016 and from 251 people in 2008. Flying Colours, one of the large tenants at the airport, is expanding, building a 100,000-square-foot facility and will be hiring an additional 60 people.

Hydro One completed a study on the large industrial connection at the airport and found the station and feeder supplying the airport with electricity were heavily loaded.

Airport fire protection water storage

Council approved a non-standard procurement process for the supply, installation and commissioning of an airport fire protection water storage system at an estimated cost of $300,000.

The cost can be accommodated within the approved $3.5-million budget in the City’s 2019 Capital Budget for Airport Water and Sewer Servicing Upgrade.

In 2018, the City started a project to design and build an expansion to the existing fire protection water reservoir and pumphouse at the airport to support both the immediate needs and to meet future anticipated capacity requirements for fire protection at the airport. The initial estimate for the work was $1.55 million. The lowest bid came in at almost $2.6 million. Staff are recommending that the original tender be cancelled and instead that the City proceed with an above-ground storage tank to meet immediate needs in the short term.

Crawford Rail Trail extension

Council approved expanding the Crawford Rail Trail extension to take advantage of favorable pricing after the contract for the current 300-metre extension came back under budget.

The current extension of the multi-use trail extends from Romaine Street to Lake Street, including a pedestrian crossover at Park Street South.

If construction of the original extension progresses well and costs remain within budget, staff recommend completing more of the Crawford Rail Trail expansion as part of this project.

The contract with Drain Bros. Excavating would be increased to $707,385 from $606,375 plus tax to accommodate the expanded scope of the project.

Option on sale of 1850 Technology Dr.

Council approved extending its option to reacquire 1850 Technology Dr. until November 15, 2019 if construction hasn’t started on a building on that property by that date.

The City completed the sale of the property in January 15, 2018. The agreement included an option for the City to reacquire the property if construction on a building hadn’t started by a certain date. It’s a typical clause when the City sells a property in an employment park.

The property has been prepared for development and is being sold to Nortrax Canada Inc., but construction hasn’t started on a building yet. Nortrax has asked for an extension of the option in the agreement. Nortrax, through its legal counsel, has informed the City that it is committed to starting construction of its facility as soon as reasonably possible following receipt of site plan approval and building permits.

Peterborough Police Service Facility Space Needs Study

Council received for information a presentation on the Peterborough Police Service Facility Space Needs Study that's looking at the existing police station and the future needs of the police service.

At this point, staff are recommending through the report that Council receive the presentation for information and send it back to the committee that's guiding the process to look at the five options that have emerged from the study and develop recommendations for Council on the next steps.

The review found the following deficiencies with the current site and building:

  • Existing site is insufficient to accommodate an expanded station and all parking requirements
  • High-risk building - the building does not meet current security standards
  • No separation of public and private/secure access
  • Storm water management issues
  • The structure and building systems are not designed to Post Disaster requirements
  • The building is not fully sprinklered
  • The building envelope contains lower insulation levels compared to current requirements
  • The mechanical and electrical systems are at capacity and have poor control
  • Poor/inadequate ventilation in some areas
  • Inadequate separation of public/semi-private and private spaces
  • Inadequate forensic lab facilities
  • Poor spatial organization and lack of support spaces
  • Poor interviewing facilities
  • Inadequate staff facilities
  • Lack of training facilities
  • The building and site are not accessible
  • Forensic labs ventilation and plumbing are not to current design practices
  • Detention areas are undersized and outdated
  • Cell doors are older type bars that are no longer used in current design practices for safety
  • Property and evidence secure storage room must be accessed to shut off water lines in cells

The police station was built in 1968 when the service had 85 staff. The original portion of the building had 1,820 square metres of space. A second floor was added with 930 square metres of space in 1985 to expand the capacity of the facility to 133 staff and to meet the needs of the service for 10 years. A 270-square-metre expansion was built in 2009 along with the addition of property to the east for parking. In 2011, a report to the Police Services Board indicated the station was "beyond capacity." In 2015, with the expansion of the service to provide policing to Cavan Monaghan, the service reached a complement of 191 staff.

The current police station has about 3,000 square metres of space. The Space Needs Study recommends planning for a facility with about 8,825 square metres of space.

Options evaluated by the consultant

Photo Gallery: Police Facility Space Needs Study will appear here on the public site.

The consultant evaluated the options based on building functionality, site functionality, construction cost, mitigation of service disruption, expansion potential, project duration, associated costs and civic presence to score each option out of 100.

Addition and renovation on the existing site

  • $50,235,130 estimate
  • The site is too small to accommodate the requirements and the work would interrupt service continuity
  • Evaluation score: 49

New station on the existing site

  • $51,190,885 estimate
  • The site is too small to accommodate the requirements and the work would interrupt service continuity
  • Evaluation score: 54

New station on a generic site

  • $46,991,550 estimate
  • This is the preferred option
  • Evaluation score: 92 to 94.5

New station as an addition and renovation to another building

  • $39,051,310 estimate
  • This is a viable option
  • Evaluation score: 83 to 85.5

Phased new construction on a generic site

  • $46,991,550 estimate
  • This is also a viable option, provides the opportunity to spread out the financing
  • Evaluation score: 87 to 89.5

Watershed Planning Study Project initiation and presentation

Peterborough area watersheds

Council received for information a presentation on the Watershed Planning Study.

Watershed planning will serve as a basis for identifying and protecting the water resource system and to inform land use, infrastructure planning and decision making.

The watershed planning process involves preparing background information to characterize the watersheds, drafting a vision, including goals and objectives that are guided by science, engagement and consultation, conducting technical studies related to water quantity and water budgets, water quality assessments, natural hazards, climate change, natural systems, cumulative effects, and preparing land-use and management scenarios. 

Throughout the watershed planning process, the City will employ a significant level of community and stakeholder participation.

Peterborough Architectural Conservation Advisory Committee opinion on removing properties from City's Heritage Register

Photo Gallery: Heritage register June 3 2019 will appear here on the public site.

Council received a report advising Council that the Peterborough Architectural Advisory Committee recommends that the City not remove 714 Cumberland Ave., 493 Bethune St. and 546 Aylmer St. as listed properties on the City's Heritage Register.

Council supported not removing the properties from the Heritage Register.

Council had asked for the advisory committee's opinion on the possibility of removing those properties from the list after the property owners had requested the removals through Council members.

Heritage designation for Riverside Park cultural heritage landscape

Park with baseball diamond and a bridge and old industrial factory in background

Council approved designating Riverside Park, at 325 Burnham St., as a cultural heritage landscape being of cultural heritage value or interest under the Ontario Heritage Act.

Peterborough Architectural Conservation Advisory Committee is recommending that Council approve the designation.

Staff determined that the area is suitable for designation as a cultural heritage landscape because of the significance of the wider landscape as a whole, including elements such as the views, natural features, and the Hunter Street Bridge, and the fact that activities, both historic and contemporary, that take place within the park are integral to its meaning and significance to the community. It is a good example of an evolved landscape because its evolution over time, which began with the establishment of sports field in this location in the nineteenth century, has continued throughout the twentieth century as the facility developed to fit the needs of the community with regard to organized sport and recreational space.

It would be Peterborough's first designated property explicitly recognized as a cultural heritage landscape.

Designation of heritage properties - 27 Charles St., 239 Burnham St., 181 Stewart St. and 212 McDonnel St.

Photo Gallery: Heritage Register p2 June 3 2019 will appear here on the public site.

Council approved designating 27 Charles St., 239 Burnham St., 181 Stewart St. and 212 McDonnel St. as heritage properties being of cultural heritage value or interest under the Ontario Heritage Act.

Built in 1861, the house at 27 Charles St. has cultural heritage value as representative example of a mid-nineteenth century residential property constructed in the Gothic Revival style. The property has historical significance in its connection to a number of prominent local figures who occupied the house in the nineteenth and twentieth centuries. Its first occupants were Henry T. Strickland – a local businessman and son of Colonel Samuel Strickland of Lakefield – and his wife, Margaret Rogers, the niece of prominent Ashburnham businessman Robert D. Rogers.

Built in 1866, the house at 239 Burnham St., or Bellevue, has cultural heritage value as an excellent example of a mid-nineteenth century Italianate villa in Peterborough. The property has historical and associative value through its first owners, John Burnham and his wife, Maria Rogers. John Burnham was the son of the Rev. Mark Burnham, the rector of St. John’s Anglican Church and a significant landholder in Ashburnham. The younger Burnham studied for the bar under Judge Charles A. Weller and began to practice law in Peterborough in 1865. He was a prominent figure in local affairs, serving as the Reeve of Ashburnham, County Warden and Conservative Member of Parliament for Peterborough East. He also served as the captain of the local militia, the 57th Regiment. His wife, Maria McGregor Rogers, was the daughter of local businessman Robert D. Rogers and older sister of Richard Birdsall Rogers, the designer of the Peterborough Lift Lock.

Built in 1901, the house at 181 Stewart St. has cultural heritage value as a typical example of a simplified Queen Anne style house. The property has historical and associative value as an example of the kind of property occupied by the workers of Peterborough’s increasing industrial base during the late nineteenth and early twentieth centuries.

Built around 1895, the house at 212 McDonnel St. has cultural heritage value as a representative example of a late Victorian residential building. Historically, the property has important connections with J.W. Miller, the occupant of the house between 1912 and 1938. Miller was one of Peterborough’s most prominent military men in the nineteenth and twentieth centuries and a key figure in the development of the city’s military presence. Miller was one of the last surviving Canadian veterans of the American Civil War, where he fought at key battles including Gettysburg and Antietam, and of the Fenian Raids. He was instrumental in the development of the Peterborough militia throughout the second half of the nineteenth century.

Arena Division Ice Allocation Policy

Youth skating on an ice pad at the Evinrude CentreCouncil approved a recommended new Ice Allocation Policy that sets the framework for the City to provide for the equitable, reasonable and fair distribution of prime time ice to all user groups in the community.

Research on the Ice Allocation Policy showed a shift in philosophy taking place in communities across Canada where allocation practices based on "historical patterns" are shifting to policies based on "fair and equitable distribution" that accounts for gender equity, access for youth and accommodates newer and emerging ice sports and arena users.

As part of the development of the policy, City staff consulted with user groups and worked closely with the three main minor hockey organizations.

A new allocation formula introduced in the 2016-17 fall/winter season is based on membership numbers, levels of play and number of teams.

Major shifts in the ice allocation process began to address inequities in ice allocation, replacing the previous practice of "grandfathering" and "first right of refusal".

The practice of holding open user group sessions on an annual basis with all groups began in 2015 with the intent to open new lines of communication between and among user groups and City staff.

Easement for a trunk sanitary sewer

Council approved acquiring an easement over part of 477 Bethune St. to allow the City to extend a trunk sanitary sewer crossing at Jackson Creek as part of the Bethune Street project.

The cost to acquire the easement would be $40,000 plus HST of $5,200, Land Transfer Tax of up to $400, survey costs of about $3,500, appraisal costs of about $2,000, real estate commission fee of about $1,695, plus legal fees and registration costs.

The easement would be part of the Bethune Street project that includes the reconstruction of the road and sanitary sewer along Bethune Street from Dalhousie Street to Dublin Street along with the construction of the Jackson Creek diversion flood reduction project.

Public meeting for the Peterborough Utilities Commission Development Charge Background Study

Council held a public meeting to present the Peterborough Utilities Commission Development Charge Background Study and to hear public delegations.

A report will go to Council's General Committee meeting on July 8, 2019 for it to consider Peterborough Utilities Commission Development Charge rate changes.

Development Charges are fees associated with development, such as the construction of new homes and commercial buildings, to pay for growth-related capital works. Peterborough Utilities Commission Development Charges are specifically associated with growth-related infrastructure for water services, such as reservoirs storage, pumping stations and watermains.