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HomeMy WebLinkAboutOctober 28, 2024 Council Meeting Agenda October 28, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca Members of the public may observe the meeting proceedings by viewing the livestream. A recording of the meeting will also be available on the City’s website following the meeting. 5:00 pm In Camera Council Page 1. Call to Order/Roll Call 2. Moment of Reflection Mayor Ashe will call for a silent moment of reflection. 3. Indigenous Land Acknowledgment Statement Mayor Ashe will read the Indigenous Land Acknowledgment Statement. 4. Disclosure of Interest 5. Adoption of Minutes Council Minutes, September 23, 2024 1 Executive Committee Minutes, October 7, 2024 23 Special Council Minutes, October 10, 2024 31 6. Presentations 7. Delegations Members of the public looking to provide a verbal delegation to Members of Council may do so either in person, or through a virtual connection into the meeting. For more information, and to register as a delegate, visit www.pickering.ca/delegation, and complete the online delegation form or email clerks@pickering.ca. The list of delegates who have registered to speak will be called upon one by one by the Chair in the order in which they have registered. A maximum of 5 minutes shall be allotted for each delegation. Please be advised that your name will appear in the public record and will be posted on the City’s website as part of the meeting minutes. Council Meeting Agenda October 28, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 7.1 Martin Field, Executive Chair, Spay Neuter Initiatives Association (In Person) Angela Schweinitz, Media & Public Outreach, Spay Neuter Initiatives Association (In Person) Re: The Spay Neuter Initiatives Association Program 8. Report EC 08-24 of the Executive Committee held on October 7, 2024 Refer to Executive Committee Agenda pages: 8.1 Director, Finance & Treasurer, Report FIN 19-24 1 2023 Year End Audit and Financial Statements (Final) Recommendation: 1. That the Report FIN 19-24 regarding the results of the 2023 Audit, as submitted by Deloitte LLP, be received for information; and, 2. That the 2023 draft Audited Consolidated Financial Statements for the City of Pickering be approved. 8.2 Director, Finance & Treasurer, Report FIN 20-24 59 2024 Year End Audit (Interim) Recommendation: 1. That the 2024 Audit Service Plan as submitted by Deloitte LLP, set out in Attachment 1 to this report, be received for information; and, 2. That the Chief Administrative Officer and the Director, Finance & Treasurer be authorized to sign the Engagement Letter, set out in Attachment 2 to this report, on behalf of the City. 8.3 Director, Corporate Services & City Solicitor, Report BYL 02-24 100 Toys for Tickets and Food for Fines Holiday Parking Fine Program Recommendation: 1. That parking tickets issued between Monday, November 25, 2024 through Wednesday, December 18, 2024 be eligible for the Toys for Tickets/Food for Fines program; Council Meeting Agenda October 28, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 2. That the Toys for Tickets/Food for Fines program be implemented from November 25, 2024 through December 18, 2024; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 8.4 Director, Community Services, Report CS 31-24 102 Shower Program Renewal - DARS Inc. Agreement Renewal Recommendation: 1. That Report CS 31-24 regarding the agreement renewal for the DARS Inc. Shower Program be received; 2. That the Mayor and City Clerk be authorized to execute the Memorandum of Understanding with DARS Inc., set out in Attachment 1 to this report, for use of the Chestnut Hill Developments Recreation Complex Arena Dressing Room shower facilities, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. 8.5 Director, Community Services, Report CS 32-24 112 Lakeridge Health License Agreement - Chronic Obstructive Pulmonary Disease Community Exercise Clinic Recommendation: 1. That Report CS 32-24 regarding Lakeridge Health License Agreement be received; 2. That the Mayor and City Clerk be authorized to execute the License Agreement with Lakeridge Health, set out in Attachment 1 to this report, for use of the Chestnut Hill Developments Recreation Complex Meeting Rooms 2 & 3, for the Chronic Obstructive Pulmonary Disease Community Exercise Clinic, subject to minor Council Meeting Agenda October 28, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. 8.6 Director, Community Services, Report CS 33-24 123 Community Festivals & Events - Policy Update Recommendation: 1. That Council endorse the updated Community Festivals and Events Policy CUL 070, 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. 8.7 Director, Finance & Treasurer, Report FIN 21-24 157 Investment Portfolio Activity for the Year Ended December 31, 2023 Ontario Regulation 438/97 under the Municipal Act, 2001 Recommendation: It is recommended that Report FIN 21-24 of the Director, Finance & Treasurer regarding Investment Portfolio Activity for the Year Ended December 31, 2023 be received for information. 8.8 Director, City Development & CBO, Report PLN 25-24 167 Sign By-law Review Note: This item was referred back to staff at the Executive Committee Meeting held on October 7, 2024. 8.9 Director City Development & CBO, Report SUS 09-24 273 Update on Diabetes Canada Textile Drop Box Initiative Recommendation: Council Meeting Agenda October 28, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca That Report SUS 09-24 be received for information. 9. New and Unfinished Business 9.1 Director, Corporate Services & City Solicitor, Report BYL 03-24 34 Deferral of Implementation of Accessible Service Supplement Fees - Vehicle for Hire By-law Recommendation: 1. That Report BYL 03-24 respecting a deferral of the implementation of the Accessible Service Supplement enacted in the Vehicle for Hire By-law 7739/20 be received; 2. That the implementation and collection of the Vehicle for Hire Accessible Service Supplement be deferred until January 1, 2026; and, 3. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. 9.2 Director, Community Services, Report CS 37-24 37 Safety and Security - Security Camera Procurement Recommendation: 1. That the quotation submitted by Phantom Security Group in response to Request for Quotation No. Q2024-24 for security camera upgrades in the amount of $304,579.04 (net HST) or $338,221.61 (HST included) be accepted; 2. That the total gross project cost of $338,222.00 (HST included) and the total net project cost of $304,579.00 (net of HST rebate) be approved; 3. That Council approve the re-allocation of the 2024 Library Capital Budget for cameras from the Central Library ($20,000) to the George Ashe Library for the same dollar amount (C10900.2411); Council Meeting Agenda October 28, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 4. That the Director, Finance & Treasurer be authorized to finance the net project cost of $304,579.00 as approved in the 2023 & 2024 Capital Budgets as follows: a) The sum of $99,000.00 to be funded from the Casino Reserve; b) The sum of $40,000.00 to be funded from the Self Insurance Reserve; c) The sum of $73,079.00 to be funded from the Rate Stabilization Reserve; d) The sum of $45,000.00 to be funded from the Facilities Reserve; e) The sum of $27,500.00 to be funded from the Operations Centre Reserve Fund; f) The sum of $20,000.00 is to be funded from the Major Equipment Reserve; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. 9.3 Director, Operations, Report OPS 18-24 42 Satellite Office Renovation (RFP2024-12) Recommendation: 1. That the proposal submitted by Icon Restoration Services Inc., in response to Request for Proposal No. RFP2024-12 for Satellite Office Renovation at 2460 Brock Road in the amount of $572,647.17 (net HST) or $635,899.17 (HST included) be accepted; 2. That the total gross project cost of $937,610.00 (HST included), including the amount of the proposal, contingency and other associated costs, and the total net project cost of $844,347.00 (net of HST) be approved; Council Meeting Agenda October 28, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $844,347.00 to be funded from the Casino Reserve, as approved in the 2023 Capital Budget; 4. That the Director, Operations be authorized to enter into and execute the CCDC-2, 2020 Stipulated Price Contract with the above-mentioned contractor pursuant to Request for Proposal No. RFP2024-12; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. 10. Motions and Notice of Motions 10.1 Considering Schools in Downtown Pickering Moved by Councillor Pickles Seconded by Councillor Butt WHEREAS, the City of Pickering’s City Centre neighbourhood is expected to grow significantly in both population and density; And Whereas, it is important to ensure schools are located close to where students live; And Whereas, developments in the City Centre neighbourhood require careful planning and take time to implement; And Whereas, City of Pickering staff work collaboratively with developers and school boards to review current student accommodation and school sites and integrate school space into new high-density, mixed-use projects, creating more opportunities for students to attend school within their community; Now therefore be it resolved, that the Council of The Corporation of the City of Pickering, through the Office of the CAO, directs: 1. That City Development staff contact and collaborate with school board staff to assess the need for schools in Pickering’s City Centre, and explore options for integrating school space into high-density developments; Council Meeting Agenda October 28, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 2. That staff work with developers and school boards to designate future school sites and incorporate these school sites into the planning and design of new residential developments; and, 3. That a copy of this resolution be forwarded to the Durham District School Board, Durham Catholic District School Board, the Honourable Jill Dunlop, Minister of Education, and the Honourable Peter Bethlenfalvy, MPP Pickering-Uxbridge. 10.2 Anti-Littering Slogan Campaign Moved by Councillor Cook Seconded by Councillor Nagy WHEREAS, residents have observed a significant increase in litter across our beachfront areas, parks and trails, most notably in sensitive watershed areas. The issue persists despite the availability of waste receptacles (i.e. fishing line disposal units, garbage and recycling bins); And Whereas, other municipalities across Canada have created clever anti-litter slogan campaigns to persuade people to take the simple step of throwing their garbage in waste receptacles instead of on the ground; And Whereas, catchy slogan campaigns have been proven to be highly effective. For example, the "Don't Mess with Texas" anti-litter campaign, created by the Texas Department of Transportation, is credited with reducing litter on highways by an incredible 72%. Similarly, “Woodsy Owl” was created in 1971 by the U.S. Department of Agriculture’s Forest Service as an anti-pollution symbol. His catchy tag line, “Give a hoot; don't pollute!” is still used today more than 50 years later to remind us to care for the planet; And Whereas, in 2014, the City of Toronto launched the “Littering says a lot about you” campaign. This initiative effectively targeted the entire city by utilizing posters and signage on buses, newspaper ads, and bus shelters to reduce litter in public spaces; and, And Whereas, when it comes to stopping litter, a catchy phrase can make a difference. It is a proven way to raise awareness about keeping your community clean with just one simple act - tossing garbage in a trash can. Council Meeting Agenda October 28, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca Now therefore be it resolved, that the Council of The Corporation of the City of Pickering directs through the Office of the CAO that staff: 1. Create an anti-littering campaign with a clever tag line or slogan that addresses issues related to fishing, pollution, and careless littering, and ensure that the campaign runs for a minimum of one year from its launch; 2. Assess most common critical areas where littering has been reported or identified as a problem area; 3. Create and implement a digital anti-littering campaign in 2025 using in-house resources; 4. Report back to Council no later than Q1 2025 on the above including provisions and any budgetary impacts to install permanent signage to promote the City’s anti-littering campaign; and, 5. That this resolution be circulated to the Toronto and Region Conservation Authority, all Durham Region municipalities, and to the Ministry of Natural Resources. 10.3 Additional Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement Moved by Councillor Nagy Seconded by Councillor Cook WHEREAS, the Council of The Corporation of the City of Pickering, on October 23, 2023, through Resolution #310/23, adopted a motion calling on the Government of Ontario to strengthen municipal codes of conduct, and later endorsed correspondence from the Town of Aurora asking the same; And Whereas, in August 2024, Minister Paul Calandra, Municipal Affairs and Housing, committed to adopting and implementing then-forthcoming recommendations from Commissioner Wake, the province’s integrity commissioner, whose report was recently released; Council Meeting Agenda October 28, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca And Whereas, the current tabled legislation, Bill 207, Municipal Accountability and Integrity Act, 2024, contains elements consistent with the City’s request to the Province; And Whereas, municipal governments do not have the necessary tools to adequately enforce compliance with municipal Codes of Conduct and support appropriate accountability when it comes to perpetrating violence and harassment in the workplace; And Whereas, other levels of government, such as the Board of Trustees, under the Education Act, have different sanctions that could be effectively applied in the context of municipally elected officials; And Whereas, the fundamental underlying principle of broadening diversity, equity and inclusion in politics rests on the assumption the workplace is safe; And Whereas, legislated changes are needed to require councillors to comply with workplace violence and harassment policies, and violations of those policies should allow for a process of removal from office of an elected official for substantiated cases of egregious violence or harassment, as well as restricting officials whose seat has been vacated from seeking immediate, subsequent re-election; Now therefore be it resolved, that the Council of The Corporation of the City of Pickering: 1. Supports the call of Association of Municipalities of Ontario, Rural Ontario Municipal Association, Ontario Municipal Administrators Association, Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO), Ontario Big City Mayors, and over 208 municipalities and counting, for the Government of Ontario to introduce legislation to strengthen municipal Codes of Conduct and compliance with them in consultation with municipal governments; 2. Requests that in addition to the legislated changes previously requested, that the following matters be considered for both the Municipal Act and the City of Toronto Act: • Implementation of sanctions similar to those in Section 218.3 of the Education Act, Breach of Code of Conduct; and, Council Meeting Agenda October 28, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca • Implementations similar to those in the Education Act under O. Reg. 312/24: Members of School Boards - Code of Conduct; • The establishment of a Board of Integrity Commissioners (IC); • Allowing a Commissioner of the Board of ICs, to make an application for judicial review to vacate a member’s seat and impose prescribed penalties if the Commissioner is of the opinion that the member has made certain contraventions of the code of conduct; • Provisions to allow the Commissioner to apply to a judge of the Superior Court for confirmation of certain determinations; • Provisions to prohibit a member so removed from sitting for election in the term of removal and the subsequent term of office; 3. Requests that in the event the Government cannot, for whatever reason, introduce its own legislation, that the Government support and prioritize Bill 207, Municipal Accountability and Integrity Act, 2024; and, 4. That this resolution, along with a copy of Resolution #310/23, be circulated to The Honourable Doug Ford, Premier of Ontario, The Honourable Paul Calandra, Minister of Municipal Affairs and Housing, The Honourable Doug Downey, Attorney General, The Honourable Charmaine A. Williams, Associate Minister of Women’s Social and Economic Opportunity, all Durham MPPs, the Regional Municipality of Durham, all lower tier Durham municipalities, and the Association of Municipalities of Ontario (AMO). 11. Confidential Council – Public Report 12. Regional Councillor Updates 13. Other Business 14. Confirmatory By-law Council Meeting Agenda October 28, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm For information related to accessibility requirements please contact: Council & Committee Coordinator 905.420.4611 clerks@pickering.ca 15. Adjournment Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 1 Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. CookM. NagyD. 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 L. Gibbs -Director, Community Services R. Holborn -Director, Engineering Services F. Jadoon -Director, Economic Development & Strategic Projects S. Karwowski -Director, Finance & Treasurer C. Rose -Chief Planner V. Plouffe -Division Head, Operations Services C.Redmond -(Acting) Deputy Clerk L. Narraway -Supervisor, Animal Services J. Currie -Legislative Coordinator 1.Call to Order/Roll Call The (Acting) Deputy Clerk certified that all Members of Council were present and participating in-person, save and except Councillor Pickles who was participating via electronic connection. 2.Moment of Reflection Mayor Ashe called for a silent moment of reflection. 3.Indigenous Land Acknowledgment Statement Mayor Ashe read the Indigenous Land Acknowledgment Statement. - 1 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 2 4. Disclosure of Interest Councillor Robinson declared a conflict of interest under the Municipal Conflict of Interest Act with respect to Item 8.1, Corr. 24-24, Integrity Commissioner’s Recommendation Report Regarding Complaints against Councillor Robinson, September 17, 2024. Councillor Robinson stated that in accordance with Section 5 of the Municipal Conflict of Interest Act, she reserved her right to take part in the discussion of the matter, however, would not take part in the vote. There were two requests from credentialed media for filming in Council Chambers from Rebel News and the Toronto Star, however, neither request was approved by Council. 5. Adoption of Minutes Resolution #570/24 Moved by Councillor Butt Seconded by Councillor Cook Council Minutes, June 24, 2024 Special Council Minutes – Education & Training, June 25, 2024 Special Council Minutes, July 12, 2024 Special Council Minutes, July 25, 2024 Special Council Minutes – Education & Training, July 26, 2024 Special Council Minutes, August 28, 2024 Executive Committee Minutes, September 3, 2024 Special Council Minutes, September 3, 2024 Carried 6. Presentations There were no presentations 7. Delegations Resolution #571/24 Moved by Councillor Cook Seconded by Councillor Nagy That George Turner, Pickering Resident, be permitted to delegate in accordance with Section 8.01(c) of the Procedure By-law. - 2 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 3 Carried on a Two-Thirds Vote 7.1 George Turner, Pickering Resident Re: The RFP related to a proposed sale of the City of Pickering's Elexicon Shares G. Turner appeared before Council to speak to the proposed sale of the City of Pickering’s Elexicon shares. G. Turner noted concern that the notice and correspondence shared with the public was insufficient and suggested increasing community engagement and information sharing, pertaining to the sale of the City’s Elexicon shares. A copy of G. Turner’s presentation was requested to be circulated to Members of Council. 8. Correspondence - 8.1 Corr. 24-24 Jeff Abrams, Co-Principal, Principles Integrity, Integrity Commissioner for the City of Pickering Janice Atwood-Petkovski, Co-Principal, Principles Integrity, Integrity Commissioner for the City of Pickering Re: Integrity Commissioner’s Recommendation Report Regarding Complaints against Councillor Robinson, September 17, 2024 J. Abrams, Co-Principal, Principles Integrity, Integrity Commissioner for the City of Pickering appeared before Council and provided a general overview of the Recommendation Report. J. Abrams noted that this report was the culmination of a process established by the Municipal Act, 2001, that it was the role of the Integrity Commissioner to conduct the investigation, and that the role of Council in this matter was disciplinary, noting this was different than their traditional, legislated policy making role. J. Abrams emphasized that a fulsome, confidential, investigation had been conducted and was concluded in accordance with the tenants of procedural fairness and advised Council to restrict questions to the recommendations provided in the Report, not the investigation itself. J. Abrams provided comments regarding the Errata to the Report that was provided on Saturday, September 21, 2024, noting it had been included in the revised Agenda package. J. Abrams concluded his address to Council by stating that the recommendations provided in the report were in the best interest of the public and that Council must disregard any prior knowledge and personal assessments of Councillor Robinson and that Council’s decision must be formed based on the findings presented in the Recommendation Report. - 3 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 4 Mayor Ashe provided a statement and advised Members of Council that questions must remain focused solely on how the findings of the Integrity Commissioner’s Report relate to the recommendations, and that they must not pertain to the investigation itself. A question and answer period ensued between Members of Council and J. Abrams regarding whether there were other, more effective remedies to address Code of Conduct breaches and the methods and processes carried out to ensure an integral investigation had been conducted. Having previously declared a conflict of interest, Councillor Robinson did not vote on the following item. Resolution #572/24 Moved by Councillor Nagy Seconded by Councillor Pickles 1. That the Report of the Integrity Commissioner, dated September 17, 2024, as contained in Corr. 24-24, pertaining to Councillor Lisa Robinson be received; and, 2. That in accordance with the Integrity Commissioner’s Report recommendations, the salary remuneration paid to Councillor Robinson be suspended for a period of 90 days (six pay periods) starting with the September 27, 2024, pay date and ending after the December 6, 2024 pay date. Carried Unanimously on a Recorded Vote Council recessed at 8:23 p.m. and reconvened at 8:34 p.m. Councillor Robinson was not present at the time the Meeting reconvened. 8.2 Corr. 25-24 Ministry of Municipal Affairs and Housing Re: Provincial Planning Statement, 2024 Resolution #573/24 Moved by Councillor Cook Seconded by Councillor Butt - 4 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 5 That Corr. 25-24, from the Ministry of Municipal Affairs and Housing, regarding the Provincial Planning Statement, 2024, be received for information. Carried 9. Report EC 07-24 of the Executive Committee held on September 3, 2024 9.2 Director, Community Services, Report CS 28-24 Post Manor Feasibility Study Council Decision: 1. That Report CS 28-24 regarding the Post Manor Feasibility Study be received; 2. That staff be directed to continue discussions with Brock and Kingston Holdings Inc. on acquiring the Post Manor building, for lease or purchase for use as a public art gallery, anticipating an occupancy date in 2029, and report back with an update to Council by Q4, 2025; and, 3. That the appropriate City officials be authorized to take the necessary actions as outlined in this report. 9.3 Director, Corporate Services & City Solicitor, Report CLK 04-24 Review and Updates to ADM 100, Public Notice Policy Council Decision: 1. That Report CLK 04-24, regarding the Review and Updates to ADM 100 Public Notice Policy, be received; 2. That the draft ADM 100 Public Notice Policy, as set out in Attachment 1 to this report, be approved; 3. That going forward, the City Clerk be authorized to update Appendix 1 of Policy ADM 100 to accommodate for any legislated changes pertaining to the provision of notice to the public; - 5 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 6 4. That the draft By-law, appended as Attachment 3 to this report, to repeal By-law No. 6166/03 be approved; and, 5. 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. 9.4 Director, Corporate Services & City Solicitor, Report CLK 05-24 2025 Committee and Council Meeting Schedule Council Decision: 1. That the 2025 Committee and Council Meeting Schedule, appended as Attachment 1 to Report CLK 05-24, be approved; and, 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 9.5 Director, Community Services, Report CS 23-24 Celebration of Gordon Lightfoot Public Art – Artist Selection - Commission of Public Art Council Decision: 1. That Council endorse the commission of the public art, entitled “Gordon’s Guitar” to be installed in Ernie L. Stroud Park, Steeple Hill and be awarded to Geordie Lishman; 2. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $53,933.00 to be funded by a transfer from the Public Art Reserve as approved in the 2024 Current Budget; 3. That the Mayor and the City Clerk be authorized to execute the Letter of Understanding, between Geordie Lishman 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. 9.6 Director, Community Services, Report CS 24-24 Volunteer Program 2023 Activities Update and Volunteer Policy Revisions - 6 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 7 Council Decision: 1. That Report CS 24-24, regarding the City of Pickering Volunteer Program 2023 Activities Update, be received; 2. That Council endorse the revisions in CUL 080 The Volunteer Policy, as set out in Attachment 2 to this report, subject to minor revisions acceptable to the Director, Community Services; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 9.7 Director, Community Services, Report CS 25-24 City Property Naming - John E. Anderson Council Decision: 1. That Report CS 25-24 regarding the City Property Naming in honour of John E. Anderson be received; 2. That staff be directed to explore the naming of the Exhibit Gallery in the Pickering Heritage & Community Centre as the John E. Anderson Exhibit Gallery subject to undertaking the work outlined in the City Property Naming Procedure (ADM 110-006) and report back with the final recommendations in Q4 2024; 3. That Council grant staff the authority to solicit public comment on the proposed name, as set out in Section 03.02 of City Property Naming Procedure (ADM 110-006); and, 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 9.8 Director, Community Services, Report CS 26-24 City Property Naming - Wayne Arthurs Council Decision: 1. That Report CS 26-24 regarding the City Property Naming in honour of Wayne Arthurs be received; - 7 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 8 2. That staff be directed to explore the naming of the gymnasium in the future Seaton Recreation Complex & Library as the Wayne Arthurs Gymnasium subject to undertaking the work outlined in City Property Naming Procedure (ADM 110-006) and report back with the final recommendations in Q2 2025; 3. That Council grant staff the authority to solicit public comment on the proposed name, as set out in Section 03.02 of City Property Naming Procedure (ADM 110-006); and, 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 9.9 Director, Community Services, Report CS 27-24 Indoor Pickleball Facility - Update Council Decision: That Report CS 27-24 regarding an update on Indoor Pickleball facilities be received for information. 9.10 Director, Engineering Services, Report ENG 13-24 Pine Creek Erosion Assessment Municipal Class Environmental Assessment Council Decision: 1. That Report ENG 13-24 regarding the Pine Creek Erosion Assessment Municipal Class Environmental Assessment be received; 2. That Council endorse the Pine Creek Erosion Assessment Municipal Class Environmental Assessment prepared by Aquafor Beech Limited, dated May 10, 2024, to be used by staff as a resource document for identifying and planning projects for Pine Creek rehabilitation in areas under the jurisdiction of the City of Pickering; 3. That the recommendations within the Pine Creek Erosion Assessment Municipal Class Environmental Assessment be implemented in a phased approach, subject to budget and further Council approval for the individual projects; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. - 8 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 9 9.11 Director, Engineering Services, Report ENG 14-24 Detailed Design for Radom Street Culverts Replacement Request for Proposal No. RFP2024-8 Council Decision: 1. That Request for Proposal No. RFP2024-8 submitted by Aquafor Beech Limited for Consulting and Professional Services for the Detailed Design for Radom Street Culverts Replacement in the amount of $140,261.25 (HST included) be accepted; 2. That the total gross project cost of $172,913.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $155,714.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $155,714.00 as approved in the 2021 Roads Capital Budget to be funded by a transfer from the Road and Bridges Reserve Fund; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 9.12 Director, Engineering Services, Report ENG 16-24 Pickering City Centre Park Request for Proposal RGP2024-1 Council Decision: 1. That Request for Proposal No. RFP2024-1 for the Pickering City Centre Park - Design as submitted by MacLennan Jaunkalns Miller Architects Ltd., in the amount of $744,105.00 (HST included) be accepted; 2. That the total gross project cost of $862,778.00 (HST included), including the tendered amount, a contingency and other associated costs, and the total net project cost of $776,958.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $776,958.00 as follows: a) The sum of $388,479.00 available budget in capital project C10572.2409 as approved in the 2024 Parks Projects Capital Budget to be funded by a transfer of funds from the Casino Reserve; - 9 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 10 b) The sum of $388,479.00 available budget in capital project C10572.2409 as approved in the 2024 Parks Projects Capital Budget to be funded by a transfer of funds from the Development Charges Parks & Recreation Reserve Fund; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 9.13 Director, Engineering Services, Report ENG 17-24 Sideline 24 Hard Surfacing from Highway 407 to Whitevale Road - Request for Tender No. T2024-9 Council Decision: 1. That Request for Tender No. T2024-9 for Sideline 24 Hard Surfacing as submitted by IPAC Paving Limited in the total tendered amount of $501,457.28 (HST included) be accepted; 2. That the total gross project cost of $604,347.00 (HST included), including the tendered amount, contingency and other associated costs, and the total net project cost of $544,233.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to revise the funding source for this project by a transfer from the Building Faster Fund (BFF) Reserve Fund, subject to the Province’s approval of the project; a) If the Province does not approve the eligibility of BFF funding for this project, that Council authorize the Director, Finance & Treasurer to finance the project from its original approved funding source, by a transfer from the Roads & Bridges Reserve Fund; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 9.14 Director, Engineering Services, Report ENG 18-24 Proposed Community Safety Zone - West Shore Boulevard Council Decision: 1. That the attached draft by-law be enacted to amend Schedule “14” to By-law 6604/05 to provide for the regulation of Community Safety Zones on highways or parts of highways under the jurisdiction of The Corporation of - 10 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 11 the City of Pickering to provide for a Community Safety Zone on West Shore Boulevard, from Bayly Street to Beachpoint Promenade; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 9.15 Director, Engineering Services, Report ENG 19-24 Proposed All-way Stop Marshcourt Drive and Beechlawn Drive Council Decision: 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 Marshcourt Drive and Beechlawn Drive; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 9.16 Director, Finance & Treasurer, Report FIN 16-24 2023 Building Permit Stabilization Reserve Fund Council Decision: It is recommended that Report FIN 16-24 from the Director, Finance & Treasurer regarding the 2022 Building Permit Stabilization Reserve Fund be received for information. 9.17 Director, Finance & Treasurer, Report FIN 17-24 Letters of Credit & Surety Bonds Acceptance Policies Council Decision: 1. That Report FIN 17-24 regarding the Letters of Credit (LC) and Surety Bonds Acceptance Policies be received; 2. That Council approve financial policies for the acceptance of Letters of Credit and Surety Bonds (FIN 100 and FIN 110), as set out in Attachment 1 and 2 to this report; and, - 11 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 12 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 9.18 Director, Finance & Treasurer, Report FIN 18-24 Building Faster Fund – 2024 Investment Plan Council Decision: 1. That Report FIN 18-24 regarding the Building Faster Fund grant from the Province of Ontario be received; 2. That Council authorize and approve the capital project listing in the report to be funded by the Building Faster Fund grant; and, 3. That the appropriate City of Pickering officials be given authority to take the necessary actions to give effect thereto. 9.19 Fire Chief, Report FIR 04-24 Funding Request for Fire Station Alerting Quotation No. LL-072224 Council Decision: 1. That Quotation LL-072224 for the sole source supply and installation under the Canoe Cooperative Purchasing of Fire Station alerting (Zetron™) services for Fire Stations 1, 2, 4, 5, and 6, submitted by Williams Communications in the amount of $189,475.00 (HST included) be accepted; 2. That the total gross project cost of $189,475.00 (HST included) and the total net project cost of $170,628.00 (net of HST rebate) be approved; 3. That Council authorize that the budget shortfall of $136,628.00 be approved with funding to be provided at the discretion of the Director Finance & Treasurer; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Resolution #574/24 Moved by Councillor Butt Seconded by Councillor Cook - 12 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 13 That Report EC 07-24 of the Executive Committee Meeting held on September 3, 2024 be adopted, save and except Item 9.1, CS 22-24. Carried Councillor Robinson rejoined the meeting at 8:37 p.m. 9.1 Director, Community Services, Report CS 22-24 Recreation & Parks – Ten Year Plan A brief discussion ensued between Members of Council and staff regarding: • whether there was an affiliation with the Ontario Pickle Ball Association and whether Pickle Ball was promoted throughout the City of Pickering; and, • the status of Petticoat Creek discussions with the Toronto and Region Conservation Authority (TRCA). Resolution #575/24 Moved by Councillor Butt Seconded by Councillor Cook 1. That the Recreation & Parks – Ten Year Plan, as set out in Attachment 1, be endorsed; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 10. Reports – New and Unfinished Business 10.1 Director, Corporate Services & City Solicitor, Report AS 01-24 Animal Sheltering Agreement Renewal for the Town of Whitchurch-Stouffville - Five-year Term Effective January 1, 2025 Resolution #576/24 Moved by Councillor Butt Seconded by Councillor Cook 1. That Report AS 01-24 regarding the Animal Sheltering Agreement Renewal be received; - 13 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 14 2. That the Mayor and City Clerk be authorized to execute the Animal Sheltering Agreement Renewal with Whitchurch-Stouffville as set out in Attachment 1 to this report for a further 5-year term commencing January 1, 2025 and ending December 31, 2029, subject to such revisions as are acceptable to the Director, Corporate Services & City Solicitor or Associate Solicitor; and, 3. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Carried 10.2 Director, Community Services, Report CS 29-24 Provincial Grant Funding of Municipal Capital Projects - Community Sport and Recreation Infrastructure Fund A brief discussion ensued between Members of Council and staff regarding clarification of what was required to be awarded the Provincial Grant Funding. Resolution #577/24 Moved by Councillor Pickles Seconded by Councillor Cook 1. That Report CS 29-24 regarding Provincial Grant Funding of Municipal Capital Projects be received; 2. That Council authorize staff to apply to the Community Sport and Recreation Infrastructure Fund – Stream 1: Repair and Rehabilitation for the replacement of community playgrounds; 3. That Council authorize staff to apply to the Community Sport and Recreation Infrastructure Fund – Stream 2: New Builds/Signature New Builds for the construction of the City Centre Park; 4. That a copy of this report be forwarded to Peter Bethlenfalvy, MPP, Pickering – Uxbridge; and, 5. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Carried - 14 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 15 10.3 Director, Community Services, Report CS 30-24 Federal Grant Funding of Municipal Capital Projects - Green & Inclusive Community Building Program A brief discussion ensued between Members of Council and staff regarding clarification of what was required to be awarded the Federal Grant Funding. Resolution #578/24 Moved by Councillor Pickles Seconded by Councillor Cook 1. That Report CS 30-24 regarding the Federal Grant Funding of Municipal Capital Projects be received; 2. That Council authorize staff to apply to the Green & Inclusive Community Building Program: New Build Project for construction of the Seaton Recreation Complex & Library; 3. That Council authorize staff to apply to the Green & Inclusive Community Building Program: Medium Retrofit Project for the O’Brien Arena retrofit; 4. That a copy of this report be forwarded to Jennifer O’Connell, MP Pickering – Uxbridge; and, 5. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Carried 10.4 Director, Engineering Services, Report ENG 21-24 Valley Plentiful Community Gardens Parking Area and Expansion Request for Quotation No. Q2024-33 A brief discussion ensued between Members of Council and staff regarding clarification of the process and timeframe planned for the urbanization of Kingston Road. Resolution #579/24 Moved by Councillor Brenner Seconded by Councillor Butt - 15 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 16 1. That Request for Quotation No. Q2024-33 for the Valley Plentiful Community Gardens Parking Area and Expansion, submitted by 1108575 Ontario Ltd. (Kon-Strutt Construction), in the amount of $119,092.00 (net of HST rebate) or $132,245.76 (HST included) be accepted; 2. That the total gross project cost of $157,721.00 (HST included) for the Valley Plentiful Community Gardens Parking Area and Expansion, including the tendered amount, a contingency and other associated costs, and the total net project cost of $142,033.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $142,033.00 for the Valley Plentiful Community Gardens Parking Area and Expansion as follows: a) The sum of $100,000.00 available budget in capital project C10572.2406 as approved in the 2024 Parks Capital Budget be funded by a transfer of funds from the Sustainable Initiatives Reserve; b) The additional required sum of $42,033.00 be funded by the Rate Stabilization Reserve; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 10.5 Director, Operations, Report OPS 16-24 Additional Funds for Replacement of Existing Indoor Tennis Court Flooring at Chestnut Hill Developments Recreation Complex - Tender No. T2024-4 A brief discussion ensued between Members of Council and staff regarding when and where tennis players would be accommodated during renovations of the Chestnut Hill Developments Recreation Complex and clarification of how the renovations of the Complex were being funded. Resolution #580/24 Moved by Councillor Butt Seconded by Councillor Brenner 1. That Report OPS 16-24 of the Director, Operations regarding Additional Funds for Tender No. T2024-4 for the Replacement of Existing Indoor - 16 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 17 Tennis Court Flooring at the Chestnut Hill Developments Recreation Complex be received; 2. That additional costs in the amount of $347,002.00 (net of HST rebate) over the original estimated project cost for T2024-4 (OPS 09-24) for Replacement of Existing Indoor Tennis Court Flooring at the Chestnut Hill Developments Recreation Complex resulting in a revised total net project cost of $1,176,244.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the additional net project cost of $347,002.00 as follows and approved in the 2024 Capital Budget: a) A transfer of $290,263.00 from the Casino Reserve; and, b) A transfer of $56,739.00 from the Tennis Reserve; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. Carried 10.6 Director, Operations, Report OPS 17-24 Fire Station 2 Renovations - RFP2024-11 Resolution #581/24 Moved by Councillor Butt Seconded by Councillor Cook 1. That RFP No. RFP2024-11 for Renovations to Fire Station 2 as submitted by Adeli Construction Management Inc. in the amount of $368,882.00 (HST excluded) be received; 2. That the total gross project cost of $659,222.00 (HST included), and the total net project cost of $593,650.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $593,650.00 as follows and approved in the 2017, 2018, 2022 and 2024 Capital Budgets: a) A transfer of $570,522.00 from the Facilities Reserve; - 17 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 18 b) A transfer of $23,128.00 from Property Taxes; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. Carried 11. Motions and Notice of Motions 11.1 Addressing Rat Infestations Councillor Pickles provided a brief summary of the purpose of the motion, and Councillor Brenner provided additional information regarding the cause and effect of rat infestations. Resolution #582/24 Moved by Councillor Pickles Seconded by Councillor Brenner WHEREAS, residents have been increasingly raising concerns regarding rats on their properties; And Whereas, the population of rats may be increasing due to warmer climate, development, the availability of food and habitat due to poor waste storage practices and poor property standards; And Whereas, the municipal role to address the rat infestation problem may involve different departments. For example, lower tier for property standards and upper tier for health inspections; Now therefore be it resolved, that the Council of The Corporation of the City of Pickering directs through the Office of the CAO: 1. That staff work with the development community in addressing rat related issues; 2. That staff further work with the Region of Durham Health Department to review the policies and practices of other municipalities, including Toronto and Ottawa; - 18 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 19 3. That the City of Pickering work with the Region of Durham to develop public education packages, including rat prevention for residents; 4. That the City of Pickering investigate coordinating with the Region of Durham the training of Municipal Law Enforcement Officers and Health Inspectors to be available to inspect properties and provide advice to residents and businesses to address rat infestations; 5. That the Region of Durham Health Department be requested to review enforcement measures and fines under the Health Protection and Promotion Act to address the problem; and, 6. That a copy of this resolution be circulated to the Honourable Sylvia Jones, Minister of Health and Dr. Robert Kyle, Medical Officer of Health, Region of Durham. Carried Unanimously on a Recorded Vote 12. By-laws 12.1 By-law 8129/24 Being a by-law to repeal By-law #6166/03, a by-law for establishing policies regarding public notification requirements under the Municipal Act, 2001. 12.2 By-law 8130/24 Being a by-law to amend By-law 6604/05 providing for the regulating of traffic and parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. 12.3 By-law 8131/24 Being a by-law to amend By-law 6604/05 providing for the regulating of traffic and parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. 12.4 By-law 8132/24 Being a by-law to appoint Christopher Adams and Jackson Colquhoun as Municipal Law Enforcement Officers for the purpose of enforcing the by-laws of the Corporation of the City of Pickering. - 19 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 20 12.5 By-law 8133/24 Being a by-law to name Part of Lot 15, Concession 1 Pickering; designated as Part 10, Plan 40R-32680. (Porsche Drive) 12.6 By-law 8134/24 Being a By-law to adopt Amendment 48 to the Official Plan for the City of Pickering (OPA 20-001/P). (Brock Road Duffins Forest Inc., 2055 Brock Road) By-law approved by Ontario Land Tribunal (Case No. OLT-23-000498). No action required. By-law being assigned a number for record-keeping purposes in accordance with the Tribunal Order. 12.7 By-law 8135/24 Being a By-law to amend Restricted Area (Zoning) By-law 3036, as amended, to implement the Official Plan of the City of Pickering, Region of Durham, Part of Lot 18, Concession 2 South, Now Parts 1 to 12 , 40R-28897, City of Pickering (A 05/20). (Brock Road Duffins Forest Inc., 2055 Brock Road) By-law approved by Ontario Land Tribunal (Case No. OLT-23-000498). No action required. By-law being assigned a number for record-keeping purposes in accordance with the Tribunal Order. Resolution #583/24 Moved by Councillor Brenner Seconded by Councillor Nagy That By-law Numbers #8129/24 through #8135/24 be approved. Carried 13. Regional Councillor Updates 13.1 Councillor Brenner provided an update from the Durham Advisory Committee on Homelessness and extended an open invitation to the Dedicated Advocacy Resource Support (DARS) World Homeless Day event occurring on October 10, 2024, 2:00 p.m. – 4:00 p.m. at the DARS Farmhouse, 690 Concession 3, Pickering. - 20 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 21 13.2 Councillor Cook recognized that the Manresa Spiritual Retreat Centre was celebrating its 10-year anniversary and noted the Alcoholics Anonymous programing which focuses on assisting those struggling with addiction as well as providing family support. 13.3 Councillor Cook noted attendance as Pickering’s Regional Councillor at the Convergence Music and Art Festival in Oshawa and provided that it was an economic builder, supported by Durham Tourism, and featured artists from Pickering and across the Region. 14. Other Business 14.1 Councillor Butt and Councillor Pickles raised concerns regarding the illegal dumping and lack of garbage pick-up in the new development area in Seaton. Staff advised that these areas were not yet assumed by the City, but that staff were looking to address the matter, noting the responsibilities of the development community pertaining to garbage pickup prior to the City assuming the subdivision. 14.2 Councillor Nagy gave Notice of a Motion regarding Strengthening Municipal Legislation. 14.3 Councillor Robinson gave Notice of a Motion regarding playing of the National Anthem before all Council meetings. 14.4 Councillor Robinson gave Notice of a Motion regarding prohibition on accepting gifts, benefits or other perks to any City staff, employees, and Council Members from Lobbyists, specialty groups, vendors, and/or distributors. 14.5 Councillor Robinson gave Notice of a Motion regarding changing the Executive Committee Meeting Schedule from afternoons to evenings to promote public engagement. 14.6 Councillor Robinson gave Notice of a Motion regarding creating options for accessing changerooms at the Chestnut Hill Developments Recreation Complex. 14.7 Councillor Robinson gave Notice of a Motion regarding expanding the 50% membership subsidy program from age 65 to 55 at the Chestnut Hill Development Recreation Complex. 14.8 Councillor Robinson gave Notice of a Motion regarding implementing age restrictions at Drag Queen and Pride events. - 21 - Council Meeting Minutes September 23, 2024 Hybrid Electronic Meeting Council Chambers 7:00 pm 22 14.9 Councillor Robinson gave Notice of a Motion regarding a change to the Flag-Raising Policy. 14.10 Councillor Robinson gave Notice of a Motion regarding cash acceptance at the Chestnut Hill Development Recreation Complex. 14.11 Councillor Robinson requested that staff provide a summary of the costs of having the Durham Region Police Service present at the September 23, 2024, Council Meeting. 15. Confirmatory By-law By-law 8136/24 Councillor Cook, seconded by Councillor Butt moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of September 23, 2024. Carried 16. Adjournment Moved by Councillor Butt Seconded by Councillor Cook That the meeting be adjourned. Carried The meeting adjourned at 9:17 p.m. Dated this 23rd day of September, 2024. Kevin Ashe, Mayor Carol Redmond, (Acting) Deputy Clerk - 22 - Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 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 B. Duffield -Director, Operations J. Eddy -Director, Human Resources L. Gibbs -Director, Community Services R. Holborn -Director, Engineering Services S. Cassel -City Clerk J.Halsall -Division Head, Finance C. Rose -Chief Planner N. Surti -Division Head, Development Review & Urban Design N. Robinson -Deputy Fire Chief L. Arshad -Manager, Economic Development & Marketing J.Litoborski -Manager, Municipal Law Enforcement Services K. Senior -Manager, Accounting Services C. Whitaker -Manager, Sustainability & Strategic Environmental Initiatives A. Dunn -Principal Planner, Development Review S. Marsh -Senior Accounting Analyst, Internal Audit J. Currie -Legislative Coordinator 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. - 23 - Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 2 There were no requests from credentialed media for filming in Council Chambers. 3. Delegations 3.1 John Henry, Regional Chair, The Regional Municipality of Durham (In Person) Elaine Baxter-Trahair, CAO, The Regional Municipality of Durham (In Person) Re: Region of Durham Annual Update John Henry, Regional Chair, and Elaine Baxter-Trahair, CAO, The Regional Municipality of Durham, appeared before the Committee to provide the Region of Durham’s Annual Update. Through the aid of a PowerPoint presentation, J. Henry noted that this was a milestone year and highlighted several initiatives to commemorate Durham Region’s 50th Anniversary. J. Henry noted four key themes including the Region’s growth, safe and healthy communities, mobility and transit, and economic development. A question and answer period ensued between Members of the Committee and J. Henry and E. Baxter-Trahair regarding: • updates on partnerships with other levels of government concerning homelessness, addiction and mental health, as well as failures in the criminal justice system pertaining to bail rights; • clarification that there were ongoing consultations regarding the transitional home at 1635 Dundas and what services were provided there; • increasing access to transit in Durham Region and Durham Region Transit (DRT) offering on-demand services; • the status of the Durham-Scarborough Bus Rapid Transit Project (BRT) at Kingston Road; and, • concerns of increased car theft and what measures the Durham Regional Police Services were taking in this regard. 3.2 Shaun Rickard, Pickering Resident (Virtual) Re: Report FIN 19-24 2023 Year End Audit and Financial Statements (Final) Shaun Rickard, Pickering Resident, did not join the meeting via electronic connection and did not provide a delegation. 4. Matters for Consideration - 24 - Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 3 4.1 Director, Finance & Treasurer, Report FIN 19-24 2023 Year End Audit and Financial Statements (Final) Lilian Cheung, Partner, Deloitte, appeared before the Committee via electronic connection to provide an overview of the 2023 Year End Audit and Financial Statements. A question and answer period ensued between Members of the Committee and L. Cheung regarding: • how many municipal audits Deloitte performs across the province and whether the audits were standardized across municipalities; • whether Deloitte found any evidence of corruption, bribery, or collusion through the Audit and whether there were any significant deficiencies to report; • whether Deloitte was privy to In-Camera meeting proceedings as part of the audit function; and, • whether the Audit included individual audits of Members of Council. Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That the Report FIN 19-24 regarding the results of the 2023 Audit, as submitted by Deloitte LLP, be received for information; and, 2. That the 2023 draft Audited Consolidated Financial Statements for the City of Pickering be approved. Carried 4.2 Director, Finance & Treasurer, Report FIN 20-24 2024 Year End Audit (Interim) Lilian Cheung, Partner, Deloitte, appeared before the Committee via electronic connection to provide an overview of the interim 2024 Year End Audit Plan. L. Cheung noted that the Audit Plan included preliminary risk assessments and clarified that every audit was risk based and the City of Pickering’s Audit Plan was in line with all other municipal audits. A brief discussion ensued between Members of the Committee and staff regarding whether Deloitte was aware of the amalgamation of reserve funds at the time of - 25 - Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 4 the amalgamation with questions being posed as to why Deloitte was not involved during the process and only aware after the amalgamation had occurred. Recommendation: Moved by Councillor Butt Seconded by Councillor Brenner 1. That the 2024 Audit Service Plan as submitted by Deloitte LLP, set out in Attachment 1 to this report, be received for information; and, 2. That the Chief Administrative Officer and the Director, Finance & Treasurer be authorized to sign the Engagement Letter, set out in Attachment 2 to this report, on behalf of the City. Carried 4.3 Director, Corporate Services & City Solicitor, Report BYL 02-24 Toys for Tickets and Food for Fines Holiday Parking Fine Program Recommendation: Moved by Councillor Brenner Seconded by Councillor Pickles 1. That parking tickets issued between Monday, November 25, 2024 through Wednesday, December 18, 2024 be eligible for the Toys for Tickets/Food for Fines program; 2. That the Toys for Tickets/Food for Fines program be implemented from November 25, 2024 through December 18, 2024; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.4 Director, Community Services, Report CS 31-24 Shower Program Renewal - DARS Inc. Agreement Renewal A question and answer period ensued between Members of the Committee and staff regarding: - 26 - Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 5 • the number of users for the Shower Program and clarification that the data reflected number of times used, not the number of individuals; • clarification of who administered the Program and how the Program was coordinated; • whether individuals were limited in their use of the Shower Program; and, • whether there was sufficient awareness of the Program. Recommendation: Moved by Councillor Brenner Seconded by Councillor Pickles 1. That Report CS 31-24 regarding the agreement renewal for the DARS Inc. Shower Program be received; 2. That the Mayor and City Clerk be authorized to execute the Memorandum of Understanding with DARS Inc., set out in Attachment 1 to this report, for use of the Chestnut Hill Developments Recreation Complex Arena Dressing Room shower facilities, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Carried 4.5 Director, Community Services, Report CS 32-24 Lakeridge Health License Agreement - Chronic Obstructive Pulmonary Disease Community Exercise Clinic A question and answer period ensued between Members of the Committee and staff regarding: • whether there was medical equipment required for the Program and where it would be stored; • clarification that this was the first time the City of Pickering was undertaking a partnership with Lakeridge Health for this Program; • clarification that the Clinic was for those already diagnosed with COPD and that it would also include preventive education services; and, • whether the program was promoted and accessible to at risk and lower income users. - 27 - Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 6 Recommendation: Moved by Councillor Brenner Seconded by Councillor Pickles 1. That Report CS 32-24 regarding Lakeridge Health License Agreement be received; 2. That the Mayor and City Clerk be authorized to execute the License Agreement with Lakeridge Health, set out in Attachment 1 to this report, for use of the Chestnut Hill Developments Recreation Complex Meeting Rooms 2 & 3, for the Chronic Obstructive Pulmonary Disease Community Exercise Clinic, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Carried 4.6 Director, Community Services, Report CS 33-24 Community Festivals & Events - Policy Update Recommendation: Moved by Councillor Brenner Seconded by Councillor Pickles 1. That Council endorse the updated Community Festivals and Events Policy CUL 070, 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 4.7 Director, Finance & Treasurer, Report FIN 21-24 Investment Portfolio Activity for the Year Ended December 31, 2023 Ontario Regulation 438/97 under the Municipal Act, 2001 - 28 - Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 7 A brief discussion ensued between Members of the Committee and staff regarding the estimated percentage of the rate of return on investments and what the total value of the City’s Investment Portfolio was. Recommendation: Moved by Councillor Brenner Seconded by Councillor Pickles It is recommended that Report FIN 21-24 of the Director, Finance & Treasurer regarding Investment Portfolio Activity for the Year Ended December 31, 2023 be received for information. Carried 4.8 Director, City Development & CBO, Report PLN 25-24 Sign By-law Review Recommendation: Moved by Councillor Brenner Seconded by Councillor Butt 1. That Report PLN 25-24 be referred back to staff to undertake engagement with industry stakeholders; and, 2. That staff be directed to report back to the December 2, 2024, Executive Committee Meeting. Carried 4.9 Director City Development & CBO, Report SUS 09-24 Update on Diabetes Canada Textile Drop Box Initiative A brief discussion ensued between Members of the Committee and staff regarding concerns of safety and whether individuals were prevented from getting into the Drop Boxes and whether the Drop Boxes were being used for dumping of waste. Recommendation: Moved by Councillor Butt Seconded by Councillor Robinson - 29 - Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 8 That Report SUS 09-24 be received for information. Carried 5. Member Updates on Committees 5.1 There were no updates from Members on Committees. 6. Other Business 6.1 Councillor Pickles requested that the promotion of City events include information regarding restrictions or allowances pertaining to the event, the reasons for such restrictions or allowances, and that this information be proactively communicated to the public. 6.2 Councillor Cook gave Notice of a Motion regarding Veteran’s parking designation. 6.3 Councillor Robinson enquired how many Police Officers were hired for the Executive Committee Meeting and what the deciding factors were to determine the number of Police hired. Staff provided that two paid Officers were the standard practice, and that the decision was made based on the circumstances of each meeting. 7. Adjournment Moved by Councillor Pickles Seconded by Councillor Nagy That the meeting be adjourned. Carried The meeting adjourned at 3:25 pm. - 30 - Special Council Meeting Minutes October 10, 2024 Hybrid Electronic Meeting Council Chambers 11:00 am 1 Present: Deputy Mayor Linda Cook Councillors: M. Brenner M. Nagy D. Pickles L. Robinson Absent: Mayor Kevin Ashe S. Butt Also Present: M. Carpino -Chief Administrative Officer B. Duffield -Director, Operations R. Holborn -Director, Engineering Services S. Karwowski -Director, Finance & Treasurer S. Cassel -City Clerk C. Rose -Chief Planner N. Robinson -Deputy Fire Chief J. Currie -Legislative Coordinator 1.Call to Order/Roll Call The City Clerk certified that all Members of Council were present, save and except MayorAshe and Councillor Butt, and that all Members present were participating in-person. 2.Disclosure of Interest No disclosures of interest were noted. There were no requests from credentialed media for filming in Council Chambers. 3.Delegations There were no delegations. 4.Matters for Consideration 4.1 Emergency Funding for Dedicated Advocacy Resource Support (DARS) - 31 - Special Council Meeting Minutes October 10, 2024 Hybrid Electronic Meeting Council Chambers 11:00 am 2 - DARS Farmhouse, 690 Concession Road 3, Pickering Councillor Brenner provided a brief overview of the DARS Farmhouse initiative at 690 Concession Road 3, including background information pertaining to the special circumstances and specific lease agreement that DARS had with TACC Developments, the landowner. Detailed discussion ensued between Members of Council regarding: • the role that TACC Developments had played in the capital upgrades to the property to date; • why TACC, as the property owner, was not paying for the full cost of the new well; • the particulars of the lease agreement for 690 Concession Road 3, between DARS and TACC Developments, and that it was in effect for a ten year period; • the expected lifespan of the new well and the benefits that would be provided during that time for those individuals who would be partaking in the transitional housing program; • concerns that the property owner was not taking responsibility for maintaining the infrastructure of the property; • clarification that the City’s contribution to the cost of drilling a new well at 690 Concession Road 3 would not be funded through property taxes, and that the funding would be through a community grant, transferred from the Casino Reserve; and, • concerns surrounding the City setting a precedent through this grant and whether it was the best use of City funds. Resolution #584/24 Moved by Councillor Brenner Seconded by Councillor Nagy That Council approve a one-time grant, in an amount not to exceed $25,000.00, to Dedicated Advocacy Resource Support (DARS) to be used for the cost of drilling a new well and associated works, at 690 Concession Road 3, Pickering, and this expense be charged to the Community Grants account 503040.11100 with a corresponding transfer from the Casino Reserve and that the payment amount be based on the third party invoice. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson - 32 - Special Council Meeting Minutes October 10, 2024 Hybrid Electronic Meeting Council Chambers 11:00 am 3 Deputy Mayor Cook Councillor Nagy Councillor Pickles 5.Confirmatory By-law By-law 8137/24 Councillor Nagy, seconded by Councillor Brenner moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of October 10, 2024. Carried 6.Adjournment Moved by Councillor PicklesSeconded by Councillor Nagy That the meeting be adjourned. Carried The meeting adjourned at 11:35 a.m. Dated this 10th day of October 2024. Linda Cook, Deputy Mayor Susan Cassel, City Clerk - 33 - Report to Council Report Number: BYL 03-24 Date: October 28, 2024 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Deferral of Implementation of Accessible Service Supplement Fees -Vehicle for Hire By-law-File: L-2200-002-24 Recommendation: 1.That Report BYL 03-24 respecting a deferral of the implementation of the Accessible ServiceSupplement enacted in the Vehicle for Hire By-law 7739/20 be received; 2.That the implementation and collection of the Vehicle for Hire Accessible Service Supplement be deferred until January 1, 2026; and, 3.That appropriate City of Pickering officials be authorized to take the actions necessary toimplement the recommendations in this report. Executive Summary: The purpose of this report is to request that Council defer the implementation of the Accessible Service Supplement to allow City staff to work with a Regional Working Group regarding accessible taxicab service. The City’s Vehicle for Hire By-law was enacted on February 24, 2020. Included in the By-law is an Accessible Service Supplement to be paid by all vehicle for hire license holders that do not provide accessible service. Based on the economic challenges that have faced the taxicab industry, including the lingering decrease in ridership caused by the COVID-19 pandemic and the introduction of Personal Transportation Companies, staff have recommend deferring collection of the Accessible Service Supplement each year since its implementation. In early 2024, the Region of Durham and the local Durham municipalities created an Accessible Taxicab Working Group. This group is looking at ways to address accessible service across the entire Region. The deferral of these fees will allow the Working Group to complete its work. Then a recommendation to permanently keep or remove the Accessible Service Supplement will be presented to Council for consideration. Financial Implications: None. The Accessible Service Supplement was not budgeted as revenue generated for the City. -C0)of- P1CKER1NG - 34 - BYL 03-24 October 28, 2024 Subject: Deferral of Implementation of Accessible Service Supplement Fees Page 2 Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe & Healthy Community. ______________________________________________________________________________ Discussion: The purpose of this report is to request that Council defer the implementation of the Accessible Service Supplement to allow staff to work with a Regional Working Group regarding accessible taxicab service. The Vehicle for Hire Licensing By-law prescribes an Accessible Service Supplement fee to be applied to all vehicles for hire that do not provide accessible services. Fees charged in relation to the Accessible Service Supplement are as follows: 1.Personal Transportation Companies (PTCs) are subject to a seven cent per trip fee; 2.Taxicab Brokerages that do not have at least ten percent of their fleet as accessible vehicles must pay $2,500.00 per year; and 3.Individual Taxicab Plate Licensees that are not affixed to an accessible vehicle must pay$75.00 annually. The funds raised through the Accessible Service Supplement are to be used to fund an Accessible Taxicab Incentive Program. Section 93 of the Vehicle for Hire By-law indicates that the Accessible Taxicab Incentive Program may include, but is not limited to: i)requirements for grant or incentive eligibility; ii)criteria for receiving any incentive or grant; iii)the amount and frequency of the disbursement of any incentive or grant, including pro-rated or discretionary amounts; iv)sanctions, including reductions in the amount of any incentive or grant for non-compliance with the conditions of the program; and, v)reporting or auditing requirements for brokerages, PTCs, and Taxicab PlateLicensees. The Accessibility Advisory Committee and Municipal Law Enforcement staff have been part of a working group with the Region of Durham and the other local municipalities. The purpose of the Working Group is research and recommend possible ideas to assist in the delivery of accessible taxicab service within the Region. The taxicab industry in the City of Pickering has changed drastically since the introduction of Personal Transportation Companies and the COVID-19 pandemic. If the Accessible Service Supplement were to be implemented it would cause extreme financial hardship for the taxicab industry. Deferring the implementation of the Accessible Service Supplement is a reasonable measure to assist in mitigating the financial hardship being experienced by the taxicab industry. It - 35 - BYL 03-24 October 28, 2024 Subject: Deferral of Implementation of Accessible Service Supplement Fees Page 3 will also allow an opportunity to propose solutions to assist with accessible taxicab service. Currently, there is a drastically lower number of Taxicab Plates attached to vehicles providing accessible service in the City. City staff will continue to monitor and review the industry conditions. The deferral of the Accessible Service Supplement will allow the industry to continue to operate without any additional costs for 2025. This will provide all members of the industry an opportunity to expand their business models without any additional costs. Only very large municipalities have had success with this type of program. Many municipalities the size of Pickering have eliminated this type of supplement as there is no reasonable ability to implement and utilize any funds without larger programs. It is seen as an additional burden to the taxicab industry which is already suffering greatly. This deferral will also allow staff to work on options to increase accessible service in conjunction with the Regional Working Group. Staff are of the view that the Accessible Service Supplement should be removed from the By-law, but the Regional Working Group should first be permitted to complete its work. At that point, the Accessible Service Supplement can be permanently revoked or modified based on the recommendations of the Working Group. Attachment: None. Prepared By: Approved/Endorsed By: Jason Litoborski, CPSO Paul Bigioni Manager, Municipal Law Enforcement Services Director, Corporate Services & City Solicitor JL:ks Recommended for the consideration of Pickering City Council Marisa Carpino Chief Administrative Officer Original Signed By:Original Signed By: Original Signed By: - 36 - Report to Council Report Number: CS 37-24 Date: October 28, 2024 From: Laura Gibbs Director, Community Services Subject: Safety and Security -Security Camera Procurement -File: A-1440-001 Recommendation: 1. That the quotation submitted by Phantom Security Group in response to Request forQuotation No. Q2024-24 for security camera upgrades in the amount of $304,579.04 (net HST) or $338,221.61 (HST included) be accepted; 2.That the total gross project cost of $338,222.00 (HST included) and the total net projectcost of $304,579.00 (net of HST rebate) be approved; 3.That Council approve the re-allocation of the 2024 Library Capital Budget for cameras from the Central Library ($20,000) to the George Ashe Library for the same dollar amount(C10900.2411); 4.That the Director, Finance & Treasurer be authorized to finance the net project cost of $304,579.00 as approved in the 2023 & 2024 Capital Budgets as follows: a)The sum of $99,000.00 to be funded from the Casino Reserve; b)The sum of $40,000.00 to be funded from the Self Insurance Reserve;c)The sum of $73,079.00 to be funded from the Rate Stabilization Reserve;d)The sum of $45,000.00 to be funded from the Facilities Reserve; e)The sum of $27,500.00 to be funded from the Operations Centre Reserve Fund;f)The sum of $20,000.00 is to be funded from the Major Equipment Reserve; and, 5.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. Executive Summary: The purpose of this report is to award Quotation No Q2024-24 for the installation of security cameras at City Facilities and Parks. Q2024-24 was advertised on the City’s bids&tenders portal on Wednesday, September 11, 2024. The submission deadline was Thursday, October 3, 2024. Three companies submitted quotations for this project. The Evaluation Committee comprising of three staff from Community Services reviewed and evaluated the quotations received using criteria outlined in the bid document. - 37 - CS 37-24 October 28, 2024 Subject: Safety and Security Page 2 Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the top-ranked quotation submitted by Phantom Security Group, in the amount of $338,221.61 (HST included), is recommended for approval. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priority of Advocate for an Inclusive, Welcoming, Safe & Healthy Community. Financial Implications: 1. Tender Amount RFQQ2024-24 $299,311.16 HST (13%) Total Gross Tender Cost 38,910.45 $338,221.61 2. Estimated Project Costing Summary RFQQ2024-24 $299,311.00 Total Project Cost $299,311.00 HST (13%) 38,911.00 Total Gross Project Costs $338,222.00 HST Rebate (11.24%) (33,643.00) Total Net Project Cost $304,579.00 3. Approved Source of Funds Approved Code Source of Funds Funds Available Funds Required C10700.2302 Casino Reserve $22.000.00 $22,000.00 C10700.2313 Casino Reserve 22,000.00 22,000.00 C10700.2314 C10225.2104 C10225.2104 C10320.2436 C10215.2104 C10300.2401 C10900.2411 Casino Reserve Self Insurance Reserve Casino Reserve Rate Stabilization Reserve Facilities Reserve OP Centre Reserve Fund Major Equipment Reserve 22,000.00 40,000.00 33,000.00 100,000.00 45,000.00 27,500.00 20,000.00 22,000.00 40,000.00 33,000.00 73,079.00 45,000.00 27,500.00 20,000.00 Total Funds $331,500.00 $304,579.00 - 38 - CS 37-24 October 28, 2024 Subject: Safety and Security Page 3 Project Cost under (over) approved funds by $26,921.00 The Security Camera Project is fully funded by approved Capital Budgets utilizing 2023 and 2024 budget, as well as the approved 2024 Capital Budget of the Pickering Public Library. Discussion: The purpose of this report is to award Quotation No Q2024-24 for the installation of security cameras at City Facilities and Parks. 1. Security cameras will be installed in several locations. 1) This project will provide for the installation of exterior security cameras at City of Pickering Fire Stations 2, 5 and 6. 2) The camera system at the George Ashe Library & Community Centre (GALCC) is obsolete and at the end of life. This project will install a modern system and allow the Main Branch of the Library to access the GALCC Library remotely. 3) Cameras will be installed in four City parks. David Farr Park, Brockridge Park and Centennial Park all have washroom buildings, and cameras at these locations will deter crime. A fourth Park, Esplanade Park will have a camera placed near the gazebo. 4) Exterior cameras will be added to the Chestnut Hill Developments Recreation Complex (CHDRC) and the CHDRC Arena. This will allow for coverage of the exterior parking lots. It is anticipated that there will be more public and staff parking at this location due to construction in the area starting in 2025. Interior cameras will be installed inside each salon of the CHDRC. 5) All the exterior cameras at the Don Beer Arena will be replaced. 6) Additional exterior cameras will be installed at the Operations Centre to view the location of heavy equipment parking as well as the location of a new shed to be constructed on the east side of the property. 7) New exterior cameras will be added to City Hall. One camera will view the new park. Other cameras will view the west side of Esplanade Park. 2. Security cameras support safety in community spaces. The installation and commissioning of these security cameras will enhance the level of security for members of the public and staff at City parks and facilities. Priority three in the Community Safety & Well-Being Plan (approved by Council through Resolution #491/24) aims to create safe and welcoming neighbourhoods by creating safe, clean, attractive, and welcoming spaces. Park design, neighbourhood beautification, safe trails that promote healthy living, public art, spaces that promote healthy lifestyles, lighting, and cameras, and road safety all contribute to this priority area. The provision of security cameras in facilities, parks, and pathways is one of the strategic action items identified in the Plan. This initiative supports the implementation of the Community Safety & Well-Being (CSWB) Plan. When community engagement was conducted in 2023 as part of the development of the CSWB Plan, Pickering residents ranked the following as the number one priority: to live in a clean, safe, attractive, and welcoming community with safe trails, walkways, public art, well-lit spaces, and spaces that promote healthy lifestyles. When polled in 2023, 85% of Pickering - 39 - CS 37-24 October 28, 2024 Subject: Safety and Security Page 4 Residents felt that it was important or very important that they City monitor public spaces with cameras or provide security measures to assure the safety of community spaces. All components of the security camera project have been vetted by Information Technology staff and meet the Cyber Security requirements of the City. 3.A competitive procurement process was followed. Q2024-24 was advertised on the City’s bids&tenders portal on Wednesday, September 11, 2024. The submission deadline was Thursday, October 3, 2024. Three companies submitted quotations for this project. The Evaluation Committee comprising of three staff from Community Services reviewed and evaluated the quotations received using criteria outlined in the bid document. Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the top-ranked quotation submitted by Phantom Security Group, in the amount of $338,221.61 (HST included), is recommended for approval.. Attachment: None. Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Michael Cain, CD, CPP Cathy Bazinet, CPPB, NIGP-CPP Supervisor, Safety, Security & Well-Being Manager, Procurement Original Signed By Laura Gibbs, MBA, MSc. Director, Community Services Original Signed By Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer LG:mc - 40 - CS 37-24 October 28, 2024 Subject: Safety and Security Page 5 Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 41 - Report to Council Report Number: OPS 18-24 Date: October 28, 2024 From: Brian Duffield Director, Operations Subject: Satellite Office Renovation (RFP2024-12) -File: A-1440 Recommendation: 1. That the proposal submitted by Icon Restoration Services Inc., in response to Request for Proposal No. RFP2024-12 for Satellite Office Renovation at 2460 Brock Road in theamount of $572,647.17 (net HST) or $635,899.17 (HST included) be accepted; 2.That the total gross project cost of $937,610.00 (HST included), including the amount of the proposal, contingency and other associated costs, and the total net project cost of $844,347.00 (net of HST) be approved; 3.That the Director, Finance & Treasurer be authorized to finance the net project cost of$844,347.00 to be funded from the Casino Reserve, as approved in the 2023 Capital Budget; 4.That the Director, Operations be authorized to enter into and execute the CCDC-2, 2020Stipulated Price Contract with the above-mentioned contractor pursuant to Request for Proposal No. RFP2024-12; and, 5.That the appropriate City of Pickering officials be authorized to take the necessary actionto give effect hereto. Executive Summary: The purpose of this report is to award Request for Proposal No. RFP2024-12 for Satellite Office Renovation to finish existing leased space located at 2460 Brock Road. A lease for this space was approved on May 27, 2024 per Report CS 13-24 (Council Resolution #477/24). It is currently unfinished, requiring leasehold improvements to make it suitable for use as staff offices. The suite is approximately 4,435 square feet intended to provide office space for twenty-four staff from the Community Services department, including existing complement to be relocated from 1101 Kingston Road and the Chestnut Hill Developments Recreation Complex. RFP2024-12 was advertised on the City’s bids&tenders portal on Monday, September 9, 2024. The Submission Deadline was Tuesday, October 1, 2024. Thirteen companies submitted proposals for this project. The Evaluation Committee comprising of three staff from Operations, reviewed and evaluated the proposals received using criteria outline in the bid document. - 42 - OPS 18-24 October 28, 2024 Subject: Satellite Office Renovation (RFP2024-12) Page 2 Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the top-ranked proposal submitted by Icon Restoration Services Inc., in the amount of $635,899.17 (HST included), is recommended for approval. The total gross project cost is estimated to be $937,610.00 (HST included) and the total net project cost is estimated at $844,347.00 (net of HST rebate). Relationship to the Pickering Strategic Plan: The Recommendations in this Report respond to the Pickering Strategic Plan Corporate Key to Deliver on Good Governance. Financial Implications: 1. RFP Amount RFP2024-12 $562,742.63 HST (13%) Total Gross Tender Cost 73,156,54 $635,899.17 2. Estimated Project Costing Summary RFP2024-12 $562,743.00 Consulting 55,000.00 Permits & Approvals 10,000.00 Furniture, Fixtures & Equipment 115,000.00 Contingency (12%) 87,000.00 Total Project Cost $829,743.00 HST (13%) 107,867.00 Total Gross Project Costs $937,610.00 HST Rebate (11.24%) (93,263.00) Total Net Project Cost $844,347.00 3. Approved Source of Funds - Community Centres Capital Budget Approved Code Source of Funds Approved Budget Funds Required C10240.2307 Casino Reserve $1,100,000.00 $844,347.00 Total Funds $1,100,000.00 $844,347.00 Project Cost under (over) approved funds by $255,653.00 The unspent dollars as referenced above will be returned to source once the project is completed. - 43 - OPS 18-24 October 28, 2024 Subject: Satellite Office Renovation (RFP2024-12) Page 3 Discussion: The purpose of this report is to award Request for Proposal No. RFP2024-12 Satellite Office Renovation to finish existing leased space located at 2460 Brock Road. Lease of this space was approved on May 27, 2024 per Report CS 13-24 (Council Resolution #477/24), with the City expected to take possession shortly. Renovation must be completed to provide leasehold improvements required to convert the existing unfinished space into suitable offices capable of accommodating up to twenty-four staff from the Community Services Department. Staff groups relocating to this suite will include the Director, Community Services, administration and management staff, as well as program, events and support staff. This includes all sixteen staff currently located in a separate lease space at 1101 Kingston Road. Once vacated, that location will, in turn, be occupied by ten staff from the Operations Services Division. Relocating that group will create needed capacity at the Operations Centre to meet demand and maintain required levels of service within the Public Works Division as the City continues to grow. Located on the second floor in a separate building in the Duffins Point Shopping Centre, over an existing commercial suite, the dedicated lease space to be renovated includes its own separate ground floor entry with exclusive stair and elevator access. This facility will be suitable for pre-scheduled meetings with key stakeholders, consultants and other staff teams and it is not intended to offer public services directly. A building permit has already been obtained and construction would commence as soon as possible, with staff expected to move in sometime during the first quarter of 2025. RFP2024-12 was advertised on the City’s bids&tenders portal on Monday, September 9, 2024. The Submission Deadline was Thursday, October 1, 2024. Thirteen companies submitted proposals for this project. The Evaluation Committee comprising of three staff from Operations, reviewed and evaluated the proposals received using criteria outline in the bid document. Subject to receipt and approval of all pre-conditions of award required in accordance with the bid document, the top-ranked proposal submitted by Icon Restoration Services Inc., in the amount of $635,899.17 (HST included), is recommended for approval. The total gross project cost is estimated to be $937,609.17 (HST included) and the total net project cost is estimated at $844,347.00 (net of HST rebate). Attachment: None. Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Brian Duffield Cathy Bazinet, CPPB, NIGP-CPP Director, Operations Manager, Procurement - 44 - OPS 18-24 October 28, 2024 Subject: Satellite Office Renovation (RFP2024-12) Page 4 Original Signed By: Vince Plouffe, OAA, MRAIC Division Head, Operations Services Original Signed By: Karen Coleman (Acting) Director, Community Services Original Signed By: Stan Karwowski Director, Finance & Treasurer BD:vp Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 45 -