HomeMy WebLinkAboutAugust 28, 2024 - Speical Council
Draft Special Council Meeting Minutes
August 28, 2024
Hybrid Electronic Meeting
Council Chambers
3:15 pm
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
R. Holborn - Director, Engineering Services
S. Karwowski - Director, Finance & Treasurer
S. Cassel - City Clerk
J. Halsall - Division Head, Finance
V. Plouffe - Division Head, Operations Services
A. Mostert - Manager, Landscape & Parks Development
C. Farrell - (Acting) Supervisor, Cultural Services
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 save and except Councillor Cook who was participating electronically.
2. Disclosure of Interest
No disclosures of interest were noted.
Mayor Ashe advised that there were no requests from credentialed media for filming in
Council Chambers.
3. Delegations
There were no delegations.
4. Matters for Consideration
Draft Special Council Meeting Minutes
August 28, 2024
Hybrid Electronic Meeting
Council Chambers
3:15 pm
2
4.1 Director, Engineering Services, Report ENG 15-24
Beachfront Park Master Plan (Phase 1 implementation) and
Alex Robertson Park Gravel Parking Lot
Request for Tender No. T2024-7
Richard Holborn, Director, Engineering, provided introductory comments and
introduced the consultant delegation, Jana Joyce, Principal, Special Projects, The
MBTW Group. Jana Joyce appeared before Council via electronic connection and
with the aid of a PowerPoint presentation, provided an overview of the Beachfront
Park Master Plan Phase 1 implementation that encompassed the area between
Lake Ontario and the Hydro Marsh, from Millennium Square to Alex Robertson
Park. J. Joyce outlined the scope of work that included construction of an elevated
walkway and cycling route, viewing platforms, access ramps, site lighting, furniture
as well as the recommendation for additional shoreline protection improvements.
She also advised that the work included the construction of a gravel parking lot in
Alex Robertson Park which would act as the construction staging area for the
Beachfront Park work. J. Joyce spoke to the background of the project,
stakeholder and public engagement, and concluded her presentation by speaking
to the timeline of the project.
A question and answer period ensued between Members of Council, J. Joyce and
staff regarding:
• whether the Plan included boat launch access ramps, and a beach
volleyball play area;
• whether the gravel parking lot in Alex Robertson Park would be reinstated
back to a functional parking lot once construction was complete, and
whether the gravel used for the lot would be accessible for individuals using
mobility devices;
• confirmation that the risk of delays to the project would be minimal due to
the experience of the contractors who had been pre-qualified and had
completed previous projects in a dynamic beach environment next to Lake
Ontario shorelines;
• confirmation that the Alex Robertson Park parking lot would be an
additional seasonal parking lot to the existing lot;
• the impact to the new structures should a storm event occur where the
water and wind levels were as high as during the storm in 2017;
• how high the boardwalk was from the sand, the impact of waves after storm
events and concerns with gaps under the support piles and how they would
be maintained after a storm event;
• confirmation that both beach maintenance ramps and pedestrian ramps
would have no steps, and that accessibility mats anchored to the sand
would be included at the base of the pedestrian ramps;
Draft Special Council Meeting Minutes
August 28, 2024
Hybrid Electronic Meeting
Council Chambers
3:15 pm
3
• confirmation that permits from the Ministry of Natural Resources regarding
wildlife would be required prior to construction;
• the materials used for the boardwalk, cycling paths and pedestrian areas
and the lifespan of the materials;
• whether the new observation platforms were within the same footprint as
the existing platforms and if the breeding platform that previously existed
would be disturbed;
• confirmation that the seasonal additional parking lot at Alex Robertson Park
would not interfere with the Cricket pitch;
• the timing of Phase 2 of the project that would include an expansion of the
existing washroom to make it winterized and accessible;
• why the City was rushing to approve the project when TRCA had yet to sign
off on final approval;
• the impacts to the project should it not receive TRCA approval, and if the
City would be obligated to pay out the contract with the MBTW Group;
• whether the City was considering purchasing the land from OPG for the
gravel parking lot, and confirmation that the City had a licencing agreement
with OPG for Alex Roberston Park including the gravel parking lot;
• the cost of the gravel parking lot being more expensive than anticipated
and if there was a way to reduce the cost;
• whether the City would be charging residents or visitors to use the parking
lot or whether it would fall under the Waterfront Permit Parking System
already in place;
• the City’s positive long-standing partnership with OPG, and the impact on
the City should OPG repurpose the land;
• whether OPG would share in the cost of updating the gravel lot to a paved
lot, and confirmation that the City had no plans to pave the lot as the gravel
lot was the most environmentally sensitive solution;
• why the Public Art Reserve Fund was not used for the Indigenous public art
that had been incorporated into the design of the metal railing system;
• how the construction and long-term use of the parking lot would impact the
Hydro Marsh, residents and wildlife;
• confirmation that any in-water work beyond September 30, 2024 would be
undertaken using isolation measures to prevent harm to fish and other
aquatic wildlife, and who would bear the cost of such measures should this
occur;
• the timing of the public engagement process and if any recent public
engagement had taken place;
• confirmation that there would be “no fishing” signs placed on the viewing
platforms; and,
• confirmation that signage that would be installed to let residents know
about the construction.
Draft Special Council Meeting Minutes
August 28, 2024
Hybrid Electronic Meeting
Council Chambers
3:15 pm
4
Resolution #567/24
Moved by Councillor Brenner
Seconded by Councillor Pickles
1. That Request for Tender No. T2024-7 for the Beachfront Park Master Plan,
Phase 1 Implementation and the Alex Robertson Park Gravel Parking Lot
as submitted by Rutherford Contracting Ltd., in the total tendered amount of
$9,500,217.36 (HST included) be accepted;
2. That Council approve the hiring of The MBTW Group as a consultant, in the
amount of $146,142.00 (HST included) to undertake contract administration
and construction inspection of Request for Tender No. T2024-7 for the
Beachfront Park Master Plan, Phase 1 implementation in accordance with
Purchasing Policy 10.03 (c), as the assignment is above $50,000.00;
3. That the total gross project cost of $11,211,835.00 (HST included) for the
Beachfront Park Master Plan, Phase 1 Implementation, including the
tendered amount, a contingency and other associated costs, and the total
net project cost of $10,096,605.00 (net of HST rebate) be approved;
4. That Council authorize the Director, Finance & Treasurer to finance the
total net project cost $10,096,605.00 for the Beachfront Park Master Plan,
Phase 1 Implementation of as follows:
a) The sum of $5,048,303.00 available budget in capital project
C10320.2206 as approved in the 2024 Parks Capital Budget to be
funded by a transfer of funds from the Casino Reserve;
b) The sum of $5,048,302.00 available budget in capital project
C10320.2206 as approved in the 2024 Parks Capital Budget to be
funded by a transfer of funds from the Development Charges Parks &
Recreation Reserve Fund;
5. That the total gross project cost of $456,378.00 (HST included) for the Alex
Robertson Park Gravel Parking Lot, including the tendered amount, a
contingency and other associated costs, and the total net project cost of
$410,982.00 (net of HST rebate) be approved;
6. That Council authorize the Director, Finance & Treasurer to finance the total
net project cost $410,982.00 for the Alex Robertson Park Gravel Parking Lot of
as follows:
Draft Special Council Meeting Minutes
August 28, 2024
Hybrid Electronic Meeting
Council Chambers
3:15 pm
5
a) The sum of $100,200.00 available budget in capital project C10572.2408
as approved in the 2024 Parks Capital Budget be increased to $205,491.00
and be funded by a transfer of funds from the Development Charges City’s
Reserve Fund;
b) The sum of $100,200.00 available budget in capital project C10572.2408
as approved in the 2024 Parks Capital Budget be increased to $205,491.00
and be funded by a transfer of funds from the Development Charges Parks
& Recreation Reserve Fund;
7. That Council direct the Chief Administrative Officer to provide operational and
financial project updates based on the following schedule of Q1 2025, and
upon completion Q3 2025; and,
8. That the appropriate officials of the City of Pickering be authorized to take the
necessary actions as indicated in this report.
Carried Unanimously on a Recorded Vote
5. Confirmatory By-law
By-law 8127/24
Councillor Nagy, seconded by Councillor Robinson moved for leave to introduce a By-law
of the City of Pickering to confirm the proceedings of August 28, 2024.
Carried
6. Adjournment
Moved by Councillor Butt
Seconded by Councillor Brenner
That the meeting be adjourned.
Carried
The meeting adjourned at 4:38 pm.
Dated this 28th day of August, 2024.
Draft Special Council Meeting Minutes
August 28, 2024
Hybrid Electronic Meeting
Council Chambers
3:15 pm
6
Kevin Ashe, Mayor
Susan Cassel, City Clerk