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HomeMy WebLinkAboutApril 2, 2024 Draft Executive Committee Meeting Minutes April 2, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 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 L. Gibbs - Director, Community Services B. Duffield - Director, Operations R. Holborn - Director, Engineering Services F. Jadoon - Director, Economic Development & Strategic Projects S. Cassel - City Clerk C. Rose - Chief Planner J. Halsall - Division Head, Finance J. Litoborski - Manager, Municipal Law Enforcement Services R. MacKay - Supervisor, Parking Enforcement 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. Moved by Mayor Ashe Seconded by Councillor Cook Draft Executive Committee Meeting Minutes April 2, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 2 That the rules of procedure be suspended to allow filming in the Council Chambers by the Toronto Star. Carried on a Two-Thirds Vote 3. Delegations 3.1 Paul White, President, Fairport Beach Neighbourhood Association Re: Report CLK 02-24 Ratepayer Association Policy Paul White, President, Fairport Beach Neighbourhood Association, appeared before Council to speak to Report CLK 02-24. He showed Council historical a historical survey from 1913 of the Newman property located in the West Shore neighbourhood and provided a brief overview of the history of the property. Mr. White commented on the complimentary printing offered to Ratepayer Associations, the eligibility requirements, and spoke to the Association’s membership. He discussed the 1993 agreement with the City that allowed for complimentary meeting space on an occasional basis at the Westshore Community Centre or other facility and noted that this was not reflected in the Report. A brief discussion ensued regarding whether the Association would be interested in providing mentoring and guidance to new groups that may be looking to form as a Ratepayer Association. 4. Matters for Consideration 4.1 Director, Community Services, Report CS 07-24 Draft Recreation & Parks - Ten Year Plan & Draft Arena Strategy - Progress Update Laura Gibbs, Director, Community Services provided a brief overview of the Draft Recreation & Parks Ten Year Plan & Draft Arena Strategy and introduced the Consultant Delegation, Steve Langlois. Steve Langlois, Principal Planner, Monteith Brown Planning Consultants, appeared before Council via electronic connection, and through the aid of a PowerPoint presentation, provided an overview of the Recreation and Parks Ten Year Plan and Draft Arena Strategy. Mr. Langlois discussed the community engagement strategy including public open houses, community pop-ups, surveys, and stakeholder input. He spoke to the preliminary analysis of the Seaton Recreation Complex recreation requirements, including indoor pools, recreation Draft Executive Committee Meeting Minutes April 2, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 3 space and arenas. Mr. Langlois then discussed the arena analysis including the current demand for arenas, the need for ice time due to the decline in organized ice sports, and the aging arena infrastructure in Pickering, and recommended that planning should begin to replace Don Beer Arena with two new ice pads within the Seaton community. Mr. Langlois provided a summary of the recommended components and concluded by speaking to the next steps for the Recreation & Parks – Ten Year Plan, and the Seaton Recreation Complex and Library. A question and answer period ensued between Members of the Committee and staff regarding: • whether residents of Seaton had been included in the community survey, if further engagement would take place considering the growth of the Seaton community, and if the results of the survey included a breakdown of residents from Seaton that responded; • whether cricket facilities had been considered as an outdoor or indoor amenity option; • clarification on the future of Don Beer Arena and the ongoing costs for maintenance; • whether there would be opportunities for community engagement in April and May and when a further Report would come before Council; • if there was an option in the design to include additional ice pads in Seaton in the future if required; • if the outreach in the community engagement strategy included the amalgamated sporting organizations to gauge interest in their continued use of ice pads Pickering; • whether registration trends for ice use over time were being tracked and studied for future recommendations; • whether the size of the new larger rinks would be adapted for figure skating; and, • the rationale to exclude library space in the Strategy given that sometimes their programming coincides with City programs. Recommendation: Moved by Councillor Butt Seconded by Councillor Cook 1. That Council receive an update on the progress of the Draft Recreation & Parks Ten Year Plan for information; 2. That Council receive the Draft Arena Strategy for information; and, Draft Executive Committee Meeting Minutes April 2, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 4 3. That the appropriate City officials be authorized to take the necessary actions as outlined in this report. Carried 4.2 Director, Corporate Services & City Solicitor, Report BYL 01-24 Traffic and Parking By-law Amendment - Boulevard Parking Regulation Paul Bigioni, Director, Corporate Services & City Solicitor provided a brief overview of the purpose of the Report. A question and answer period ensued between Members of the Committee and staff regarding: • how By-law staff would address questions with respect to car lengths that might block or obstruct sidewalks, and how the By-law would be enforced; • confirmation that provisions for overnight parking remained unchanged in the By-law; • whether residents were responsible for maintaining any damage to boulevard grass and trees as a result of parking on the driveway apron; • timelines on the public outreach campaign and if there would be an opportunity for outreach at upcoming special events and festivals; and, • whether the City could require builders to increase the width of driveways in future development applications. Recommendation: Moved by Councillor Butt Seconded by Councillor Cook 1. That Council approve the attached By-law amending Traffic and Parking By-law 6604/05; 2. That Council direct staff to implement a public outreach campaign regarding the amendments to boulevard parking regulations contained in the attached By-law; and, 3. That appropriate officials of the City of Pickering be authorized to take such action as necessary to give effect to the Recommendations in this report. Carried 4.3 Director, Corporate Services & City Solicitor, Report CLK 02-24 Draft Executive Committee Meeting Minutes April 2, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 5 Ratepayer Association Policy A question and answer period ensued between Members of the Committee and staff regarding: • reviewing the comments received through Correspondence to determine whether any changes were needed prior to the Item coming to Council for ratification; • confirmation that the collection of information through the registration process would not result in personal information being disclosed to the public; and • clarification that the Policy would not affect the existing 1993 Agreement in place with the Fairport Beach Neighbourhood Association regarding the use of free meeting space. Recommendation: Moved by Councillor Pickles Seconded by Councillor Nagy 1. That Report CLK 02-24 pertaining to a Ratepayer Association Policy be received; 2. That Policy ADM 270, Ratepayer Association Policy, included as Attachment 1 to Report CLK 02-24, be approved; and, 3. That the appropriate City of Pickering officials be authorized to take such actions as are necessary to give effect to the recommendations in this report. Carried 4.4 Director, Community Services, Report CS 04-24 Council Chambers Public Art Update - Commission of Public Art A brief discussion ensued between Members of the Committee and staff regarding the process of issuing a call to artists, and whether there would be any financial impact should the project be delayed if the Item was deferred. Recommendation: Moved by Mayor Ashe Seconded by Councillor Cook Draft Executive Committee Meeting Minutes April 2, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 6 1. That Report CS 04-24 regarding Council Chambers Public Art Update be received; 2. That staff report back to Council regarding the selection of public art in Council Chambers in Q2, 2025; and, 3. That the appropriate City officials be authorized to take the necessary actions as outlined in this report. Note: The disposition of this matter was determined through the following referral motion. Moved by Councillor Robinson Seconded by Mayor Ashe That Item 4.4, Report CS 04-24, be referred to the April 22, 2024 Council Meeting for direction. Carried 4.5 Director, Community Services, Report CS 05-24 Whites & Kingston Road, Pickering – Artist Selection - Commission of Public Art Recommendation: Moved by Mayor Ashe Seconded by Councillor Cook 1. That Council endorse that the commission of public art at Kingston Road and Whites Road in Pickering be awarded to Javid Jah; 2. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $72,042.00 to be funded by a transfer from the Public Art Reserve as approved in the 2024 Current Budget; a) the sum of $20,000.00 to be funded from Development Charges and transferred to the Public Art Reserve; b) the sum of $60,000.00 to be funded by the Public Art Reserve; Draft Executive Committee Meeting Minutes April 2, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 7 3. That the Mayor and the City Clerk be authorized to execute the Letter of Understanding, between Javid Jah Art & Design Inc. and the City of Pickering, set out in Attachment 1, subject to minor revisions acceptable to the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.6 Director, Community Services, Report CS 06-24 Greenwood Recreation Association Lease Agreement - Lease Agreement Renewal Recommendation: Moved by Mayor Ashe Seconded by Councillor Cook 1. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Greenwood Recreation Association set out in Attachment 1 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 2. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried 4.7 Director, Engineering Services, Report ENG 05-24 Asphalt Resurfacing on Various City Streets Tender No. T2024-2 A brief discussion ensued between Members of the Committee and staff regarding: • whether there was a plan in place for the priority of asphalt resurfacing on the streets listed in the Report; • whether the project would be completed in 2024; and, • the condition of line painting. Recommendation: Draft Executive Committee Meeting Minutes April 2, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 8 Moved by Councillor Butt Seconded by Councillor Cook 1. That Tender No. T2024-2 for Asphalt Resurfacing on Various City Streets as submitted by Viola Management Inc. in the total tendered amount of $3,081,682.61 (HST included) be accepted; 2. That the total gross project cost of $3,587,205.00 (HST included), including the tendered amount, geotechnical investigation reports and material testing services, a contingency and other associated costs, and the total net project cost of $3,230,389.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $3,230,389.00 as approved in the 2024 Roads Capital Budgets as follows: a) That the sum of $1,533,811.00 to be funded from the Roads & Bridges Reserve Fund as approved in the 2024 Capital Budget for Edmund Drive, Foxwood Trail, Bushmill Street and Pickering Parkway be revised to the OCIF Reserve Fund; b) That the sum of $1,696,578.00 to be funded from the CCBF Reserve Fund for the remaining streets as approved in the 2024 Capital Budget; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.8 Fire Chief, Report FIR 03-24 Oshawa-Pickering Fire Dispatch Service Agreement Recommendation: Moved by Councillor Butt Seconded by Councillor Cook 1. That Council approve the attached Fire Communications Services Agreement to outsource fire call taking and dispatch services to the City of Oshawa; Draft Executive Committee Meeting Minutes April 2, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Brenner 9 2. That the Fire Chief be authorized to execute the Fire Communications Services Agreement substantially in the form attached hereto, subject to revisions satisfactory to the Fire Chief and the Director, Corporate Services & City Solicitor; 3. That the Chief Administrative Officer and the Fire Chief be authorized to take such actions as are necessary to terminate the existing Dispatch Agreement with the Town of Ajax by mutual agreement of the parties, such termination to be effective as of the beginning of the term of the new Fire Communications Services Agreement; and, 4. That appropriate officials of the City of Pickering be authorized to take such action as is necessary to give effect to the recommendations in this report. Carried 5. Member Updates on Committees There were no updates from Members on Committees. 6. Other Business 6.1 Councillor Robinson gave notice of a Motion to rescind the prior Council decision pertaining to Item 4.4, Council Chambers Public Art. 6.2 Councillor Butt gave notice of a Motion regarding a property of a place of worship 6.3 Councillor Pickles gave notice of a Motion for an amendment to the Procedure By- law to better serve City of Pickering residents. 7. Adjournment Moved by Councillor Cook Seconded by Councillor Nagy That the meeting be adjourned. Carried The meeting adjourned at 3:30 pm.