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Home My WebLink AboutCS 24-20dy DICKERING Report to Council Report Number: CS 24-20 Date: April 27, 2020 From: Marisa Carpino Director, Community Services & Deputy CAO Subject: COVID-19 Response - Closures and Cancellations - File: A-1440 Recommendation: 1. That Council endorse the extended closure of all public City facilities, City Playground Structures and Park Amenities until July 1, 2020 (inclusive); 2. That Council endorse the extended cancellation of all public City programs, City events (including Canada Day), and City Permits (including facility, sports field, and parks) until July 1, 2020 (inclusive); and 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Executive Summary: In an effort to curtail the spread of COVID-19 and in compliance with the Province of Ontario Declaration of Emergency, the City of Pickering has taken the extraordinary measure to close all public City facilities, playground structures and park amenities until May 3, 2020 (inclusive); cancel all public City programs and facility permits until May 3, 2020 (inclusive); cancel all sports field permits until May 25, 2020 (inclusive); and, cancel all City events (including community -organized events in city parks) until May 31, 2020 (inclusive). In response to the rapidly evolving COVID-19 situation and the Province of Ontario's recent extension of the emergency declaration to May 12, 2020, the City of Pickering is currently seeking Council's support to extend all existing municipal closures and cancellations until July 1, 2020 (inclusive). A determination is required, at this time, in order for staff to make the necessary arrangements. Financial Implications: Revenues lost due to these extended closures and cancellations are primarily applicable to the Community Services Department which employs a "fee for service" delivery model. Therefore, within the Community Services Department, extending closures and cancellations from May 3rd to July 1st will result in lost gross revenues totaling approximately $460,000. This is largely comprised of refunds for memberships, sports field permits, facility permits, summer ice rentals, arena floor rentals, pool rentals and school tours and missed revenues in pool admissions, small group fitness training, museum admissions and events. CS 24-20 April 27, 2020 Subject: COVID-19 Response Page 2 The cancellation of Canada Day in 2020 will save approximately $250,000 from the City's Current Budget through unspent supplies, rentals, advertising, staff salaries and overtime and equipment costs. That said, a nominal portion of these funds will be required in order to deliver Canada Day in a virtual format. Due to staff efforts to rapidly re-establish business continuity via digital means, any reductions in Building Permit revenue during COVID-19 are primarily due to the implementation of the Province of Ontario's Declaration of Emergency (and the suspension of non-essential work) rather than the closure of municipal facilities such as City Hall. For this reason, reduced building permit revenues are not identified in this report, but continue to be monitored. Discussion: On March 13, 2020, following the Province of Ontario's order to close publicly funded schools until April 5, 2020, the City of Pickering closed all public City facilities, with the exception of Pickering City Hall, cancelled all City public events and City programs (including March Break Camps) as of 4:30 pm on March 13, 2020 until April 5, 2020 (inclusive). At noon on March 16, 2020, the City of Pickering also closed public access to Pickering City Hall, until April 5, 2020. Despite being closed to the public, Pickering City Hall and the Operations Centre remained minimally staffed to ensure the continued delivery of essential and critical services. Moreover, the Customer Care Centre has remained operational from Monday to Friday between 8:30 am to 4:30 pm through telephone 905.683.7575, email at customercare@pickering.ca, or through live chat at pickering.ca/livechat. While there were no reported cases of COVID-19 in Pickering, at that time, the City felt strongly that aligning efforts across Durham Region and the Province of Ontario would help prevent the spread of COVID-19 and keep our residents and the greater community safe. On March 17, 2020, the Province of Ontario made an order declaring an emergency under s 7.0.1 (1) the Emergency Management and Civil Protection Act. As a result of this declaration, the following establishments were legally required to close immediately: • All facilities providing indoor recreational programs; • All public libraries; • All private schools as defined in the Education Act; • All licensed child care centres; • All bars and restaurants, except to the extent that such facilities provide takeout food and delivery; • All theatres including those offering live performances of music, dance, and other art forms, as well as cinemas that show movies; and, • Concert venues. Furthermore, all organized public events of over fifty people were prohibited, including parades and events and communal services within places of worship. These orders were approved by the Lieutenant Governor in Council and were to remain in place until March 31, 2020. CORP0227-07/01 revised CS 24-20 April 27, 2020 Subject: COVID-19 Response Page 3 On March 27, 2020, as part of its ongoing efforts to support government efforts related to COVID- 19, the City of Pickering extended closures and cancellations to include: i. Facilities: All facilities were closed and public meetings and open houses were suspended until May 3, 2020. This included City Hall, community centres, arenas, and the Pickering Museum Village. While closed to the public, Pickering City Hall and the Operations Centre remain minimally staffed to ensure the continued delivery of essential and critical services. ii. Leisure Programs: All Spring leisure programs (including aquatics, fitness, and leisure programs) were cancelled, while registration for Summer 2020 leisure programs was put on hold until further notice. iii. Library: All Pickering Public Library branches remain closed until May 3, 2020, but virtual services could be accessed at picnet.org/digitallibrary. All Pickering Public Library in-house programs were cancelled until May 31, 2020. iv. Private Permitted Events: Permits for private events at City facilities, including Library rooms, were cancelled until May 3, 2020. v. City Events: All City events were cancelled until May 31, 2020. Additionally, the following City and community -organized events in April, May, June and July were cancelled: Easter Parade, Earth Month Workshops & Events, Petapolooza, Artfest, Whitevale Spring Festival, D -Day Ceremony & Parade, Ajax -Pickering Rotary Ribfest, Pickering Dragon Boat Festival, and the Adobo Festival. vi. Sports Fields: Permits for sports fields were suspended until May 25, 2020. vii. Summer Ice: Summer ice permits were put on hold until further notice. viii. Playgrounds & Park Amenities: While the City's parks and trails remain open, the amenities within it did not. Playground structures and amenities were closed to the public until May 3, 2020. This includes basketball courts, tennis courts, gazebos, splash pads, skateboard parks, off -leash dog parks and park parking lots. On March 30, 2020, the existing provincial emergency orders set to expire on March 31st were extended to April 14, 2020. And, on March 30, 2020, the Province of Ontario also introduced a regulation under the Emergency Management and Civil Protection Act (Subsection 7.0.2 (4)) to close outdoor recreation amenities including sports fields, playgrounds, dog -leash parks, community gardens and picnic sites for the duration of the declared emergency. On April 14, 2020, the Province of Ontario once again extended the Declaration of Emergency to May 12th in order to continue the fight against COVID-19. For this reason, City staff are now proposing to extend all of its existing closures and cancellations until July 1, 2020 (inclusive). These extraordinary measures are meant to combat the spread of COVID-19 and safeguard the community and City staff. As of April 20th, the Region of Durham has 621 confirmed cases of COVID-19, with the leading number of cases at 208 residing in Pickering. Therefore, we must remain diligent to support the government's recommendations for residents to, among other things, stay home, maintain physical distance (of at least 2 metres), and limit interaction with others. Furthermore, these measures are consistent with those taken by other municipalities in the Region of Durham, as per Attachment 1 of this report. Notably, many area municipalities have CORP0227-07/01 revised CS 24-20 April 27, 2020 Subject: COVID-19 Response Page 4 taken a longer term approach to cancellations and closures by stating "until further notice", which maintains the flexibility to make adjustments as warranted. Moreover, many area municipalities have made the determination to cancel Canada Day festivities on July 1, 2020. This includes the Town of Ajax, Town of Whitby, City of Oshawa and Township of Scugog. Other GTA municipalities who have cancelled Canada Day Celebrations include Mississauga, Oakville, and Brampton. The City of Pickering Canada Day festivities typically attracts in excess of 5,000 people for the daytime program and 10,000 people for the evening program. Hosting a public event of this scale is contrary to the City's efforts to mitigate risk, support government efforts to fight COVID-19 and safeguard our community and staff. For this reason, the City proposes that all municipal closures and cancellations be extended to July 1, 2020 (inclusive) which clearly includes the cancellation of Canada Day. Making the determination now will provide staff with sufficient lead time to make the necessary arrangements to terminate their traditional event planning exercise and, instead, pursue online or virtual event programming which can be delivered to our community on Canada Day. Similarly, in light of the extended closures and cancellations and the desire to continue to serve our residents during this time, staff across the Corporation are actively exploring alternative methods of program, event and service delivery. In fact, City staff already begun to introduce services online including the following: free online fitness classes, youth dance tutorials and virtual Library Branch services. That said, City staff (primarily within Community Services, Libraries and City Development) are continuing to explore the new virtual service delivery model which includes the following: Community Services Department: Activity Description Virtual Recreation & Leisure Programs Deliver a variety of online recreation and leisure programs (via tutorials and program instruction) to include art classes, dance classes, seniors spotlight series presentations, games nights, sewing, cooking/baking, tai chi, iPad & Windows tutorials, games & trivia, volleyball, basketball, breakdancing, cartooning, school support, karate, guitar and potentially virtual summer camp. Virtual Fitness Classes Approximately 20 classes per week offered on line for free at Pickering Fit on Facebook Virtual Pickering Museum Village • History and Education: Explore the past from a sample of some of our education programs • Kids in the Village: Crafts to learn about Pickering's past • Exhibits: Explore some of Pickering Museum Village's past exhibits • Behind the Scenes at the Museum: Share what happens behind the scenes at the museum • Museum Fashion: Explore the PMV extensive costume collection CORP0227-07/01 revised CS 24-20 Subject: COVID-19 Response April 27, 2020 Page 5 Community Services Department: Activity Description Social Media posts: Recreation & Culture • #StayHomeMakeMemories campaign Community Services, Social Media Platforms including @PickeringEvents, @PickeringMuse, @RecreationPickering, @FreeTeenStuff, @PickeringFIT supports residents by providing inspiration, activities, and events; paired with accurate information regarding supports, health and wellness related to COVID- 19. • The @PickeringEvents channels on Instagram, Twitter and Facebook focus on at-home events, virtual tourism, heritage appreciation, online participation in education, inspiration from around the world, celebrations and observances, cultural activities, online volunteerism, and support of culture - based businesses. • The @PickeringFIT channels offer virtual fitness classes, exercise tips, health and wellness information, pool safety videos, recipes and nutrition tips. • The @PickeringMuse channels offer Local and World Wide Heritage, museum glimpses, and artifact stories. • The @FreeTeenStuff channels offer daily challenges and teen content • The @RecreationPickering channel offers virtual classes, activities, older adult information, and COVID-19 related online volunteerism. • All channels are to pair posts with accurate and related health & wellness information, or resources. Online Summer Concerts All concerts will operate at the traditional times and dates, however will be delivered virtually via Pickering Events social media @PickeringEvents Online Events i.e. Artfest • Online workshops • Demonstrations and galleries from local artists • Live & Recorded performances • Indie authors online shop • Share artist online shops • Readings from independent authors live and pre-recorded Observances and Celebrations Commemorate online observances in our community i.e. Earth Month, Seniors Month, Parks & Recreation Month, Responsible Pet Ownership Month, Nurses Week, Youth Week, Prom and Graduation Season. CORP0227-07/01 revised CS 24-20 Subject: COVID-19 Response April 27, 2020 Page 6 Pickering Library Services: Activity Description Virtual Tech Support • Library staff providing remote tech support via help@picnet.org and Zoom video conferencing http://www.picnet.org/zoom. • Extended wifi outside of Library branches so residents without the Internet have access at this critical time. Virtual Resources • Purchasing more ecollections to meet the growing demand. • Will launch a webpage entitled "38 ways to use the Library from home". • Library is providing free access to Ancestry.com from home for the first time. • Rich collection of online resources available 24/7. • Will launch a webpage "38 ways to use the Library from home". • Will launch a webpage entitled We Are Always Open Online! Virtual Programming • Launched Stay At Home Storytimes for the community using Facebook Live. https://www.facebook.com/PPLibrarv/videos/213418486655543/. Community Book Clubs are continuing to meet using Zoom. • The Stay at Home Book Club meetings have been planned for April to June for the public. • Library staff will support local, external book clubs during the pandemic. Caremongers and Community Partners • Facilitating meetings for the local Caremongers group to ensure that all residents receive food, medicine and other essential supplies if they are shut-in or under quarantine. • Partnering with Canada Sews to ensure that City and Library sewing machines are used to make masks for front-line workers. Forging additional partnerships with existing community agencies. Restoration of all service points Library actively connects clients with government information and community agencies. Therefore, we are restoring phone access, chat and other types of email inquiries to meet community information needs. Reference, reader's advisory service and homework help which is particularly helpful for students and their caregivers will also be offered remotely. Bringing More Programs Online • Introducing youth trivia program, a wellness and genealogy program for adults and several technology programs. • The summer reading clubs are being planned in a virtual format. • Plans are in the works for additional programs. Website Development Staff are resuming work on the new website. Currently relying on our social media platforms to promote programs and services to the community. CORP0227-07/01 revised CS 24-20 Subject: COVID-19 Response April 27, 2020 Page 7 City Development Department (Planning & Design Division) Activity Description Comprehensive Zoning By-law Review • The Comprehensive Zoning By-law Review is in its 1st Phase and consists of the preparation of various discussion papers, and public open houses. Discussion Paper #1: Guiding Principles and Parameters, and Discussion Paper #2: Assessment of Existing Parent By-laws were posted on the City's website as well as information boards with a voice over describing the project and the first two discussion papers. • As drafts of the discussion papers become available, they will also be posted on the project webpage. Open houses for all discussion papers will take place in the fall. Infill and Replacement Housing in Established Neighbourhood Study • The Infill and Replacement Housing in Established Neighbourhood Study is in its 3rd and final phase. As part of this phase, a draft Report identifying the Recommended Strategy, as well as draft Urban Design Guidelines, were prepared. These documents were originally to be presented at Open House no.3 that had been scheduled for March 24, 2020. • The Open House will be re -scheduled for early -summer or early fall 2020, pending the COVID-19 emergency situation. In lieu of waiting until the new Open House to release these documents, they will soon be posted on the City project's webpage, inviting the public to provide comments electronically or in writing to the project planner on the file. • The Open House will also provide further opportunity for inputs and comments on the Recommended Strategy Report and Draft Urban Design Guidelines, after which the final documents will be presented to Council for approval. Virtual Site Plan Committee and Heritage Pickering Advisory Committee meetings In coordination with Corporate Services, Planning staff are reviewing opportunities to conduct virtual Site plan Committee and Heritage Pickering Advisory Committee meetings via Cisco WebEx platform and/or to facilitate feedback on submissions via email. Pre -submission consultations Planning staff are holding pre -submission consultations with potential applicants via teleconference, or digital and email circulation. Planning staff continue to circulate, review comments, and evaluate development applications. Electronic development applications Electronic development applications are encouraged. Alternatively, hard copy submissions will be accepted via Canada Post or courier service. CORP0227-07/01 revised CS 24-20 Subject: COVID-19 Response April 27, 2020 Page 8 City Development Department (Building Services Section) Activity Description Description Electronic building permit Virtual Educational Awareness Programs • Building Services Section took initial steps to receive and applications Review of development applications in relation to the Sustainable Development Guidelines has continued uninterrupted. process electronic building permit applications. While existing hard copy files continue to be processed, this digital - only approach has now become the standard going forward. • Efforts are being made to secure additional licenses over the next couple of weeks to broaden electronic plans review capabilities within the department and corporately. • Building Services successfully processed the very first e - permit (from intake to permit issuance). This e -permit was issued on April 2, 2020. • This approach has been accepted by the industry as we continue to receive permit applications during this emergency. Building Inspections Building inspections continue to be booked and undertaken by staff (in accordance with Provincial legislation), with the following exceptions to ensure the safety of staff and customers: • Inspectors will not enter occupied buildings. For critical inspections, alternatives will be considered. • Buildings that are enclosed (but not occupied) must have no workers or other people inside when the inspector is in the building. • Exterior inspections can be carried out as per usual, with special attention paid to maintaining distance to other people on site. City Develoament Deaartment (Sustainability Section Activity Description Virtual Farmers' Market The City's annual Farmers' Market will be delivered a virtual format until the traditional market can resume. This year's temporary new format, due to COVID-19, will connect shoppers to the suppliers and products online, where they can shop and arrange contact -free home delivery. City staff will work with vendors to update the website page as more produce and goods become available as the growing season ramps up. Information on market vendors, products, and delivery details is available at pickering.ca/farmersmarket. Virtual Educational Awareness Programs Educational awareness programs, such as the Earth Month workshops, are being delivered virtually for 2020. Sustainable Development Guidelines Review of development applications in relation to the Sustainable Development Guidelines has continued uninterrupted. CORP0227-07/01 revised CS 24-20 Subject: COVID-19 Response April 27, 2020 Page 9 City Development Department (Sustainability Section Activity Description Sustainable Building and Development Guidelines Development of the draft update to the Sustainable Building and Development Guidelines has continued. The draft Guidelines are being revised to reflect three types of development: low-rise residential, low-rise non-residential and mid to high-rise residential development. These Guidelines serve to update the 2009 Guidelines that were approved by Council for use to evaluate development proposals. In-person stakeholder engagement with representatives from the building community will occur in the fall. Virtual Outreach Outreach is being done electronically. Earth Month and sustainability messages were prepared for the #StayHomeMakeMemories campaign on Pickering's Great Events platform. This messaging will now be included on the main City account to provide positive softer content. Sustainable Pickering Spring eNewsletter was developed to showcase stimulating, fun, free opportunities for residents to do while adhering to COVID-19 protocols including: Scientist in School 'meet the scientist' videos to promote STEM careers and the Earth Rangers new app allowing kids to go on `missions' like home energy conservation. The eNewsletter was distributed to the 1045 subscribers. LEAF is a backyard tree planting program LEAF is a backyard tree planting program in partnership with the Region of Durham and local area municipalities. The launch has been tentatively shifted to summer 2020 during which time residents can sign-up. The in-person consultations and plantings will occur in fall 2020 to coincided with planting season. Tree Planting Community events, such as tree -plantings, are being postponed to the fall of this year. City Development Department (Sustainability Section Activity Description IESO SaveOnEnergy Program Preparing documentation to close -off and receive financial incentive payments from the IESO SaveOnEnergy program for energy conservation projects has continued uninterrupted. Reports have been prepared for Ice Storage, Chillers, Boilers and LED Street Lighting Phase 2.5 (Uncaptured Streetlights). These are unprecedented times requiring the City to adapt and respond in exceptional ways. With the support of Council, City staff remain committed to deliver services through unique and virtual means in an effort to engage and support our residents and build community. CORP0227-07/01 revised CS 24-20 April 27, 2020 Subject: COVID-19 Response Page 10 Attachments: 1. Closures and Cancellations due to COVID-19 among Durham Regional Municipalities Prepared By: Approved/Endorsed By: Marisa Carpino Director, Community Services & Deputy CAO :mc 4 Kathy Williams (Acting) Chief Executive Officer Kyle Bentley Director, City Development & CBO Recommended for the consideration of Pickering City Council Tony Prevedel, P.Eng. Chief Administrative Officer CORP0227-07/01 revised Attachment #1 to Report CS 24-20 *as of April 20, 2020 City of Pickering is currentlly seeking Council approval to extend closures and cancellations up to and including July 1, 2020 (to exclude public meetings for which alterate formats are being considered) CITY OF PICKERING TOWN OF AJAX TOWN OF WHITBY CITY OF OSHAWA MUNICIPALITY OF CLARINGTON TOWNSHIP OF UXBRIDGE TOWNSHIP OF SCUGOG TOWNSHIP OF BROCK REGIONAL MUNCIPALITY OF DURHAM City Facilities Closed until May 3 Closed until further notice Closed until further notice Closed until further notice Closed until further notice Closed until further notice Closed until July 3 Closed indefinitely Closed to the public until further notice Programs Cancelled until May 31 Cancelled until further notice Closed until further notice Cancelled until further notice All Spring programs cancelled Suspended until further notice Cancelled until July 3 Cancelled until further notice Some public health programs suspended Public Meetings/ Open Houses Cancelled until May 3 Holding monthly virtual Council meetings starting Monday April 20 Postponed until further notice Closed until further notice Continuing, in part Suspended until further notice Council / Committee meetings proceeding ViApril 27, . 2020rtual Open House trial planned for road construction projects. Suspended indefinitely All standing Committee meetings have been cancelled for the month of April and May Facility Permits Cancelled until May 3 Cancelled until end of June Cancelled until further notice Cancelled until May 31 Cancelled until May 31 Cancelled until further notice Cancelled until further notice Suspended until further notice Cancelled until further notice Playground Structures & Park Amenities Closed until May 3 Closed until further notice Closed until further notice Closed until further notice Closed until further notice Closed until further notice Closed until July 3 Closed indefinitely N/A Sports Fields / Skate Parks Suspended until May 25 Closed until further notice Closed until further notice Sports field permits are cancelled until the end of June. Closed until further notice Closed until further notice Closed until July 3 Closed indefinitely N/A Summer Ice Permits are on hold N/A N/A Determination not yet made N/A N/A N/A N/A N/A Events Cancelled until May 31 Cancelled until end of July Cancelled up to and including July 1 Cancelled all City led events and festivals up to and including July 1, 2020 All Municipal events on hold Suspended until further notice Cancelled until July 3 Suspended until further notice Cancelled until further notice *as of April 20, 2020 City of Pickering is currentlly seeking Council approval to extend closures and cancellations up to and including July 1, 2020 (to exclude public meetings for which alterate formats are being considered)