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HomeMy WebLinkAboutFebruary 5, 2024 Draft Executive Committee Meeting Minutes February 5, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 1 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 B. Duffield - Director, Operations J. Eddy - Director, Human Resources J. Flowers - CEO & Director of Public Libraries, Pickering Public Library L. Gibbs - (Acting) Director, Community Services R. Holborn - Director, Engineering Services F. Jadoon - Director, Economic Development & Strategic Projects S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk M. Guinto - Division Head, Public Affairs & Corporate Communication V. Plouffe - Division Head, Operations D. Quaife - Division Head, Information Technology N. Robinson - Deputy Fire Chief C. Redmond - (Acting) Deputy Clerk 1. Call to Order/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. 3. Delegations Draft Executive Committee Meeting Minutes February 5, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 2 3.1 Eva Reti, Board Chair, Hospice Whitby - Roger Anderson House Re: Hospice Whitby – Roger Anderson House Project Update Eva Reti, Board Chair, Hospice Whitby, withdrew their delegation and did not appear before the Committee. 3.2 Matthew Somerville, Durham Agricultural Advisory Committee (DAAC) Re: Update from the Durham Agricultural Advisory Committee (DAAC) Matthew Somerville, Durham Agricultural Advisory Committee (DAAC), appeared before Council and advised that the Committee’s mandate was to provide advice to the Region of Durham on matters related to agriculture. Mr. Somerville provided a written guide on agriculture matters, and a copy of a farming publication which were distributed to Members of Council by the City Clerk. Through the aid of a PowerPoint presentation, Mr. Somerville spoke to the importance of agriculture as an economic driver in Pickering, provided details on the number of farms in Pickering, the factors that impacted food pricing, the evolving agricultural landscape to meet the needs of the community, and the planning framework that regulates activities and uses permitted on farms. He noted the benefits of new innovations and diversified uses for farms, vertical farming and on-farm business infrastructure. Mr. Somerville concluded by advising Council that the DAAC would be available as a liaison between the City of Pickering and agricultural businesses. A question and answer period ensued between Members of Council and Mr. Somerville regarding: • whether the DAAC would be interested in providing information to a local community organization in its efforts to grow crops to address the needs of the community; • the reasons for the number of vacant farms, the decrease in the number of farms and farmers in Pickering, and whether local farms contributed to the local community; • if DAAC had reached out to the federal and provincial governments for financial assistance to decrease costs for farmers; • DAAC’s role in assisting farmers in Pickering; and, • whether there were any vertical farming operations in Pickering. 3.3 Mike Garvey, Pickering Pickleball Club Re: Report CS 01-24 Indoor Pickleball - Interim Solution Draft Executive Committee Meeting Minutes February 5, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 3 Mike Garvey, Pickering Pickleball Club, appeared before Council to speak to the Indoor Pickleball Interim Solution Report. Mr. Garvey provided an overview of the Pickleball Club’s growing membership and increased demand for more pickleball courts. He expressed his appreciation for Council’s support but noted his concerns regarding the need for an interim solution for pickleball courts pending the construction and completion of the new Seaton Recreation Complex. Mr. Garvey advised that he understood there was no existing interim space currently available, and inquired whether there would be funds set aside in the budget should a suitable interim space become available. Mr. Garvey concluded his delegation by asking Council to consider the allocation of funding and resources for pickleball in the 2024 budget. A question and answer period ensued between Members of Council and Mr. Garvey regarding: • whether the Pickering Pickleball Club had identified an acceptable flooring option for the Pickering Soccer Centre or at any proposed warehouse space; and, • clarification on how the Club was utilizing the current space and its various programs. 4. Matters for Consideration 4.1 Chief Administrative Officer, Report CAO 01-24 Digital Readiness Assessment and Strategy Marisa Carpino, Chief Administrative Officer, provided opening remarks and introduced Wendy Gnenz, Partner, MNP Digital Advisory (MNP) and Katie Hayes, Senior Manager, MNP Digital Advisory. Wendy Gnez and Katie Hayes appeared before Council via electronic connection, and through the aid of a PowerPoint presentation, provided an overview of the Digital Readiness Assessment and Strategy. Ms. Gnenz spoke to how the project would set the foundation for future service delivery and commented that municipalities were shifting towards a citizen-centric service delivery model. Katie Hayes spoke to the benefits of digital transformation and provided a summary of the results of the community and stakeholder engagement. Ms. Hayes discussed the various digital services, the overall digital governance and leadership, how data and information would be managed and spoke to technology risk management. Ms. Hayes concluded the delegation by commenting on how the employee, stakeholder and citizen experience and digital literacy would be enhanced. Draft Executive Committee Meeting Minutes February 5, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 4 A question and answer period ensued between Members of Council, Ms. Gnenz, Ms. Hayes and staff regarding: • clarification on the use of the wording in the recommendation to endorse the Strategy “in principle”; • plans to ensure the safety of personal information and data as more residents use online services; • whether residents would continue to have the opportunity to use existing in- person and paper services as well as enhanced digital services; • the timing of the website refresh in Phase 1 of the Strategy, and the enhanced services that would be included; • that status of connectivity and high-speed broadband for residents in rural communities and whether Library branches would offer technology use programs for those without internet; • clarification on the timing and financing of each phase of the Digital Strategy; • whether staff would receive training on the new digital technology and the timelines for implementation; • the ways in which new technologies would enhance citizen engagement; • clarification on the various methods of community and stakeholder engagement; • the survey questions and results, and how the new technology would encourage collaboration amongst departments; • the effect of business continuity and disaster recovery should the City fail to modernize its business continuity plan; and, • if engagement with participating stakeholders identified in the survey would still continue throughout the implementation of the Strategy. Recommendation: Moved by Councillor Brenner Seconded by Councillor Butt 1. That the Digital Readiness Assessment and Strategy prepared by MNP Digital Inc. dated September 2023, and provided as Attachment 1, be endorsed in principle; 2. That the recommendations from the Digital Readiness Assessment and Strategy be considered, along with all other municipal priorities, through future annual municipal plans and budget processes; 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 February 5, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 5 Carried on a Recorded Vote as Follows: Yes: Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No: Councillor Robinson 4.2 (Acting) Director, Community Services, Report CS 01-24 Indoor Pickleball - Interim Solution A question and answer period ensued between Members of Council and staff regarding: • whether the locations that were identified in the Report were available and appropriate for pickleball, and if school boards had been contacted for available space; • whether there were funds available in 2024 should a suitable facility be located; • the need to recognize that pickleball space was a priority in the City; • staff providing a matrix that would be available to Council and the public in terms of monitoring the work being done to locate suitable space for pickleball; and, • the status of the flooring at the Pickering Soccer Club. Recommendation: Moved by Councillor Butt Seconded by Councillor Cook 1. That Report CS 01-24 regarding Indoor Pickleball Courts Interim Solution be received; 2. That staff be directed to further investigate indoor warehouse spaces suitable to accommodate pickleball courts, including a detailed retrofit and operating budget, and that staff report back to Council in Q3, 2024; and, 3. That the appropriate City officials be authorized to take the necessary actions as outlined in this report. Draft Executive Committee Meeting Minutes February 5, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 6 Carried Councillor Cook left the meeting at 4:10 pm 4.3 Director, Engineering Services, Report ENG 02-24 Proposed All-way Stop - William Jackson Drive and Rex Heath Drive A brief discussion ensued between Members of Council and staff regarding the timing of the installation given the season. Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That the attached draft by-law be enacted to amend Schedule “6” and Schedule “7” to By-law 6604/05 to provide for the regulation of stop signs on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to address the proposed installation of an all-way stop control at the intersection of William Jackson Drive and Rex Heath Drive; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.4 Director, Finance & Treasurer, Report FIN 02-24 Bill 23 – Development Charge Revenue Loss for 2023 A question and answer period ensued between Members of Council and staff regarding: • clarification on what some of the reserve funds were used for and the impacts to using the funds to cover the losses associated with Bill 23; • if there were any alternative funding sources available for infrastructure needs, and if there was a mechanism to replenish Development Charge funds; and, • if there would be additional revenue losses due to any future affordable housing applications. Recommendation: Draft Executive Committee Meeting Minutes February 5, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 7 Moved by Councillor Brenner Seconded by Councillor Butt 1. That Report FIN 02-24 regarding an updated financial assessment related to Bill 23 be received; 2. That Council authorize the Director, Finance & Treasurer to fund the Bill 23 Development Charge revenue loss for 2023 in the amount of the $3,738,095.00 from the Casino Reserve to the following Development Charge categories, as approved in the 2023 Budget recommendations, as follows: a) The amount of $150,112.00 to be transferred to the DC – Other Services Related to a Highway Reserve Fund; b) The amount of $236,351.00 to be transferred to the DC – Fire Protection Services Reserve Fund; c) The amount of $2,642,651.00 to be transferred to the DC – Parks & Recreation Services Reserve Fund; d) The amount of $486,844.00 to be transferred to the DC – Library Services Reserve Fund; e) The amount of $46,985.00 to be transferred to the DC – Growth Studies Reserve Fund; f) The amount of $92,559.00 to be transferred to the DC – Stormwater Management Reserve Fund; g) The amount of $61,522.00 to be transferred to the DC – Transportation Reserve Fund; h) The amount of $21,071.00 to be transferred to the DC – By-Law Enforcement Reserve Fund; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.5 Director, Operations, Report OPS 01-24 OPG Waterfront Trail Licence Amending Agreement Draft Executive Committee Meeting Minutes February 5, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 8 A brief discussion ensued between Members of Council and staff regarding the possibility for Council to review the original lease. Councillor Cook re-joined the meeting at 4:49 pm. Recommendation: Moved by Councillor Brenner Seconded by Councillor Robinson 1. That Report OPS 01-24 regarding the Ontario Power Generation Inc. and City of Pickering Licence Amending Agreement be received; 2. That the Mayor and City Clerk be authorized to execute a license amending agreement with the Ontario Power Generation Inc. for a further twenty-five year term, commencing on June 2, 2022 and ending on June 1, 2047, that is in a form satisfactory to the Director, Corporate Services & City Solicitor; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect hereto. Carried 5. Member Updates on Committees 5.1 There were no Committee updates from Members. 6. Other Business 6.1 There was no other business. 7. Adjournment Moved by Councillor Ashe Seconded by Councillor Cook That the meeting be adjourned. Carried The meeting adjourned at 5:01 pm.