Joint Planning & Development and Executive
Agenda
Monday, January 12, 2015
Council Chambers
7:00 pm
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Phone: 905.420.4660 extension 2928
TTY: 905.420.1739
Email: [email protected]
Joint Planning & Development &
Executive Committee Meeting
Agenda
Monday, January 12, 2015
Council Chambers
7:00pm
Chair: Councillor Ashe
Part "A"
Planning & Development Reports
1.
Director, Corporate Services & City Solicitor, Report LEG 01-15
2016508 Ontario Limited, Plan of Subdivision 40M-2261
-Final Assumption of Plan of Subdivision
Pages
1-3
Recommendation
1.
That the works and services required by the Subdivision Agreement within
Plan 40M-2261, which are constructed, installed or located on lands
dedicated to, or owned by the City, or on lands lying immediately adjacent
thereto, including lands that are subject to easements transferred to the
City, be accepted and assumed for maintenance, save and except for
Blocks 2 and 4; and
2.
That the Subdivision Agreement and any amendments thereto relating to
Plan 40M-2261 be released and removed from title.
Part "8"
Executive Committee Reports
Consultant/Staff Delegation
Paula Jesty, Deloitte LLP on Report FIN 02-15
2.
Director, Corporate Services & City Solicitor, Report FIN 02-15
2014 Year End Audit
4-27
Recommendation
Accessible •-··-
PICKE~~-G
For information related to accessibility requirements please contact
Linda Roberts
Phone: 905.420.4660 extension 2928
TTY: 905.420.1739
Email: [email protected]
Joint Planning & Development &
Executive Committee Meeting
Agenda
Monday, January 12, 2015
Council Chambers
7:00pm
Chair: Councillor Ashe
3.
1.
That Report FIN 02-15 of the Director, Corporate Services & City Solicitor
be received;
2.
That the Audit Plan as submitted by Deloitte LLP, included as Attachment
1 to this report be received for information; and,
3.
That the Chief Administrative Officer and the Division Head, Finance &
Treasurer be authorized to sign the Auditor's Engagement Letter on
behalf of the City.
Director, Corporate Services & City Solicitor, Report FIN 01-15
2015 Interim Levy and Interim Tax Instalment Due Dates
28-32
Recommendation
4.
1.
That Report FIN 01-15 of the Director, Corporate Services and City
Solicitor be received;
2.
That an interim property tax levy be adopted for all realty property classes
for 2015;
3.
That the interim property tax levy tax instalment due dates be February 27
and April 27, 2015;
4.
That the attached draft by-law, providing for the imposition of the taxes, be
enacted; and,
5.
That the appropriate City of Pickering officials be authorized to take the
necessary actions to give effect thereto.
Director, Corporate Services & City Solicitor, Report FIN 03-15
Tender/Contract Approval
-Approvals During Council Recess 2014
33-63
Recommendation
1.
That Report FIN 03-15 of the Director, Corporate Services & City Solicitor
regarding tender and contract approvals during Council Recess be
received; and,
Joint Planning & Development &
Executive Committee Meeting
Agenda
Monday, January 12, 2015
Council Chambers
7:00pm
Chair: Councillor Ashe
2.
5.
That Council pass a resolution ratifying the approval of the Tenders and
Contracts by the Chief Administrative Officer during Councils' recess
being, Tender No. T-16-2014, Brick Cladding & Masonry Repairs,
Quotation No. Q-42-2014 One New Latest Model Year, Four Wheel, Pure
Vacuum Multi Functional Street Sweeper, and Quotation No. Q-51-2014,
Seniors and Person with Disabilities Snow Clearing Program.
Director, Engineering & Public Works, Report ENG 01-15
Review of Accessible Parking Space Requirements for the
City of Pickering
64-101
Recommendation
1.
That Report ENG 01-15 of the Director, Engineering & Public Works
regarding the review of accessible parking space requirements in the City
of Pickering, be received;
2.
That City Council authorize staff to initiate a public consultation process on
the proposed amendments to By-law 6604/05 regarding accessible
parking space requirements in the City of Pickering, as outlined in this
report, including consultation with the Accessibility Advisory Committee,
business owners, and other stakeholders; and
3.
6.
That following the receipt of comments, staff prepare a draft by-law with
final recommendations for Council's consideration.
Director, Corporate Services & City Solicitor, Report CLK 01-15
102-105
Amendment to Procedural By-law to Provide for 2015 Committee and
Council Meeting Schedule Change
Recommendation
1.
That Report CLK 01-15 of the Director, Corporate Services & City Solicitor,
regarding an amendment to Procedural By-law 7212/12 be received;
2.
That the draft amendment by-law to Procedural By-law 7212/12, to provide
for a revised Standing Committee Meeting as noted in Attachment #1 be
approved; and
Joint Planning & Development &
Executive Committee Meeting
Agenda
Monday, January 12, 2015
Council Chambers
7:00pm
Chair: Councillor Ashe
3.
That the 2015 Standing Committee and Council Meeting calendar included
as Attachment #2 be approved.
(II) Other Business
(Ill) Adjournment
Report to
Planning & Development Committee
Report Number: LEG 01-15
Date: January 12, 2015
From:
Paul Bigioni
Director, Corporate Services & City Solicitor
Subject:
2016508 Ontario Limited, Plan of Subdivision 40M-2261
- Final Assumption of Plan of Subdivision
File: 40M-2261
Recommendation:
1.
That the works and services required by the Subdivision Agreement within Plan
40M-2261, which are constructed, installed or located on lands dedicated to, or
owned by the City, or on lands lying immediately adjacent thereto, including lands
that are subject to easements transferred to the City, be accepted and assumed
for maintenance, save and except for Blocks 2 and 4; and
2.
That the Subdivision Agreement and any amendments thereto relating to Plan
40M-2261 be released and removed from title.
Executive Summary:
The City entered into a Subdivision Agreement with the
above-noted developer for the development of the lands within Plan 40M-2261. As all
works and services within this plan have been completed to the satisfaction of City staff,
it is appropriate to assume the works and services within this plan (save and except for
Block 2, now in the ownership of TRCA and Reserve Block 4 in the City's ownership)
under the jurisdiction of the City and to release the developer from the provisions of the
Subdivision Agreement.
Financial Implications:
Not Applicable
Discussion:
The City entered into a Subdivision Agreement with the
above-noted developer for the development of the lands within Plari 40M-2261. As the
developer has now completed all of the works and services to the satisfaction of City
staff, it is appropriate to assume the works and services within Plan 40M-2261, save
and except for Blocks 2 and 4. Block 2 is an open space block in the ownership of
TRCA and Block 4 is a reserve block in the City's ownership that is not to be
established as public highway.
As the works and services within Plan 40M-2261 have been completed to the
satisfaction of the City, it is now appropriate to·release the developer from the
1
January 12, 2015
Report LEG 01-15
Subject:
Final Assumption of Plan of Subdivision 40M-2261
Page 2
provisions of the Subdivision Agreement with the City and any amendments related
thereto. The Subdivision Agreement will also be released from open space Block 2 as
well as from reserve Block 4.
Attachments:
1.
Location Map - Plan 40M-2261
Prepared By:
~~
Denise Bye, Supervisor,
Property & Development Services
DB:bg
Recommended for the consideration
of Pickering City Council
Tony Prevedel, P.Eng.
Chief Administrative Officer
Recommendation approved:
Chief Administrative Officer
per:d?I\__
Director, City Development
per:
Director, Corporate Services & City Solicitor
per:
Director, Culture & Recreation
Director, Engineering & Public Works
per:
\lftl--
City Clerk
per:
9·>6
CORP0227-07/01 revised
2
ATTACHMENTf_ _ TO REPORT I
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Location Map
FILE No: Subdivision Completion and Assumption
APPLICANT: Various
PROPERTY DESCRIPTION: Blocks 1 and 3, 40M-2261
DATE:
ata Sources:
Enterprises In~. '!"d its suppliers. All rights Reaerv
ceel. Not a plan of survey.
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3
Report to
Executive & Committee
Report Number: FIN 02-15
Date: January 12, 2015
From:
Paul Bigioni
Director, Corporate Services & City Solicitor
Subject:
2014 Year End Audit
Recommendation:
1. That Report FIN 02-15 of the Director, Corporate Services & City Solicitor be
received;
2. Thatthe Audit Plan as submitted by Deloitte LLP, included as Attachment 1 to this
report be received for information; and,
3. That the Chief Administrative Officer and the Division Head, Finance & Treasurer be
authorized to sign the Auditor's Engagement Letter on behalf of the City.
In accordance with generally accepted auditing standards,
Executive Summary:
the Audit Plan is prepared to communicate the auditor's approach and reporting
responsibilities to the Executive Committee, who has oversight responsibility for the
financial reporting process. This plan is submitted prior to the commencement of the
year end audit.
Financial Implications:
The base audit fee, for City & Library, of $68,600 remains
the same as the prior year. Sufficient provision is available in the budget.
In the Committee's role as the body responsible for oversight of the
Discussion:
financial reporting process, the Committee is to review the Audit Plan for the 2014 year
end audit. The Audit Plan includes the scope of the audit services to be provided, the
auditor's reporting responsibilities and an outline of the audit approach. It is included as
Attachment 1 to this report.
At the Council meeting of June 13, 2011, Resolution 122/11 appointed Deloitte LLP as
the City's external auditors for a period of 5 years from and including 2011-2015.
However, Deloitte LLP requires an annual Engagement Letter to be executed prior to
each audit which summarizes their role as external auditor, management's
4
Report FIN-02-15
January 12, 2015
Subject: 2014 Year End Audit
Page 2
responsibilities and the estimate of the audit fees. The Engagement Letter is included
as Attachment 2 to this report.
Attachments:
1.
2.
Audit Plan
Engagement Letter
Prepared By:
Approved/Endorsed By:
Kristine Senior
Manager, Accounting Services
Stan Karwowski
te Services & City Solicitor
Recommended for the consideration
of Pickering City Council
1Je<:_ . '""" ZOt 4Tony Prevedel, P.Eng.
Chief Administrative Officer
5
ATTACHMENT#-f.-TOREPORT# fu~ o:J.-1::)
Deloitte~
The Corporation of the City
of Pickering
2014 Audit service plan
To be presented-to the Executive Committee
January 12, 2015
6
Deloitte:p
Deloitte LLP
5140 Yonge Street
Suite 1700
Toronto ON M2N 6L7
Canada
Tel: 416-601-6150
Fax: 416-601-6151
www.deloitte.ca
December 17, 20 14
Private and confidential
To the Members of the
Executive Committee of The Corporation of the City ofPickering
1 The Esplanade
Pickering ON L1 V 6K7
Dear Executive Committee Members:
2014 Audit service plan
We are pleased to present our 2014 audit service plan for The Corporation of the City ofPickering ("the
City"), which describes our audit scope and strategy, our audit approach and our planned communications
with you.
Our audit will include:
• An audit of the City of Pickering's consolidated fmancial statements (the "Financial Statements") for
the year ending December 31, 2014 prepared in accordance with Canadian Public Sector Accounting
Standards ("PSAS");
•
An audit of the City of Pickering Public Library Board's fmancial statements for the year ending
December 31, 2014 prepared in accordance with Canadian PSAS; and
• An audit of the Trust Funds of the City of Pickering's fmancial statements for the year ending
December 31, 2014 prepared in accordance with Canadian Accounting Standards for Not-for-Profit
Organizations.
We are providing this audit service plan to the Executive Committee ("the Committee';) on a confidential
basis. It is intended solely for the use of the Committee and the Board of Directors to assist you in
discharging your responsibilities with respect to the Financial Statements and is not intended for any other
purpose. Accordingly, we disclaim any responsibility to any other party who may rely on it.
We look forward to discussing our audit service plan with you and answering any questions you
may have.
Yours truly,
Chartered Professional Accountants, Chartered Accountants
Licensed Public Accountants
7
Table of Contents
At a glance .................................................................................................................................................... 1
Risk assessment ........................................................................................................................................... 3
Audit scope ......................................................... :.......................................................................................... 6
Appendices
Appendix 1 -The Deloitte risk-based audit approach
Appendix 2 - Communication requirements
Appendix 3- The Deloitte client service commitment
8
© Deloitte LLP and affiliated entities.
The Corporation of the City of Pickering- 2014 Audit Service Plan
At a glance
As your auditor, we understand that you require Deloitte to perform a high-quality, proactive audit that is
delivered with integrity, objectivity and independence.
Our audit addresses financial statement risks through targeted procedures that are responsive to the
nature of these risks, including changes in the City and the business environment. Our procedures
include identifying and analyzing issues and facts relevant to our audit conclusions and providing
objective challenges to management's judgments and assumptions.
Our audit approach involves consideration of the following:
Audit scope and terms
of engagement
The audit service plan considers several factors which are discussed in detail in the
body of the report including:
• Risk assessment
• Internal control matters
• Use of the work of experts
The terms and conditions of our engagement are included in the engagement letter,
which is to be signed on behalf of Council and management.
Independence
We have developed important safeguards and procedures to protect our independence
and objectivity. If, during the year, we identify a breach of independence, we will
communicate it to you in writing. Our communication will describe the significance of the
breach, including its nature and duration, the action taken or proposed to be taken, and
our conclusion as to whether or not the action will satisfactorily address the
consequences of the breach and have any impact on our ability to serve as independent
auditors to the City.
We are independent of the City and we will reconfirm our independence in our final
report to the Committee.
Materiality
We are responsible for providing reasonable assurance that your Financial Statements
as a whole are free from material misstatement.
Materiality levels will be determined as follows:
• Consolidated financial statements for the City- approximately 2.5% of budgeted
expenses;
• City of Pickering Public Library Board- approximately 3% of budgeted expenses;
• City of Pickering Trust Funds- approximately 3% of fund balances.
We will report to the Committee all uncorrected misstatements greater than a clearly
trivial amount (5% of materiality) and any misstatements that are, in our judgment,
qualitatively material. In accordance with Canadian Generally Accepted Auditing
Standards (GAAS), we will request that misstatements, if any, be corrected.
Audit risks
We have identified the following areas of significant risk for our 2014 audit.
• Revenue recognition
. • Accounting estimates (assessed based on significance of estimate)
• Management override of controls
See the Risk assessment section for further discussion of identified risks of material
misstatement and related audit responses.
© .Deloitte LLP and affiliated entities.
The Corporation of the City of Pickering- 2014 Audit Service Plan
9
Group Audit
When designing our audit strategy, we also consider:
• The financial significance or relative importance of the consolidated entities or any
government business enterprises accounted for on a modified equity basis;
• The complexity and nature of the operations, internal controls and accounting issues
at each consolidated entity; and
• The degree of centralization or decentralization of processes and controls.
• We intend to use the work of the auditor of Veridian Corporation (Veridian) in our
testing of the City's investment in Veridian. We will complete all required
communications with the component auditor, ensure that the accounting for the City's
share ofVeridian's net income is appropriate and ensure the disclosures in the
Financial Statements is adequate.
Audit team
Complete engagement
reporting
The roles and responsibilities of the individuals who lead our audit team are:
Paula Jesty
416-643-8787
[email protected]
Engagement Partner
Andrew Mifsud
416-601-4674
[email protected]
Manager
Elena Stepanov
416-8 74-3692
[email protected]
Senior
Upon the satisfactory completion of our audit, including the receipt of written
representations from management, we will provide you with an audit report on your
Financial Statements.
We will also issue other reports to assist you in fulfilling your responsibilities, as required
by applicable auditing standards. Appendix 2 summarizes the required communications
between Deloitte and the Committee.
10
© Deloitte LLP and affiliated entities.
The Corporation of the City of Pickering- 2014 Audit Service Plan
2
Risk assessment
We compile information from a variety of sources, including discussions with management and the
Committee, to identify risks to the City's financial reporting process that may require attention. Our
preliminary risk assessment took into account:
•
•
•
•
•
•
Key business developments and transactions (internal and external)
Current business, regulatory and accounting pronouncements and developments
Key management strategies and business plans
Prior years' audit results
Results of procedures relating to internal control, and
Areas of significant judgment and risk
Our audit planning activities and our ·preliminary identification of audit risks enables us to set the scope of
our audit and to design audit procedures tailored to the identified risks to financial reporting. The table
below sets out significant risks to financial reporting that we identified during our preliminary planning
activities. The table also includes our proposed response to each risk. Our planned audit response is
based on our assessment of the likelihood of a risk's occurrence, the significance should a misstatement
occur, our determination of materiality and our prior knowledge of the City.
The results of our audit
planning and risk
assessment drive the
scope and timing of the
audit procedures.
© Deloitte LLP and affiliated entities.
The Corporation of the City of Pickering.:.. 2014 Audit Service Plan
3
11
Areas of significant risk for 2014
Revenue recognition
Audit risk
Assurance standards include the presumption of a fraud risk involving improper revenue
recognition. (Revenue/deferred revenue).
Our proposed audit
response
• Significant revenue streams are a presumed area of audit risk. We will test the design
and implementation of controls in these revenue streams and perform substantive
analytic procedures and detailed testing in these areas.
• Substantive testing to determine if restricted grants/contributions (i.e., development
charges, gas tax, etc.) and government transfers have been recognized as revenue in
the appropriate period.
Risk of management override of controls
Audit risk
Assurance standards include the presumption of a significant risk of management
override of controls.
Management is in a unique position to perpetrate fraud because of management's ability
to directly or indirectly manipulate accounting records and prepare fraudulent financial
statements by overriding controls that otherwise appear to be operating effectively.
Our proposed
audit response
In testing for management override of controls we will:
•
engage in periodic fraud discussions with certain members of senior
management, internal counsel and others
•
consider the potential for bias in judgments and estimates, including performing
retrospective analysis of significant accounting estimates
•
evaluate.the business rationale for any significant unusual transactions
•
evaluate the City's fraud risk assessment and consider entity-level internal
controls and internal controls over the closing and reporting process
•
test journal entries that exhibit characteristics of possible management override
of controls, identified using manual techniques.
Accounting estimates
Audit risk
Estimates require management judgments (i.e., allowance for significant property tax
appeals, contingent liabilities, estimated accrued liabilities, etc.)
Our proposed
audit response
• Obtain documentation on management's controls over the development of accounting
estimates for any significant management estimates and assess risk
• Focused review of calculations and support
• Discussions with management
• Analytic review of related accounts
• Assess outcome of retrospective review of estimates from prior years
As we perform our audit procedures, we will separately communicate any significant changes to the
significant risks listed above and the reasons for such changes.
12
© Deloitte LLP and affiliated entities.
The Corporation of the City of Pickering- 2014 Audit Service Plan
4
Consideration of fraud
Misstatements in the financial statements can arise from either fraud or error. The distinguishing factor
between fraud and error is whether the underlying action that results in the misstatement of the financial
statements is intentional or unintentional.
The following table explains our respective responsibilities towards fraud.
Your responsibilities
Our responsibilities
• The primary responsibility for the prevention and
detection of fraud rests with management (with
oversight from the Committee), including the
responsibility for establishing and maintaining
internal controls over the reliability of financial
reporting, ensuring the effectiveness and
efficiency of operations, the identification of fraud
risks and compliance with applicable laws
and regulations
• We are required to obtain representations from
management regarding internal controls, assessment
of risk and any known or suspected fraud
or misstatement.
• As independent auditors, we will obtain reasonable,
but not absolute, assurance that the financial
statements as a whole are free from material
misstatement, whether caused by fraud or error.
In determining our audit strategy to address the assessed risks of material misstatement due to fraud,
we will:
• Assign and supervise personnel, taking into account the knowledge, skill and ability of individuals with
significant engagement responsibilities and our assessment of the risks of material misstatement due to
fraud for the engagement.
• Evaluate whether the City's selection and application of accounting policies, particularly those related to
subjective measurements and complex transactions, may be indicative of fraudulent financial reporting
resulting from management's effort to manage results.
• Incorporate an element of unpredictability when selecting the nature, timing and extent of our
audit procedures.
We will inquire directly of the Committee regarding:
• Its views about the risk of fraud,
• Whether it has knowledge of any actual or suspected fraud affecting the city and
• The role it exercises in the oversight of fraud risk assessment and the establishment of
mitigating controls.
We will also inquire if the Committee is aware of tips or complaints regarding the City's financial reporting
and, if so, the committee's responses to such tips and complaints.
If we suspect fraud involving management, we will communicate these suspicions to the Committee and
discuss the nature, timing, and extent of audit procedures necessary to complete the audit.
© Deloitte LLP and affiliated entities.
The Corporation of the City of Pickering- 2014 Audit Service Plan
5
13
Audit scope
Designed to obtain reasonable assurance and address the risks
of material misstatements
An audit is designed to search for potential misstatements that, individually or collectively, are material.
This is done by determining a specific threshold for each engagement and considering other qualitative
factors. The threshold amount is also used to evaluate the significance of uncorrected misstatements that
are noted during the audit.
The audit enables us to express an opinion on whether the Financial Statements are fairly presented, in
all material respects, in accordance with PSAS. The audit also includes evaluating the appropriateness of
accounting policies and the reasonableness of accounting estimates made by management, and
evaluating the overall presentation of the Financial Statements. Our report on the Financial Statements
and communications required by Canadian generally accepted auditing standards (Canadian GAAS) will
be in accordance with our findings.
An audit is designed to search for potential misstatements that, individually or collectively, are
material. Some of the factors we consider in determining the audit scope include:
• The existence of significant risks
• A consideration of significant accounts and disclosures using materiality levels that are appropriate to
support our audit opinion on your Financial Statements
• The complexity and nature ofthe operations, internal controls and accounting issues
• The degree of centralization or decentralization of processes and controls, including the extent of
relevant enterprise-level controls, and
• The extent and nature of internal control deficiencies and financial statement misstatements identified in
current and previous periods.
Based on our analysis of these risks, we have determined the scope of work we consider necessary to
provide an appropriate basis for our audit opinion on the Financial Statements.
ln.ternal control matters
We will inform the Committee and management of any significant deficiencies that are identified in the
course of conducting the audit.
Reliance on service organizations
The City employs ADP Canada Co. ("ADP") for payroll-related services. We intend to rely on reports
issued by ADP Canada's external auditors.
As part of our assessment, we will consider the City's internal controls related to the information provided
by these organizations.
If our assessment of these reports does not provide us with sufficient appropriate audit evidence, we will
be required to perform additional audit procedures to address the risks of material misstatements in the
Financial Statements.
14
© Deloitte LLP and affiliated entities.
The Corporation of the City of Pickering- 2014 Audit Service Plan
6
Use of Specialists
We intend to use the work of the City's actuary in their determination of the City's post employment and
workers' compensation benefits. We will review and test any data and assumptions used, ensure the
disclosure in the financial statements is adequate and the actuary is in good standing with the Canadian
Institute of Actuaries.
Audit scope uncertainty
Our audit service plan is based on several assumptions. Circumstances may arise during the
engagement that could significantly affect the scope and the extent and timing of our audit procedures.
These circumstances may include, but are not limited to:
• A deterioration in the quality of the City's accounting records during the current year engagement
compared to the prior-year engagement
• The identification of significant deficiencies in the City's internal control that result in the expansion of
our audit procedures
• The identification, during our audit, of a significant level of proposed audit adjustments
• The occurrence of significant new issues or changes, such as:
-
New accounting issues
Changes in accounting policies or practices from those used in prior years
Events or transactions not contemplated in our budget
Changes in the City's financial reporting process or IT systems
Changes in the City's accounting personnel, their responsibilities, or their availability
Changes in auditing standards
Changes in the City's use of experts or the specialists and/or their work product does not meet the
qualifications that Canadian GMS require for us to be able to use their work
• Changes in the audit scope caused by events that are beyond our control.
If any of these or similar such circumstances arise during the course of our audit we will discuss them on
a timely basis with management and provide the Committee with a report regarding the impact on our
audit at its next scheduled meeting. Matters that we consider to be significant and that may be sensitive
from a reporting timing perspective will be communicated immediately to the Committee.
© Deloitte LLP and affiliated entities.
The Corporation of the City of Pickering- 2014 Audit Service Plan
7
15
Appendix 1 -The Deloitte risk-based
audit .approach
A consistent approach that supports a dynamic environment
Deloitte's audit approach is a systematic methodology that enables us to tailor our audit scope and plan to
·
address the unique issues facing the City.
audit approach
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pro:'f.-dures th.a: fucus nn nsks to 'Cl: osu-dft
process fors:gn"iTbarr: a.cc:r:.mts, -transa-ctirms
and disclosures as wen as T!l5l:friaJ
mS.s.'tfiten"err'"i.S b 1:!1-e fuJan CJa!s:-tuementi
These steps are not necessarily sequential nor are they mutually exclusive. For example, once we've
developed our audit plan and the audit is being performed, we may become aware of a risk that was not
identified during the planning phase. Based on that new information, we would reassess our planning
activities and adjust the audit plan accordingly.
16
© Deloitte LLP and affiliated entities.
The Corporation of the City of Pickering- 2014 Audit Service Plan
1. Initial planning
Understanding your business and accounting processes
Our audit will take into account specific items of particular interest raised by the Committee as well as
areas of concern identified by the Committee or management.
2. Assessing and responding
~o
engagement risk
Our audit approach combines an ongoing identification of risks with the flexibility to adjust our approach
when additional risks are identified. Since these risks may impact our audit objectives, we consider
materiality in our planning to focus on those risks that could be significant to your financial reporting.
Risk assessment
The risks that we have identified to date, and which will be addressed when conducting the audit, are
summarized in the Risk Assessment section. As we perform our audit, we will update our risk assessment
and will inform the Committee and management of any significant changes to our risk assessment and
any additional risks that are identified.
Consideration of the risk of fraud
Fraudulent acts include the deliberate failure to record transactions, forgery of records and documents,
and intentional misrepresentations made to our audit engagement team. Fraud may include intentional
acts by management or employees acting on behalf of the City, as well as employee fraud if management
or employees are involved in actions that defraud the City. Deloitte does not assume that management is
dishonest nor do we assume unquestioned honesty. Rather, in accordance with Canadian GAAS, we
exercise professional skepticism and recognize that the conditions we observe and evidential matter we
obtain, including that obtained from prior audit engagements, need to be objectively evaluated to
determine whether the Financial Statements are presented fairly in all material respects.
Maintaining an attitude of professional skepticism means that we carefully consider the reasonableness of
the responses we receive to our inquiries from those charged with governance, and evaluate other
information obtained from them in light of the evidence we obtain during the audit. When we identify a
misstatement or control deficiency, we consider whether it may be indicative of fraud and what the
implications of fraud and significant error are in relation to other aspects of the audit, particularly the
reliability of management representations.
Because of the inherent limitations of internal control over financial reporting (ICFR), including the
possibility of collusion or improper management override of controls, it is possible that material
misstatements due to error or fraud may not be prevented or detected on a timely basis. Accordingly, the
assurance an auditor provides concerning the lack of misstatements arising from fraud is necessarily
lower than the assurance provided concerning those arising from an error.
Information technology
An important part of our audit planning process involves gaining an understanding of:
• The importance of the computer environment relative to the risks to financial reporting
• The way in which that environment supports the control procedures Wf? intend to rely on when
conducting our audit, and
• The computer-based information that supports our substantive procedures.
The objective of our review of computer controls is to identify potential areas of risk and assess the
relevance, reliability, accuracy and completeness of the data produced by the systems. To accomplish
this, we gain an up-to-date understanding of your organization's computer processing environment and
© Deloitte LLP and affiliated entities.
The Corporation of the City of Pickering- 2014 Audit Service Plan
17
our understanding of the relevant general computer controls. We then test the design and implementation
of controls considered relevant to the audit.
We will assess the design and implementation of general computer controls in the following areas:
•
•
•
•
•
Data centre and network operations
System software acquisition, change and maintenance
Program change
Access security, and
Application system acquisition, development, and maintenance.
This testing is performed on a rotational basis.
3. Developing and executing the au.dit plan
The performance of an audit includes evaluating the design and determining the implementation of
internal controls relevant to the audit, testing the operational effectiveness of the controls we intend to rely
on, and performing substantive audit procedures.
Audit procedures
The timing of our audit procedures is dependent upon a number of factors including the need to
coordinate with management for the provision of supporting analysis and other documentation. Generally,
we perform our audit procedures to allow us sufficient time to identify significant issues early, thereby
allowing more time for analysis and resolution.
For example, we anticipate performing audit procedures on account balances and disclosures involving
significant and complex transactions, or adoption of new accounting pronouncements, as they occur.
Tests of controls
As part of our audit, we will review and evaluate certain aspects of the systems of Internal Control over
Financial Reporting to the extent we consider necessary in accordance with Canadian GAAS. The main
objective of our review is to enable us to determine the nature, extent and timing of our audit tests and
establish the degree of reliance that we can place on selected controls. An audit of the financial
statements is not designed to determine whether internal controls were adequate for management's
purposes or to provide assurance on the design or operational effectiveness of internal control over
financial reporting.
The extent to which deficiencies in internal control may be identified through an audit of financial
statements is influenced by a variety of factors including our assessment of materiality, our preliminary
assessment of the risks of material misstatement, our audit approach, and the nature, timing and extent of
the auditing procedures that we conduct. Accordingly, we gain only a limited understanding of controls as
a result of the procedures that we conduct during an audit of financial statements.
We will inform the Committee and management of any significant deficiencies that are identified in the
course of conducting the audit.
Substantive audit procedures
Our substantive audit procedures consist of a tailored combination of analytical procedures and detailed
tests of transactions and balances. These procedures take into account the results of our controls tests
and are designed to enable us to obtain reasonable assurance that the Financial Statements are free
from material misstatements. to obtain this assurance, misstatements that we identify while performing
substantive auditing procedures will be considered in relation to the Financial Statements as a whole. Any
misstatements that we identify, other than those that are clearly trivial (the threshold has been set at 5%
of materiality), will be reported to management and the Committee. In accordance with Canadian GAAS,
we will request that misstatements be corrected.
18
© Deloitte LLP and affiliated entities.
The Corporation of the City of Pickering- 2014 Audit Service Plan
4. Reporting and assessing performance
Perform post-engagement activities
We will analyze the results of the audit procedures performed throughout the year and, prior to rendering
our report, we will conclude whether:
• The scope of the audit was sufficient to support our opinion
• The misstatements identified during the audit do not result in financial statements being materially
misstated.
Complete engagement reporting
Deloitte enjoys a solid reputation for
our commitment to quality. Key
factors supporting that reputation
include:
After the satisfactory completion of appropriate audit
procedures, we will provide an audit report on your
Financial Statements.
We also provide reports to the Committee to assist it in
fulfilling its responsibilities as required by applicable
auditing standards. Appendix 2 summarizes the required
communications between Deloitte and the Committee.
Deloitte's client service principles include providing
management and the Committee with insights into the
condition of the business and offering meaningful
suggestions for improvement. We will report these insights
and suggestions to the appropriate members of
management and/or the Committee for their consideration.
To enable us to determine how well we have achieved our
client service objectives, including an assessment of the
quality of our audit engagement, we actively solicit
feedback from our clients. This feedback will be obtained
either through meetings with members of the Committee
and management or their completion of questionnaires.
Your feedback enhances our understanding of your
expectations of us through your evaluation of our
performance. The information you provide helps us refine
our client service objectives to ensure that we remain
focused, responsive and proactive in meeting your needs
while fulfilling our professional responsibilities.
© Deloitte LLP and affiliated entities.
• A strong tone at the top
• A comprehensive ethics and
compliance program
• An uncompromising approach to
quality in client service
• Communication of and adherence to
professional standards and client
service principles
• A mature client feedback program
• A multifaceted approach to
monitoring independence
• A robust technical consultation
approach
• National office consultation on areas
of high risk or that require significant
judgment
• Technical training for our
professionals
• An annual internal inspection
process for audit engagements,
• Continuous improvement based on
lessons learned and client feedback.
The Corporation of the City of Pickering- 2014 Audit Service Plan
19
Appendix 2 - Communication
requirements
Required communication
1. Fraud or possible fraud identified through the audit process
2. Our responsibilities under Canadian GAAS
3. An overview of the overall audit strategy, addressing:
• Timing of the audit
• Significant risks, including fraud risks
• Nature and extent of specialized skill or knowledge needed to perform the planned audit procedures related to
significant risk
4. Significant accounting policies, practices, unusual transactions, and our related conclusions
• Alternative treatments for accounting policies and practices that have been discussed with management during
the current audit period
5. Our responsibility for other information in documents containing audited Financial Statements, any procedures
performed, and the results
6. Consultation outside the engagement team regarding difficult or contentious matters that we believe are relevant
to the audit committee's oversight
7. Matters related to going concern
8. Management judgments and accounting estimates.
9. Significant transactions outside of the normal course of business, including related party transactions
10. Significant difficulties, if any, encountered dealing with management related to the performance of the audit,
11. Material written communications between management and us, including management representation letters
12. Other matters that are significant to the oversight of the financial reporting process
13. All relationships between the City and us that, in our professional judgment, may reasonably be thought to bear
on independence
14. A statement that, in our judgment, the engagement team and others in our firm and, when applicable, network
firms have complied with relevant ethical requirements regarding independence
15. Modifications to our opinion(s)
16. Our views of significant accounting or auditing matters for which management consulted with other accountants
and about which we have concerns
17. Major issues discussed with management prior to our retention
18. Illegal or possibly illegal acts that come to our attention
19. Significant deficiencies in internal control, if any, identified by us in the conduct of the audit of the financial
statements
20. Uncorrected misstatements and disclosure items
21. Breach of independence
20
© Deloitte LLP and affiliated entities.
The Corporation of the City of Pickering- 2014 Audit Service Plan
Appendix 3 The Deloitte client
service commitment
Our approach to client service excellence
At Deloitte, our objective is to execute our audit in a way that meets our professional standards and also
creates a positive client experience.
Our client service principles provide the framework for guiding and coaching members of our engagement
team, and identifying our clients' unique preferences regarding the ways they want to work with us. These
principles enable our engagement teams to focus on client service excellence.
Our client service principles
We will:
./
make and meet our commitments to you by ...
•
•
•
•
•
./
Working with you to clearly define your expectations
Delivering what is agreed upon
Being easily accessible to you
Providing valuable responses to all your inquiries
Ensuring timeliness and accuracy in our billings
understand your business and what is important to you by ...
• Anticipating your needs
• Understanding the unique characteristics of your business industry and operating circumstances
./
provide value and build trust through technical competence and consistent results by ...
•
•
•
•
./-
Instilling confidence and trust in the quality of our work
Providing you with up-to-date professional expertise
Providing value to your enterprise
Providing insights into the condition of the business and meaningful suggestions for improvement
demonstrate professionalism through effective interaction and communications by ...
• Keeping you informed of project status
• Performing as a well organized team
• Working collaboratively with you
./
provide a no surprises experience by ...
• Proactively addressing issues
• Providing timely communication of changes to fees
• Effectively managing changes to the service team
At the conclusion of our audit, or at any time during the engagement, we invite 'you to assess our
performance against these principles through our client feedback process.
© Deloitte LLP and affiliated entities.
The Corporation of the City of Pickering- 2014 Audit Service Plan
21
www.deloitte.ca
Deloitte, one of Canada's leading professional services firms, provides audit, tax, consulting, and financial advisory services.
Deloitte LLP, an Ontario limited liability partnership, is the Canadian member firm of Deloitte Touche Tohmatsu Limited.
Deloitte refers to one or more of Deloitte Touche Tohmatsu Limited, a UK private company limited by guarantee, and its network of
member firms, each of which is a legally separate and independent entity. Please see www.deloitte.com/about for a detailed
description of the legal structure of Deloitte Touche Tohmatsu Limited and its member firms.
22
© Deloitte LLP and affiliated entities.
eloitte~
Deloitte LLP
5140 Yonge Street
Suite 1700
Toronto ON M2N 6L7
Canada
Tel: 416-601-6150
Fax: 416-601-6151
www.deloitte.ca
November 3, 2014
Private and confidential
Mr. Tony Prevedel
Chief Administrative Officer
The Corporation of the City ofPickering
1 The Esplanade
Pickering ON LlV 6K7
Mr. Stan Karwowski
Division Head, Finance and Treasurer
The Corporation of the City ofPickering
1 The Esplanade
Pickering ON LlV 6K7
Dear Mr. Prevedel and Mr. Karwowski:
You have requested that Deloitte LLP ("Deloitte" or "we" or "us") audit the consolidated fmancial
statements (the "Financial Statements") of The Corporation ofthe City of Pickering (the "the City") as at
and for the year ending December 31,2014. In addition, we will perform a fmancial statement audit of the
City of Pickering Public Library Board and of the City of Pickering Trust Funds. Ms. Paula Jesty will be
responsible for the services that we perform for the City.
We are pleased to confirm our acceptance and our understanding ofthis engagement by means ofthis
letter.
Deloitte and the City agree that the executed engagement letter dated October 22, 2012 as well as its
accompanying appendices (collectively, the "Prior Engagement Letter") apply to the services under this
engagement for the year ending December 31, 2014 and that the provisions of the Prior Engagement
Letter, except for the General business terms attached thereto, are hereby incorporated by reference into
this letter.
We estimate that our total fees for this audit will be $63,000 for the City Consolidated Financial
Statements and $5,600 for the Library Board, plus reasonable expenses and applicable taxes (such
as Harmonized Sales Tax).
These fees are based upon our understanding of the unchanged engagement scope outlined within the
Prior Engagement Letter. All invoices shall be due and payable when rendered.
23
The Corporation of the City of Pickering
November 3, 2014
Page2
Please sign and return the attached copy of this letter to indicate your acknowledgement that it is in
accordance with your understanding of the arrangements for our audit of the Financial Statements for the
·
year ending December 31,2014.
Yours truly,
Chartered Professional Accountants, Chartered Accountants
Licensed Public Accountants
Enclosure
The services and terms set forth in and incorporated into this contract are accepted and agreed to 'by
The Corporation of the City ofPickering:
24
Signature
Signature
Title
Title
Date
Date
Appendix A
General business terms
The Corporation of the City ofPickering
December 31, 2014
The following general business terms (the "Terms") apply to the engagement except as otherwise
provided in the specific engagement letter agreement (the "engagement letter") between Deloitte LLP
("Deloitte")and The Corporation of the City of Pickering (the "City") to which these Terms are attached.
1. Timely performance - Deloitte will not be liable for failures or delays in performance that arise from
2.
3.
4.
5.
6.
7.
causes beyond Deloitte' s control, including the untimely performance by the City of its obligations as
set out in the engagement letter.
Right to terminate services - If the City terminates the engagement or requests that Deloitte resign ·
from the engagement prior to its completion, the City will pay for ~ime and expenses incurred by
Deloitte up to the termination or resignation date together with reasonable time and expenses incurred
to bring the services to a close in a prompt and orderly manner. Deloitte will not be responsible for
any loss, cost or expense resulting from such termination or resignation. Should the City not fulfill its
obligations set out herein or in the engagement letter, and in the absence of rectification by the City
within thirty (30) days of notification in writing by Deloitte, upon written notification Deloitte may
terminate its services immediately and will not be responsible for any loss, cost or expense resulting
from such early termination.
Fees and taxes -Any fee estimates take into account the agreed-upon level of preparation and
assistance from City personnel. Deloitte undertakes to advise management of the City on a timely
basis should this preparation and assistance not be provided or should any other circumstances arise
which cause actual time to exceed that estimate. The City is responsible for the payment of any
applicable federal, provincial or other goods and services or sales taxes, or any other taxes or duties,
in connection with the services provided by Deloitte.
Expenses- In addition to professional fees, the City will reimburse Deloitte for its reasonable out-ofpocket expenses including travel, meals and hotels incurred in connection with this engagement.
Billing - Invoices will be rendered periodically as agreed in advance. All invoices shall be due and
payable when rendered. Interest shall be calculated at a simple daily rate of 0.0493% (equivalent to
18% per annum). Interest shall be charged and payable at this rate on any part of an invoice which
remains unpaid from thirty (30) days after the invoice date to the date on which the outstanding
invoice is paid. To the extent that as part of the services to be performed by Deloitte as described in
the engagement letter, Deloitte personnel are required to perform the services in the United States of
America ("U.S. Business"), the City and Deloitte agree to assign performance of the U.S. Business to
Deloitte Canada LLP~ an affiliate of Deloitte. All services performed by Deloitte Canada LLP shall be
performed under the direction ofDeloitte which shall remain responsible to the City for such services.
Deloitte Canada LLP shall invoice the City with respect to the U.S. Business and Deloitte will invoice
for services performed in Canada ("Canadian Business"). Payment for U.S. Business and/or Canadian
Business can be settled with one payment to Deloitte.
Governing law - The engagement will be governed by the laws of the Province where Deloitte' s
principal office performing the engagement is located and all disputes related to the engagement shall
be subject to the exclusive jurisdiction of the courts of such Province.
Working papers- All working papers, files and other internal materials created or produced by
Deloitte related to the engagement are the property ofDeloitte. In the event that Deloitte is requested
by the City or required by subpoena or other legal or regulatory process to produce its files related to
this engagement in proceedings to which Deloitte is not a party, the City will reimburse Deloitte for
its professional time and expenses, including legal fees, incurred in dealing with such matters.
25
Appendix A
Page A-2
8. Privacy- Deloitte and the City acknowledge and agree that, during the course of this engagement,
Deloitte may collect personal information about identifiable individuals ("Personal Information"),
either from the City or from third parties. Deloitte's services are provided on the basis that the City
has obtained any required consents for collection, use and disclosure to us of Personal Information
required under applicable privacy legislation. The City and Deloitte agree that Deloitte will collect,
use and disclose Personal Information on behalf of the City solely for purposes related to completing
this engagement, related engagements, or providing services to the City and Deloitte shall not collect,
use and disclose such Personal Information for Deloitte' s own behalf or for its own purposes.
9. Third parties- Deloitte's engagement is not planned or conducted in contemplation of or for the
purpose of reliance by any third party (other than the City and any party to whom Deloitte' s audit
report is addressed) or with respect to any specific transaCtion. Therefore, items of possible interest to
a third party will not be addressed and matters may exist that would be assessed differently by a third
party, possibly in connection with a specific transaction.
10·. Confidentiality - To the extent that, in connection with this engagement, Deloitte comes into
possession ofPersonal Information or any proprietary or confidential information of the City
(collectively, "Confidential Information"), Deloitte will not disclose such information to any third
party without the City's consent, except:
(a) as may be required or permitted by legal authority, the rules of professional conduct/code of
ethics;
(b) to Deloitte Entities (as such term is defmed below), component auditors and permitted
subcontractors; or
(c) to the extent that such information shall have otherwise become publicly available.
Except as instructed otherwise in writing, each party may assume that the other approves of properly
addressed fax, e-mail (including e-mail exchanged via internet media) and voice mail communication
of both sensitive and non-sensitive information and other communications concerning this
engagement, as well as other means of communication used or accepted by the other.
11. Assignment- Except as provided below in paragraph 12, no party may assign, transfer, or delegate
any of its rights or obligations relating to this engagement without the prior written consent of the
other parties.
12. Subcontracting- Deloitte may use the services of any of its affiliates or any member firm ofDeloitte
Touche Tohmatsu Limited ("DTTL") and its respective subsidiaries and affiliates, including those
operating outside Canada ("Deloitte Entities"), component auditors or, with the consent of the City, of
any other party. Deloitte remains responsible to the City for services performed by Deloitte Entities
under this engagement. Each member firm ofDTTL is a separate and independent legal entity
operating under the names "Deloitte", "Deloitte & Touche", "Deloitte Touche Tohmatsu" or other
related names; and services are provided by member firms or their subsidiaries or affiliates and not by
DTTL.
13. Survival of terms- The agreements and undertakings of the City contained in the engagement letter,
together with the appendices to the engagement letter including these Terms, will survive the
completion or termination of this engagement.
14. Proportionate liability- The City and Deloitte acknowledge where the audit is conducted pursuant
to a statute governing the City that contains proportionate liability provisions that apply to an auditor,
such as the Canada Business Corporations Act, the terms of the statute shall apply to this engagement.
In the event that the City and Deloitte are not subject to such statutory provisions regarding
proportionate liability, the City agrees that in any action, claim, loss or damage arising out of the
engagement, Deloitte's liability will be several and not joint and several and the City may only claim
payment from Deloitte ofDeloitte's proportionate share of the total liability based on the degree of
fault ofDeloitte as fmally determined by a court of competent jurisdiction.
26
Appendix A
Page A-3
15. Client misrepresentation- Deloitte shall not be liable to the City, and the City releases Deloitte, for
all liabilities, claims, damages, costs, charges and expenses incurred or suffered by the City related to
or in any way associated with the engagement that arise from or are based on any deliberate
misstatement or omission in any material information or representation provided by or approved by
any member of management of the City, officer of the City or member of the board of directors of the
City.
16. Qualifications- Notwithstanding anything herein to the contrary, Deloitte may use the name of the
City, refer to this engagement and the performance of the services in marketing, publicity materials
and other material, as an indication of its experience, and in internal data systems.
27
Report to
Executive Committee
Report Number: FIN 01-15
Date: January 12, 2015
From:
Paul Bigioni
Director, Corporate Services & City Solicitor
Subject:
2015 Interim Levy and Interim Tax Instalment Due Dates
Recommendation:
1.
That Report FIN 01-15 of the Director, Corporate Services and City Solicitor be
received;
2.
That an interim property tax levy be adopted for all realty property classes for 2015;
3.
That the interim property tax levy tax instalment due dates be February 27 and April
27, 2015;
4.
That the attached draft by-law, providing for the imposition of the taxes, be enacted;
and,
5.
That the appropriate City of Pickering officials be authorized to take the necessary
actions to give effect hereto.
Executive Summary:
Each year, prior to the adoption of the estimates for the year,
Council authorizes the adoption of a by'-law that establishes an interim tax levy to all
property classes, payment due dates, and penalty and interest charges. Under Provincial
legislation, the interim levy can be no more than 50% of the previous year's annualized
taxes.
The tax levy raises funds that are used for the continuing operations of the City, Region
and the School Boards.
These due dates are relatively unchanged from prior years.
Financial Implications: This is an annual report which is procedural in nature.
Enacting a by-law that establishes an interim tax levy to all properties will permit the City
to meet its financial obligations and reduce borrowing costs until such time as the 2015
Budget and 2015 Final Tax Levy By-laws are approved by Council. (The first instalments
payable to the School Boards and Region are due on March 31, 2015).
28
Report FIN 01-15
Subject:
January 12, 2015
2015 Interim Levy and Interim Tax Instalment Due Dates
Page 2
Discussion:
In accordance with the Municipal Act, 2001, as amended, the City issues
Interim property tax bills based on the previous year's annualized taxes.
A Province-wide re-assessment is not taken into consideration when calculating the
interim taxes payable. For those property owners whose assessment increases or
decreases, the impact of the assessment change will be reflected on the 2015 Final tax
bill, which has two instalment dates. If a property experienced an assessment increase
in 2014 due to an additional supplementary or omitted assessment, or a decrease in
assessment due to an appeal, demolition or class change, the 2015 interim levy would
be based on the adjusted annualized 2014 taxes. Those taxpayers that utilize the City's
Pre-authorized Tax Payment plan (PTP) will have the benefit of spreading any potential
tax increase due to re-assessment over the five instalments that occur after the City's
budget has been passed and after the Province sets the 2015 (final) education tax rates.
The City currently has approximately 9,000 ratepayers using the PTP program.
Taxpayers who have taxes included with their mortgage payments pay their taxes over a
12-month period and also do not experience the impact of re-assessment to the same
extent as a taxpayer who pays their taxes on the four regular instalment due dates.
Attachments:
1.
By-law to establish the 2015 Interim Instalment Due Dates
Prepared By:
Approved/Endorsed By:
-w-·,
/
U/rM
,,(
;
\~
,'
'
j
. /
I'
___,.
T
Donna Delong
Supervisor, Taxation
Stan Karwowski
ead, Finance & Treasurer
Recommended for the consideration
of Pickering City Council
t()JJ
]k.t1;2.0(4-
Tony Prevedel, P.Eng.
Chief Administrative Officer
29
The Corporation of the City of Pickering
By-law No.
Being a by-law for the collection of taxes and to establish the
instalment due dates for the Interim Levy 2015.
Whereas Section 317, of the Municipal Act, 2001, 8.0.2001, c.25, as amended,
provides that the council of a local municipality may, before the adoption of the
estimates for the year, pass a By-law levying amounts on the assessment of property, in
the local municipality ratable for local municipality purposes; and
Whereas, the Council of the Corporation of the City of Pickering deems it appropriate to
provide for such an interim levy on the assessment of property in this municipality.
Now therefore, the Council of the Corporation of the City of Pickering hereby enacts as
follows:
1.
The amounts levied shall be as follows:
a. For the residential, pipeline, farmland and managed forest property classes
there shall be imposed and collected an interim levy of:
If no percentage is prescribed, 50% of the total annualized taxes for
municipal and school purposes levied in the year 2014.
b. For the multi-residential, commercial and industrial property classes there
shall be imposed and collected an interim levy of:
If no percentage is prescribed, 50% of the total annualized taxes for
municipal and school purposes levied in the year 2014.
c. For the payment-in-lieu property classes, there shall be imposed and
collected an interim levy of:
If no percentage is prescribed, 50% of the total annualized taxes for
municipal and where applicable for school purposes, in the year
2014.
30
2.
For the purposes of calculating the total amount of taxes for the year 2015 under
paragraph one, the Treasurer has the authority to prescribe the percentage for the
calculation of the interim taxes, and if any taxes for municipal and school purposes
were levied on a property for only part of 2014 because assessment was added to
the collector's roll during 2014, an amount shall be added equal to the additional
taxes that would have been levied on the property if taxes for municipal and school
purposes had been levied for the entire year.
3.
The provisions of this By-law apply in the event that assessment is added for the
year 2014 to the collector's roll after the date this By-law is passed and an interim
levy shall be imposed and collected.
By-law No.
Page2
4.
Taxes shall be payable to the Treasurer, City of Pickering.
5.
When not in default, the payment of taxes, or any instalment thereof, may also be
made at any financial institution permitted by Subsection 346 (2) of the Municipal·
Act, 2001, S.O. 2001 c. 25, as amended.
6.
The Treasurer may mail, or cause to be mailed, all notices of taxes required in
accordance with the provisions of the Municipal Act, 2001, S.O. c. 25, as amended,
to the address of the residence or place of business or to the premises in respect of
which the taxes are payable unless the taxpayer-directs the Treasurer in writing to
send the bill to another address, in which case it shall be sent to that address.
Notices will not be mailed to tenants. It is the responsibility of the person taxed to
notify and collect taxes from tenants or other persons.
7.
The Treasurer is hereby authorized to accept part payment from time to time on
account of any taxes due, in accordance with the provisions of subsection 347 (1)
and (2) of the Municipal Act 2001, S.O. c.25 as amended, and to give a receipt for
such part payment under Section 346 (1) of the Municipal Act 2001, S.O. c.25, as
amended.
8.
The Treasurer is hereby authorized to prepare and give one separate tax notice for
the collection of 2015 taxes, one notice being an INTERIM notice, with two
instalments under the provisions of Section 342 of the Municipal Act 2001, S.O.
2001, c.25 as amended, as follows:
Interim Tax Notice
Due date of the first instalment February 27, 2015
Due date of the second instalment April 27, 2015; or either date
adjusted by the Division Head, Finance & Treasurer.
9.
Section 8 of this by-law does not apply to those taxpayers who participate in the
City's monthly Pre-authorized Tax Payment plan (PTP).
10.
Except in the case of taxes payable in respect of assessments made under Sections
33 and 34 of the Assessment Act, R.S.O. 1990, c.A31, as amended, the late
payment charge of one and one-quarter percent for non-payment of taxes and
monies payable as taxes shall be added as a penalty to every tax or assessment,
rent or rate of any instalment or part thereof remaining unpaid on the first day of
default and on the first day of each calendar month thereafter in which such default
continues pursuant to subsections 345 (1 ), (2) and (3) of the Municipal Act2001,
S.O. c.25 as amended. The Treasurer shall collect by distress or otherwise under
the provisions of the applicable statutes all such taxes, assessments, rents, rates or
instalments or parts thereof as shall not have been paid on or before the several
dates named as aforesaid, together with the said percentage charges as they are
incurred pursuant to sections 349, 350 and 351 of the Municipal Act 2001, S.O.
c.25 as amended.
31
By-law No.
Page 3
11.
In the case of taxes payable in respect of assessments made under Sections 33 and
34 of the Assessment Act, R.S.O. 1990, c.A.31, as amended, the late payment
charge of one and one-quarter percent for non-payment of taxes and monies
payable as taxes shall be added as a penalty to every tax so payable remaining
·
unpaid on the first day after twenty-one days from the date of mailing by the
Treasurer of a demand for payment thereof and on the first day of each calendar
month thereafter in which default continues pursuant to subsections 345 (1), (2) and
(3) of the Municipal Act 2001, S.O. c.25 as amended. It shall be the duty of the
Treasurer immediately after the expiration of the said twenty-one days to collect at
once by distress or otherwise under the provisions of the applicable statutes, all
such taxes as shall not have been paid on or before the expiration of the said
twenty-one day period, together with the said percentage charges as they are
incurred pursuant to sections 349, 350 and 351 of the Municipal Act2001, S.O.
c.25 as amended.
12.
Nothing herein contained shall prevent the Treasurer from proceeding at any time
with the collection of any rate, tax or assessment, or any part thereof, in accordance
with the provisions of the statutes and By-laws governing the collection of taxes.
13.
Where tenants of land owned by the Crown or in which the Crown has an interest
are liable for the payment of taxes and where any such tenant has been employed
either within or outside the municipality by the same employer for not less than thirty
days, such employer shall pay over to the Treasurer on demand out of any wages,
salary or other remuneration due to such employee, the amount then payable for
taxes under this By-law and such payment shall relieve the employer from any
liability to the employee for the amount so paid.
14.
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 Council for the Corporation of the City of Pickering that
all remaining sections and portions of this By-law continue in force and effect.
15.
That this By-law is to come into effect on the 1st day of January, 2015.
By-law passed this 19th day of January, 2015.
David Ryan, Mayor
Debbie Shields, Clerk
32
Report to
Executive Committee
Report Number: FIN 03-15
Date: January 12, 2015
From:
Paul Bigioni
Director, Corporate Services & City Solicitor
Subject:
Tender I Contract Approval
- Approvals During Council Recess 2014
Recommendation:
1.
That Report FIN 03-15 of the Director, Corporate Services & City Solicitor regarding
tender and contract approvals during Council Recess be received; and,
2.
That Council pass a resolution ratifying the approval of the Tenders and Contracts by
the Chief Administrative Officer during Councils' recess being, Tender No. T-16-2014,
Brick Cladding & Masonry Repairs, Quotation No. Q-42-2014 One New Latest Model
Year, Four Wheel, Pure Vacuum Multi Functional Street Sweeper, and Quotation No.
Q-51-2014, Seniors and Person with Disabilities Snow Clearing Program.
Executive Summary:
Council is required to approve contracts awarded by the Chief
Administrative Officer during recesses of Council. The tender and contract approvals
contained in this report were approved by the Chief Administrative Officer during Council's
recess this year. They met the City's Purchasing Policy and were within the approved
Budget.
Financial Implications: The capital projects listed and described in this report are
being funded from various sources as approved by Council in the Capital Budget. The
service program for snow clearing will be funded from property tax, as approved in the
2014 current budget and the proposed 2015 current budget.
No. T-16-2014
No. Q-42-2014
No. Q-51-2014
Net Project Costs under (over) Approved Funds
Net Project Costs under (over) Approved Funds
Net Project Costs under (over) Approved Funds
$95,000.00
$51,422.00
$
546.00
33
Report FIN 03-15
Subject: Tender/Contract Approval
Council's Recess 2014
January 12, 2015
Page 2
Discussion:
Purchasing Policy Item 07 authorizes the Chief Administrative Officer to
act on behalf of Council in approving an award of a project, and the Treasurer is
authorized to approve financing for same, during any recess, break or absence of City
Council, on the condition that:
(a)
The project is in a budget approved by Council;
(b)
Such actions are in compliance with the Purchasing Policy and the Financial
Control Policy;
(c)
The project is not debt financed; and
(d)
. A report respecting those approvals is subsequently submitted to Council.
The circumstances were such that two quotations and one tender required approval by the
Chief Administrative Officer during Council's 2014 recess. It is recommended that Council
receive this Report for information and ratify the approval of Tender No. T-16-2014, Brick
Cladding & Masonry Repairs, Quotation No. Q-42-2014, One New Latest Model Year,
Four Wheel, Pure Vacuum Multi Functional Street Sweeper, and Quotation No. Q-512014, Seniors and Person with Disabilities Snow Clearing Program.
Therefore, pursuant to the Purchasing Policy, the following was approved by the Chief
Administrative Officer during the "recess" of Council.
Tender No. T-16-2014 Brick Cladding & Masonry Repairs
The low bid submitted by Brook Restoration Ltd. for Tender No. T-16-2014 in the amount
of $128,946.45 (HST included) be approved.
Financial Implications:
1. Tendered Amount
Tender No. T-16-2014
HST13%
Total
34
$114,111.90
14,834.55
$128,946.45
Report FIN 03-15
Subject:
2.
Tender/Contract Approval
- Council's Recess 2014
Page 3
Estimated Project Cost Summary
Tender Amount T-16-2014
Miscellaneous Costs
Consulting Fees
Project Contingency
Total Project Costs
HST (13%)
Total Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
3.
January 12, 2015
Central Library
$79,559.00
3,486.00
17,430.00
13,944.00
114,419.00
14,874.00
129,293.00
(12,861.00)
Civic Complex
$34,553.00
1,514.00
7,570.00
6,056.00
49,693.00
6,460.00
56,153.00
(5,585.00)
$114,112.00
5,000.00
25,000.00
20,000.00
164,112.00
21,334.00
. 185,446.00
(18,446.00)
$116.432.00
$50,568.00
$167.000.00
Approved Source of Funds
Civic Complex and Library Capital Budget
Location
Library
Civic
Complex
Project Code
5800.1406.6181
5800.1406.6181
5700.1401.6250
Source of Funds
Internal Loan 5 year
Property Taxes
Prov. Grant- Invest
in Ontario
Total Funds
!Project Cost under (over) approved funds by
Budget
$192,000.00
0.00
70,000.00
Required
$116,000.00
432.00
50,568.00
$262,000.00
$167.000.00
$95,000.00
Quotation No. Q-42-2014 Supply and Delivery of One New Latest Model Year, Four
Wheel, Pure Vacuum, Multi-Functional Street Sweeper
The Quotation No. Q-42-2014 in the amount of $276,035.38 (HST included) submitted by
Amaco Construction Equipment Inc. be accepted;
Financial Implications:
1. Quotation Amount
Quotation No. Q-42-2014
HST 13%
Total
$244,279.10
31,756.28
$276.035.38
35
Report FIN 03-15
January 12, 2015
Subject: Tender/Contract Approval
- Council's Recess 2014
Page 4
2. Estimated Project Cost Summary
Quotation No. Q-42-2014
Four Wheel, Pure Vacuum, MultiFunctional Street Sweeper
$244,279.00
HST 13%
Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
31,756.00
276,035.00
(27,457.00)
$248.578.00
IProject Cost under (over) approved funds by
3.
$51,422.00
Approved Source of Funds
Four Wheel, Pure Vacuum, Multi-Functional Street Sweeper
Description
Quotation No.
Q-42-2014
Account Code Source of Funds
5320.1403.7610 RF-DC Roads
& Related
5320.1403.7610 Rate
Stabilization
Reserve
Total Funds
Budget
Required
$270,000.00
$223,720.00
30,000.00
24,858.00
S3oo!ooo.oo
S248!578.0Q
Quotation No. Q-51-2014 Seniors and Persons with Disabilities Snow Clearing
Program
The low quotation submitted by Gray's Landscaping & Snow Removal Inc. for Quotation
No. Q-51-2014 for Year 1 of the 3-year Seniors and Persons with Disabilities Snow
Clearing Program in the amount of $11,701.72 (HST included) be approved.
Financial Implications: . Quotation Amount
Quotation No. Q-51-2014, Year 1
(per snow clearing and salting service)
HST 13%
Total
(12 callouts X $11,701.72 = $140,421.00)
36
$10,355.50
1,346.22
$11!701.72
Report FIN 03-15
Subject:
January 12, 2015
Tender/Contract Approval
- Council's Recess 2014
Page 5
1. Estimated Project Cost Summary
Quotation No. Q-51-2014
Seniors and Person with Disabilities Snow
Clearing Program, Year 1 (based on 12
call outs)
HST 13%
Gross Project Cost
HST Rebate (11.24%)
Total Net Project Cost
$124,266.00
16,155.00
140,421.00
(13,967.00)
$126.454.00
!Project Cost under (over) approved funds by
2.
$546.00
Approved Source of Funds
Seniors and Persons with Disabilities Snow Clearing Program
Description
No. Q-51-2014
Seniors and
Persons with
Disabilities Snow
Clearing Program
Account Code
Source of Funds
Budget
Required
2132.2482.0000
Property Taxes
$127,000.00
$126,454.00
,Total Funds
$127!000.00 $126A54.oo
Based on the results of the quotation, the anticipated number of clearings required in Year
1, and the expansion of the program to 440 participants, the 2015 Current Budget will
reflect a cost of $127,000.00 for this program.
Attachments:
1.
2.
3.
4.
5.
6.
7.
Supply & Services Memorandum dated August 6, 2014
Culture & Recreation Memorandum dated August 15, 2014
Supply & Services Memorandum dated October 2, 2014
Engineering & Public Works Memorandum dated October 8, 2014
Supply & Services Memorandum dated October 30, 2014
Supply, & Services Memorandum dated October 31, 2014
Engineering & Public Works Memorandum dated November 4, 2014
37
Report FIN 03-15
Subject:
January 12, 2015
Tender/Contract Approval
- Council's Recess 2014
Page 6
Approved/Endorsed By:
Vera A. Felgemacher
C.P.P., CPPO, CPPB, C.P.M.,CMM Ill
Manager, Supply & Services
Division Head, Finance & Treasurer
Recommended for the consideration
of Pickering City Council
J)u:_ . t 'f,
Tony Prevedel, P.Eng.
Chief Administrative Officer
38
Z.o t4
('.
(.1lfi
CULTURE & RECREATION DIVISION
::; f
RECEIVED
FiLE NO.
v.-.r
CAO
To:
Marisa Carpino
Director, Culture & Recreation
CUL & REC
MPE
MPE OPS CENTRE
FAC OPERATIONS
C&R SUPERVISORS
From:
Vera A. Felgemacher
Manager, Supply & SeiVices
CopY:
Manager, Facilities Operations
Subject:
Tender No. T-16-2014
Tender for Brick Cladding and Masonry Work
- File: F-5400-001
.
.
I .
I'
courJCtL
CLERK
August 6, 2014
COti;. SERVICES
HUMAN RESOURCES
LEGAL
OFFICE SUSTAIN
PLAN &DEV
.
~
Tenders have been received for the above project. An aqvertisement was placed fn the. Daily
Commercial News and on the City's website inviting companies to download the tendering
documents for the above mentioned tender. A mandatory site visit was held on Thursday, July 24,
2014. Six companies attended the site visit of which five bidders submitted a tender.
·A copy of the Record of Tenders Opened and Checked used at the public tender opening is
attached. Tenders shall be irrevocable for 90 days after the official closing date and time.
Purchasing Policy No. Pl)R 010-001, Item 13.03 (r) provides checking tendered unit prices and
extensions. Unit prices shall govern and extensions will be corrected accordingly, which has been
done.
·
All deposits other than the low three bidders may be returned to the applicable bidders as provided
for by Purchasing Procedure No. PUR 010-001, Item 13.03(w). Three (3) bids have been retained
for review at this time.
Copies of the tenders are attached for your review and you will see Unit Prices for Additional Work
are shown in Table 1, Table 2, Table 3 and Table 4.
Summary
Harmonized Sales Tax Included
Bidder
Brook Restoration Ltd.
Clifford Restoration Limited
Colonial Building Restoration
Wall Savers Ltd.
LOMAX Management Inc.
Total Tendered Amount
Total Tendered Amount
Base Bid$
Optional Price $
After
After
Calculation
Calculation
Check
Check
89,901.56
89,901.56
39,044.$9
39,044.89
99,948.50
99,948.50
43,674.50
43,674.50
124,808.50
124,808.50
51,132.50
51,132.50
133,624.76
90,927.71
133,624.76
90,711.88
Automatic rejection - substitution for Agreement to Bond in
the form of a certified cheque, bank draft or money order or
irrevocable letter of credit were not provided. Reference:
Purchasing Policy No. PUR 010, Item 23.02- 10 (c).
Information to Bidders Item 9, 12, 26, 27, 28, 55, Tendering
Specifications Item 8 and 9.
.
39
.Pursuant to Information to Bidders Item 29, the following will be requested of the low bidder,
Brook Restoration Ltd. for your review during the evaluation stage of this tender call, subject to
your request. Please advise if you would like us to proceed with this task.
(a)
(b)
(c)
·(d)
(e)
(f)
(g)
a copy of the currently dated and signed Health & Safety Policy to be used on this
p~e~
.
a copy of the current Workplace Injury Summary Report is$ued by Workplace Safety &
Insurance Board (in lieu of the Workplace Injury Summary Report document, ·a copy of
the current CAD 7, NEER, or MAP reports may be submitted);
a copy of the current Certificate of Clearance issued by Workplace. Safety & Insurance
Board;
Copies of Ontario Ministry of Labour, Health and Safety Awareness Training certificates
for every worker and supervisor who will be working on this project;
the City's certificate of insurance completed by the. bidder's agent, broker or insurer;
list of Sub-Contractors in accordance with General Conditions Item 30; and
Waste Management Plan to be used on this project in accordance with Tendering
Specifications Item 22.
·
WSP Canada Inc. as the consultants on this project will be reviewing submissions and making
recommendations to you. The consultant sho.uld also review carefully all submittal information
based on tendering instructions. If the consulta11t notices any infractions or information missing.
during the evaluation, please contact a member of Supply & Services as soon as possible.
In accordance with Purchasing Policy Item 06.04, the authority for the dollar limit as explained
below excludes HST.
In accordance livitli Purchasing Policy Item 06.12 where the compliant quotation or tender
meeting specifications and offering best value to the City is acceptable and the estimated total
purchase price is over $75,000 and up to $125,000, the Manager may approve the award,
subject to the approval of the Director, Treasurer and the·CAO.
·
As such, the low bid submitted by Bro9k Restoration Ltd. for the base bid of $79,558.90 and the
optional price of $34,553.00 for a sub total of $114,111.90 plus HST may be approved by the
Manager for this dollar limit, subject to the approval of the Director, Treasurer and the CAO.
Please include the following items in your memorandum:
1.
2.
3.
4.
5.
6.
7.
if Items (a) through (d) noted above are acceptable to the Co-ordinator, Health & Safety;
if the Certificate of Insurance is acceptable to the Manager, Budgets & Internal Audit;
if the list of subcontractors is acceptable;
if the Waste Management Plan is acceptable;
any past work experience with the low bidder Brook Restoration Ltd. including work
location; .
·
without past work experience, if reference information is acceptable;
the _appropriate account number(s) to which this work is to be charged;·
August 6, 2014
Tender No. T-16-2014
Tender for Brick Cladding and Masonry Repairs
40
Page 2
he budget amount(s) assigr,_J thereto;
Q.
·i reasurer's confirmation of funding;
10.
11.
related departmental approvals; and
related comments specific to the project.
An approved requisition will also be required.
Please do not disclose any information to enquiries except yo.u can direct them to the City's
website for the unofficial bid results as read out at the public tender opening. Bidders will be
advised of the outcome in due course.
If )10U require furtlier: information, please feel free to contact me or a member of Supply &
Set"ices.
J,
0
L\
)!\
\ "o--...
VAF /
Attachments
August 6, 2014
Tender No. T-16-2014
Tender for Brick Cladding and Masonry Repairs
Page 3
41
City ot Pickering
Record of Tenders Opened and Checked
Brick Cladding & Masonry Repairs
T-16-2014
Tender Description:
Tender No.:
Date:
Time:
Bidder Name·
Brook Restoration
~e~nesday,August6,2014
Approx. 2:15 pm Local Time
Attended
Mandatory
Site Visit
yes
·Clifford Restoration
yes
Colonial Building.
Restoration
yes
Bid
Deposit
LOMAX
Management Inc.
yes
yes
to
Bond
lo
IO o
g~
I; f)
815
lofo
· I 0 fo
6
Total Tendered
Amount
Base Bid
..
v
(Ofo
~36
Wall Savers Ltd.
Agre~ment
$
81 qo f. s fa .
.
/
.v
$ Uj·qf
"/
$
v
$ 1
q L/8· <;o
I'2- l.f.t !JOB 5o
:ss "2-~r7 ~
. I
....
i'v'O
?Mh'1··.fvhvt~ $
r~·kv ~v
'c;,miu
~Ltf..l,.,A
IIVll
Total Tendered ·
Amount
Optional Price
Bidder
Sign In
·-v
.--
$ SCfl OLf· L(-lYc.r
---,.__
/~ .,
$. ~rb 7Lf .So ~(]
...,./
v
$ '3~ 1
.__...
\3,2_·SD
-
$ C( 0I 4.2-7·:; I
$
1,
Comments
a.....--
~~tLttL.
4w~~·
../
...
Other
The information is strictly preliminary, pending review and verification of conformance to _terms, conditions and
specification~.
To update
FO I L(C/2-uL .iA~rrtdc_oY<--
Table 1.. Tender Amount
Tender Amount
HST (13%)
· Gross Tendered Cost
DMt
114,111.90
14 834.55
128,946.45
Table 2 Estimated Project Cost Summary
Central Library
Tender Amount T-16~2014
Civic Complex
Total
114,112.00
79,559.00
34,553.00
Misc. Costs
Consulting Fees
Project Contingency
Total Project Costs
HST (13%)
3,486.00
17,430.00
13 944.00
114,419.00
14 874.00
1,514.00
7,570,00
6 056.00
49,693:oo
6 460.00
5,000.00
25,000:00
20 000.00 .
164,112.00
21 334.00
Gross Project Cost
129,293.00
56,153.00
185,446.00
(12,861.00)
(5,585.00)
(18,446.00)
116,432.00
50,568.00
167,000.00
· HST Rebate (11.24%)
Net Project Cost
Recommendation 3
That the Division Head; Finance & Treasurer be authorized to finance the project in the amount of $167,000.00 as follows:
.(
a) the the sum of $116,000.00 by undertaking a five-year internal loan at a rate to be determined for the Central Library component;
b) the balance of $432.00 to be funded from property taxes for the CentraJ Library component;
c) the sum of $50,568.00 t~? be funded from Provincial Grant-Investing i!l Ontario for the Civic Complex component;
J:\FINANCE\A-1300 Staff Committees and Meetings\SFAD\2014 Reports\T-16-2014 l-iST Template
,Memo
To:·
Tony Prevedel
Chief Administrative Officer
From:
Marisa Carpino
Director, Culture & Recreation
Copy:
Subject:
Director, Corporate Services & City Solicitor
Division Head, Finance & Treasurer
Chief Administrative Officer, Pickering Public Library
Manager, Facilities Operations
Manager, Supply·& Services
(Acting) Supervisor, Facilities Operations
August 15, 2014
RECESVED
CITY OF PICI<ER~NG
AUG 1 B 2014.
SUPPLY AND SERVICES
Tender No. T-16-2014 -·
Brick Cladding & Masonry Repairs
- File: A-1440-001-14
Overview: The Brick-Cladding & Masonry Repairs at the Central Library and at the Civic Centre
were approved in the 2014 Capital Budget in the amount of $192,000.00 and $70,000.00
respectively.
·
Bids have been received and acceptance of the low bid submitted by Brook Restoration Ltd. in the
amount of $128,946.45 (HST included) is recommended.
In accordance with Purchasing Policy Item 06.12, where the compliant quotation or tender
meeting specifications and offering best value to the City is acceptable, and the estimated total
purchase price is over $75,000.00 and up to $125,000.00, the Manager may approve the award
. subject to the approval of the Division Head, Finance & Treasurer and the GAO.
Recommendation:
44
1.
That Tender No. T-16-20_14 submitted by Brook Restoration Ltd. in-the amount of
$128,946.45 (HST included) be accepted;
2.
That the total gross project cost of $185,446.00 (HST included) and a net project cost of
$167,000.00 (net of HST.rebate) be approved;
·
3.
That the Division Head, Finance & Treasurer be authorized to finance the project in the
amount of $167,000.00 as-follows:
(,
a. the sum of $116,000.00 by undertaking a five-year internal loan at a rate to be
determined for the Central Library component;
b. the balance of $432.00 to be funded from property taxes for the Central Library
component;
c. the sum of $50,568.00 to be funded from Provincial Grant-Investing in Ontario for
the Civic Complex component.
4.
Further that the appropriate City of Pickering officials be authorized to take necessary action
to give effect thereto.
.
r
Executive Summary:
The Central Library and Civic Complex, built in 1990, had remedial exterior envelope repairs
·completed in 2013 as Phase One of the recommended work identified in the Genivar Inc.
consultants report dated October 14, 2011. Phase Two of the work was approved in the 2014
Capital Budget and was scheduled to be completed in the late summer of 2014. This Tender No.
T-16-2014 will complete the outstanding work and complete the remedial work identified in the
original report.
Bids have been received and acceptance of the low bid in the amount of $128,946.45 (HST
included) submitted by Brook Restoration Ltd. is recommended.
Financiat··tmplications:
1. Tender Amount
$114,111.90
14,834.55
128,946.45
T-16-2014
HST 13%
Total
2.
Estimated Project Cost Summa
Tender Amount T-16-2014
Miscellaneous Costs
Consulting Fees
Project Contingency
Central Library
$ 79,559.00
. Civic Complex
$ 34,553.00
3,486.00
17,430.00
13,944.00
1,514.00
$
$ . 7,570.00
$• 6,056.00
$
$
$
$ 114,112.00
$
$
$
5,000.00
25,000.00
20,000.00
49,693.00
6,460.00
56,153.00
(5,585.00}
$ 164,112.00
$50,568.00
$167,000.00
August 15, 2014
Tender No. T-16-2014
Brick Cladding & Masonry Repairs at the Central Library & Civic Complex
Page 2
Total Project Costs
. HST (13%)
Total Gross Project Cost
HST Rebate (11.?4%)
Total Net Project Cost
$ 114,419.00
14,874.00
$ 129,293.00
(12,861.00}
$116,432.00
$
$
21,334.00
$ 185,446.00
(18,446.00}
45
3.
Approved Source of Funds
Civic Complex and Librar Capital Bud et
Location
Project Code
Source of Funds
Budget
Library
5800.1406.6181
lnterna.l Loan 5 year
$192,000.00
$116,000.00
5800.1406.6181
Property Taxes
$0.00
$432.00
5700.1401.6250
Prov. Grant- Invest
in Ontario
$70,000.00
$50,568.00
$262,000.00
$167.000.00
Civic
Complex
Total Funds
IProject Cost under (over)
approved funds by
Required
$95,000.ool
Discussion:
The Brick Cladding & Masonry Repairs at the Central Library & Civic Complex were approved in
the 2014 Capital Budget in the amount of $192,000.00 and $70,000.00 respectively. This project·
is Phase Two of the project. Phase One was completed in 2013.
The Central Library and Civic Complex, built i.n 1990,,have both experienced masonry problems in
the form of delamination of the through wall flashing at !,ower roof/exterior wall interfaces and
around windows. Localized mortar joint repairs, precast stone masonry unit repairs and sealant
· replacement are also needed to resolve these issues and prevent continuing deterioration.
The City of Pickering retained the ·services of Genivar Inc. to complete an Exterior Wall
Investigation and received their rep~rt dated October 14, 2011. · After reviewing the report, staff
accepted the recommendation of Genivar Inc. (now known as WSP Canada Inc.) to implement a
phased repair of the areas identified in the report. Phase One was successfully completed in
2013. The remaining work, identified as Phase Two, formed the scope of work ofTenderT-162014 ..
Bids have been received to the tendering call, which closed on Wednesday, August 6, 2014 for
the Brick Cladding & Masonry Repairs at the Central Library & Civic Complex. An advertisement
Was placed rn.the Daily Commercial News and on the City's website. A mandatory site visit was
held on Thursday, July 24, 2014 and six bidders attended of which five bidders responded and
submitted a tender for this project. The low bid was submitted by Brook Restoration Ltd.
August 15, 2014
Tender No. T-16-2014
Brick Cladding & Masonry Repairs at the Central Library & Civic Complex
46
Page 3
The Health and Safety Policy, Ministry of Labour Awareness Training, Clearance Certificate
issued by the Workplace Safety and Insurance Board (WSIB), and a current WSIB Workplace·
Injury Summary Report, as submitted by Brook Restoration Ltd. have been reviewed by the
Coordinator, Health & Safety and are deemed acceptable. The Certificate of Insurance has been
reviewed by the Manager, Budgets & Internal Audit and is deemed acceptable. In conjunction with
staff's review of the contractor's previous work experience, check of references and bonding
available on this project, the tender is deemed acceptable.
Upon careful examination of all tenders and relevant documents received, the Culture &
Recreation Department recommends the acceptance of the low bid submitted by Brook
Restoration Ltd. for Tender No. T-16-2014 in the amount of $128,946.45 (HST included) and that
the total net project cost of $167,000.00 be approved.
Attachments:
1.
Supply & Services Memorandum dated August 6, 2014
August 15, 2014
Tender No. T-16-2014
Brick Cladding & Masonry Repairs at the Central Library & Civic Complex
Page 4
47
(
Approved/Endorsed By:
Prepared By:
J.DrJj$)
Brian
Manager, ·Facilities Operations
Marisa Carpino, MA
Director, Culture & Rec .e
VeraA. Felgemacher
. C.P.P., CPPO, CPPB, C.P.M., CMM Ill
Manager, Supply & Services
Stan Karwow~ki, MBA, CPA, CMA
Division Head, Finance & Treasurer
Caryn Kong, CPA, CGA
Senior Financial Analyst- Capital
& Debt Management
/l~;
4 /}
/' I
?u2
./
·
!
•I
•
Paul Bigioni
Director, Corporate Services & City
·
Solicitor
:me
Approval
~
11
r......u.a.
18 , '..,--'ot.4..,
Tony Prevedel, P.Eng.
Chief Administrative Officer
(.
August 15, 2014
Tender No. T-16-2014
Brick Cladding & Masonry Repairs at the Central Library & Civic Complex
48
Page 5
/,,TTACHMENT#-l..._ TO REPORT#.£i...ty 0"0- tt;;
Memo
To:
Richard Holborn
Director, Engineering & Public Works
From:
Vera A. Felgemacher
Manager, Supply & Services
Copy:
Bob Kuzma
Supervisor, Public Works Administration
Subject:
Quotation No. Q-42-2014
Quotation for Supply and Delivery of One New Latest Model Year, Four Wheel, Pure
Vacuum, Multi Functional Street Sweeper
·
Closing Date: August 26, 2014
- File: F-5300-001
October 2, 2014
Further to the memo dated September 2, 2014, .four quotations proceeded to Stage II of the
evaluation process.
Stage II consists of a scoring on the basis of the Rated Criteria. Subject to the Terms of Reference
and Governing Law, the top-ranked respondent as established under the evaluation will be selected
to enter into a contract for the provision of the Deliverables.
An Evaluation Committee meeting was held by Public Works staff on Monday, September 29, 2014
and each member of the Evaluation Committee has completed evaluating the two quotations. A
combined average score for each quotation was determined, completing Stage II of the evaluation
process.
Amaco Construction Equipment Inc. is the highest ranking respondent. The total purchase price is
$244,279.10, HST extra.
In accordance with Purchasing Policy Item 06.12 where the compliant quotation or tender meeting
specifications and offering best value to the City is acceptable and the total purchase price is over
$125,000, the Manager may approve the award, subject to the approval of the Director, Treasurer
GAO and Council.
An approved "on-line" requisition will be required to proceed after receiving requisite approvals
noted above.
Please do not disclose pricing to enquiries. Calls can be redirected to Supply & Services.
Respondents will be advised of the outcome in due course. If you require further information or
assistance, please contact me or a member of Supply & Services.
VAF/jg
Attachments
49
Tony Prevedel
Chief Administrative Officer
To:
, Com Serv
Council
Directors
From:
Richard Holborn
Director, Engineering & Public Works
I
C&R
Eng. Services
1-1-S_M_T_ _ _-+,--~._0-'-p_er_&_Fa_:.c_~
1-1-C_Ie_rk_ _ _ _L.-.l.!~r;:r Services
Fire
' . 1 Office Sustain
Copy~
Division Head, Finance & Treasurer
Human Res
·Pian & Dev
~-----~~~~~~~-~
Manager, Supply & Services
Legal & LS
(Acting) Manager, Operations & Fleet Serv~ic-es~.; ;.: .~~;:;.__..~...-.~.-_ ___..._...J
Supervisor, Public Works Administration
Subject:
Quotation No. Q-42-2014
Quotation for the Supply and Delivery of One New Latest Model Year, Four Wheel, Pure
Vacuum, Multi-Functional Street Sweeper
File: A-1440
Overview: The supply and delivery of a new Street Sweeper was approved by Council in the
2014 Roads Capital Budget.
Two quotations were .received and the highest ranking respondent Am aco Construction Inc. in the
amount of $244,279.10 (HST extra) is recommended; in accordance with Purchasing Policy, Item ·
06.12, where the compliant quotation or tender meeting specifications and offering best value to
the City is acceptable and the estimated purchase price is over $125,000 the Manager, may
approve the award, subject to the approval of the Director, Treasurer, CAO and Council.
Recommendation:
1.
That Quotation No. Q-42-2014, in the amount of $276,035.38 (HST included) submitted by
Amaco Construction.Equipment Inc. be accepted;
2.
That the total gross project cost of $276,035.00 (HST included) and the total net project cost
of $248,578.00 (net of HST rebate) be approved;
3.
That the Division Head, Finance & Treasurer be authorized to fund the project as follows;
a)
4.
That the sum of $248,578.00 (including net HST) be funded from the Rate Stabilization
reserve (10%) and the DC Roads & Related reserve (90%) as identified in the 2014
Roads Capital budget; and
That the appropriate City of Pickering officials be authorized to take necessary action to give
effect thereto.
Financi.~Lhrm.Uc.aJi.o.ns~------ ----------~------1. Re uest fo:r,:Quotatrohs Amount
'
Quota~fOn·N·p;:Q-42-2014
·:'c'"<·;;,;::,
Four Wheei,~~Ptlre-Vacuum-,- MtJiti-FtJnctiq~al
Street i3.'«& ~P~C _ ___ .
.
_ _' __ ~ ~
HST
$244,279.10
31,756.28
13%------~
$276.035.38
Gross Quotation Amount
2. Approved Source of Fund~
Four Wheel, Pure Vacuum, Multi-Fun_ctional Street Swee er
9~~<?-~iption
Account Gq_q~
Source of Funds
Budget
Required
RF DC-Roads &
Related
$270,000.00
$223,720.00
Rate Stabilization
Reserve
30,000.00
2_4,858.00
·$300.000.00
$248.578.00
-.
Four wileel;·15-ure·-----------------·· Vacuum, Multi-Fun~tional 5320.1403.7610 ·
Street Sweeper
5320.1403.7610
Total Funds
3. Estimated Pro'ect Cost Summar
Quotation No. Q-42-2014
Four Wheel, Pure Vacuum, Multi-Functional
Street Sweeper
HST 13%
Gross Project Cost
HST Rebate (11.24%)
Net Project Cost
!Project Cost under (over) approved funds by
$244,279.00
31,756.00
276,035.00
(27,457.00)
$248.578.00
$51,422.001
Discussion: A new, Four Wheel, Pure Vacuum, Multi-Functional Street Sweeper was identified
and approved in the 2014 Roads Capital Budget. Specifications for this purchase were based on
efficient and effective street sweeper technologies. An advertisement was placed on the. City's
website inviting companies to download the quotation document. Two companies responded by
the closing date and time.
October 8, 2014
Quotation No. Q-42-2014
Four Wheel, Pure Vacuum, Multi-Functional Street
Sweeper
Page 2 of 4
51
An Evaluation Committee consisting of Engineering & Public Works staff met on· September 29,
2014 where each committee member evaluated the two quotations. A Combined average score
for each quotation was determined as part of Stage II of the evaluation process.
After careful review of all submissions received, the Evaluation Committee and the Engineering &
Public Works Department recommends acceptance of the quotation submitted by Am aco
Construction Equipment in the amount of $276,035.38 (HST included), and that the total net cost
for this quotation in the. amount of $248,578.00 (including net HST) be approved.
In accordance with Purchasing Poficy Item 07.01, the Chief Administrative Officer is authorized to
act on behalf of Council in approving an award of a project, and the Treasurer is authorized to
approve financing for same, during any recess, break or absence of Council on conditions that
have been met for this project.
Attachments:
1.
.
11
1
Supply & Services Memorandum dated OCtober 2, 2014
Prepared By:
Approved/Endorsed By:
Bob l;(u.,ima, CSCMP, A.M.C.T.
Sup~rvisor, Public Works Administration
Richard Holbprn, P. Eng.
·
DirjZttor,
Engineering & Public Works
/
.
.._//
/
Stan Karwowski, MBA CMA~......-::-·
Division Head Finance &Treasurer
,/
p./
·:>-..
----.f--r-"'t;.-""
---
2
""t>vera A Felgemactrer·-.~-<~·~<"-C.SCMP, CPPO, CPPB, C.P.M., CMM Ill
Manager, Supply & Services
October 8, 2014
Quotation No. Q-42-2014
Four Wheel, Pure Vacuum, Multi-Functional Street
Sweepw
Page 3 of4
Approva~.. ·
-~
Tony Prevedel, P.Eng.
Chief Administrative Officer
October 8, 2014
Quotation No. Q-42-2014
Four Wheel, Pure Vacuum, Multi-Functional Street
Sweeper
Page 4 of 4
53
Memo
To:
Richard Holborn
Division Head, Engineering & Public Works
From:
Vera /J:... Felgemacher
Manager, Supply & SeNices
Copy:
(Acting) Manager, Municipal Operations & Fleet Services
Subject:
Quotation No. Q-51-2014
Seniors and Persons with Disabilities Snow Clearing Program
Closing Date: October 21, 2014
- File: F-5300-00 1
October 30, 2014
Quotations have been received for the above project. An advertisement was posted on the City's.
website inviting companies to download the quotation document. One post closing addendum
was issued. Two companies submi.tted a quotation for this work.
There are 2 stages in the evaluation process which are outlined in Part 2- Evaluation of
Quotations of the quotation document.
Stage I, determines which submissions satisfy all the mandatory requirements and provides the
companies the opportunity to rectify any deficiencies. None were required. Two quotations will
proceed to Stage II which consists of scoring each qualified quotation on the basis of the rated
criteria outlined in Part 2 of the quotation document.
Health & Safety documentation h·as been reviewed by the Coordinator, Health & Safety and a
score out of 8 points has been applied to the evaluation form. Insurance documentation has
been reviewed by the Manager, Budgets & Internal Audit and a score out of 2 points has been
applied to the evaluation form. Pricing has been evaluated and a score out of 30 points has
been applied to the evaluation form.
·
Please refer to Part 2, Item 2.2.4, Page 6 for instructions on how each of the quotations are to
be evaluated by the Evaluation Committee mempers.
The following list of attachments has been provided to assist the committee members in
completing the evaluations:
1.
2.
3.
4.
Stage II- Evaluation of Rated Criteria;
Evaluation Form (to be used by Evaluation Committee Members);
Copies of the quotations received; and
Copy of Request for Quotation Document.
Please co-ordinate an appropriate date and time to arrange a meeting for the evaluation
committee. Each member should review the submissions carefully according to the criteria
before the meeting time.
54
Request for Quotation for Seniors and Persons with Disabilities Snow Clearing Program
Q-51-2014
Stage II - Evaluation of Rated Criteria
Stage II will consist of a scoring on the basis of the Rated Criteria. Subject to the Terms of Reference
and Governing Law, the top-ranked respondent as established under the evaluation will be selected ·
to enter into a contract for the provision of the Deliverables. The selected respondent will be expected
to enter into a contract within the tim.eframe specified in the selection notice. Failure to do so may,
among other things; result in the disqualification of the respondent and the selection of another
respondent, or the cancellation of the RFQ.
The following is an overview of the categories and weighting for the rated criteria of the RFQ.
2.2
Mandatory Requirements
2.2.1 Submission and Rectification Date
Other than inserting the information requested on the mandatory submission forms set out in the
quotation, a respondent may not make any changes to any of the forms. Respondents submitting
quotations that do not meet the mandatory requirements will be provided an opportunity prior to the
Rectification Date to rectify any deficiencies.
2.2.2 Quotation Form
Each quotation must include a Quotation Form (Appendix B) completed and signed by the
respondent.
·
2.2.3 Other Mandatory Criteria
The Company shall submit a list of tentative sub-contractors (Appendix G) that may be used to
supplement their own forces in performance of the work. The City reserves the right to review and
approve each sub-contractor. Sub-contractors not approved by the City will not be permitted to
perform work on City property in fulfillment of this Contract.
The Company shall submit the following documents with their quotation submission:
(a)
(b)
(c)
(d)
(e)
a copy of the City's Health & Safety Policy Regulations form currently signed and
·
dated (form attached);
a copy of the current Workplace Injury Summary Report issued by Workplace Safety &
Insurance Board (in lieu of the Workplace Injury Summary Report, a copy of the
current CAD 7, NEER, or MAP reports may be submitted);
a copy of the current Certificate of Clearance issued by Workplace Safety & Insurance·
Board;
Provide a signed and dated Ministry of Labour- Worker/Supervisor Safety Awareness
training certificate (information regarding this request is available at
http://www.labour.gov.on.ca/english/hs/training/index.php); and
a certificate of insurance completed by the Company's agent, broker or insurer (City
form is attached).
2.2.4 Rated Criteria
· Price and Non-Price Factors
55
Stage II will consist of an evaluation of the quotation to determ1n_e the high score based on the
following criteria:
.Rated Criteria Category·
..·.Weighting .
·· (Points) · .·
Price
30
Vehicles and Equipment
10
Reference Checks
10
Health & Safety Documentation
10
Total Points
60
Price Evaluation = 30 Points
Each respondent will receive a percentage of 30 of the total possible points allocated to the price
by dividing that respondent's average total- Appendix B, Schedule A (Year 1 +Year 2 +Year 3)
plus Average Total- Appendix 8, Schedule 8 (Year 1 +Year 2 +Year 3) from the lowest
Average Total- Appendix 8, Schedule A (Year 1 +Year 2 +Year 3) plus Average Total
Appendix B, Schedule B (Year 1 +Year 2 +Year 3) submitted by any respondent and multiplying
by the total available points allocated to Price.
In the event of a tie score, the selected respondent will be determined in accordance with the
City's Purchasing Procedures.
Vehicles and Equipment= 10 Points
All proposed vehicles and equipment to be used on this project as stated in Appendix D- Vehicle .
and Equipment List are considered acceptable to the City. Lower scores will be assigned to
Companies relying on aged equipment, or lacking the diversity of equipment required to best
perform the full scope of work identified herein.
Reference Checks = 10 Points
The City will verify some or all of the listed references, at its discretion, in order to assess
satisfaction with services provided. Similarity in scope and value of listed references will be
considered. Past performance on work performed for the City of Pickering will be given
consideration for scoring in this category.
Health & Safety Documentation = 10 Points
All health & safety documentation and Insurance certificate stated in Item D, Other Mandatory
Requirements, provided, current and valid.
2.2.5 Reference Form (Appendix C)
Each respondent must complete the Reference Form (Appendix C) and include it with the
quotation submission.
2.2.6 Appendix D - Equipment List (Appendix D)
Each respondent must complete the Equipment List (Appendix D) and include it with the
quotation submission.
56
2.2.7 Appendix E- Certificate of Insurance
Each respondent must provide a certificate of insurance completed by the Company's agent,
·
broker or insurer and include it with the quotation submission.
2.2.8 Appendix F - Health and Safety Regulations
Each respondent must provide a copy of the City's Health & Safety Policy Regulations form currently
signed and dated and include it with the quotation submission.
57
Request for Quotation for Seniors and Persons with Disabilities Snow Clearing Program
0'1
OJ
Q-53-2014
Evaluation Form - Stage II
Respondent
I
'
Weight/Points<'·
Vehicles and
Equipment
Price
'
30Hoints
I
' ' ' l ,' ' • '
I
i: '
•
: : ' I : ;. ~ ; ' I
1
! "
i
i j~
. ' '~ 10Poil1t5'
Health &
safety
Documents
Reference
Checks
:: ::
;
I
•
10 Points
,,
;\•
':'·:,,
; ' ~ :i ' ' ',i i; , •' , ;,
Insurance
,.
2
Total
.,
' "< ',
, ,
· 6,0 Points ,
I
"
Gray's Landscaping &
Snow removal Inc.
Enviroturf Landscape
Irrigation Inc.
Committee M e m b e r - - - - - - - - - - - - - - - - - = - = - - - - - - - Date- - - - - - - - - - - - - - - - Print Name
Signature
REPORT#J:.LN o3- 1S'
Memo
To:
Richard Holborn
Director, Engineering & Public Works
From:
Vera A. Felgemacher
Manager, Supply & Services
Copy:
(Acting) Manager, Municipal Operations & Fleet Services
Subject:
Quotation No. Q-51-2014
Quotation for Seniors and Persons with DisabHitie·s Snow Clearing Program
- File: F-5300-001
October 31, 2014
Further to the memo dated October 30, 2014, two quotations proceeded to Stage II of the
evaluation process.
·
Stage II consists of a scoring·on the basis of the Rated Criteria. Subject to the Terms of Reference
and Governing Law, the top scoring respondent as established under the evaluation will be selected
to enter into a contract for the provision of the Deliverables.
An Evaluation Committee meeting was held by City staff on Friday, October 31, 2014 and each
member of the Evaluation Committee has completed evaluating the two quotations. A combined
average score for each quotation was determined, completing Stage II of the evaluation process.
Gray's Landscaping & Snow Removal Inc. is the highest ranking respondent. The estimated Year 1
cost for the Seniors and Persons with Disabilities Snow Clearing Program is expected to exceed
$125,000.00, HST extra.
.
'
In accordance with Purchasing Policy Item 06.12 where the compliant quotation or tender meeting
specifications and offering best value to the City is acceptable and the total purchase price is over
$125,000, the Manager may approve the award, subject to the approval of the Director, Treasurer
CAO, and Council.
Refer to. Item 07.01 of the Purchasing Policy for approvals during Council recess.
An approved "on-line" requisition will be required to proceed after receiving requisite approvals
noted above. Extending the blanket order for Year 2 and Year 3 is not automatic ~nd is subject to
satisfactory service and performance evaluations.
Please do not disclose pricing to enquiries .. Calls can be redirected to Supply & SerVices.
Resp dents will be advised of the outcome in due course. If you require further information or
assist nee, please contact me or a member of Supply & Services.
59
Request for Quotation for Seniors and Persons with Disabilities Snow Clearing Program
No. Q-51-2014
Evaluation Committee - Summary of Average Scores
. Respondent
Committee
Member #1
Committee
Member#2
Committee
Member#3
Committee
Member #4
Total
/60
Ranking
Gray's Landscaping &
Snow removal Inc.
Enviroturf Landscape
Irrigation Inc.
Evaluation Committee (signatures)
Date: October 31, 2014
0
tO
Paqe 1 of 1
;:,TTACH 1'1 ENT # _2_,
Memo
To:
Tony Prevedel
Chief Administrative Officer
From:
Richard Holborn
Director, Engineering & Public Works
Copy:
Division Head, Finance & Treasurer
Manager, Supply & Services
Supervisor, Parks Operations
Supervisor, Public Works Administration
Subject:
Quotation No. Q-51-2014
Seniors and Persons with Disabilities Snow Clearing Program
File: A-1440
November 4, 2014
Overview
Council approved by Resolution 283/14, Report PW-03-14 of,the Director, Engineering & Public
Works requesting an expansion of the 2014-2015 Seniors & Persons with Disabilities Snow
Clearing Program, from 350 to 375 participants to accommodate program growth and residents in
the Hamlets of Brougham, Claremont, Greenwood, and Whitevale. At the time of the report,· staff
were unable to confirm the number of participants. Registration took place from September 10,
2014 to October 24, 2014, resulting in 440 approved applications. A lottery system was to take
place in order to bring the applications down to ·375, but staff are recommending that all 440
applications be approved, which is an increase of 65 applications .
. Quotation Q-51-2014 closed on October 21, 2014 and two companies submitted a quotation by
the closing date and time. An evaluation committee consisting of the Director, Engineering &
Public Works, Supervisor, Public Works Administration, Foreperson, Parks Operations· and Buyer,
Supply & Services met on Friday, October 31, 2014 to review and evaluate the submissions. A
combined average score for each quotation was determined as part of Stage II of the evaluation
process,
The highest ranking respondent was Gray's Landscaping & Snow Removal Inc. Year 1 of a 3year quotation for the winter season (November 2014- April 2015) is expected to exceed
$125,000.00, HST extra, based on increasing the number of applications to 440: In accordance
with Purchasing Policy, Item 06. 12, where the compliant quotation or tender meeting
specifications and offering best value to the City is acceptable or where the highest scoring
proposal is recommended and the estimated total purchase price is over $125,000.00, the
Manager, may approve the award, subject to the approval of the Director, Treasurer, CAO and
61
Council. During Council recess, the Chief Administrative Officer is authorized to act on behalf of
Council in approving an award of a project, and the Treasurer is authorized to approve financing
for same, during any recess, break or absence of Council.
Financial Implications
The cost to expand the snow clearing program to the Hamlets and increase the number of
approved applications to 440 is expected to exceed $125,000.00, HST extra, in year 1 of a 3-year
contract. Funding for this program is provided for in the Property Maintenance account
2132.2482.0000 of the current_ budget.
The Engineering and Public Works Department is recommending that an increase in funding be
included in the 2015 budget to accommodate all 440 applicants. Staff have also increased the
estimated number of snow fall events requiring services to reflect the average number of snowfalls
over the past two years. It is estimated that the program funding requirements will increase by
approximately 12% to meet the additional needs, as well as the projected increase in winter snow
events.
As previously indicated, staff are exploring the possibility of including a pay for service program for
the 2015/2016 season program, and will be providing a report for Council's consideration prior to
the 2015 budget process and be proposed in the 2015 Summary of Fees & Charges to be in effect
for the 2015/2016 program.
Recommendations
After careful review of all submissions received, the Evaluation Committee and the Engineering &
Public Works Department recommends acceptance of the quotation submitted by Gray's
Landscaping & Snow Removal Inc. for Quotation No. Q-51-2014 for year 1 of the 3-year Seniors
and Persons with Disabilities Snow Clearing Program:
Attachments:
1.
Supply & Services Memorandum dated October 31, 2014
November4, 2014
Quotation No. Q-51-2014
Seniors and Persons with Disabilities Snow Clearing
Program
62
Page 2 of3
Prepared By:
Approved!/IEm:Jiorsedl
Richjrd Holb~rn, P. Eng.
Dicector, ~=.ngineering & Public Works
1II
J\
t_,-__.. . . .- '/1
\ •.,
d
By:
Stan Karwowski, MBA CPA, CMA
Division Head, Finance & Treasurer
t:-.~ ....}
Vera Felgemacher
CSCMP, CPPO, CPPB, CPM, CMM Ill
Manager, Supply & Services
RH:ds
Approval
/_
Tony Prev~~P,
Chief Administrative Officer
November 4, 2014
Quotation No. Q-51-2014
Seniors and Persons with Disabilities Snow Clearing
Program
Page 3 of3
63
Report to
Executive Committee
Report Number: ENG 01-15
Date: January 12, 2015
From:
Richard Holborn
Director, Engineering & Public Works
Subject:
Review of Accessible Parking Space Requirements in the City of Pickering
File: A-1440
Recommendation:
1.
That Report ENG 01-15 of the Director, Engineering & Public Works regarding the
review of accessible parking space requirements in the City of Pickering, be
received;
2.
That City Council authorize staff to initiate a public consultation process on the
proposed amendments to By-law 6604/05 regarding accessible parking space
requirements in the City of Pickering, as outlined in this report, including
consultation With the Accessibility Advisory Committee, business owners, and
other stakeholders; and
3.
That following the receipt of comments, staff prepare a draft by-law with final
recommendations for Council's consideration.
On March 25, 2013, the Accessible Advisory Committee
Executive Summary:
presented correspondence to City Council outlining their request to increase the
requirements for all accessible parking spaces within the City of Pickering to 15 percent
of the total available parking spaces. Chy Council passed Resolution #45/13 requesting
staff to review accessible parking space requirements in the City of Pickering to better
meet the needs of persons with a disability.
In response to the above noted resolution, City staff have undertaken a review of the
accessible parking requirements as part of an ongoing effort to ensure that all
accessible parking spaces in the City of Pickering are appropriately provided, marked
and maintained. Staff are proposing three amendments for public consultation and
input, respecting the total number of accessible parking spaces provided, the
dimension and design of accessible parking spaces, and the pavement marking
requirements for accessible parking spaces. The proposed amendment$ are consistent
with the requirements of The Accessibility for Ontarians with Disabilities Act (AODA),
which was enacted by the Province in 2005.
Engineering & Public Works and City Development staff therefore recommend that
Council authorize staff to initiate public consultation on the proposed amendments
regarding the accessible parking space requirements in the City, including consultation
64
Report ENG 01-15
Subject:
January 12, 2015
Review of Accessible Parking Space Requirements
in the City of Pickering
Page 2
with the Accessibility Advisory Committee, business owners, and other stakeholders. At
the conclusion of the public consultation process, recommended amendments to the
Traffic and Parking By-law 6604/05 with respect to accessible parking spaces will be
prepared for City Council's consideration.
Financial Implications:
financial implications.
The recommendations in this report do not present any
Discussion:
At the March 25, 2013 Council meeting, the Accessiqility
Advisory Committee presented Correspondence 10-13 (see Attachment #1) and
requested that By-law 6604/05, which regulates traffic and parking on highways, private
property and municipal properties in the city, be amended to increase the number of
required accessible parking spaces in the City of Pickering to 15 percent of the total
number of available parking spaces.
Pickering Council passed Resolution #45/13 (see Attachment #2) requesting that staff
review the accessible parking space requirements within the City, to better meet the
needs of persons with a disability.
In response to Resolution #45/13, staff have undertaken a review of the accessible
parking requirements as part of an ongoing effort to ensure that all accessible parking
spaces in the City of Pickering are appropriately provided, marked and maintained.
Based on staff's review, the following amendments are being proposed:
•
•
•
increase the minimum number of off-street accessible parking spaces required on
public and private properties
improve the pavement marking detail required for accessible parking spaces
introduce two types of off-street accessible parking spaces
All suggested modifications to accessible parking space requirements contained within
this report are consistent with The Accessibility for Ontarians with Disabilities Act and
the Highway Traffic Act.
A City-wide adoption of 15 percent for accessible parking spaces is not
recommended
The correspondence submitted by the Accessibility Advisory Committee,
Correspondence 10-13 (see Attachment #1 ), recommended that the City increase its
by-law provision for accessible parking spaces to 15 percent of the total parking spaces
required. In support of this recommendation, the Committee cited Statistics Canada
CORP0227 -07/01 revised
65
Report ENG 01-15
Subject:
January 12, 2015
Review of Accessible Parking Space Requirements
in the City of Pickering
Page 3
findings that 34.6 percent of the population report a disability, and that 14.5 percent of
those people report a disability associated with mobility impairment.
It should be noted, however, that the Statistics Canada findings do not support an
accessible parking standard of 15 percent. Instead, these findings suggest that
approximately 5.0 percent of the population (i.e. 14.5 percent of 34.6 percent) report a
disability associated with mobility impairment.
Furthermore, as of April 30, 2014, the Accessible Parking Permits Office of Service
Ontario reports that there are 4,1 08 accessible parking permits issued within the City,
representing approximately 4.5 percent of the City's population (based on an estimated
population of 91,333 persons).
The City has been implementing new parking requirements at municipal facilities
as required by the Accessibility for Ontarians with Disabilities Act
The accessible parking requirements for municipal facilities has recently been legislated
through the enactment of The Accessibility for Ontarians with Disabilities Act (AODA).
The AODA is applicable to the Government of Ontario, the Legislative Assembly and
every designated public sector organization that provides goods and services or
facilities to the public or other third parties. The implementation of the Act respecting
accessible parking is being phased in for public sector organizations, such as the City of
Pickering, to commence on January 1, 2016, when building new or making major
changes to existing parking spaces.
The requirements for accessible parking according to the AODA are presented in detail
in Attachment #3. The AODA requirements, on average, double the existing
requirements for accessible parking in the City of Pickering.
Recent observations indicate that accessible parking spaces at City facilities are
well used
To determine if existing accessible parking spaces at City facilities are being well used,
staff completed observations at the Pickering Recreation Complex and the Pickering
Civic Complex between June and July 2014, in the morning, afternoon and evening
hours. Both of these facilities have accessible parking sections, which exceed what is
required in the AODA.
·The Pickering Recreation Complex has 13 accessible parking spaces for the main
entrance fronting Valley Farm Road (AODA requires 7 accessible spaces). The
Pickering Civic Complex has 5 accessible spaces in the parking lot off of The
Esplanade South and 2 accessible spaces in the loop at the front of the Civic Complex
off of Glenanna Road for a total of 7 accessible spaces (AODA requires 6 accessible
spaces).
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January 12, 2015
Review of Accessible Parking Space Requirements
in the City of Pickering
Page 4
During the review of the accessible parking spaces at the Pickering Recreation
Complex, it was noted that they were well used, having an average of approximately 4
vehicles on-site at the times surveyed. However, spaces in the Civic Complex parking
lot off of The Esplanade South were not as well used, having only one vehicle using the
accessible spaces provided during the times surveyed. In contrast, the front loop at the
Civic Complex, is well utilized due to location and convenience. However, these spaces
are not used for long periods of time as most use it to quickly visit City Hall or to dropoff/pick-up at the library.
A City-wide adoption of the minimum accessible parking space requirements as
presented in the Accessibility for Ontarians with Disabilities Act is recommended
Based on observations of accessible parking spaces at City facilities, the request for
additional accessible parking spaces by the Accessibility Advisory Committee, and the
increased accessibility demand, especially for medical office and related uses, staff
suggest that the minimum accessible parking space requirements based on the AODA
be adopted city-wide for all properties subject to the City's Traffic and Parking By-law.
As stated previously, the AODA requirements, approximately double the existing
requirements for accessible parking within the City of Pickering. The suggested
requirements for accessible parking according to the AODA are presented in detail in
Attachment #3.
Similar to the existing requirements, these parking requirements shall not apply to
residential developments consisting of less than 10 dwelling units and, for the purpose
of required accessible parking spaces for multi-unit residential developments consisting
of 10 or more dwelling units, the minimum accessible parking requirements shall only
apply to residential visitor parking.
Pavement marking for accessible parking spaces is recommended to consist only
of the International Symbol of Accessibility with a blue background
The City's current pavement marking standard for accessible parking spaces requires a
designated space to be hard surfaced and the entire space to be painted with non-slip
paint in bright blue, with the universal symbol of access overlaid in white or yellow paint.
A review of surrounding municipalities and current best practices indicate that painting
the entire parking space blue is not necessary to convey the message of an accessible
parking space. Painting the entire space-is also costly and if not painted periodically,
the paint will crack and fade.
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Subject:
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Review of Accessible Parking Space Requirements
· in the City of Pickering
Page 5
Therefore, City staff recommend that the pavement marking for accessible parking
spaces be modified so that it consists of only the .International Symbol of Accessibility
painted in white or yellow paint overlaid on a bright blue background with a white or
yellow border, with a total minimum size of 1.4 metres in width and 1.4 metres in length.
Different types of accessible parking spaces are recommended
The City currently only allows for one type of accessible parking space, which must
have a minimum width of 4.0 metres, and a minimum length of 5.3.metres.
The AODA requires the establishment of two types of parking spaces for the use of
persons with disabilities, as follows:
•
•
AODA Type 'A': parking space which has a minimum width of 3.4 metres for<vehicles
that require space for the use of a wheelchair
AODA Type 'B': parking space which has a minimum width of 2.4 metres for persons
with a disability that do not require the extra space for a wheelchair
Access aisles may be shared by two parking spaces for the use of persons with
disabilities in an off-street parking facility and, according to the AODA, must meet the
following requirements:
•
•
•
a minimum width of 1.5 metres
extend the full length of the parking space
be marked with diagonal lines, which discourages parking in them, where the
surface is asphalt, concrete or some other hard surface
Staff recognize the benefit of having different types of accessible parking spaces as not
all persons with a disability will require a larger parking space intended for wheelchair
access. Staff support the use of Type 'A' and Type 'B' accessible parking spaces and
also propose an alternate Type 'A' Shared space to be used in the City.
Currently, the City's current minimum widths for both an accessible parking space and a
standard parking space exceed what is proposed for a Type 'A' and Type 'B' accessible
parking space width in the AODA. Therefore, it is proposed that the City retain the
existing widths and further proposes the following types of accessible parking spaces to
be used within the City.
•
Pickering Type 'A': an accessible parking space that has a minimum width of 4.0
metres, which is equivalent to the City's existing standard (shown in Attachment #4).
No access aisle is required for a Type 'A' space
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Review of Accessible Parking Space Requirements
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Page 6
•
Pickering Type 'A' Shared: two accessible parking spaces that have minimum widths
of 3.25 metres, and share an access aisle with a minimum width of 1.5 metres. This
design may be used in place of two Type 'A' spaces (shown in Attachment #5)
•
Pickering Type 'B': an accessible parking space that has a minimum width of 2.6
metres, which is equivalent to the width of a standard parking space within the City
(shown in Attachment #6)
A length of 5.3 metres, equivalent to the current City standard, is recommended for all
accessible parking spaces.
The Type 'A', Type 'A' Shared with shared access aisles and Type 'B' accessible
parking spaces supported by City staff are to be used together with the proposed
suggestions in Attachment #3 for the total number of required accessible parking
spaces.
Staff request authorization to initiate public consultation on the draft
amendments
Engineering & Public Works and City Development staff recommend that Council
authorize staff to initiate public consultation on the proposed amendments to the
accessible parking space requirements in the City of Pickering as presented in this
report. Comments will be invited from the public, the Accessibility Advisory Committee,
business owners, and other stakeholders. Consultation would be completed by various
·
means including, but not limited to:
• City of Pickering website
• contacting business owners and community residents' associations through regular
mail
• posting at community centres and other City facilities
• newspaper ad
• open house
At the conclusion of the consultation process, recommended changes to the Traffic and
Parking By-law 6604/05 with respect to accessible parking spaces will be prepared for
City Council's consideration.
Attachments:
1.
2.
Correspondence 10-13, Accessibility Advisory Committee
Directive Memorandum, Resolution #45/13, City of Pickering Parking By-law
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Subject:
Review of Accessible Parking Space Requirements
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Page 7
3.
4.
5.
6.
Suggested Accessible Parking Requirements in the City
for Ontarians with Disabilities Act
Accessible Parking Signage & Pavement Marking Detail
spaces
Accessible Parking Signage & Pavement Marking Detail
parking spaces
Accessible Parking Signage & Pavement Marking Detail
spaces
Prepared By:
of Pickering, Accessibility
for Type A parking
for Type A Shared
for Type B parking
Approved/Endorsed By:
1Z£y
Nathan Emery
·nator, Traffic Operations
Rich rd Holborn, P. Eng.
Dir ctor, Engineering & Public Works
/~
I /)0/1;/. ('
Melymu\':J~P, RP
Thomas
Director, City
Nit h
rti, CIP, RRP
Manager, Development Review
& Urban Design
NE:ds
Recommended for the consideration .
of Pickering City Council
~.
Tony Prevedel, P.Eng.
Chief Administrative Officer
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70
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Develd;~ent
Memo
To:
Prem Noronha-Waldriff
Coordinator, Community Recreation Programs
From:
Debbie Shi~lds
City Clerk
March 26, 2013
Copy:
Subject:
Accessibility Advisory Committee
Parking By-law
-. File: A-1410-005-13
The Council of the Corporation of the City of Pickering considered the above matter at a meeting
held ori March 25, 2013, and referred your correspondence to staff for further review and report to
Council.
Should you require further information, please do not hesitate to contact the undersigned at
905.420.4660 extension 2019.
Debbie Sh.ields
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Cor r- .
l 0-
I3
Memo
March 19,2013
Mayor Ryan and
Members of Council
From:
· Prem Noronha-Waldriff
Coordinator, Community Recreation Programs·
Copy:
Accessibility Advisory
Subject:
Parking By-law
File: A-141 0-006-13
C~mmittee
At the, N<Jvember 28, 2012 meeting of the Accessibility Advisory Committee, staff
was direct~d to present a motion to Council for endorsement with respect to Parking.
By-law 6604/05. The followin·g motion is presented for endorsement.
That the City of Pickering By-law 6604/05 Section 24. (5) be amended to reflect the
percentage of persons with a disability as per statistics Canada reports. Presently
the bylaw requires-1 parking bay to be accessible in 50 parking bays (less fli~m 5
percent). Statistics Canada reports that 34.6 percent of the.population report
disability and 14.5 of those report disability associated with mobility impairment it is
therefore recommended that.the bylaw requirement beincreased to 15 p.ercent.
/pnw
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·. Rational for amending by-law 6604/05
Information gathered below from the Health and Activity Limitation Survey
.1991: Institutional Component (HALS.}:
• . Survey conducted and analyzed by Statistics Canada 1991. Data
collected August to October 1991
•
Survey was administered by stats Canada staff trained in interview skills
and followed up by senior staff with respondents' interviews done in
person, with efforts made to reduce errors and misinterpretations. ·stats
Canada maintained confidentiality and did not release names of persons,
·
businesses or organizations ·
Excerpts relevant to this motion:
• More women than men reported total disability. Women more likely to be
accessing retail outlets. ·
·
•
Prevalence of disability increases with age -will need regular review of
bylaw and pnssible amendments.
·
•
Highest levels of disability reported in impaired mobility and agility. Less
able to walk to entrances with less agility to manage entrances or distance
•
Canada has an ageing population therefore there will be an increased·
level of disability as time goes on
·
•
more than 7 out of 10 persons with a disability have disability' related to
mobility
·
•
attime of 2001 survey 34.15% have a mild degree of disability
•
disabilities reported included those easily observed and those hidden
•
26.95%.of people with a disability reported severe activity limitations
•
14.5% reported very severe disability
Ontario Statistics:
•· Total population- 11,192,900
• Total population with a disability -1,514,380 13.5%
• Motion reflects percentage plus allowance for ageing population, and the
fact that 14.5% reported very severe disability.
=
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I
'
I
-4-of__lk.'f
•
Personal Activity Limitation Survey, 2001 -largest percentage of disability
related to mobility, 12.2% followed b agility11.4% and thirdly by pain 11.0%
34.6% of population
=
Other factors:
•
•
•
•
•
•
•
Accessible parking spaces are already being abused - used by able
·
bodied persons.
Anecdotal evidence from AAC members and some Councillor Members
who have heard from residents that there are not enough accessible
,
parking spaces
Over the past month I have been unable to secure accessible parking at
the Pickering Town Centre, Starbucks and the Walmart Shopping Center
Distance is a major factor for many persons with a disability and regular
parking spaces are too narrow to afford safe and easy access to vehicle side ramps driver and passenger doors cannot be opened fully
Highest level of disability is reported in mobility
tJighest level of disability reported by women. This group is likely· the
group most often accessing retail outlets. Easy access by this group
supports economic growth and sales
Presently there is no accessible parking standard across Durham Region.
Pickering can be a leader and set the bar in developing an.adequate
standard by understanding and acknowledging the needs of residents and .
visitors to the City.
Please see attached package for more details.
·Susan Wilkinson
Pickering Accessibility Advisory Committee.
74
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RATIONALE BYLAW 6604/05
Hals health activity survey 1991
Conducteand analyzed by statistics Canada 1991
Data collected august 1991 to October 1991
- Administered by stats Canada staff trained in interview skills and followed up by senior
staff with respondents' interviews done were in persmi, with efforts made to reduce errors
and misinterpretations
Stats Canada maintained confidentiality and did not release names of persons, businesses
or organizations
'
'
Excerpts re}evant to motion
Mqre women than men reported totaldisability9 more likely to be accessing retail
outletsO
Prevalence of disability increases with age
9 will need regular review of bylaw and possible amendmentO
highest levels of disability reported in impaired mobility and agility9less able to walk to
entrances with less agility to manage entrances or distances
ccanada has an ageing population therefore here will be an increased level of disability as
time goes on
more than 7 out of 10 persons with a disability have disability related to mobility
at time of 2001 survey 34~ 1 5 have a mild degree of disabilitydisabilities reported included those f?asily observed and those hidden
26.95 of people with a disability reported severe activity limitations
14.5 reported very severe disability -_
ONTARIO
Total popUlation: 11,19290
TOTAL POPULATION wrrn DISABILITY1, 514380
= 13.5
-
MOTIONREFLECTS PERCENTAGE PLUS ALLOWANCE FOR AGEING
POPULATION AND THOSE UNDER 15, for further discussion with committee re
-above 14.5% reported very severe disability
75
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-~-of...J~
.
PALS (PERSONAL ACTIVITY LIMITATION SURVEY 2001)
Largest percentage of disability related to mobility, 12.2 followed b agilitY 11.4 and thirdly
by painll.Ototalling 34.6% of population
·
SEE PACKAGE FOR MORE DETAILS
Other factors
Accessible paerldng bays are already abused
Anecdot:ai evidence some councilors have heard from residents that there are not enough
accessible parking bays
·
Over thi~ past month I have been unable to secure accessible parking at the town centre,
· starbucks and the walmart shopping center
Distance is a major factor for many persons with a disability and inaccessible parking
bays are too narrow to afford safe and easy access to vehicle- side ramps driver and
passenger.doors cannot be opened fully
Highest level og disability is reported in mobility
Highest level of disability reported by women. This group is likely the group most often
accessing retail outlets. Easy access by this group supports economic growth and sales
Presently no standard across Durham. Pickering can be a leader in the availability of
accessible parking and drive Durham to a better understanding of needs and the need to
develop a standard .
· .
Pleae review package for more details
76
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e:' (
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Healtn and ACUVIty Lumtatlon ~urvey : lnStltutlonal Cotnponent (HAL:S)
stati-stics
Ca'lada
1+1
Statislique
Canada
Canada
Home > Definitions, data sources and methods >
Health and Activity Limitation Survey
.Component (HALS.)
Status~
Inactive
Frequency:
Quinquennial (5 year)
Record number:
3252
Institutional
I
This was a post-cerisal disability survey used to identify the numbers and distribution of disabled
persons in Canada residing in health related non:.penal institutions and the barriers experienced by
them.
Detailed information for 1991"
Data release - August 1994
•
•
•
•
•
DeScription ·
·Data sources and methodology
Data accuracy
Documentation
Data file
Description
This was a post-censal disability survey used to identify the numbers and distribution of disabled
persons in Canada residing in health related non-penal institutions and the barriers experienced by
them.
·
The Health and Activity Umitation Survey : Institutional Component was discontinued after the
1991 reference period.
·
Subjects
Disability
Equity and inclusion
Health
Society and community
.
~~---···-···-
-·----·----·- -· ---------·-------- ·--·-···· -·---···----------·-·-----··---·-·····-----·-#
.
.
.
-·-··-~-~-··-·~·--·~·-···--
... --
Data sources and methodology
•
.•
•
•
•
Target population
Sampling
Data sources
Error detection
Imputation
11 Estimation
• Disclosure control
Target population
The target population of HALS consisted of all persons with a physical or psychological disability
who were living in Canada at the time of the Census, including residents of the Yukon and the
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tleaun anct Actlvity L11D1tatlon ~urvey : lnstltutwnal Component lHALI::i)
l'age2.of4
Northwest Territories, and permanent residents of most collective dwellings and health care
institUtions. Indian resei'Ves were covered by the Aboriginal Peoples Survey also conducted by
Statistics Canada. Persons excluded for operational reasons were residents In penal institutions,
correctional facllities, military camps, campgrounds and parks, soup kitchens, merchant and coast
guard ships and children's group homes.
Sampling
This is a sample survey ·with a cross-sectional design.
The 1991 Census of Population provided the list of Institutions, which was used in the first stage of
selection for the institutions survey. From this list, six types of institutions were included in fiALS .
.They were:
*nursing homes
*resh:lences for senior cltlzen·s
*hospitals: general, maternity, etc.
*chronic care hospitals ·
*psychiatric institutions
*treatment centres and_lnstitutlons for the physically handicapped
Institutions were grouped Into three categories by size: small, medium and large. These size
categories were based on the number of each Institution's permanent residents- those who spent a
continuous period of six months or longer in an Institution. However, the categories "small,
medium and large' were determined using different numbers in different provinces.
A sample of institutions was selected based on type and size. All large institutions were included 'in
the survey,· while samples of institutions were taken from the small and medium su~-groups.
The administrator of each institution was asked to provide a list of all residents aged 15. and over
who on February 1, 1992, had spent a .continuous six months or more in an Institution. A sample
of residents were selected form this list. A maximum sample.of S residents was taken from small
institutions, 10 from medium-sized Institutions and 30 from large institutions.
Because of their small slze, a census of Institutions and their eligible residents was. carried outJn
the Yukon and Northwest Territories.
Data sources
'
Data collection for this _reference period: August 1991 -October 1991
Responding to this survey is mandatory.
Data are collected directly frorn survey respondents.
All interviews were.done in person and, whenever possible, with the selected individual. However,
due to their conditions, many resl.cfents were unable to answer the questions themselves. In these
cases the Interviews were conducted with the help of the institutional staff or next;-of-kin.
For persons included in the Institutions Survey, there were no corresponding Census data
available, because these persons ,were selected from lists provided by institutions rather than from
the Census database. Basic demographic: information was collected as part of the Institutions
Survey.
Error detection
Data capture for the households and Institutional surveys were done in statistics Canada regional
offices. After data capture was completed, the data were transmitted and the questionnaires
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Participation and Activity Limitation Survey (PALS)
Sample distribution was performed In a way that, for each domain, a minimum proportion with a
maximum coefficient of variation (CV) of 16.6% (16.6% corresponds to the upper limit of a CV in
order to be able to effectively qualify the corresponding estimate) could be estimated. Among
children aged Oto 14 years, the minimum proportion to estimate was set at 8.5%. Among adults
aged 15 to 64 years, this proportion was set at 9%, and for adults aged 65 and older, the
proportion was set at 11%.
Sample size
The total size of the PALS 2006 sample Is around 47 ,SOD: 8,500 children (persons under 15 years
of age) and 39,000 adults (15 years of age and over).
Data sources
Data collection for this reference period: 2006-10-30 - 2007-02-28
Responding to this survey Is voluntary.
Data are collected directly from survey respondents.
The interviews were conducted by telephone with the interviewers completing a computer-assisted
questionnaire.
Interviews by proxy were allowed. In some special cases, face-tci-face interviews were carried out.
The interviews for the children's questionnaire were conducted with the parent or guardian of the
child.
View the QuestionnalreCs) and reporting gul.deEs)
Error detection
The first phase of error detection will be done during the data collection. At that stage, the
interviewer's supervisors will review the completed questionnaires. Observed inconsistencies will
be discussed with the Interviewer who conducted the Inter-View and the respondent will be called
back if required.
The second phase of enror detection will be conducted during data processing which will be made
up of many steps. The-first step will be the data validation where, among other actions, multiple
responses will be blanked out and processed with the other missing responses. The second step of
the data processing will be the editing.
>
••
Edit rules will be .developed to identify and correct inconsistencies between responses within each
section of the adults and children's questionnaires. For most of the situations corresponding to
inconsistencies an automated correction was specified, as discussed in the IMPUTATION Section.
Once this step is completed, a macro verification will be done by analyzing frequency distributions
to identify anomalies, for example missing categories or unusually large frequencies,
Imputation
For PALS, a valid response will be determ!nlstlcally imputed for the missing responses if suffident
information is available in the related questions. Otherwise, lt wHI be coded to "Not statedn. In
addition, the questions that were not to be asked wlll be coded to "Valid skip". If a question with a
missing answer (coded to "Not stated") should have been used to determine if subsequent .
questions were to be asked, these subsequent questions will be set to "Not asked", because It was
not possible to determine whether or not they should have been asked.
However, non-response will not be permitted for the demographic information required for
weighting, namely the age and sex of the respondent. This information will be asked at the
beginning of the lntervie\;\' to make sure the selected person has been reached. These two
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variables will be imputed from the census if they were missing or Invalid. In particular, an age will
be eolisldered invalid if it was not consistent with the questionnaire used.
Estimation
in a sample survey, each respondent represents not only himself/herself, but also other persons
that were not sampled. Consequently, a weight Is associated to each respondent to indicate the
number of persons that this respondent represents. This weight must be used for all estimations.
The weight is calculated in a three-stage process. The FIRST stage Is the assignment of an Initial
weight based on the sampling design. The initial weight is the inverse of the inclusion probability.
For the 2006 PALS, the initial weight is the product of the Census weight and the subsampling
weight (the inverse of the sampling fraction in the second phase).
The SECOND stage of the weighting process is the adjustment for non-response. More specifically,.
two adjustments are done since there are two gr.oups of non respondents with very different
characteristics: persons who were not contacted and persons who were contacted but did not
respond. Weights ate first adjusted for non-contacts and then for non-response. As the adjustment
method is the same for both types of non-respondents, it is described here only for non-response.
With the help of a logistic regression model, we estimate the response probability for an individual
(respondent or non respondent to the PALS) based on his characteristics (also called explanatory
variables). Many explanatory variables are available since we have access to all the .Census long
form information each individual. We then divide individuals in ten classes based on the size of the
their predicted response probability. The inverse of the weighted response rate In a class is used
as the weighting adjustment factor for that class and the initial weights of the respondents within
the class are adjusted accordingly. Note that separate models are used for adults and children.
The THIRD stage of the weighting adjustment is the post-stratification. This adjustment ensures
that the sum of the final weights forthe respondents is equal to the population counts obtained
from the census. This adjustment is done for groups {called post-strata) defined by the
combination's of different variables for which this adjustment is important for the survey (province,
gender, age group and severity of the limitation reported iri the census). The weights corrected for
- non-response are then adjusted using the ratio of the census count to the sample count for each
post-stratum.
·
Since estimates are obtained from a sample as opposed to a census, estimates will vary from
sample to sample {sampling error). In order to provide estimates of sampling error for statistics
with PALS data, the bootstrap method is used. This method, which Is a resampllng method,
consists of selecting M subsamples {with replacement) from the main sample. Each subsample is
then weighted by calculating the initial weights and applying to them the same adjustments we
applied to the main sample weights, i.e. adjustments for non-response and post-stratification. The
·sampling error Is measured and estimated by the bootstrap variance which Is the empirical
·variance of the desired sta~istic calculated from the main sample and the M·bootstrap subsamples. _
To be able to produce disability rates and that, at relatively detailed levels, a complementary file
was produced containing individuals who did not report an activity limitation to the 2006 Census,
and this file Is available to the users. The global sample size for this complementary file was set to
131,010 comprising 107,400 adults and 23,610 chlldren. Hence to produce disability rates, one
must use this complementary file as well as the main adult or children file containing the answers
to the PALS.
Quality evaluation
Two types of error occur In surveys, namely sampling and non-sampling errors. As opposed to the
sampling error, non-sampling errors are not explained by sample-to:..sample variability. These
errors can occur at any step of the survey process and actions will be taken to reduce them to a
minimum. Following is a description of measures that will be put in pla~e for that purpose.
A pilot test was conducted seven months before the survey to evaluate all the survey process,
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from the questionnaire content to the data ·processing.
High response rates are essential for quality data. To reduce the number of npn-response cases,
the interviewers were all trained by Statistics Canada's staff, provided with detailed In.tervlewer
Manuals, and were under the direction of interviewer supervisors. Refusals were followed up by
senior Interviewers to encourage respondents to participate in the suiVey.
In addition, some measures were taken to identify and correct errors that could result from
misinterpretation of a question by the respondent or from a wrong flow. followed in the
questionnaire. The questionnaires were·first be reviewed by the interviewer's supervisor. A
detailed set of edit rules were then used during data processing to identify and correct any
inconsistencies between the responses provided. These edit rules were exhaustively tested before
·
belng applied to the <;lata.
Disclosure control
statistics Canada is prohibited by law from releasing any data which would divulge information
obtained under the Statistics Act that relates to any identifiable person, business or organization
without the prior knowledge or the consent in writing of that person, business or organization~
Various confidentiality rules are applied to all data that are released or published to prevent the
publication or" disclosure of any information deenied confidential. If necessary, data are suppressed
to prevent direct; or residual disclosure of identifiable data.
--~-·---~---
~ata
•-•··-·-----·---·-·-··-·-·-·-----------·M--0-o---•-·---·-
-·---·---·--··--·-------~
/
-·-·• •••--·-·• --··• .,. .,. __ -:--••
accuracy
The data accuracy measure used for each table produced is the estimated standard error of the.
estimate (sampling error measure), which Is the square root of the estimated sampling variance of
the estimate. However, the estimated standard error is usually expressed relative to the estimate
to which it pertains, and the resulting measure is. the estimated coefficient of .variation (CV).
The estimated CV is obtained by dividing the estimated standard error of the estimate by the
estimate itself and Is expressed as a percentage of the estimate. For PA!-5, al! estimated ·cvs will
be obtained using the bootstrap method described In the ESTIMATION Section.
: ...
-
-··· . ·- ---·· -- ... ... ·-- -·- ----- ----·-·-------·----·~····--·-·-·-·--·-----··-------~----·-··---------·--·-·....:___________________ -·---
.
Data file
Public use mlcrodata file (PUMF): Participation and Actlvfty Limitation Survey- 2006
Date Modified: 2007-11-30 ,
http ://www23 .statcan.gc.ca:81/ii:ndb/p2SV.pl?Functi.on=getSurvey&SDDS=3251 &lang=e...
6/27/2012
81
t·,1ENT#_L TO REPORT# .E'N(\ o H.S~
~-of~
Prevalence of disability among adults aged 15 years and over, by type of disability and ag... Page 1 of 1
Prevalence of disat1illty among adults aged 15 years and over, by type of disability and age,
·
Canada,2001 1
Pain.,;;::::;:=:::::.---~
Mcilillty
Agility ==iiiii:i;;:;:;,;ii:iiiibe.;_ _ _ _ _ __
H.;:;;;.ring
So$ing
;:;iii-..,_____..,.
liii~---
P.sy-chol.-:gbal
l.Mrtiing
1\11~~0/'f
915-24
~fl
•25-44
Deve!bp~lal"
E'i45-64
Unknown
•QS+
~--~----~----~--~----~----~--_J
f!l)
2S .
()
6
S5
iS
10
ro
Percll<!ltaga of total p:.pulatbn
Yuko!>, Norlfi'WG$f Tarr~ 4-ocl Nunavut T~sum of
thevafues foT ~h ca~ may d&; from the fuW due-ID roonctmsJ.
:~: F01 the f)<pe.ofr:Jis;;.bfW ·o~~6pmsntar; tMc!aUswJtf~iJs-GdW!in ~JJfh-h.
~ Stafist~ ~' P3rl.i:ipaf.bD abl;/Ar;tiPKy !imiWi;;n SJJ~y, 200f.
,-
T~ Ca~ fofafexr;~ t~
http://www.statcan.gc.ca/pub/89-577-xJc-g/4151355-eng.htm
82
2/15/2012
Severity of disability among adults aged 15 years and over Wlth d.isabilrtles, by se~, Cana...
.!:'age 1 ot 1
Severity of disability among adults aged 15 years and over with disabilities, by sex, Canada,
20011 .
.
Standard symbols used by Statistics Canada publications
Severity of disability
I . Both sexes' ..
I Number I .%
Total
1IMild
Moderate
II
Very sever:e
.~
Men
Women
%
Number
3,420,340
100.0 .
1,165,470~
34.11
555,110
855,330
25.0
375,380
919,310
26.9
480,220
14.0
Number
%
1,893,440
100.0
610,360
32.2
24.6
479,950
25.3
·383,570
25.1
535,740
28'.3
212,83011
13.9
267,390
14.1
1,526,900
- 100.0
1. The Canada total excludes the Yukon, Northwest Territories and Nunavut The sum of the values-for each
category may differ from the total due to rounding.
Source: Statistics Canada, Participation and Activity Umitation Survey, 2001 .
.
-
http://www .statcan.gc.ca/pub/89-577 -~t/40650 15-eng.htm.
2115/2012
83
l'itt,JT#_~J,,. TO REPORT# eN(b. 01- !5'
~_l1f_of -~ ~A profile of disability in Canada, 2001; Profile of disability among adults .
Page 2 of6
Memory: Limited in the amount or kind of activities that one can do due to
frequent periods of confusion or difficulty remembering things. These
difficulties may be associated with Alzheimer's disease, brain injuries or
other similar conditions.
Developmental: Cognitive limitations due to the presence of a
developmental disability or disorder, such as Dbwn syndrome, autism or
menta! impainnent caused tiy a lack of oxygen at birth.
I
Psychological: Limited in tlje' amount or kind of adivities that one can dq
due t9 the presence of an emotional, psychological or psychiatric condition,
such as phobias, depression, schizophrenia, drinking or drug problems.
Unknown: The type_ of disability is unknown if the respondent answerecj
YES to the general questions on activity limitations) but did not provide any
YES to the qu~tions about type of disability that followed.
A
Top of Page
Disability related to mobility affects the greatest number of
adults
Mobility problems are the type of disability most often reported by adults
aged 15 and over. In 2001, nearly 2.5 million or 10.5% of Canadians had
difficulty walking, climbing stairs, carrying an object for a short distance,
standing in line for 20 minutes or moving about from one room to another.
For all age groups,. women were more likely to have mobility problems than
men: Indeed, among adults aged 15 and over, there W<!.S a significant
difference in the overall proportion of women (12.2%) and men (8.6%) with
a mobility-related disability: Also with respect to motor skills, activity
limitations related to agility affect a substantial number of persons aged 15
and over. In all, 2.3 million or 9.7% of adults reported.having difficulty with
everyday activities that require these skills, such as bending down to pick up
an objec~ getting dressed or undressed, or cutting one's food. For further
infonnation on the different types of disabilities, see the section entitled
Type of disabilities among adults.
fliii
lJ.U
Prevalence of disability among adults aged 15 years and over;
by type of disability, Canada, 2001
·
·
I able
.A.
Top of Page
Morethan 10% of adults have activity limitations related to
pain or discomfort
Rather surprisingly, adults report pain-related disability almost as rrequently
as mobility-related disability. Some 2.4 million persons aged 15 and over
(10.1 %) reported having activity limitations related to chronic pain. Pain- ·
related disability is more prevalent among women {11.4%) than among men
(8.8%). This may reflect, in part, some reluctance among men to report this
.. http:/!www.statcan..gc.ca/pub/89-577-x/4065022-eng.htm
84
2/15/2012
-. f'hi"1~NT#__l~~ TO REPORT# Ebl_b Cl-/5
__IS_. of _:J,('=
A profile of disability in Canada, 2001: Profile of disability among adults
Page 3 of6
type' of limitation. It is important to note here that for the purposes of PALS,
pernons who reported having pain but did not associate it with any activity
limitation were not considered to have a pain-related disabiliiY.. In fac~ some
3.2 million adults reported having pain, with or without limitations (data not
shown)..
.A.
Top of Page
One million persons aged 15 and over report having a
hearing-related disability
Regarding sensory-type activity limitations, just over one million adults
(4.4%) reported having a hearing-related disability, about 600,000 (2.5%)
had vision difficulties, and some 360,000 or 1.5% of persons aged ·15 and
over reported a speech-related disability. While a larger prbportion of
--women (3.1%) than of meri (2.0%) reported having vision difficulties, activity
limitations related to hearing were more common among men (5.0%) than
women (3.8%}. Men aged 15 and over were also slightly more likely than
women to have a speech-related disability.
A.
Top of Page
A good number ofadults have less visible disabilities ·
The 2001 PALS also sought to distinguish certain types of less visible
disabilities, such as. limitations related to psychological conditions or
memory problems, reaming difficulties and developmental disability. This
distinction in no way. ignores the close relationship that exists between some
of these disabilities; as well, identification is always subjective, based on the
respondenfs perception. Nevertheless, more than halt a million persons
aged 15 and over(2.2%} reported having activity limitations due to ·
emotional, psychological or psychiatric conditions. Similarty, more than
450,000 adults reported having learning disabilities, re.presenting a
.
proportion of 1.9%. A similar proportion of adults (1.~%) had activity
limitations due to frequent memory problems or periods of confusion. Nearty
120,000 persons aged 15 and over had a developme~tal disability.
Q
D
Prevalence of disability among adults aged 15 years and over,
by typ_e of disability and sex, Canada, 2001
Charf
A.
Top of Page
The prevalence of most types of disabilities increases with
age
According to the most widely held view, the prevalence of any form of
disability rises increasingly with age. The PALS findings confirm that this is
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2/15/2012
85
1
t·-.-r·T• i'r,r'i->·,•,r;;;:NT±t:
"·"" •
I!....
u ____/__..
'., '
TO REPORT±t
I:ll/'. o· 1-16
n=-'~"--'~"-k-
--lio~Of~
A profile of disability in Canada, 2001: Profile of disability among adults
Page 4 of6
true for disabilities related to mobility, agility; hearing, vision and pain. For
example, while fewer than 2% of young adults aged 15 to 24 have a
mobility~related disability, the rate reaches 31.5% for persons aged 65 and
over. This increase in prevalence with age is also observed, although to a ·
lesser degree, for other problems more closely associated
aging, such
as memory .and speech problems.
with
A
Top of Pag.e ·
. Activity limitations related· to emotional, psychological or
psychiatric conditions are relatively freque.nt in persons
aged 45 to 64.
However, there are some exceptions to the rule. Thus, persons aged 45 to ·
64 (3.3%)were more likely to have a disability related to psychological
problems than persons aged 65 to 74.{2.0%), although the rate resumed its
rise to 3.6% for persons 75 and ave_!:,. The same is true for learning
disabilities, with adults aged 45 to 64 (2.3%) showing a rate higher than
among adults aged 65 to 74 (1.5%), butlower than that of seniors 75 years
and over (2.8%). With respect to developmental disability, prevalence varies
between 0.2%E and 0.7%E according to age, with young adults aged 15 to
24 showing the highest rate, and persons 65 to. 74, the lowest In this
regard, it is important to note that a sizable proportion of older adults with a
developmental disability are institutional residents and are therefore
excluded from the survey population. Younger adults are more likely to live
at home and therefore be included in PAl-S due to. the de-institutionalization
that has been taking place in Canada for about 25 years.
The strong predominance of some types of disabilities becomes even more
obvious when we look at the proportion of persons with disabilities who
have these particular types of disabilities. More than seven of every ten
persons with disabilities have difficulties related to mobility, and almost as
many have pain-related disabilities. Activity limitations related to agility are
also very frequent with two-thirds of persons with disabilities reporting
them. More than 30% of adults with disabilities have a hearing~related
disability and 17% have vision difficulties. 1
·
The results of the 2001 PALS also show how an important proportion of
adults with disabilities have activity limitations related to psychological
conditions, namely over 15%. Furthermore, some .13% of persons with
disabiHties aged 15 and over reported having a learning disabilityi with more
than half (54.1 %) of them having been diagnosed with learning disabilities
by a teacher, a physician or another health care professional. The
approximately 420,000-persons with a disability related to memory account
for 12% of all persons with disabilities. Speech difficulties, which affect at
least one iri ten persons with disapilities, and developmental disability
(3.5%) complete the PALS profile of persons with activity limitations.
However, for just under 100,000 persons reporting a disability, the type of
disability could not be identified.
fiiii
lW
Types of disabilities reported by adults aged 15 years and o~er
with disabiUties, Canada, 2001
.
Table
http://www.statcan.gc.calpub/89-577-x/4065022-eng.htm
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t'\lT#_/~,_TO REPORT# EN rA
__Ll_of ~:2 &
Cl-15'
A profile of disability in Canada, 2001: Profile of disability among adults
D
D
Page 5 Of6
Prevalence of disability among adults aged 15 years and over,
by type of disability and age, Canada, 2001
Chart
A.
·Top of Page
A large majority of persons With disabilities aged 15 and
over have more than one disabHity
The 2001 PALS distinctly recognizes, along with physical and sensory
disabilities, the various types of less visible disabilities (pain, psychological
problems, memory, learning ard developmental disability). As a result, the
survey provides a detailed profile reflecting the complexity of disability in
adults aged 15 and over. The number of disabilities reported is ample
evidence to that effect Only 18.2% of pers~ns with qisabilities reported
having only one disability, whereas a sizable proportion of them reported
three (29.0%) or even four or five (27.7%). Indeed, just under 8% of persons
with disabilities had six or more.
fiii
llll
tabfe
Number of disabilities reported by adults aged 15 years and
over with disabilities, Canada, 2001
·
A..
Top of Page
Severity of disabil.ity in 2001: mild, moderate, severe or
very severe
A profile of disability in Canada would not be complete if it did not consider
the degree of severity of disabilities reported. Among the 3.4 million adults
with disabiliti~s. the 2001 PALS distinguishes four levels of severity: mild,
moderate, severe and very severe. Frrstly, the level of severity depends on
the frequency and intensity of limit?tions associated with each type of
disability. For example, a person who has no difficulty walking and. climbing
stairs but cannot stand in line for more than 20 minutes, would have a mild
mobility-related disability. A person who can only move around in a
wheelchair would have their mobility more severely limited, and one who is
bedridden for a long term period would have a very severe mobility-related
· disability. The number of disabilities also has an impact ori the overall level
of severity. The PALS distinguishes -10 types of disabilities among adults
and the level of severity will increase with the number of diSabilities affecting
each individual. For further .information on the development of the severity
scale, see the box entitled Severity C?f disability.
In 2001, one-third (34.1 %) of adults with disabilities had a mild degree of
c;iisability. At the other end of the scale, at least one in four persons with
disabilities (26.9%) experienced severe activity limitations and 14.0%
reported having a very severe disability. Men (36.4%) were more likely than
women (32.2%) to report a mild degree of limitation. Conversely, a larger
proportion of women than of men with disabilities reported a severe level of
activity limitation (28.3% compared with 25.1% ). However, the proportion of
I
http://www.statcan.gc.ca/pub/89-577-x/4065022-eng.htm
2/15/2012
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l'IENT#~'--" TO REPORT#-El:J..b:L oi-lS
__i_t_of~
A profile of disability in Canada, 2001: Profile of disability among adults
Page 6 of6
very severe disabilities was relatively the same for the two sexes.
m
IJ.U
Table
......
Severity"of disability among adults aged 15 yearsand over with
disabilities, by sex, Canada, 2001
Top of Page
Nearly 6% of Canadians aged 15 and over have a severe or
very severe disability
In terms of the total population aged 15 and over, 5.0% of Canadians had a.
mild disability, 3.6% a moderate disability and 3.9% a severe disability.
Again at the national level, more than 480,000 persons aged 15 and over
(2.0%) reported a very severe level of disability.
Severity of disability increases gradually until age 65 and Q1en declines
slightly among the 65 and overpopulation. In this regard, it is important to
note the significant prevalence of less visible disabilities among the workingage population, which increases the number of disabilities reported for th.ese
adults aged 15 to 64. As well, it is generally recognized that a person is
more likely to.experi~nce the highest level of activity and the widest scope
of activities during these working years (home, work, school, leisure); a
person would therefore be just as likely to experience during those years, a
high level of limitation in these same activities. At the same time, a sizable
proportion of elderly persons likely to have a severe or very severe disability·
reside in an institution and are therefore not included in the PALS
population.
1m
!Jill
Disability rate for adults aged 15 years and over, by severity of
disability, Canada, 2001
·
·
tal>ie
Severity of disability among adults with _disabilities aged 15
years and over, by age groups, Canada, 2001
A·
Home I Search I Contact Us l Francais
Dale Modified: 2003-n4-04
Important Notices
http://www.statcan.gc.calpub/89-577-x/4065022-eng.htm
88
2/15/2012
,,, '
i'1ENT# __
{~.TO REPORT#
2!:1_(\ Of-t:{
!q t
"I
~,O!~ffPopulation with and without dis'abilities, and disability rate, by province, Canada and prov... Page 1 of 1
Population with and without disabilities, and disability rate, by province, Canada and provinces,
20011
.
Standard symbols used by Statistics Canada publications
Total
population
Canada
.
28,991,770
Newfoundland and Labrador
492,800
Prince Edward Island
132,850
Nova Scotia
888,900
Brunswick
712,300
Population
without
disabilities
Population
with
disabilities
25,390,510
~·
:i
Quebec
7,052,790
6,:57,10
Ontario
11,192,730
Percentage
of
population
with
disabilities
3,601,270
12.4
60,500
12.3
18,970
14.3
152,210
17.1
102,860
1
595,690
8.4
9,678,350
1,514,380
13.5
1,036,270
888,690
147,580
14.211'
859,080
734,870
124,210
14.5
Alberta
2,830,280
2,475,540
. 354,740
British Columbia
3,793,770
3,263,640
530,130
Manitoba
Saskatchewan
12.5 .
14.0
. ~anada total exdudeSihe Yukon; NorthwestTerritories and Nunavut The sum of the values for each
may. differ from the total due· to rounding.
Source: StatistiCs Canada, Participation and Activity Limitation Survey; 2001.
http://www.statcan.gc.ca/pub/89-577-x/t/40650 14-eng.htm
.·
·
2/15/2012.
89
Page 1 of6
A profile of disability in Canada, 2001: Profile of disability among adults
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Profile of disability among adults
A profile r:!t' d'lsa biHty
tr) Canada, 2001
F·rev·B!enc:e \)f
(:.anada
FTCfilf.:l of
Type of disabilities among adults
Disability related to mobility affects the greatest number of adults
More than 10% of adults have activity limitations related to pain or
discomfort
One million persons aged 15 and over report having a hearing-related
disability
A good number of adults have less visible disabilities
The prevalence of most types of disabilities increases with age
Activity limitations related to emotional. psychological or psychiatric
conditions are relatively frequent in persons aged 45 to 64
A large majority of persons with disabilities aged 15 and over have more
than one disability
Severity of disability in 2001: mild, moderate, severe or very severe
Nearly 6% of Canadians aged 15 and over have a severe or very severe
disability
·
a:ThA~lQ
F;rcHJe t:Jf
acnOnQ Ev':!ultS
Type of disabilities among adults
The PALS survey questions allow the identification of the following types of
disabilities among adults aged 15 and over:
Hearing: Difficulty hearing what is being said in a conversation with one
other person, in a conversation with three or more persons or in a telephone
conversation.
Seeing: Difficulty seeing ordinary newsprint or clearly seeing the face of
someone from 4 metres (12 feet).
Speech: Difficulty speaking and/or being understood.
Mobility: Difficulty walking half a kilometre or up and down a flight of stairs,
about 12 steps without resting, moving from one room to another, carrying
an object of 5 kg (1 0 pounds) for 10 metres (30 feet) or standing for long
periods.
Agility: Difficulty bending, dressing or undressing oneself, getting into and
out of bed, cutting own toenails, using fingers to grasp or handling objects,
reaching in any direction (for example, above one's head) or cutting own
food.
Pain: Limited in the amount or kind of activities that one can do because of
a long-term pain that is constant or reoccurs from time to time, for example,
recurrent back pain.
Learning: Difficulty learning because of a condition, such as attention
problems, hyperactivity or dyslexia, whether or not the condition was
diagnosed by a teacher, doctor or other health professional.
Memory: Limited in the amount or kind of activities that one can do due to
frequent periods of confusion or difficulty remembering things. These
90
http://www.statcan.gc.ca/pub/89-577-x/4065022-eng.htm
05/12/2014
A profile of disability in Canada, ~~~ !~.:,~~gi~ of disjbil~_!Y among ad1~GI l-IS'
, . , ···' ...,.. ",~NT#~-~~,.,~~ I 0 REPORT#--...;.;;;.;... 6
Page 2 of6
.-2L.of ..2-JtL.
difficulties may be associated with Alzheimer's disease, brain injuries or
other similar conditions.
Developmental: Cognitive limitations due to the presence of a
developmental disability or disorder, such as Down syndrome, autism or
mental impairment caused by a lack of oxygen at birth.
Psychological: Limited in the amount or kind of activities that one can do
due to the presence of an emotional, psychological or psychiatric condition,
such as phobias, depression, schizophrenia, drinking or drug problems.
Unknown: The type of disability is unknown if the respondent answered
YES to the general questions on activity limitations, but did not provide any
YES to the questions about type of disability that followed .
......._
Top of Page
Disability related to mobility affects the greatest number of
adults
Mobility problems are the type of disability most often reported by adults
aged 15 and over. In 2001, nearly 2.5 million or 10.5% of Canadians had
difficulty walking, climbing stairs, carrying an object for a short distance,
standing in line for 20 minutes or moving about from one room to another.
For all age groups, women were more likely to have mobility problems than
men. Indeed, among adults aged 15 and over, there was a significant
difference in the overall proportion of women (12.2%) and men (8.6%) with
a mobility-related disability. Also with respect to motor skills, activity
limitations related to agility affect a substantial number of persons aged 15
and over. In all, 2.3 million or 9. 7% of e1dults reported having difficulty with
everyday activities that require these skills, such as bending down to pick up
an object, getting dressed or undressed, or cutting one's food. For further
information on the different types of disabilities, see the section entitled
Type of disabilities among adults.
fiiii1
liU
Prevalence of disability among adu!ts aged 15 years and over,
by type of disability, Canada, 2001
Table
......._
Top of Page
More than 10% of adults have activity limitations related to
pain or discomfort
Rather surprisi.ngly, adults report pain-related disability almost as frequently
as mobility-related disability. Some 2.4 million persons aged 15 and over
(1 0.1 %) reported having activity limitations related to chronic pain. Painrelated disability is more prevalent among women (11.4%) than among men
(8.8%). This may reflect, in part, some reluctance among men to report this
type of limitation. It is important to note here that for the purposes of PALS,
persons who reported having pain but did not associate it with any activity
limitation were not considered to have a pain-related disability. In fact, some
http://www.statcan.gc.ca/pub/89-577-x/4065022-eng.htm
05/12/2014
91
A profile of disability in Canada,,).Q.Q t, R~Qfil_~ of disabiJjtv among_ adu}ts
...~"11 !t~t.M;"'ii:N 1 #~-L-~ IOREPORT# c: NG. ol-/.b
J.. :2;:. of ~ <e
Page 3 of6
3.2 million adults reported having pain, with or without limitations (data not
·
shown).
.....
Top of Page
One million persons aged 15 and over report having a
hearing-related disability
Regarding sensory-type activity limitations, just over one million adults
(4.4%) reported having a hearing-related disability, about 600,000 (2.5%)
had vision difficulties, and some 360,000 or 1.5% of persons aged 15 and
over reported a speech-related disability. While a larger proportion of
women (3.1 %) than of men (2.0%) reported having vision difficulties, activity
limitations related to hearing were more common among men (5.0%) than
women (3.8% ). Men aged 15 and over were also slightly more likely than
women to have a speech-related disability .
.....
Top of Page
A good number of adults have less visible disabilities
The 2001 PALS also sought to distinguish certain types of less visible
disabilities, such as limitations related to psychological conditions or
memory problems, learning difficulties and developmental disability. This
distinction in no way ignores the close relationship that exists between some
of these disabilities; as well, identification is always subjective, based on the
respondent's perception. Nevertheless, more than half a million persons
aged 15 and over (2.2%) reported having activity limitations due to
emotional, psychological or psychiatric conditions. Similarly, more than
450,000 adults reported having learning disabilities, representing a
proportion of 1.9%. A similar proportion of adults (1.8%) had activity
limitations due to frequent memory problems or periods of confusion. Nearly
120,000 persons aged 15 and over had a developmental disability.
Q
D
Prevalence of disability among adults aged 15 years and over,
by type of disab.iiity and sex, Canada, 2001
Chart
.....
Top of Page
The prevalence of most types of disabilities increases with
age
According to the most widely held view, the prevalence of any form of
disability rises ,increasingly with age. The PALS findings confirm that this is
true for disabilities related to mobility, agility, hearing, vision and pain. For
example, while fewer than 2% of young adults aged 15 to 24 have a
mobility-related disability, the rate reaches 31.5% for persons aged 65 and
over. This increase in prevalence with age is also observed, although to a
92
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05/12/2014
A profile of disability in Canada, 2001: Profile of disability among adults t::
i"'ENT# __.L.. TO REPORT# ;:;; NG. 0
-
Page 4 of6
1-/fj
~~of~.
lesser degree, for other problems more closely associated with aging, such
as memory and speech problems .
....
Top of Page
Activity limitations related to emotional, psychological or
psychiatric conditions are relatively frequent in persons
aged 45 to 64
However, there are some exceptions to the rule. Thus, persons aged 45 to
64 (3.3%) were more likely to have a disability related to psychological
problems than persons aged 65 to 74 (2.0%), although the rate resumed its
. rise to 3.6% for persons 75 and over. The same is true for learning
disabilities, with adults aged 45 to 64 (2.3%) showing a rate.higher than
among adults aged 65 to 74 (1.5%), but lower than that of seniors 75 years
and over (2.8%). With respect to developmental disability, prevalence varies
between 0.2%E and 0.7%E according to age, with young adults aged 15 to
24 showing the highest rate, and persons 65 to 74, the lowest. In this
regard, it is important to note that a sizable proportion of older adults with a
developmental disability are institutional residents and are therefore
excluded from the survey population. Younger adults are more likely to live
at home and therefore be included in PALS due to the de-institutionalization
that has been taking place in Canada for about 25 years.
The strong predominance of some types of disabilities becomes even more
obvious when we look at the proportion of persons with disabilities who
have these particular types of disabilities. More than seven of every ten
persons with disabilities have difficulties related to mobility, and almost as
many have pain-related disabilities. Activity limitations related to agility are
also very frequent, with two-thirds of persons with disabilities reporting
them. More than 30% of adults with disabilities have a hearing-related
disability and 17% have vision difficulties.
The results of the 2001 PALS also show how an important proportion of
adults with disabilities have activity limitations related to psychological
conditions, namely over 15%. Furthermore, some 13% of persons with
disabilities aged 15 and over reported having a learning disability, with more
than half (54.1 %) of them having been diagnosed with learning disabilities
by a teacher, a physician or another health care professional. The
approximately 420,000 persons with a disability related to memory account
for 12% of all persons with disabilities. Speech difficulties, which affect at
least one in ten persons with disabilities, and developmental disability
(3.5%) complete the PALS profile of persons with activity limitations.
However, for just under 1OO,bOO persons reporting a disability, the type of
disability could not be identified.
Types of disabilities reported by adults aged 15 years and over
with disabi!ities, Canada, 2001
Prevalence of disability among adults aged 15 years and over,
by type of disabmty and age, Canada, 2001
....
Top of Page
http://www.statcan.gc.ca/pub/89-577-x/4065022-eng.htrn
05/12/2014
93
A profile of disability in Canada, 2001: Profile of disability among adults
I
Page 5 of6
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A large majority of persons with disabilities aged 15 and
over have more than one disability
The 2001 PALS distinctly recognizes, along with physical and sensory
disabilities, the various types of less visible disabilities (pain, psychological
problems, memory, learning and developmental disability). As a result, the
survey provides a detailed profile reflecting the complexity of disability in
adults aged 15 and over. The number of disabilities reported is ample
evidence to that effect. Only 18.2% of persons with disabilities reported
having only one disability, whereas a sizable proportion of them reported
three (29.0%) or even four or five (27.7%). Indeed, just under 8% of persons
with disabilities had six or more.
Fiiil
liU
Number of disabilities reported by adults aged 15 years and
over with disabilities, Canada, 2001
Table
.....
Top of Page
Severity of disability in 2001: mild, moderate, severe or
very severe
A profile of disability in Canada would not be complete if it did not consider
the degree of severity of disabilities reported. Among the 3.4 million adults
with disabilities, the 2001 PALS distinguishes four levels of severity: mild,
moderate, severe and very severe. Firstly, the level of severity depends on
the frequency and intensity of limitations associated with each type of
disability. For example, a person who has no difficulty walking and climbing
stairs but cannot stand in line for more than 20 minutes, would have a mild
mobility-related disability. A person who can only move around in a
wheelchair would have their mobility more severely limited, and one who is
bedridden for a long term period would have a very severe mobility-related
disability. The number of disabilities also has an impact on the overall level
of severity. The PALS distinguishes 10 types of disabilities among adults
and the level of severity will increase with the number of disabilities affecting
each individual. For further information on the development of the severity
scale, see the box entitled Severity of disability.
In 2001, one-third (34.1 %) of adults with disabilities had a mild degree of
disability. At the other end of the scale, at least one in four persons with
disabilities (26.9%) experienced severe activity limitations and 14.0%
reported having a very severe disability. Men (36.4%) were more likely than
women (32.2%) to report a mild degree of limitation. Conversely, a larger
proportion of women than of men with disabilities reported a severe level of
activity limitation (28.3% compared with 25.1% ). However, the proportion of
very severe disabilities was relatively the same for the two sexes.
Fiiil
LID
Severity of disability among adults aged 15 years and over with
disabilities, by sex, Canada, 2001
Table
.....
Top of Page
94
http://www.statcan.gc.ca/pub/89-577-x/4065022-eng.htm
05/12/2014
A profile of disability in Canada, 2001: Profile of disability among adults
PE:;ORTtd~ll~~~c
I
H!J-
Page 6 of6
"""~.... o1 ~.. :1.~
Nearly 6% of Canadians aged 15 and over have a severe or
· very severe disability
In terms of the total population aged 15 and over, 5.0% of Canadians had a
mild disability, 3.6% a moderate disability and 3.9% a severe disability.
Again at the national level, more than 480,000 persons aged 15 and over
(2.0%) reported a very severe level of disability.
Severity of disability increases gradually until age 65 and then declines
slightly among the 65 and over population. In this regard, it is important to
note the significant prevalence of less visible disabilities among the workingage population, which increases the number of disabilities reported for these
adults aged 15 to 64. As well, it is generally recognized that a person is
more likely to experience the highest level of activity and the widest scope
of activities during these working years (home, work, school, leisure); a
person would therefore be just as likely to experience during those years, a
high level of limitation in these same activities. At the same time, a sizable
proportion of elderly persons likely to have a severe or very severe disability
reside in an institution and are therefore not included in the PALS
population.
Disability rate for adults aged 15 years and over, by severity of
disability, Canada, 2001
Severity of disability among adu!ts with disabilities aged 15
years and over, by age groups, Canada, 2001
.A
Home I Search I Contact Us I Francais
Date Modified: 2003-04-04
Important Notices
http://www.statcan.ge,ca/pub/89-577-x/4065022-eng.htm
05/12/2014
95
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96
2/15/2012
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Legal and Legislative Services
Clerk's Office
Directive Memorandum
April 2, 2013
To:
Richard Holborn
Director, Engineering & Public Works
From:
Debbie Shields
City Clerk
Subject:
Direction as per Minutes of the Meeting of City Council
held on March 25, 2013
Carr. 10-13
City of Pickering Parking By-law
Council Decision
Resolution #45/13
That Carr. 10-13 received from Prem Noronha-Waldriff on behalf of the Accessibility
Advisory Committee, with respect to amendments to the Parking By-law regarding
accessible parking to reflect 15% of parking bays be made accessible to better meet
the needs of persons with disabilities be referred to staff for further review.
Please take any action deemed necessary.
Debbie Shields
llr
Copy:
Chief Administrative Officer
City Clerk
97
#.~..-3~~·
..~~-
REPORT# ENG, 6 1-1!{
-~j~
Suggested Accessible Parking Requirements in the City of Pickering
Based·on th e A ccess1"bTt
.
lit\ f or 0 ntanans
WI"th o·ISa bTt"
IlleS A ct
Required Type
Required Type 'B'
Total number of parking
'A' Spaces
Spaces
spaces provided
1-25
1
0
26-50
1
1
51-75
2*
1
76-100
2
2
101-133
2
3*
134-166
3
3
167-250
4*
3
251-300
4
4
5*
301-350
4
351-400
5
5
6*
401-450
5
451-500
6
6
7*
501-550
6
551-600
7
7
601-650
7
8*
651-700
8
8
701-750
9*
8
751-800
9
9
801-850
9
10*
10
851-900
10
900-950
10
11*
11
11
951-1000
11
spaces
plus
1%
of
the
total
number
1001 and over
of spaces (rounded up to the next whole
number), to be divided equally between
Types 'A' and 'B'. If an uneven number
of spaces is required , the extra space
may be Type 'B'
*Where an uneven of accessible parking spaces are required, the
extra Type 'B' space may be changed to a Type 'A' space
98
LOCATE SIGN AT THE ~
CENTRE OF EACH SPACE
(see detail 1)1
-·------~----~--~~-+-----------------
NOTE- 1) A MINIMUM VERTICAL CLEARANCE OF 2.75
METRES IS REQUIRED
2) INTERNATIONAL SYMBOL OF ACCESSIBILITY
AND BORDER PAINTED IN WHITE OR YELLOW
PAINT OVER LAID ON A BRIGHT BLUE
BACKGROUND
··-----..
_.__._
I
-'--
___..
1.4m (4.6')
I.
J
L
1----------4""-.0;.;...m.;_(1""-3.1-'"')_ _ _ _ _ _ _~'""' l.tocm ( ")
4
1
MINIMUM LINE WIDTH
All dimensions are In metres unless otherwise noted.
ACCESSIBLE PARKING SPACE
TYPE 'A'
~9
-
REPO!~T# l:::':f;l6. OH S---
1;,.2~.
~~-L~.
G; ~L~..
LOCATE SIGN AT THE
CENTRE OF EACH SPACE
(see detai11)
LOCATE SIGN AT THE
CENTRE OF EACH SPACE
(see detail1)
E
"'
.,;
E
":
I·
1.4m(4.6')
0
10cm (4")'""
L
MINIMUM LINE WIDTH
1.4m(4,6')
10cm(4"J'""'
I·
L
MINIMUM LINE WIDTH
NOTE-1) A MINIMUM VERTICAL CLEARANCE OF 2.75
METRES IS REQUIRED
2) INTERNATIONAL SYMBOL OF ACCESSIBILITY
AND BORDER PAINTED IN WHITE OR YELLOW
PAINT OVER LAID ON A BRIGHT BLUE
BACKGROUND
3) ACCESS AISLE TO BE PAINTED WITH A
RECOMMENDED LINE WIDTH OF 10cm AND
PAINTED WITH A NON SLIP PAINT IN WHITE OR
YELLOW
All dimensions are in metres unless otherwise noted.
ACCESSIBLE PARKING SPACE
TYPE 'A' SHARED
1~~------------------------------------------------------------------~
LOCATE SIGN AT THE:~
CENTRE OF EACH SPACE
(see detail 1)
-,
\..../
NOTE-1) A MINIMUM VERTICAL CLEARANCE OF 2.75
METRES IS REQUIRED
2) INTERNATIONAL SYMBOL OF ACCESSIBILITY
AND BORDER PAINTED IN WHITE OR YELLOW
PAINT OVER LAID ON A BRIGHT BLUE
BACKGROUND
E
":
1.4m (4.6')
10cm(4").o.i'
MINIMUM LINE WIDTH
!..
:1_.!..
-"--,L,-----2-.6m-(B.""5')_ _ _ _ _
!-----____;=='-----~
10cm (4")
MINIMUM LINE WIDTH
All dimensions are In metres unless otherwise noted.
ACCESSIBLE PARKING SPACE
TYPE '8'
1 u1
Report to
Executive Committee
Report Number: CLK 01-15
Date: January 12, 2015
From:
Paul Bigioni
Director, Corporate Services & City Solicitor
Subject:
Amendment to Procedural By-law to Provide for 2015 Committee and
Council Meeting Schedule Change
Recommendation:
1.
That Report CLK 01-15 of the Director, Corporate Services & City Solicitor,
regarding an amendment to Procedural By-law 7212/12 be received;
2.
That the draft amendment by-law to Procedural By-law 7212/12, to provide for a
revised Standing Committee Meeting as noted in Attachment #1 be approved; and
3.
That the 2015 Standing Committee and Council Meeting calendar included as
Attachment #2 be approved.
Executive Summary:
At a meeting of Council held on December 15, 2014, Council
passed a resolution requiring the City Clerk to amend section 4.5 of the Procedural Bylaw and to create a revised calendar reflecting changes to the Committee meeting
schedules.
Financial Implications: The revised calendar will result in cost savings and
efficiencies due to consultants not having to attend night meetings and reduction in staff
overtime.
Discussion: The City of Pickering Procedural By-law governs the calling, place and
conduct of meetings. In accordance with the intent of the Municipal Act, of open,
transparent and accountable government, the 2015 meeting schedule is presented in
order for public notification to commence.
At a Meeting of Council held on December 15, 2014, Council passed a resolution
requiring the Clerk to revise Procedural By-law 7212/12 to reflect a change in timesand
dates for the meetings of the Planning & Development Committee and Executive
Committee of Council. It was approved that Executive Committee meetings would be
held on the second Monday of each month at 2:00pm and that Planning &
Development Committee meetings would also be held on the 2nd Monday of each
102
CLK01-15
January 12, 2015
Subject: Council Meeting Schedule
Page 2
month at 7:00pm. Regular Council Meetings will continue to be held on the third
Monday of each month. Accordingly, Attachment #1 to this report is an amendment bylaw to Procedural By-law 7212/12.
It was noted that some advantages to holding the Executive Committee meeting during
the day would include cost savings to the municipality due to consultants not having to
attend night meetings, some reductions in City staff overtime and an additional week in
between meetings for staff to prepare reports, and for Members of Council to conduct
constituent business. In addition, holding the Executive Committee meeting during the
day is consistent with existing practices in many other municipalities.
It was also noted that the meeting times and dates would be put in place for the 2015
calendar year and, before the 2016 calendar is approved, the City Clerk will provide a
report to Council with a review of the meeting schedule changes and how they affected
public input, staff efficiencies and cost savings to the City.
Attachments:
1.
4.
Draft Amendment By-law
2015 Standing Committee and Council Meeting Schedule
Prepared By:
~~~~~
·fOr
Debbie Shields
City Clerk
rate Services & City Solicitor
Recommended for the consideration
of Pickering City Council
~_;/()
TonyPreve~
Chief Administrative Officer
CORP0227-07/01 revised
103 .
The Corporation of the City of Pickering
By-law No.
Being a by-law to amend By-law 7212/12,
which governs the proceedings of Council,
any of its committees, the conduct of its
Members, and the calling of meetings.
Whereas on May 22, 2012 the Council of the Corporation of the City of Pickering
passed By-law 7212/12 to govern the proceedings of Council and its committees; and
Whereas Council wishes to amend By-law 7212/12.
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
Section 4.5 c) and d) shall be amended to read as follows:
c) The Executive Committee shall meet on the second Monday of each month at
2:00 pm in the Council Chambers. It shall be the duty of the Executive
Committee to study and report to Council on matters under the jurisdiction of the
Administration Department, the Corporate Services Department, the Culture &
Recreation Department, and the Engineering & Public Works Department.
d) The Planning & Development Committee shall meet on the second Monday of
each month at 7:00 pm in the Council Chambers. It shall be the duty of the
Planning & Development Committee to study and report to Council on matters
under the jurisdiction of the City Development Department.
By-law passed this 19 day of January, 2015.
David Ryan, Mayor
Debbie Shi_elds, City Clerk
104
2015 - Option 2 (Requires Procedural By-law Change)
January
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Committee Meetrngs: 2:00 pm Executrve Commrttee
7:00pm Planning & Development Committee
B udget Meeting
Civic Awards - May 25
Labour Day - September 7
Thanksgiving - October 12
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March Break - March 16-20

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