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
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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
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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
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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
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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.
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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
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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
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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
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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
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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
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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.
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