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HomeMy WebLinkAboutJune 15, 2020Cty oh DICKERING Executive Committee Meeting Minutes June 15, 2020 Electronic Meeting — 2:00 pm Chair: Councillor Cumming Present: Deputy Mayor Kevin Ashe (left the meeting for a press conference at 2:30 pm and returned at 2:37 pm) Councillors: M. Brenner S. Butt I. Cumming B. McLean D. Pickles Absent: Mayor David Ryan Also Present: M. Carpino K. Bentley P. Bigioni B. Duffield J. Eddy J. Flowers J. Hagg R. Holborn F. Jadoon S. Karwowski S. Cassel C. Rose M. Cain S. Christou C. Whitaker L. Harker 1. Roll Call - Interim Chief Administrative Officer - Director, City Development & CBO - Director, Corporate Services & City Solicitor - (Acting) Director, Community Services - Director, Human Resources - CEO & Director of Libraries, Pickering Public Library - Fire Chief - Director, Engineering Services - Director, Economic Development & Strategic Projects - Director, Finance & Treasurer - City Clerk - Chief Planner - Corporate Security Specialist - Supervisor, Human Resources - Supervisor, Sustainability - Deputy Clerk The City Clerk certified that all Members of Committee were present and participating electronically in accordance with By-law 7749/20, with the exception of Mayor Ryan who was absent due to illness. 2. Disclosure of Interest No disclosures of interest were noted. 1 Cty oh DICKERING Executive Committee Meeting Minutes June 15, 2020 Electronic Meeting — 2:00 pm Chair: Councillor Cumming 3. Delegations There were no delegations. 4. Matters for Consideration 4.1 Chief Administrative Officer, Report CAO 03-20 COVID-19 Response - Pickering's Reopening Framework Discussion ensued regarding the applicability of this Report now that the City is entering into Stage 2 of the Provincial government's gradual approach to reopening, with Members of Committee questioning whether a more up to date Report should be brought forward to Council on June 29th. Marisa Carpino, Interim Chief Administrative Officer, noted that this Report provides an overview of the work conducted by the City's COVID-19 Task Force, who have been developing a reopening strategy, and that this document, as prepared, will allow the City to remain flexible and adapt to ongoing changes. Michael Cain, Corporate Security Specialist, noted that this document contains overarching principles, and that the actual reopening plan is far more comprehensive and granular, including details regarding the reopening of facilities and the resumption of services and events. He noted that the plan is a moving target, and that the implementation will be adjusted as the City receives notice regarding changes to Provincial Orders. Soula Christou, Supervisor, Human Resources, provided further details of the plan, noting that they are currently finalizing the details, and that appendices are fluid documents that may change depending on the restrictions imposed by the Province. Ms. Christou noted that they have developed procedures and protocol for City Staff and members of the public as part of the re-training for the new normal, and that these procedures include infectious disease procedures, self - screening guidelines, a handbook to advise employees of behavioral expectations, procedures for wearing masks, the importance of physical distancing, respiratory etiquette, visitor management screening, and conducting business off-site. Ms. Christou stated that the City's draft procedures had been reviewed by Dr. Kyle, Commissioner & Medical Officer of Health, Region of Durham, and that their team was impressed with the research and thought behind the protocols that had been developed by City Staff. Discussion ensued pertaining to the process for bringing a follow up Report to Council on June 29th, which would provide a more comprehensive plan regarding 2 Cty oh DICKERING Executive Committee Meeting Minutes June 15, 2020 Electronic Meeting — 2:00 pm Chair: Councillor Cumming what level of services can be expected in Stage 2, and details regarding the return to work plan for employees. Questions were raised pertaining to the City's role in Stage 2 for the reopening of local businesses, with Members of Committee questioning whether Staff would be inspecting businesses to ensure compliance with safety regulations. Paul Bigioni, Director, Corporate Services & City Solicitor, advised Members of Committee that the City's By-law Enforcement Officers would continue the ongoing work of patrolling parks and businesses that are permitted to operate noting that they had a limited number of Officers to carry out this work. Further questions were raised regarding the protocol for having only one By-law Officer in a City vehicle at one time and the importance of ensuring maximum patrol coverage as the re -opening plans continue. Recommendation: Moved by Councillor McLean Seconded by Councillor Brenner 1. That Council receive report CAO 03-20 regarding Pickering's Reopening Framework for information; and, 2. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Carried 4.2 Director, Community Services & Deputy CAO, Report CS 12-20 Don Beer Arena Pro Shop - Licence Amending Agreement Recommendation: Moved by Councillor McLean Seconded by Councillor Butt 1. That the Mayor and Clerk be authorized to execute the Don Beer Arena Pro Shop Licence Amending Agreement as set out in Attachment 1 to which XPRT Marketing & Promotions will be permitted to operate the Don Beer Arena Pro Shop from September 1, 2020 to April 30, 2022, subject to minor revisions acceptable to the Director, Community Services & Deputy CAO and the Director, Corporate Services & City Solicitor; and, 3 Cty oh DICKERING Executive Committee Meeting Minutes June 15, 2020 Electronic Meeting — 2:00 pm Chair: Councillor Cumming 2. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried 4.3 Director, Community Services & Deputy CAO, Report CS 25-20 Lease Agreements - Brougham Recreation Society Inc. - Greenwood Recreation Association - Mt. Zion Community Centre - Whitevale District Residents' Association Marisa Carpino, Interim Chief Administrative Officer, noted that the lease agreements are proposed to be extended for 5 years, with the exception of the Greenwood Recreation Association Lease Agreement, which would only be for 4 years due to the construction of the Pickering Heritage and Community Centre, and the amalgamation of services to this new building. Recommendation: Moved by Councillor McLean Seconded by Councillor Butt 1. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Brougham Recreation Society Inc. set out in Attachment 1 to this report, subject to minor revisions as may be required by the Director, Community Services & Deputy CAO and the Director, Corporate Services & City Solicitor; 2. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Greenwood Recreation Association set out in Attachment 2 to this report, subject to minor revisions as may be required by the Director, Community Services & Deputy CAO and the Director, Corporate Services & City Solicitor; 3. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Mt. Zion Community Centre set out in Attachment 3 to this report, subject to minor revisions as may be required by the Director, Community Services & Deputy CAO and the Director, Corporate Services & City Solicitor; 4 Cty oh DICKERING Executive Committee Meeting Minutes June 15, 2020 Electronic Meeting — 2:00 pm Chair: Councillor Cumming 4. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Whitevale District Residents' Association set out in Attachment 4 to this report, subject to minor revisions as may be required by the Director, Community Services & Deputy CAO and the Director, Corporate Services & City Solicitor; and, 5. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried 4.4 Director, Community Services & Deputy CAO, Report CS 26-20 Whitevale District Residents' Association - Whitevale Arts & Cultural Centre Lease Agreement Recommendation: Moved by Councillor McLean Seconded by Councillor Butt 1. That the Mayor and City Clerk be authorized to execute the Lease Agreement with Whitevale District Residents' Association set out in Attachment 1 to this report, subject to minor revisions as may be required by the Director, Community Services & Deputy CAO and the Director, Corporate Services & City Solicitor; and, 2. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried 4.5 Director, Finance & Treasurer, Report FIN 08-20 Annual Indexing — Development Charges and Seaton Financial Impacts Agreement Discussion ensued pertaining to the comparison of Durham Lakeshore municipalities in the Staff Report with questions being raised as to why Pickering has the lowest residential development charges (DCs). Stan Karwowski, Director, Finance & Treasurer, advised Committee that DCs are based on capital budget programs noting that the City has not built many new facilities or infrastructure in recent years which has capped the amount of DCs for the City. 5 Cty oh DICKERING Executive Committee Meeting Minutes June 15, 2020 Electronic Meeting — 2:00 pm Chair: Councillor Cumming Mr. Karwowski responded to additional questions from Members of Committee pertaining to Seaton DC rates and the need to ensure that the City was not subsidizing the cost of development in Seaton. Recommendation: Moved by Councillor Brenner Seconded by Councillor Butt 1. That Report FIN 08-20 of the Director, Finance & Treasurer be received; 2. That effective July 1, 2020 as provided for in By-law No. 7595/17, as amended by By-law No. 7727/19, the Development Charges (the "DCs") referred to in Schedule "C" of that By-law be increased by 2.9 percent; 3. That effective July 1, 2020 as provided for in By-law No. 7595/17, as amended by By-law No. 7727/19, the DCs referred to in Schedule "D" of that By-law be increased by 2.9 percent; 4. That effective July 1, 2020 the payments related to "10 percent Soft Services" as provided for by the Seaton Financial Impacts Agreement (FIA) dated November 26, 2015 be increased by 2.9 percent; and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.6 Director, City Development & CBO, Report PLN 09-20 Local Enhancement and Appreciation of Forests (LEAF) Organization's Tree Planting Program Kyle Bentley, Director, City Development & CBO, provided a brief overview of the LEAF Planting Program, stating that the focus of the Program is to plant 40 trees on residential properties and that other municipalities have had great success with the Program. Chantal Whitaker, Supervisor, Sustainability, responded to questions from Members of Committee regarding the residents' obligations to maintain the tree on their property, with Ms. Whitaker noting that residents may remove trees, but that in doing so they will be required to pay a contribution toward the cost of the tree. 6 Cty oh DICKERING Executive Committee Meeting Minutes June 15, 2020 Electronic Meeting — 2:00 pm Chair: Councillor Cumming Recommendation: Moved by Councillor Pickles Seconded by Councillor McLean 1. That Report PLN 09-20 of the Director, City Development & CBO, on the implementation of the Local Enhancement and Appreciation of Forests (LEAF) Organization's Tree Planting Program, be endorsed; 2. That the Deputy Mayor and City Clerk be authorized to execute the joint agreement between the Region of Durham, the Local Enhancement and Appreciation of Forests (LEAF) organization and participating municipalities, set out in Appendix I of this report, subject to minor revisions, to deliver the tree planting program in 2020 with terms and conditions satisfactory to Corporate Services and Finance from a legal services and insurance perspective; 3. That the appropriate City staff be directed take the necessary actions as indicated in this report; and, 4. That staff be directed to report back with a summary of the results, and if successful, consider continuing the program in subsequent years pending budget approval. Carried 5. Other Business 5.1 Councillor McLean inquired about the timeline to commence the recruitment process for a new CAO. Deputy Mayor Ashe advised Members of Committee that the plan is to begin the recruitment process in the Fall of 2020. 5.2 Councillor Brenner gave notice that he would be bringing forward a Notice of Motion regarding farming and agricultural strategies for local produce at the June 29th or July 27th Meeting of Council. 5.3 Councillor McLean gave notice that he would be bringing forward a Notice of Motion regarding tax breaks for historical houses. 7 Cts og DICKERING Executive Committee Meeting Minutes June 15, 2020 Electronic Meeting — 2:00 pm Chair: Councillor Cumming 6. Adjournment Moved by Deputy Mayor Ashe Seconded by Councillor Butt That the meeting be adjourned. The meeting adjourned at 2:56 pm. 8 Carried