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HomeMy WebLinkAboutMarch 27, 2023 - Special Council Draft Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. Cook M. Nagy D. Pickles L. Robinson 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 J. Flowers - CEO & Director of Public Libraries, Pickering Public Library R. Holborn - Director, Engineering Services F. Jadoon - Director, Economic Development & Strategic Projects S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk J. Halsall - Division Head, Finance P. Helgesen - (Acting) Division Head, Water Resources & Development Services V. Plouffe - Division Head, Operations Services C. Rose - Chief Planner R. Perera - Deputy Clerk 1. Roll Call The City Clerk certified that all Members of Council were present and participating in- person. 2. Disclosure of Interest No disclosures of interest were noted. Draft Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am Resolution #104/23 Moved by Councillor Brenner Seconded by Councillor Robinson That Council move into closed session in accordance with the provisions of Section 239(2) of the Municipal Act and Procedure By-law 7926/22, to receive two presentations regarding the City Centre Project. These matters are being discussed in-camera as they relate to: c) a proposed or pending acquisition or disposition of land by the municipality or local board; f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board. Carried Members of Council and applicable staff moved from the Council Chambers to the Main Committee Room for the in-camera portion of the Meeting. 3. In Camera Matters 3.1 Confidential Verbal Presentation from Shawn Oakley, Director, Real Estate Advisory, Global Infrastructure Advisory of KPMG LLP Siamak Hariri, Founding Partner of Hariri Pontarini Architects Lindsay Hochman, Associate, Hariri Pontarini Architects Leslie Griffiths, Manager, KPMG Re: City Centre Project – Land Valuations This portion of the meeting was closed to the public. Refer to the In Camera meeting minutes for further information. [City Clerk has custody and control of the In Camera minutes.] 3.2 Confidential Verbal Presentation from the Director, Finance & Treasurer Re: Financial Implications related to the City’s Capital Plans This portion of the meeting was closed to the public. Refer to the In Camera meeting minutes for further information. [City Clerk has custody and control of the In Camera minutes.] Draft Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am Resolution #105/23 Moved by Councillor Cook Seconded by Councillor Pickles That Council rise to the open session of the Special Meeting of Council. Carried It was the consensus of Council to recess at 1:16 p.m. Council reconvened in the Council Chambers at 1:43 pm for the public portion of the Meeting. Upon reconvening, Council took a brief pause to allow the livestream of the Meeting to be resumed. Mayor Ashe stated that during the closed portion of the meeting, Council received two presentations pertaining to the City Centre Project and that these matters were discussed in closed session as they relate to a proposed or pending acquisition or disposition of land, receipt of advice subject to solicitor-client privilege, and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality. He stated that no decisions were made and no direction was provided to staff. 4. Delegations 4.1 Margaret Bowie, Pickering Resident Re: Report CAO 05-23 City Centre Project - Options Analysis Study, Cost Estimates and Financial Implications Margaret Bowie, Pickering Resident, appeared before Council to speak to Report CAO 05-23. Ms. Bowie discussed the importance of a city centre and stated that the proposed plan did not incorporate elements that would draw residents to the area. She noted that public consultation with Pickering residents should come first, and that the consultation should be in conjunction with stakeholders. Ms. Bowie stated that Bill 23 did not require the City to construct large buildings and that the City needed to engage with the residents to work on an evidence-based approach to collectively build Pickering with established goals and committed timelines. She asked that the design for the City Centre benefit everyone as it can then attract a large number of visitors. She referenced six rules for building cities in the public realm and added that this should be a framework for urbanization, not intensification, and that the design needed to be sustainable, liveable and Draft Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am considerate of human needs. In concluding, she stated that the design should nurture a civil society where public spaces bring out the best in everyone. 4.2 Laura Vaillancourt, Executive Director, Ontario Philharmonic Ivano Labricciosa, Board Secretary and Strategic Planning Committee Chair, Ontario Philharmonic Re: Report CAO 05-23 City Centre Project - Options Analysis Study, Cost Estimates and Financial Implications Ivano Labricciosa, Board Secretary and Strategic Planning Committee Chair, Ontario Philharmonic, appeared before Council to speak to Report CAO 05-23. Mr. Labricciosa stated that he was pleased to be considered one of the City’s lead tenants for the Performing Arts Centre and stated that he was excited to see the development plans for the City Centre. He advised that they were representing the second largest symphony in Ontario noting it was the Ontario Philharmonic’s 67th anniversary, and that they would be proud to call Pickering their home. He spoke to the lack of a performing arts centre in the Durham region and stated that the centre would be a unique venue. Mr. Labricciosa noted that the centre would be a good cultural asset and would draw live performing arts to the venue. In concluding he noted that the timelines of 2030 would be in line with their 75th anniversary. A question and answer period ensued between Members of Council and Mr. Labricciosa regarding: • where the Symphony would be performing for the next eight years until the Performing Arts Centre was built in 2030; • the number of performances conducted by Ontario Philharmonic in a month; and, • the approximate number of people that attended Ontario Philharmonic’s events. 4.3 Gary Strange, Durham West Arts Centre Foundation Re: Report CAO 05-23 City Centre Project - Options Analysis Study, Cost Estimates and Financial Implications Gary Strange, Durham West Arts Centre Foundation, appeared before Council to speak to Report CAO 05-23. Mr. Strange provided a brief history of the Organization stating that their journey started in 1989 when a group of local citizens saw the need for a performing and visual arts centre to be constructed in Durham West. He stated that in the early 2000's the Durham West Arts Centre Foundation was incorporated as a registered non-profit entity with the mission of: Draft Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am bringing the arts of the world to Durham and bringing the arts of Durham to the world through a world class facility with world class acoustics, seating and sight lines. He expressed his support for the City Centre Project and stated that while they supported option D in principal, they did not agree with the phasing of the project nor the location for the Performing Arts Centre. Mr. Strange advised that delaying construction until 2030 could result in the Performing Arts Centre not being constructed due to other municipal priorities and cost escalation. He further added that the proposed location of the Performing Arts Centre in option D would not be a fully accessible facility for those with mobility issues and that with staggered parking, any available parking would compete with users of the other facilities that share the footprint. Mr. Strange advised that that the Option should be expanded and the consultant should be asked to prepare a detailed analysis of moving construction of the Performing Arts Centre to the southwest corner of the current South Esplanade. He provided further justification for the request, including the performing arts centre being an anchor for the community, studies concluding the need for such a facility, the need for the arena and the performing arts centre to be complementary to one another, the Performing Arts Centre being designed specifically as a multi-use performance space, the existing gap in these types of facilities, and increased community benefit and accessibility. He advised that their ideal vision for such a facility was modeled on the First Ontario Arts Centre in Milton and encouraged Council to examine this facility in more detail. He asked Council to ask the consultant to comment on the plans presented prior to the City Centre project that were developed by the City of Pickering which called for the Senior and Youth Centre, Library, and the Performing Arts Centre to be constructed on the South Esplanade to create a civic precinct. In concluding, he stated that their request entailed approving Option D with modifications where all of the facilities were constructed at the same time, assessing the viability of the civic precinct being on the South Esplanade, allowing their organization’s expertise to be shared with the consultant, and using their skills and attributes to their fullest to access funding that the City could not. A question and answer period ensued between Members of Council and Mr. Strange regarding: • the length of time needed for the Durham West Arts Centre Foundation to acquire the needed funds for the Project; • whether any private donations had been secured to date; • whether the proposed Performing Arts Centre could be incorporated into the South Esplanade façade; • whether Milton’s and Burlington’s Performing Arts Centres would fit in the South Esplanade façade; • whether Milton’s Performing Arts Centre was funded through development charges; and, Draft Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am • whether Durham West Arts Centre Foundation would still consider funding the Project should Option D be approved without the requested modifications. 5. Matters for Consideration 5.1 Chief Administrative Officer, Report CAO 05-23 Re: City Centre Project - Options Analysis Study, Cost Estimates and Financial Implications Shawn Oakley, Director, Real Estate Advisory, Global Infrastructure Advisory of KPMG LLP, Siamak Hariri, Founding Partner of Hariri Pontarini Architects (HPA), Lindsay Hochman, Associate, Hariri Pontarini Architects, and Leslie Griffiths, Manager, KPMG appeared before Council to present the Options Analysis Study for the City Centre Project. Highlights of the PDF presentation included: • an overview of the background of the Pickering City Centre Project; • components to be included in the City Centre Project being a new central library, Seniors and Youth Centre, Performing Arts Centre, a residential development, expansion of administrative space, a new public square, and public amenities; • the stages included in the pre-development process of the Project; • the approach taken by KPMG and HPA to deliver the options analysis study mandate; • the twelve guiding principles that were established to assess the options included in the study; • details of the alternative Options considered by Council including Option A, B, and C; • details of Option D and parking layout plans; • phasing details of each option; • overview of potential partnership structures for the Project; • next steps of the project including analysis of the preferred option and finding a developer partner; and, • the costs associated with the next steps of the Project. A question and answer period ensued between Members of Council, Mr. Oakley, and Mr. Hariri, regarding: • whether the Performing Arts Centre could be moved to the green space identified in Option D and how this would relate to the seven components that were identified as being critical to the Project; • the size of the footprint for the Performing Arts Centre; Draft Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am • the consequences of moving the Performing Arts Centre to the south side of the South Esplanade; • whether Option C also recommended the Performing Arts Centre being located by the Chestnut Hill Developments Recreation Complex; • whether Option D enabled the Performing Arts Centre to have more flexibility and functional ability; • whether moving the Performing Arts Centre to the south side of the South Esplanade would be investigated and the challenges that would be associated with moving the facility from the proposed location in Option D; • whether it would be possible to move the Performing Arts Centre to the south side of the South Esplanade without removing the existing Central Pickering Public Library Branch facility; • moving the Performing Arts Centre to the south side of the South Esplanade being outside of the scope of work for the consultants and investigating the move of the facility requiring widening the scope which may amount to additional costs; • whether the estimated costs associated with the Project included inflation; • whether there would be structures in the greenspace to accommodate for inclement weather; • whether the next phase of the Project would include the design of the library; and, • whether the next phase of the analysis would include investigating parking concerns expressed by the delegate in relation to the Performing Arts Centre being located at the south side of the South Esplanade. A discussion and question and answer period ensued between Members of Council and staff regarding: • the Performing Arts Centre being located by the library and Youth and Seniors Centre creating greater synergies and efficiencies between the facilities; • Option D recommending the Performing Arts Centre being built in phase 4 and not being completed until 2030; • exploring the option of moving the Performing Arts Centre to the south side of the South Esplanade as part of phase 2; • none of the options identified by the consultants recommending the Performing Arts Centre being located on the south side of the South Esplanade; • the previously rejected option B being the only option having recommended the Performing Arts Centre at the south side of the South Esplanade; • the phasing of the Project being dependent on the City’s financial position; Draft Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am • whether the recommendation of the consultants was supported by staff and whether an amendment to move the Performing Arts Centre to the south side of the South Esplanade would have financial ramifications; • whether the next steps would include consultation with the arts community; • Option D and the placement of the Performing Arts Centre being creative and addressing the diverse needs of the community; • locating the Performing Arts Centre to the south corner of South Esplanade being restrictive and limiting future expansion of the facility and Option D expanding the use of the recreation complex; • clarification that the amendment was looking to be open minded to include further analysis of relocating the Performing Arts Centre to the south corner of south esplanade and consulting with partners; and, • the impact to the 2023 budget should Report CAO 05-23 be deferred to the April 24th Council Meeting. Resolution #106/23 Moved by Councillor Pickles Seconded by Councillor Butt 1. That Report CAO 05-23, regarding the City Centre Project Option Analysis Study, Cost Estimates and Financial Implications, be received; 2. That Council endorse Option D in the City Centre Project Option Analysis Study set out in Attachment 1, recommended by KPMG and Hariri Pontarini Architects (HPA), as the preferred option for the next phase of analysis regarding the City Centre Project; 3. That staff be directed, in accordance with Purchasing Policy 10.03 (c) of Purchasing Policy PUR 010, to retain KPMG for a fee of $450,000 and an administration fee of up to 7 percent plus applicable HST to be charged to General Government Consulting to conduct a detailed analysis of the preferred option to be presented to Council in Q1 2024, as per their fee proposal set out in Attachment 2; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried Later in the Meeting (See Following Motions) Resolution #107/23 Moved by Councillor Pickles Draft Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am Seconded by Councillor Butt That Item 2 of the main motion be amended to read as follows: That Council endorse Option D in the City Centre Project Option Analysis Study set out in Attachment 1, recommended by KPMG and Hariri Pontarini Architects (HPA), and an Option D that includes a performing and visual arts centre on the south side of the S. Esplanade as part of Phase 2, as the preferred options for the next phase of analysis regarding the City Centre Project. Lost on a Recorded Vote as Follows: Yes Councillor Butt Councillor Pickles No Councillor Brenner Councillor Cook Councillor Nagy Councillor Robinson Mayor Ashe Resolution #108/23 Moved by Councillor Pickles Seconded by Councillor Butt That Report CAO 05-23 be deferred to the April 24, 2023 Council Meeting. Lost on a Recorded Vote as Follows: Yes Councillor Butt Councillor Pickles No Councillor Brenner Councillor Cook Councillor Nagy Councillor Robinson Mayor Ashe Resolution #109/23 Moved by Councillor Brenner Seconded by Councillor Robinson That the question be called on the original staff recommendation pertaining to Report CAO 05-23. Draft Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am Carried on a Recorded Vote as Follows: Yes Councillor Brenner Councillor Cook Councillor Nagy Councillor Pickles Councillor Robinson No Councillor Butt Mayor Ashe The Main Motion was then Carried on a Recorded Vote as Follows: Yes Councillor Brenner Councillor Cook Councillor Nagy Councillor Pickles Councillor Robinson Mayor Ashe No Councillor Butt 6. Confirmation By-law By-law Number 7997/23 Councillor Brenner, seconded by Councillor Robinson moved for leave to introduce a By- law of the City of Pickering to confirm the proceedings of the Special Council Meeting of March 27, 2023. Carried 11. Adjournment Moved by Councillor Nagy Seconded by Councillor Robinson That the meeting be adjourned. Carried The meeting adjourned at 4:29 p.m. Dated this 27th of March, 2023. Draft Special Council Meeting Minutes March 27, 2023 Hybrid Electronic Meeting Council Chambers 11:30 am Kevin Ashe, Mayor Susan Cassel, City Clerk