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HomeMy WebLinkAboutNovember 12, 2012 Cali 00 Executive Committee Meeting Minutes IMMIX Monday, November 12, 2012 7:00 pm - Council Chambers Chair: Councillor Rodrigues Present: Mayor Ryan Councillors: K. Ashe D. Dickerson B. McLean J. O'Connell D. Pickles P. Rodrigues Also Present: T. Prevedel - Chief Administrative Officer P. Bigioni - Director, Corporate Services & City Solicitor E. Buntsma - Director, Community Services B. Douglas - Fire Chief R. Holborn - Division Head, Engineering Services S. Reynolds - Division Head, Culture & Recreation S. Karwowski - (Acting) Division Head, Finance &Treasurer K. Senior - Manager, Accounting Services M. Gadzovski - Senior Water Resources & Environmental Engineer A. Mostert - Coordinator, Landscape & Park Development D. Shields - City Clerk L. Roberts - Committee Coordinator (I) Disclosure of Interest No disclosures of interest were noted. Moved by Councillor Dickerson Seconded by Councillor McLean That the rules of procedure be suspended in order to change the order of business to allow for delegations to be heard as each report is put forward. Carried (II) Matters for Consideration 1 of Executive Committee rai Meeting Minutes id NM 01412[ Monday, November 12, 2012 7:00 pm - Council Chambers Chair: Councillor Rodrigues 1. Director, Corporate Services & City Solicitor, Report CST 30-12 2012 Year End Audit Paula Jesty, Deloitte & Touche appeared before Committee to provide an overview of the 2012 year end audit. She briefly outlined areas of the executive summary, outlining the two significant risks, being revenue recognition and management estimates. A brief question and answer period ensued with clarification being provided with respect to best practices and internal controls. Recommendation Moved by Councillor Dickerson Seconded by Councillor Pickles 1. That Report CST 30-12 of the Director, Corporate Services & City Solicitor be received; 2. That the Audit Plan as submitted by Deloitte & Touche LLP, included as Attachment 1 to this report be received for information; and, 3. That the Chief Administrative Officer and the (Acting) Division Head, Finance & Treasurer be authorized to sign the Auditor's Engagement Letter on behalf of the City. Carried 2. Director, Community Services, Report CS 50-12 Proposed Indoor Soccer Facility Pre 2013 Capital Budget Approval Phil Frampton, President, Pickering Soccer Club, appeared before the Committee in support of Report CS 50-12. With the aid of a power point presentation, he explained the services and programs provided by the Soccer Club, their successes in competitions as well as their involvement with special needs programs. He noted scholarships have been achieved by youth, with some going on to play professional soccer. He noted the need for facilities gets stronger each year, which is an on going challenge. He also indicated one of the key aspects of the facility was to ensure a 0% tax impact on Pickering residents. He thanked City staff for their assistance in 2 t,, 4 Executive Committee Meeting Minutes stembx Monday, November 12, 2012 7:00 pm - Council Chambers Chair: Councillor Rodrigues bringing forward this report and also acknowledged their ongoing improvements and maintenance of facilities. A question and answer period ensued with staff providing clarification. Recommendation Moved by Councillor McLean Seconded by Councillor Pickles 1. That Report CS 50-12 from the Director, Community Services be received; 2. That Council support the Pickering Soccer Club Indoor Facility Business Plan to develop and operate an Indoor Soccer Facility at 1955 Clements Road; 3. That Council provide a pre 2013 Capital Budget approval for the Architectural & Engineering Services and Construction of the Pickering Indoor Soccer Facility at an estimated total project cost of$4,876,089.89; 4. That the (Acting) Division Head, Finance & Treasurer be authorized to finance the total estimated project cost as follows: a) the sum of$4,875,000.00 to be financed by the issue of debentures by the Regional Municipality of Durham over a period not to exceed 15 years, at a rate to be determined; b) the sum of$1,089.89 to be funded from property taxes; c) the annual repayment charges in the amount of approximately $423,275.00 be included in the annual Current Budget for the City of Pickering, continuing thereafter until the debentures are repaid, and any financing cost to be paid out of the Current Budget; 5. That Council approve the debt financing charges for the indoor soccer dome be fully repaid by the Pickering Soccer Club through regular monthly payments until the related debt financing is paid in full; 6. That Council approve the engagement of Rounthwaite Dick and Hadley Architects Inc. for the Architectural & Engineering Services for the Pickering Indoor Soccer Facility in accordance with the City's Purchasing Policy Item 10:05; 3 citg 00 '-_ Executive Committee - `E Meeting Minutes ESCANNIK Monday, November 12, 2012 7:00 pm - Council Chambers Chair: Councillor Rodrigues 7. That the proposed total gross cost of Rounthwaite Dick and Hadley Architects Inc. in the amount of$369,233.15 (HST included), and a net cost of $332,505.89 (net of HST rebate) be approved; 8. That the draft by-law attached to this report be enacted; and 9. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Carried Unanimously On a Recorded Vote 3. Director, Community Services, Report CS 39-12 Frenchman's Bay Waterfront Master Plan Jim Dike, Chair, Waterfront Coordinating Committee appeared before the Committee. He provided an overview of the purpose of the Waterfront Committee, which is to make recommendations to Council. He noted open houses had been held in order to gain the community's comments on the Master Plan. He explained the result of these comments were on the City's website in the form of a Question &Answer sheet. A resident of Pickering appeared before the Committee noting his concerns with the boardwalk. He questioned whether there would be sufficient emergency vehicle access. He noted his concerns with the costs involved for maintenance of the boardwalk as well as lighting installation. He also felt that the proposed trail system should be reduced. He stressed his concerns for maintaining the natural elements around the west shore and preserving the conservation. A brief question and answer period ensued with respect to removal of a portion of the trail as well as the lighting. A resident of Pickering appeared before the Committee expressing her concerns with respect to the Plan. She questioned whether there were larger maps to view, as the ones provided were difficult to read. She noted there had been changes made to the plan between March and June, stating the lack of public notification regarding these changes. She noted concerns with the potential removal of large trees for the road to the Canoe Club and boardwalk. She also questioned the installation of lighting, the need for 3 viewing platforms and the high cost for garbage cans. She requested the plans be reconsidered and felt there were still residents who had not viewed them. Evanne Willson , 1522 Amberlea Road, Pickering, appeared before the Committee to express her concerns with respect to access to the beach area and reduced parking. She noted that she felt the Plan did not allow for sufficient parking with easy access 4 city co Executive Committee ICI" Meeting Minutes Monday, November 12, 2012 7:00 pm - Council Chambers Chair: Councillor Rodrigues to the beach. She felt the boat trailers should be parked elsewhere once the boats have been launched, and that this area should be designed for seniors parking. Laurie Humphries a resident of Pickering appeared before the Committee noting her concerns with the lack of consultation and communication to residents. She stated that the City should be looking at different ways to communicate with residents and felt that the newspaper was no longer an effective means of communication. She felt the use of billboards like they had for planning applications would be more beneficial to area residents. She felt there was no need for a formal playground or picnic area and felt that it would be a waste of money because of the vandalism that regularly occurs. She also felt the installation of lighting would be a problem and noted her concerns with parking and stated the scope of the project was too expensive. She also noted that many parts of the plan are beautiful, but emphasized the need for • more public consultation. Mary Humphrys, 926 Sunrise Avenue, Pickering, appeared before the Committee to outline the concerns of the newly formed West Shore Ratepayers Association, of which she is a member. She identified the following areas the association felt would enhance the plan; • Phasing of construction — inform the community of a schedule of implementation plans • Harbor entrance—where will residents go • Ensure inclusion in City budget • Install traffic calming for Beachpoint Promenade area • Remove playground from high traffic area—safety concerns • Include community in future planning • Initiate a formal means of communication for residents • Ensure a contact for residents during construction phase • Ensure regular updates on construction schedules on website, billboards, etc. Andre Pilon, 663 Chipmunk Street, Pickering, appeared before the Committee, stating he was President of the newly formed Westshore Ratepayers Association. He stated his support of the Master Plan, but noted he would like to see the boat launch reconsidered to disallow motorized watercraft. He indicated he would rather see canoes, sailboats as the primary use. He questioned whether other yacht clubs could be utilized as an alternative for launching the motorized watercraft. He also felt the canoe club building, washrooms and storage facilities would create additional disruption later on if not considered now. Barbara Pulst, 909 Vistula Drive, Pickering, appeared before the Committee, stating she hoped to see the main focus on maintaining the natural state of the spit. She noted she would encourage the use of soft water sports and discourage motorized craft for safety reasons. She also felt there was no need for picnic tables. 5 °0 _ Executive Committee Meeting Minutes 011akargi Monday, November 12, 2012 7:00 pm - Council Chambers Chair: Councillor Rodrigues Marilyn Hedge, Westport/Fairport Beach resident, appeared before the Committee expressing her concerns with the lack of sufficient notice of meetings. She also noted she was not in favour of play structures, as they encourage the gathering of youth at odd hours. She also noted her concerns with the cost of the garbage receptacles and stated the majority of residents in the area currently cleaned up garbage in the area. She also noted that the bus routes should be reviewed again and felt there was no need for the bus loop noted in the plan. She stated that this area is a beautiful natural resource and would like to see it maintained as such. She encouraged the Committee to consider the recommendations provided by Mary Humphrys on behalf of the Westshore Ratepayers Association, and felt that cost savings could be seen if these recommendations were considered. The Committee took a ten minute recess and reconvened at 9:35 pm. A. Mostert, Coordinator, Landscape & Park Development, introduced Bruce Cosburn, Cosburn, Giberson Landscape Architects and Gord MacPherson, Toronto and Region Conservation Authority. He noted they were present to provide an outline of the plan and to respond to concerns raised by residents. Gord MacPherson provided an overview of their main focus over the past ten years, being forest habitat, wetlands and the barrier beach. He noted the key in maintaining this area is getting vehicular traffic off the spit, stating the boardwalk would encourage pedestrians to stay on the designated walkways, enabling better preservation. He noted now is the time to update the master plan, noting the east spit was not included in the original plan. He stated this plan strikes a good balance between public use and conservation of property. Bruce Cosburn appeared before the Committee to outline the details of the plan and to address comments brought forward this evening. He indicated the purpose of the boardwalk was to naturalize and reinstate vegetation in the area by controlling where pedestrians go, thereby enabling the rehabilitation of the areas. He also addressed concerns relating to emergency vehicle access, accessibility, parking, separating traffic and pedestrians, and traffic calming techniques. He also noted the lighting was intended to light the roadway areas. A question and answer period ensued. It was questioned whether safeguards were in place to lessen the impact of construction on the spit. Clarification was also requested on defining the types of motor craft, costs, and the protection of natural elements. It was questioned whether TRCA staff would be present on an on going basis to monitor the site and to address any concerns raised during the construction 6 o1 Executive Committee - -' Meeting Minutes titel Monday, November 12, 2012 7:00 pm - Council Chambers Chair: Councillor Rodrigues phase. Concerns were also noted with respect to the boat launch and the increased traffic. It was noted that proper access in and out of the area is key and there was a need to revisit pedestrian vs. traffic issues. Recommendation Moved by Councillor Dickerson Seconded by Councillor Pickles 1. That Report CS 39-12 of the Director, Community Services regarding Frenchman's Bay Waterfront Master Plan be received; 2. That the Frenchman's Bay Waterfront Master Plan be endorsed by Council; 3. That City staff be directed to work with the Toronto and Region Conservation Authority to look for external funding sources to assist with the construction costs; 4. That City staff be directed to coordinate with the Toronto and Region Conservation Authority and other service clubs identified as park users, to prepare detailed designs in preparation for construction; and 5. That a copy of this report be forwarded to the Toronto and Region Conservation Authority for their information, and that they be advised of Council's decision on this matter. Carried as amended (Refer to following motions) Moved by Councillor O'Connell Seconded by Councillor Ashe That Item #4 of the main motion be amended to read as follows; That City staff be directed to coordinate with the Toronto and Region Conservation Authority, other service clubs, identified as park users and relevant community associations including the West Shore Ratepayers Association, to prepare detailed designs in preparation for construction; and Carried Unanimously on a Recorded Vote 7 o0 g Executive Committee In _•„_ . - Meeting Minutes Si E Monday, November 12, 2012 7:00 pm - Council Chambers Chair: Councillor Rodrigues Moved by Councillor Dickerson Seconded by Councillor Pickles That Item #4 of the main motion be further amended to read as follows; That City staff be directed to coordinate with the Toronto and Region Conservation Authority, other service clubs, identified as park users and relevant community associations including the West Shore Ratepayers Association and the East Shore Ratepayers Association, to prepare detailed designs in preparation for construction; and Carried on a Recorded Vote as Follows: Yes No Councillor Ashe Councillor O'Connell Councillor Dickerson Councillor Rodrigues Councillor McLean Councillor Pickles Mayor Ryan Moved by Councillor O'Connell Seconded by Councillor Ashe That staff be directed to identify and include a phase II plan for additional automobile parking area(s) to be constructed if a need arises for same in the future. Carried Unanimously on a Recorded Vote Moved by Councillor O'Connell Seconded by Councillor Ashe That staff be directed to delete the tot lot area. Carried on a Recorded Vote as Follows: Yes No Councillor Ashe Councillor Dickerson Councillor McLean Councillor Pickles Councillor O'Connell Councillor Rodrigues Mayor Ryan 8 c� o1 Executive Committee s, . 4 Meeting Minutes El ti Monday, November 12, 2012 7:00 pm - Council Chambers Chair: Councillor Rodrigues The main motion as amended was then carried unanimously on a recorded vote. 4. Director, Community Services, Report CS 49-12 Consultant Selection for the Downtown Stormwater Management and Diversion Study Recommendation Moved by Councillor Dickerson Seconded by Councillor Pickles 1. That Report CS 49-12 of the Director, Community Services regarding the Consultant Selection for the Downtown Stormwater Management and Diversion Study be received; 2. That the proposal No. RFP-8-2012 submitted by The Municipal Infrastructure Group Ltd., to undertake the Downtown Stormwater Management and Diversion Study in the amount of$324,804 including HST be accepted; 3. That the net project cost of$371,348 (including net HST) be approved; 4. That the (Acting) Division Head, Finance &Treasurer be authorized to finance the project as provided for in the approved 2012 Current Budget for the Engineering Services —Admin., Professional & Consulting, Downtown Stormwater (Account 2290.2392.0000); and 5. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect hereto. Carried 5. Director, Corporate Services & City Solicitor, Report CAO 20-12 2012 Toys for Tickets/Food for Fines Promotion Recommendation Moved by Councillor Dickerson Seconded by Councillor Pickles 1. That parking tickets issued between December 1 — 14, 2012 be eligible for the Toys for Tickets/Food for Fines promotion, and 9 Cali '1 Executive Committee it�J= Meeting Minutes Vied 101 Monday, November 12, 2012 7:00 pm - Council Chambers Chair: Councillor Rodrigues 2. That the Toys for Tickets / Food for Fines Promotion be implemented for December 13 and 14, 2012. Carried 6. Director, Corporate Services & City Solicitor, Report CAO 21-12 Proposed changes to fee structure in Responsible Pet Ownership By-law Recommendation Moved by Councillor Dickerson Seconded by Councillor Pickles 1. That Report CAO 21-12 respecting changes to the fee structure for Schedule "A" of the Responsible Pet Ownership By-law 6811/07 be received; 2. That the attached proposed schedule "A" of the Responsible Pet Ownership By- law 6811/07 be enacted. Carried 7. Chief Administrative Officer Report CAO 22-12 Respect in the Workplace Policy Recommendation Moved by Councillor Dickerson Seconded by Councillor Pickles That Council approve modifications to the Respect in the Workplace Policy (HUR 070) in order to comply with amendments to the Ontario Human Rights Code. Carried 8. Director, Corporate Services & City Solicitor, Report CST 31-12 Section 357/358 of the Municipal Act—Adjustment to Taxes Recommendation Moved by Councillor Dickerson Seconded by Councillor Pickles 10 °0 Executive Committee • Meeting Minutes Monday, November 12, 2012 7:00 pm - Council Chambers Chair: Councillor Rodrigues 1. That Report CST 31-12 of the Director, Corporate Services & City Solicitor be received; 2. That the write-offs of taxes as provided under Section 357/358 of the Municipal Act, 2001 be approved; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. Carried (III) Adjournment The meeting adjourned at 11:20 pm. 11