Executive Committee Agenda Monday, January 7, 2019

Council Chambers 2:00 pm

Chair: Councillor Ashe

For information related to accessibility requirements please contact: Linda Roberts 905.420.4660 extension 2928 lroberts@pickering.ca

Anything highlighted denotes an attachment or link. By clicking the links on the agenda page, you can jump directly to that section of the agenda. To manoeuver back to the agenda page use the Ctrl + Home keys simultaneously, or use the “bookmark” icon to the left of your screen to navigate from one report to the next.

-Cd:Jof­p](KERJNG

(I) Disclosure of Interest

Executive Committee Meeting Agenda

Monday, January 7, 2019 Council Chambers - 2:00 pm

Chair: Councillor Ashe

Pages

(II) Delegations

(II) Matters for Consideration

1. Chief Administrative Officer Report CAO 01-19 City of Pickering Magazine

Recommendation

1-4

1. That Council approve, in principal, the creation of a new City of Pickering magazine, intended to be delivered to all Pickering households;

2. That Council approve, in principal, to sole-source the project management of the magazine to Graymatter Marketing Solutions; and

3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report.

2. Director, Engineering Services, Report ENG 0 1-19 5-16 Municipal Bridge Maximum Gross Vehicle Weight Restrictions -By-law to establish a load limit for certain bridges under the jurisdiction of the City of Pickering

Recommendation

1. That the attached draft By-law limiting the gross vehicle weight of any vehicle or any class thereof, passing over certain bridges, under the jurisdiction of The Corporation of the City of Pickering be enacted; and

For information related to accessibility requirements please contact: Linda Roberts 905A20.4660 extension 2928 lroberts@pickering.ca

/~ I j ---ciljj ty;----

1 K ER J

Executive Committee Meeting Agenda

Monday, January 7, 2019 Council Chambers - 2:00 pm

Chair: Councillor Ashe

2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report.

(IV) . Other Business

(V) Adjournment

--Cdtof-­

Pl KER]N Report to

Executive Committee ·

Report Number: CAO 01-19 . Date: January 7, 2019

From:

Subject:

Tony Prevedel Chief Administrative Officer

City of Pickering Magazine - File: A 1000-006

Recommendation:

1. That Council approve, in principal, the creation of a new City of Pickering magazine, intended to be delivered to all Pickering h_ouseholds;

2. That Council approve, in principal, to sole-source the project management of the magazine to GraymaUer Marketing Solutions; and

3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report.

Executive Summary:

Over the past terrri of office, Corporate Communications has successfully implemented a number of meaningful and effective communications initiatives to better inform and engage with residents, busine.sses and stakeholders with respect to the positive and progressive work that Mayor, .Council, and staff are doing.

Understanding that there is no 'one size fits all' approach, a robust integrated communications mix utilizes a number of vehicles in order to effectively disseminate information and key messaging across a broad spectrum. As such, Corporate Communications would like to introduce a bold and exciting new way to tell the story of Pickering as it unfolds.

As Pickering is on the cusp of greatness, and invested in a number of transformational projects, staff recommend creating a special edition, professionally published, high quality, 36-page magazine to capture and convey all of the excitement.

A polished, professional, and thoughtfully laid out magazine offers a unique sensory experience, and evokes a strong emotional response and connection with the reader. In terms of perception, a magazine is deemed more valuable than other print periodicals. In addition, it has a comparatively longer shelf life, as well as a greater pass-along rate than newsletters or newspapers.

As this is unfamiliar territory for the City, staff have engaged with Graymatter Marketing Solutions (Graymatter) to better understand all that is involved in producing a magazine of this caliber. Graymatter is a Pickering-based firm that has decades of experience in marketing, communications, and magazine production. As such, staff recommend that Graymatter be

1

2

CAO 01-19

Subject: City of Pickering Magazine

January 7, 2019

Page 2

retained as the project mancmer to oversee branding, creative design, editorial, advertisement sales, production, and distribution. ·

Ultimately, the goal would be to produce 40,000 copies of this inaugural magazine.

Financial Implications:

The total budget for the project is set at $57,500.

Printing and mailing out 40,000 magazines will be the 2 largest expenses. Printing is budgeted at $25,000, and the mail out to 33,000 homes is estimated to be $20,000. The rem·aining $12,500 will go towards Graymatter's consulting and project management.

Based on market conditions, and some preliminary feedback from potential advertisers, it is estimated that a Pickering magazine could potentially generate $50,000 in advertising. revenues, which would almost offset the costs of the entire project.

According to these estimates, it brings the real costs down to 18.75 cents per magazine, which is an incredible value in producing a magazine of this caliber and having it delivered to each household in Pickering. ·

Discussion:

Content

The 36-page magazine will be printed at 8.5 x 11 with a 1 00lb gloss cover, 80lb silk internal pages - giving it a very polished and professional look and feel. ·

In true magazine fashion, it will feature advertisements from a number of organizations and companies who will be carefully vetted to ensure their business objectives appropriately align with the City's brand and vision. Advertisements will be designed at either half-page, full-page, and/or an advertorial layout, thoughtfully positioned to complement the organic content, wherever possible. Staff will not permit business card sized advertisements to avoid cluttering the magazine.

In addition to revenue generation, having advertisements is important to give the magazine an authentic look. Readers are used to seeing magazine advertisements. If the City forgoes advertising, the magazine will look more like a glossy newsletter, which will have an entirely different effect on the reader.

City stqff who manage a marketing budget for their various department programs, facilities, events or services wi'II get priority ad buying should they choose to redirect a portion of their monies from their traditional options to explore a return on investment from this new opportunity.

Corporate Communications will work closely with Graymatter to. ensure the City's brand will continue to be positioned in a clear, attractive, and easily recognizable manner to its residents, businesses, and stakeholders. ·

CAO 01-19

Subject: City of Pickering Magazine

January 7, 2019

Page 3

It should be noted that Mayor and Council will each be given space to promote their picture, as well as their key messages. Each Member of Council will have opportunity to provide editorial input as to how they want their section to be formatted, whether it will be a biography, interview/discussion, Q&A, short story, or fun fact feature. ·

Distribution

The total magazine run will be 40,000 copies. Approximately 33,000 copies will be mailed directly to all Pickering households. The remaining 7,000 copies will be distributed in City facilities, select offices and establishments, arid to the personal networks of Mayor, Council, and senior staff.

Graymatter Marketing Solutions Experience

Graymatter is a Pickering-based company that has over 25 years of experience in the publishing world - working with companies and organizations such as Avon Canada, Kraft Canada, VRA Canatja and Emergency Nurses Association.

Graymatter creates and publishes custom magazines and periodicals such as Durham Region's MOVE magazine, Ontario's Navigate Magazine, and materials for various GTA law firms. Every publication is backed by Graymatter's branding and identity development process. This ensures that the Graymatter team delivers every client, whether an individual or business, a strong and· recognizable brand.

Communications

The City consistently strives to strengthen its communications and outreach to create a more connected, engaged, and sustainable city. This approach has proven to be successful as reflected by the most recent election results.

Now, more than ever, Pickering residents are informed, and they are engaged. And engaged residents are happy residents. As such, they have resoundingly endorsed all of the innovative and leading work that Mayor, Council, and staff have been doing over this past term of office.

Corporate Cor:nmunications would like to build upon that momentum by introducing this attractive and professional-quality magazine, and delivering it to every single Pickering home for maximum reach.

Not only will the magazine increase access to information, and promote the programs, events, and projects that are shaping our community, it will do so in a vibrant and visceral manner. The final product will be something that Mayor, Council, staff, and all residents can be proud of.

If the reception is positive with readers, stakeholders, and aqvertisers, Corporate Communications can look to make the magazine an annual and/or bi-annual publication.

3

4

Subject: City of Pickering Magazine

Prepared By:

.~~ Mark Guinto Manager, Public Affairs & Corporate Communications

TP:mg

Recommended for the consideration of Pickerir;PJ TonyPrevedel, P)::ng. Chief Administrative Officer

January 7, 2019

Page 4

--CdtJof-­p](KERJ G

From: Richard Holborn Director, Engineering Services

Report to Executive Committee

Report Number: ENG 01-19 · Date: January 7, 2019

Subject: Municipal Bridge Maximum Gross Vehicle Weight Restrictions - By-law to establish a load limit for certain bridges under the jurisdiction of the City

of Pickering - File: A-1440

Recommendation:

1. That the attached draft By-law limiting the gross vehicle weight of any vehicle or any class thereof, passing over certain bridges, under the Jurisdiction of The Corporation of the City of Pickering be enacted; and

2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report.

Executive Summary: The Highway Traffic Act and Ontario Regulation 104/97 Standards for Bridges require that every bridge and/or structure be kept safe and in good repair through periodic inspections under the direction of a Professional Engineer and in accordance with the provisions of the Ontario Structure Inspection Manual, or equivalent. Further, The Highway Traffic Act establishes that municipalities "having jurisdiction over a bridge may by by-law limit the gross vehicle weight of any vehicle or any class thereof passing over the bridge". The City of Pickering retains a qualified bridge inspection firm to perform regular bridge inspections every 2 years.

In 2016, the City of Pickering retained Keystone Bridge Management Corporation to inspect and validate the gross vehicle weight limit restrictionfffor the bridge structures included in the parent by-law. Keystone Bridge Management Corporation conducted bridge load testing on 5 mµnicipal bridges in support of determining the appropriate load limit for by-law purposes. As a result of the testing, load limits were assigned to the 5 bridges and established through By-law 7497/16 and accompanying Schedules A and B.

Keystone Bridge Management Corporation was retained in 2018 to assess the City's 66 bridges and culverts, of which 55 have a span of 3.0m or over. As a· res.ult of the recent assessments and inspections, 2 additional bridges require a load limit by-law and 1 bridge with an existing load limit by-law requires the load limit to be reduced. ·

Based on the above, staff have prepared a proposed by-law which identifies the new recommended ·maximum weight load limits on 3 bridges (Bridge #7002, 8003 and 10002), maintains the existing maximum weight load limits on 4 bridges (Bridge #6003, 7004, 8001, 9006), and repeals the previously established associated by-law.·

5

6

January·?, 2019

Subject: Municipal Bridge Maximum Gross Vehicle Weight Restrictions By-law to establish a load limit for certain bridges under the jurisdiction of the City of Pickering Page 2 .

Financial. Implications: The cost.for Keystone Bridge Management Corporation to inspect and re-affirm proposed load limits at the 7 bridge locations and to certify the by-law was $3,825.00 plus HST which is being charged to 2290.2392.0000 Engineering Services -Administration. In order to remove the bridge load limits, future expenditures will be required to rectify structural deficiencies and to bring the bridges up to current code requirements.

Discussion: In June of 2016, staff presented report ENG 11-16 to the Executive Committee. The report, as adopted by the Committ~e and approved by Council:

• identified the maximum vehicle load limits established on 5 bridges as a result of the inspections on all bridges currently under the jurisdiction of the City of Pickering

• presented for Council endorsement, the draft by-law necessary for bridge load designations

• established the necessary schedules for signature by 2 Professional Engineers certifying the safe load limits and the duration for which the limits apply

As a result of the recent inspection of the Pickering/Uxbridge Townline bridge (Bridge #10002), there is a need to reduce the maximum vehicular weight limit restriction of the structure from 10 tonnes to 5 tonnes as set out in Municipal Bridge Load By-law 7 497 /16. Two additional bridges (Bridge #7002, Wilson Bridge on Seventh Concession Road approximately 2.1 km east of York/Durham Townline Road, and Bridge #8003 on Eighth Concession Road, approximately 0.9 km west of Regional Road #23 (Lake Ridge Road) are recommended for cautionary load limits of 15 tonnes and 20 tonnes respectively. The maximum vehicular weight limit restriction-for the remaining 4 bridges remains the same as per the current by-law (By-law 7497/16).

A copy of bridge site location maps, the draft amending by-law and revised Schedule "A", which identifies all structures to which the by-law applies, are attached ..

If passed by Council, a completed Schedule "B" will be signed and sealed by 2 Professional Engineers from Keystone Bridge Management Corporation and will form part of the new by-law.

ENG01-19 January 7, 2019

Subject: Municipal Bridge Maximum Gross Vehicle Weight Restrictions By-law to establish a load limit for certain bridges under the jurisdiction of the City of Pickering

Attachments:

Page 3

1. Being a by-law to limit the gross vehicle weight of any vehicle or class thereof passing over a bridge under the jurisdiction of The Corporation of the City of Pickering pursuant to The Highway Traffic Act, R.S.O. 1990, c.H.8, as amended

2. Location Map - Bridge Load Limits - Structure ID #7004 (Hoover Bridge) & Structure ID #8001 (Lehman #2 Bridge)

3. Location Map - Bridge Load Limits - Structure ID #9006 (Lo~ 4/5, Cone. 9 Bridge)

4. Location Map - Bridge Load Limits - Structure ID #10002 (Altona Bridge)

5. Location Map - Bridge Load Limits - Structure ID #6003 (Wilson Bridge)

6. Location Map - Bridge Load Limits - Structure ID #7002 (Wilson Bridge)

7. Location Map - Bridge Load Limits - St~ucture ID #8003 (Lot 2, Conc.7/8 Bridge)

RH:mjh

Recommended for the consideration of Pickerin9J};;)J

Tony Prevedel, P.Eng. Chief Administrative Officer

Approved/Endorsed By:

~~ ?-1.. b v<tL /~ Richard Holborn, P.Eng. g - Director, Engineering Services

7

8

A°"'.A:::T# 1 / of ~p~~- fr.1(1 01-J 9

The Corporation of the City Of Pickering

By-law No.

Being a by-law to limit the gross vehicle weight of any vehicle or any class thereof passing over a bridge .under the jurisdiction of the Corporation of the City of Pickering pursuant· to the Highway Traffic Act, R.S.O. 1990, c.H.8, as amended.

Whereas, pursuant to Section 123 (2) of the Highway Traffic Act R.S.O. 1990 c.H.8, as amended, the municipal corporation or other authority having jurisdiction over a bridge may by by-law, limit the gross vehicle weight of any vehicle or any class thereof passing over the· bridge.

· Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: ·

1. In this by-law "gross vehicle weight" means the total weight in tonnes transmitted to the highway by a vehicle or combination of vehicles and load.

2. No vehicle or combination of vehicles or any class thereof, whether empty or loaded, shall be operated over those bridges as set out in Column 1 and Column 2 of Schedule A to this by-law where the gross weight exceeds that set out in Column ;3 of Schedule A to this by-law. ·

3. This by-law shall not become effective until a notice of the maximum limit of gross vehicle weight permitted, legibly printed, has been, posted in a conspicuous place at each end of the bridge. ·

4. Any person violating the provisions of this by-law is guilty of an offence and on conviction is liable to a fine as provided in the Highway Traffic Act, R.S.O. 1990, c. H.8, as amended from time to time.

5. That the engineers statement verifyf ng the gross vehicle weight limit specified in Section 2 of this by-law are set out in Schedule B, attached and forms part of this by-law.

'6. By-law Number 7497/16 is repealed.

By-law passed this 28th day of January 2019.

David Ryari, Mayor

· Susan Cassel, City Clerk

Column 1

Bridge No.

6003 ..

7002

7004

8001

8003

9006

10002

El'JG-j t>i - I 9 'ATTACHMENT# ' I TOREPOI\T#--

Column 2

J. of 3 ---Schedule A

Bridge Load Limits

Bridge Location

North Road 0.4km south of Seventh Concession Road

Seventh Concession Road 2.1 km east of York/Durham Townline Road

Sideline 34 0.2km South of Eighth Concession Road

Eighth Concession Road 0.10km west of Sideline 34

Eighth Concession Road · 0.9km west of Regional Road #23

Sideline 4 1.4km north of Regional Road #5

Pickering/Uxbridge Townline 0.10km east of Sideline 30

Column 3

Maximum Gross Vehicle Weight

15 tonnes

15 tonnes

10 tonnes

15 tonnes

20tonnes

10 tonnes

5 tonnes

9

ATTACHMENT# .· I TO REPORT# E,.J<:7 OI- I 9 __ 3_of_3 __

Schedule B

By-law /19

and -------------- --------------Profession a I Engineers representing the consulting firm Keystone Bridge Management

Corporation, have reviewed the restriction of the gross vehicle weight passing over the

· bridges as identified in the above noted by-law.

Effective as of the date of approval of the bylaw, I agree with the recQmmended gross

vehicle weight limit as set out in By-law /19 for a period of twenty four (24)

months.

Signed Signed

Dated

10

w z ::J

2 <( I O'.'. :J 0

Engineering Services Department

sc>J..E: D/(IE:

· 1:10000 Jan7/19

w z :J w 0 ui

:J w 0 ui

Bridge No. 7004

N I')

w z :J w 0 ui

Bridge Load Limits Structure ID #7004 (Hoover Bridge)

Structure ID #8001 (Lehaman #2 Bridge)

ROAD

-O~t>/­p](KER]NG

Engineering Services Department

5C.ll.E: OAT£:

1:10 000 Jari 7/19

w z :J w 0 iii .

f.Nt? o1-J9

Bridge No~

. pf\C\f"\C

Bridge Load Limits Structure ID #9006 (Lot 4/5, Cone 9 Bridge)

-C4°f­P](l(ERJNG

RAIL

0. 5

TOWNLINE PICKERING/UXBRIDGE

Engineering Services Department

SCAL£: DATE':

1:10 000 Jan 7 /19

0 l'l

REGIONAL

Bridge Load Limits Structure ID #10002 (Altona Bridge)

w z :J w 0 ui

HIP OF

ROAD

-a/J;of­Pl(l(ERlNG

w z :i w 0 vi

· Engineering Services Department ·

SCALE: OAlE:

1:10000 Jan7/19

ATTACHMENT# s: TO REPORT# . ~N r-i (') ' - I °I __ l_of I

~ 0 z

Bridge No. 6003

• Bridge Load Limits Structure ID #6003 (Wilson Bridge)

. vi

00 N

00 N

w z :i w 0 vi

-~~/·­PlCKERlNG

SCIJ.£:

I')

w· z ..J w Cl iii

Engineering Services Department

MTE: 1:10 000 JAN 7 /19

Bridge No. 7002

0:

~ 0 z

Bridge Load Limits Structure ID #7002 (Wilson Bridge)

co N

w z w Cl .iii

co N

w z ::i w Cl iii

atp4 P1CKER1NG

15

LLl--+----=::-;--~e:.~ - -~~~1- _ - p!PELIN

I

\

~~ADA

I

(

w z a 0 iii

~~ ~ ~ I'\.

· ---./~ \. BridgeNo.8003 EIGHTH CONCESSION ~

;

w z a 0 iii

I

Engineering Services Department

'

. • •

!

I

w z a 0 iii

I I

Bridge Load Limits Structure ID #8003 (Lot 2, Cone. 7/8 Bridge)

I

) )

w (!) 0 i2

w

3

. Ci4Jo/

w (!) 0 ii:

I

PICKERING

-

= l DATE:

lb;1~:1~0~00~0:::d~JA~N~7~/1;9==b================;;;;;;;!;;;=======;;;;;;;;:;;J_J L 16