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HomeMy WebLinkAboutJanuary 9, 2023 Draft Executive Committee Meeting Minutes January 9, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 1 Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt M. Nagy D. Pickles L. Robinson Absent: L. Cook Also Present: M. Carpino - Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor S. Boyd - Fire Chief S. Douglas-Murray - Director, Community Services B. Duffield - Director, Operations J. Eddy - Director, Human Resources R. Holborn - Director, Engineering Services F. Jadoon - Director, Economic Development & Strategic Projects S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk P. Helgesen - (Acting) Division Head, Water Resources & Development Services C. Rose - Chief Planner C. Whitaker - Manager, Sustainability & Strategic Environmental Initiatives R. Perera - Deputy Clerk K. Gagen - Coordinator, Environmental Engagement 1. Roll Call The City Clerk certified that all Members of Council were present and participating in- person save and except for Councillor Cook. 2. Disclosure of Interest No disclosures of interest were noted. Draft Executive Committee Meeting Minutes January 9, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 2 3. Delegations There were no delegations. 4. Matters for Consideration 4.1 Chief Administrative Officer, Report CAO 01-23 Use of Delegated Authority During Lame Duck Period of August 19, 2022 to November 14, 2022 Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt That Report CAO 01-23 regarding the use of delegated authority during the Lame Duck Period of August 19, 2022 to November 14, 2022 be received for information. Carried 4.2 Chief Administrative Officer, Report CAO 03-23 Pre 2023 Capital Budget Approval Fire Services Portable Radios Recommendation: Moved by Mayor Ashe Seconded by Councillor Pickles 1. That Council approve the pre 2023 Capital Budget approval for the purchase of Fire Services portable radios (C10700.2303) in the amount of $500,000.00 to be funded from a 5-year internal loan; and, 2. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Carried 4.3 Director, Corporate Services & City Solicitor, Report CLK 01-23 2022 City of Pickering Municipal Election Review Draft Executive Committee Meeting Minutes January 9, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 3 A question and answer period ensued between Members of the Committee and Staff regarding: • whether there would be a review of the Sign By-law; • lower voter turnout and whether different marketing options could be reviewed to increase voter turnout; • expanding the number of voting locations and consideration as to whether schools could be designated as voting locations to provide more options for electors across the City; • engaging high school students to increase voter turnout; • the Municipal Elections Act only allowing the removal of a certified candidate’s name from the ballot if they had withdrawn their nomination by Nomination Day; • the percentage of ballots cast using the internet voting system and the number of votes cast prior to Election Day; • the use of telephone voting during the 2018 Municipal Election, the concerns raised, and the low number of votes cast using the telephone voting system; • whether a vote by mail voting method could be considered for the 2026 Municipal Election to increase accessibility to the senior population; • proxy voting not being legislated when using an alternate voting method; • should internet voting be used in the 2026 Municipal Election, staff investigating creative ways to provide access to the internet voting website through the voter information package; • measures undertaken by staff to ensure accessible voting locations and voting methods were available to electors; • accessibility features built into the internet voting system including its compatibility with screen readers; and, • the differentiation between first-past-the-post voting and ranked ballot voting with staff noting that the option to conduct an election using ranked ballots had been removed from the Municipal Elections Act. Staff were requested to provide Council with information on the cost increase from the 2014 Municipal Election to the 2018 Municipal Election and the cost increase from the 2018 Municipal Election to the 2022 Municipal Election. Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt That Report CLK 01-23 regarding a review of the 2022 Municipal Election, be received for information. Draft Executive Committee Meeting Minutes January 9, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 4 Carried 4.4 Director, Community Services, Report CS 01-23 2023 Community Festivals and Events - Approval of 2023 Events in Esplanade Park Recommendation: Moved by Councillor Butt Seconded by Councillor Robinson 1. That Council authorize staff to issue a park permit for the use of Esplanade Park by Carea Community Health Centre on Wednesday, June 21, 2023 for National Indigenous Peoples Day, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 2. That Council authorize staff to issue a park permit for the use of Esplanade Park by Affiliation For Inspiring Youth Upliftment Enterprise (A.F.I.Y.U) on Saturday, July 15, 2023, and Saturday, July 22, 2023 (rain date) for a Movie Night, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 3. That Council authorize staff to issue a park permit for the use of Esplanade Park by Canadian Food Truck Festivals from Thursday, August 10 to Monday, August 14, 2023 (inclusive) for Pickering Food Truck Festival, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 4. That Council authorize staff to issue a park permit for the use of Esplanade Park by the office of Peter Bethlenfalvy, MPP Pickering-Uxbridge on Sunday, August 20, 2023 for a Community BBQ, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.5 Director, Community Services, Report CS 02-23 Community Banner Policy Recommendation: Draft Executive Committee Meeting Minutes January 9, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 5 Moved by Councillor Butt Seconded by Councillor Robinson 1. That Council endorse CUL 140 Community Banner Policy as set out in Attachment 1 to this report, subject to minor revisions acceptable to the Director, Community Services; and, 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.6 Director, Engineering Services, Report ENG 01-23 Quotation No. Q2022-19 - Construction of Two Basketball Facilities A question and answer period ensued between Members of the Committee and staff regarding: • the need for basketball facilities in Ward 1 and whether the City could work with the school boards to provide access to school facilities when they are closed during the summer holidays; • the need to broaden existing agreements with school boards to access unused facility spaces for recreation; and, • staff communicating with the School Boards to broaden access to school recreation spaces to accommodate the local community for sports and activities, and providing information to Council on the discussions prior to the consideration of the 2023 budget. Recommendation: Moved by Councillor Robinson Seconded by Councillor Pickles 1. That Quotation No. Q2022-19 for Construction of Two Basketball Facilities in Usman Green and Canadian Green, as submitted by Mianco Group Inc. in the total quotation amount of $121,856.38 (HST included) be accepted; 2. That the total gross project cost of $141,000.00 (HST included), including the quotation amount, a contingency and other associated costs, and the total net project cost of $126,975.00 (net of HST rebate) be approved; Draft Executive Committee Meeting Minutes January 9, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 6 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $126,975.00 as follows: a) the sum of $40,000.00 available budget in capital project C10320.2212 as approved in the 2022 Parks Capital Budget to be funded from the Reserve Fund – Parkland be increased to $62,269.00; b) the sum of $45,000.00 available budget in capital project C10320.2214 as approved in the 2022 Parks Capital Budget to be funded from the Reserve Fund – Parkland be increased to $64,706.00; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.7 Director, Finance & Treasurer, Report FIN 01-23 2023 Interim Levy and Interim Tax Instalment Due Dates Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That an interim property tax levy be adopted for all realty property classes for 2023; 2. That the interim property tax levy instalment due dates be February 27 and April 27, 2023; 3. That the attached draft by-law, providing for the imposition of the taxes, be enacted; and, 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.8 Director, Corporate Services & City Solicitor, Report LEG 01-23 Joseph E. Murley and Joyce Murley – Plan of Subdivision 40M-2164 - Final Assumption of Plan of Subdivision - Lot 10, Plan 40M-2164 - 1715 Rockwood Drive Draft Executive Committee Meeting Minutes January 9, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 7 Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That works and services required by the Subdivision Agreement dated September 6, 2002 and amended by an agreement dated June 1, 2011 (hereinafter referred to as the “Subdivision Agreement”) within Lot 10, Plan 40M-2164, 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; 2. That Joseph E. Murley and Joyce Murley be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M-2164; and, 3. That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Carried 4.9 Director, Corporate Services & City Solicitor, Report LEG 02-23 Lebovic Enterprises Limited – Plan of Subdivision 40M-2495 - Final Assumption of Plan of Subdivision - Lots 1 to 164 and Blocks 165 to 194, Plan 40M-2495 and Part Lot 20, Concession 3, being Parts 14 and 15, Plan 40R-6934 Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That Dusty Drive, Spinnaker Mews, Canadian Street, Bruny Avenue, Brandy Court, Winville Road, Shepway Mews, Caravan Mews and Pegasus Mews within Plan 40M-2495 be assumed for public use; 2. That works and services required by the Subdivision Agreement, dated October 14, 2011, within Plan 40M-2497 and Parts 14 and 15, Plan 40R- 6934, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including Draft Executive Committee Meeting Minutes January 9, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 8 lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 3. That Lebovic Enterprises Limited be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M- 2495 and Parts 14 and 15, Plan 40R-6934; and, 4. That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Carried 4.10 Director, City Development & CBO, Report SUS 01-23 Review of Diabetes Canada Textile Drop Box Initiative Council Resolution #223/20 A question and answer period ensued between Members of the Committee and staff regarding: • the existing textile boxes in Pickering currently not being maintained; • whether there were any policies which could regulate the maintenance of textile drop boxes; • Diabetes Canada looking to place their drop boxes on municipal property which would be a controlled environment that would negate concerns regarding maintenance; and, • the nature of the discussions conducted between the City and Diabetes Canada in arriving at a recommendation to refuse a partnership with Diabetes Canada. Recommendation: Moved by Councillor Butt Seconded by Councillor Pickles 1. That Report SUS 01-23 of the Director, City Development & CBO, regarding the Diabetes Canada Textile Drop Box Initiative, be received for information; 2. That Council endorse staff’s recommendation that the City of Pickering not enter into a partnership agreement with Diabetes Canada to install textile drop boxes on City of Pickering properties or adjacent to City facilities; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Draft Executive Committee Meeting Minutes January 9, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 9 Note: The disposition of this matter was determined through the following referral motion Moved by Councillor Robinson Seconded by Councillor Nagy That Report SUS 01-23, be referred back to staff to re-examine the textile drop box initiative with Diabetes Canada, and that staff report back to Council prior to pre-budget deliberations. Carried 5. Other Business 5.1 Councillor Robinson expressed concerns regarding a Santa Clause parade not taking place in 2022 in the City of Pickering due to a lack of volunteers and noted that this was disappointing to the community. Moved by Councillor Robinson Seconded by Councillor Nagy That staff be directed, through the office of the CAO, to bring forward a substantive report on options pertaining to providing community parades, and that staff report back to the Executive Committee in advance of the 2023 Budget Meeting in April. Carried 5.2 Councillor Robinson stated that she had received numerous complaints from residents regarding snow removal on sidewalks and windrows in Pickering. She expressed concerns about the aging population and the difficulty in clearing snow left by City plows, and stated that she had also received complaints that snow was being removed only on one side of the road. Councillor Robinson added that a program on snow removal for all roads and windrows in Pickering was not financially viable due to current financial restraints with using a contracted third party. A question and answer period ensued between Members of the Committee and staff regarding: • the report needing to consider the use of sub-contractors versus the use of in-house resources and the two methods having varying implications including the need to go through a Request for Proposal (RFP) process; Draft Executive Committee Meeting Minutes January 9, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 10 • investigating other communities within the GTA that provide snow removal and windrow clearing for all roads; • the timelines to bring forward a substantive report prior to budget deliberations being a challenge due to the amount of work that would need to be completed on the report and the deadlines on submitting reports for agendas; • the need to look at clearing snow on both sides of a road at the same time; and, • the intent of the motion being to allow staff to provide details on preliminary findings. Moved by Councillor Robinson Seconded by Councillor Nagy That staff be directed, through the office of the CAO, to bring forward a substantive report on a list of options that would enable Pickering to introduce an across the board snow clearing program using City resources including existing resources, and all available external infrastructure grants as well as but not limited to any other kinds of revenue sources such as casino revenue, and to report back to Council no later than the 2023 Budget deliberations. Carried Unanimously on a Recorded Vote 5.3 Councillor Nagy spoke to the need to investigate creative new ways to maximize the use of Millennium Square beyond summer months by finding new opportunities and new initiatives to bring people to the waterfront for all seasons. She stated that she would be reaching out to staff during the coming weeks to discuss ways to implement new events. Moved by Councillor Nagy Seconded by Councillor Robinson That staff be directed, through the office of the CAO, to bring forward a substantive report on a plan to implement a winter festival at Millennium Square, in collaboration with local businesses in the Pickering Nautical Village to ensure their ideas and visions were represented, and report back to Council prior to the 2023 Budget Meeting. Carried 5.4 Councillor Pickles enquired about the timelines for the ice rinks in Claremont to be in operation, with Brian Duffield, Director, Operations, advising that preparation work had been completed, however, three to four days of negative temperatures Draft Executive Committee Meeting Minutes January 9, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 11 were needed to set up the ice rinks. Mr. Duffield advised that once the rinks were in operation, communication to the public would be sent through social media. 5.5 Councillor Brenner gave notice that he would be bringing forward a Notice of Motion regarding Boards and Committees and notice that the Motion would incorporate wording to rescind the previous Council direction to the City Clerk to report back on a BIA for the Nautical Village as the business community would be better served by one of the new Committees that would be proposed. 5.6 Councillor Brenner gave notice that he would be bringing forward a Notice of Motion regarding a lobbyist registry. 5.7 Councillor Brenner spoke to the Council direction provided in the previous Term of Council, regarding the regulation of Airbnbs, and noted that there were problems that needed to be addressed. A brief question and answer period ensued between Members of the Committee and Paul Bigioni, Director, Corporate Services & City Solicitor, regarding: • clarity on timelines for addressing the matter of regulating Airbnbs; • working with By-law and Planning staff to provide an update to Council through CAO correspondence; and, • the need for the CAO correspondence to be placed on a public agenda to allow for dialogue in a public forum. 5.8 Councillor Brenner expressed concerns regarding a pattern of illegal modifications being done to homes, safety features for rental units not being installed, and the need to have proactive measures to address these issues. Councillor Brenner enquired what action was being undertaken by the City to proactively address these issues to ensure that there is no loss of life. A question and answer period ensued between Members of the Committee and staff regarding: • the City currently regulating accessory dwelling units through a combination of zoning by-laws and licensing; • staff looking into the regulation of short-term rentals; and, • whether the city had a mechanism in place for fire staff to report on illegal basement apartments when attending to a call. 6. Adjournment Moved by Councillor Robinson Seconded by Councillor Pickles Draft Executive Committee Meeting Minutes January 9, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 12 That the meeting be adjourned. Carried The meeting adjourned at 3:43pm.