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HomeMy WebLinkAboutDecember 7, 2020 Executive Committee Meeting Minutes December 7, 2020 Electronic Meeting – 2:00 pm Chair: Councillor McLean 1 Present: Mayor David Ryan – arrived at 2:50 pm Councillors: D. Pickles Also Present: M. Carpino - Interim Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor B. Duffield - (Acting) Director, Community Services J. Eddy - Director, Human Resources J. Hagg - Fire Chief R. Holborn - Director, Engineering Services F. Jadoon - Director, Economic Development & Strategic Projects S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk C. Rose - Chief Planner J. Halsall - Manager, Budgets & Internal Audit K. Thompson - Manager, Municipal Law Enforcement Services T. Ryce - Supervisor, Cultural Services I. Marouchko - Senior Water Resources Engineer E. Martelluzzi - Planner II, Heritage R. Perera - Committee Coordinator K. Ashe M. Brenner S. Butt I. Cumming B. McLean 1. Roll Call The City Clerk certified that all Members of Council were present, with the exception of Mayor Ryan, and noted that all Members present were participating electronically in accordance with By-law 7771/20. 2. Disclosure of Interest Councillor McLean declared a conflict of interest under the Municipal Conflict of Interest Act, with respect to Item 5.8, Report PLN 31-20 - Heritage Property Tax Relief Program Executive Committee Meeting Minutes December 7, 2020 Electronic Meeting – 2:00 pm Chair: Councillor McLean 2 and Implementing By-law, City of Pickering, as his son is the owner of a heritage home. Councillor McLean relinquished the Chair when this item was before the Committee and did not take part in the discussion or vote on this matter. 3. Statutory Public Meetings 3.1 Director, Finance & Treasurer, Report FIN 17-20 Statutory Public Meeting Regarding Development Charges Update Study A statutory public meeting was held in accordance with the Development Charges Act, 1997. Andrew Grunda, Principal, Watson & Associates Economists Ltd., joined the electronic meeting via audio connection to provide an overview of the 2020 Development Charges Update Study. Through the aid of a PowerPoint presentation, Mr. Grunda noted that the purpose of the proposed Development Charges by-law amendment was to reflect the recent amendments to the Development Charges Act made through the More Homes, More Choice Act, and the COVID-19 Economic Recovery Act, and to update the capital needs and capital cost estimates for transportation services, administration studies, parks and recreation services, and library services. Mr. Grunda provided information regarding the background of existing Development Charges By-laws, the City’s requirements under the Development Charges Act, an overview of the amendments to the City’s Development Charges By-law, and updates to the Development Charges By-law policies. A question and answer period ensued between Members of the Committee and Andrew Grunda regarding: • public consultation and the deadline for public comments for the proposed amendments to the City’s Development Charges By-law; • the dollar value resulting from the removal of the statutory 10 percent deduction; and, • the changes and differences in the costs that are now recoverable through development charges (DCs) as it pertains to the Youth & Seniors Centre, Performing Arts Centre, and New Central Library in the City Centre Project. No members of the public registered to speak to the matter. Discussion and a question and answer period ensued between Members of the Committee and Stan Karwowski, Director, Finance & Treasurer, regarding: Executive Committee Meeting Minutes December 7, 2020 Electronic Meeting – 2:00 pm Chair: Councillor McLean 3 • the costs pertaining to the Youth & Seniors Centre being up to almost 100 percent recoverable through development charges growth, with minimal impact on the residential tax base; • the amount of time it would take to collect the development charges for the 50-storey high rise building in the City Centre to offset the City’s growth costs; • the amount of development charges that will be recoverable for the Arts Centre; • impacts to the Heritage Centre in Greenwood, as it relates to the DC changes, with a request that Mr. Karwowski provide a memo to Council, prior to the December 14th Council Meeting, with an update on the project and the increased funding available through the proposed development charges by-law; and, • comparisons between the City and neighbouring municipalities as it relates to debt per capita and how the new DC By-law would impact this. Recommendation: Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Report FIN 17-20 of the Director, Finance & Treasurer be received; 2. That Council receive for information the City of Pickering – Development Charges (DC) Update Study prepared by Watson & Associates Economists Ltd. dated October 15, 2020 and Addendum to the DC Update Study dated November 2, 2020; 3. That all written submissions made at the December 7, 2020 Public Meeting or received in writing from the public by December 9, 2020 be referred to staff and to Watson & Associates Economists Ltd. for consideration in preparation of the final Development Charges recommendations and By- law for Council’s consideration on December 14, 2020; and, 4. That the appropriate City of Pickering officials be authorized to take the actions as indicated in this report. Carried 4. Delegations 4.1 David Steele Re: Report ENG 11-20 Executive Committee Meeting Minutes December 7, 2020 Electronic Meeting – 2:00 pm Chair: Councillor McLean 4 Stormwater Management Facilities Asset Management Plan - Final Report July 2020 David Steele, Pickering Resident, joined the electronic meeting via audio connection, and referred to the priority list of Stormwater Management Facilities (SWMF) contained in Report ENG 11-20 that had been identified for reconstruction/retrofit and maintenance and the associated costs. Mr. Steele noted that the Report was missing the sediment contents of the SWMFs identified in the Report and that he would like to know this information. He noted that work is needed to update the SWMFs and requested that the City consider commencing work this year, noting the importance of the SWMF Plan as it related to Frenchman’s Bay. He further noted that the SWMFs identified in the Report for reconstruction/retrofit may be eligible for development charges. Mr. Steele stated that in the past, a water quality study was conducted on water sources leading to the Frenchman’s Bay, and asked that the City consider conducting a smaller study for comparison. Mr. Steele concluded his delegation by providing comments regarding the City Centre project and requested that the City consider conducting a five to ten year capital program to ensure that all development charges are not being allocated towards one single project. Richard Holborn, Director, Engineering Services, commented that the City is working on a number of projects pertaining to the Frenchman’s Bay, and noted that an update on the Frenchman’s Bay Master Plan was included in the 2021 Development Charges forecast. 5. Matters for Consideration 5.1 Director, Corporate Services & City Solicitor, Report BYL 05-20 Deferral of Implementation of Accessible Service Supplement Fees Vehicle for Hire By-law Recommendation: Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report BYL 05-20 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, 2022; and, Executive Committee Meeting Minutes December 7, 2020 Electronic Meeting – 2:00 pm Chair: Councillor McLean 5 3. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Carried 5.2 (Acting) Director, Community Services, Report CS 31-20 Cultural Strategic Plan - Mid-term Update Recommendation: Moved by Councillor Brenner Seconded by Councillor Ashe That CS 31-20, be referred back to staff for more internal collaboration with City Departments and the Pickering Public Library and that staff report back at the February 1, 2021 Executive Committee Meeting. Carried 5.3 Director, Engineering Services, Report ENG 11-20 Stormwater Management Facilities Asset Management Plan - Final Report July 2020 A question and answer period ensued between Members of the Committee and Staff regarding: • the maintenance costs for certain SWMFs being half the cost of reconstructing/retrofitting; • whether the introduction of new technology could lower costs pertaining to maintenance and reconstruction/retrofit; • the total number of stormwater ponds in Pickering; • whether staff were working with the Region and other municipalities to explore alternative stormwater management methods; • costs related to maintenance and managing existing infrastructure not being recovered through development charges as it does not pertain to new growth; • Report FIN 17-20 including a variety of capital projects and not just the City Centre project; • whether the SWMFs would be on the 2021 capital forecast and the timelines for conducting the work; • staff using the proposed endorsement of Report ENG 11-20 as a resource to create a capital program; Executive Committee Meeting Minutes December 7, 2020 Electronic Meeting – 2:00 pm Chair: Councillor McLean 6 • staff commencing maintenance work in 2020 and 2021 on SWMFs having minor deficiencies and updating Council on work being conducted in 2020 and 2021; • whether drainage from Seaton communities could enter the retention ponds of existing communities; and, • SWMF issues pertaining to beaver activity and beaver mitigation measures for SWMFs. Recommendation: Moved by Councillor Brenner Seconded by Councillor Pickles 1. That the Stormwater Management Facilities Asset Management Plan, Final Report July 2020, prepared by The Municipal Infrastructure Group Ltd. a T.Y. LIN International Company be received for information; 2. That Council endorse the Stormwater Management Facilities Asset Management Plan to be used by staff as a resource document for identifying and planning maintenance projects for the Stormwater Management Facilities under the jurisdiction of the City of Pickering; 3. That staff be authorized to implement the recommendations within the Stormwater Management Facilities Asset Management Plan, 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. Carried 5.4 Director, Engineering Services, Report ENG 14-20 Proposed All-way Stop Control, Pickering Parkway and Glenanna Road A question and answer period ensued between Members of the Committee and Richard Holborn, Director, Engineering Services, regarding: • the three-way stop being an interim safety measure pending the future installation of traffic signals once construction in the area is completed; • including signage in the area to alert drivers of the proposed three-way stop that would be installed; Executive Committee Meeting Minutes December 7, 2020 Electronic Meeting – 2:00 pm Chair: Councillor McLean 7 • the timelines of the traffic studies that were conducted and the traffic counts pertaining to the vehicle movement on Pickering Parkway at Glenanna and Valleyfarm; • the location of the proposed stop sign on Pickering Parkway and whether there would be potential for collisions; and, • the intersection meeting the requirements, based on provincial warrants, for a traffic signal. Recommendation: Moved by Councillor Pickles Seconded by Councillor Ashe 1. That the attached draft by-law be enacted to amend 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 Pickering Parkway and Glenanna Road; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 5.5 Director, Finance & Treasurer, Report FIN 15-20 2021 Interim Spending Authority A brief question and answer period ensued between Members of the Committee and Stan Karwowski, Director, Finance & Treasurer, regarding: • provisions in the Report that allow the City to finance the day-to-day operations until such time the budget is approved by Council; • the provision for temporary borrowing as identified in Report FIN 16-20 being only for emergency situations and Council being communicated of emergency spending if required; • the yearly interim spending authority and temporary borrowing by-law, presented in Reports FIN 15-20 and FIN 16-20, being part of an annual administrative process that is undertaken each year; and, • the temporary borrowing limit of $63 million for capital purposes for 2021 being allocated for a wide variety of capital projects. Recommendation: Executive Committee Meeting Minutes December 7, 2020 Electronic Meeting – 2:00 pm Chair: Councillor McLean 8 Moved by Mayor Ryan Seconded by Councillor Butt 1. That the 2021 Interim Operating Expenditures be approved at 50 per cent of the prior year’s budget, including adjustments, as contained in Attachment 1, pending approval of the 2021 Current Budget by Council; and, 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 5.6 Director, Finance & Treasurer, Report FIN 16-20 2021 Temporary Borrowing By-law Recommendation: Moved by Mayor Ryan Seconded by Councillor Butt 1. That the temporary borrowing limit of $55 million be established to meet 2021 current expenditures pending receipt of taxes and other revenues for the period of January 1 to September 30, 2021 inclusive, and $27 million thereafter until December 31, 2021; 2. That the temporary borrowing limit for capital purposes for 2021 be established at $63 million; 3. That the attached draft by-law providing for the temporary borrowing of monies be enacted; and, 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 5.7 Director, Corporate Services & City Solicitor, Report LEG 10-20 Retail Sale of Cannabis in Pickering A question and answer period ensued between Members of the Committee and Paul Bigioni, Director, Corporate Services & City Solicitor, regarding: Executive Committee Meeting Minutes December 7, 2020 Electronic Meeting – 2:00 pm Chair: Councillor McLean 9 • the statistics identified in Report LEG 10-20 finding that non-cannabis users are in support of the retail sale of cannabis; • next steps and the timelines for the establishment of retail sale of cannabis in Pickering and whether the associated Provincial permissions and/or restrictions would apply to retailing of medical cannabis; • whether the initial provincial funding provided to municipalities for opting into the retail of cannabis was still available; • the reasoning pertaining to the delay between the end of the public consultation period and presenting a recommendation report to Council with Mr. Bigioni stating that time was needed to measure and review neighbouring municipalities on any enforcement issues they may have experienced from the retail sale of cannabis; • the number of municipalities in Ontario permitting the retail sale of cannabis; • the role the City would play in private retail of cannabis; and, • despite the survey including questions on the use of alcohol in parks, the Report’s intent was focused on the approval of retail sale of cannabis in Pickering and did not include any recommendations pertaining to alcohol consumption in public parks. Recommendation: Moved by Councillor Brenner Seconded by Councillor Butt 1. That the City of Pickering hereby opts in to allow cannabis retail stores within Pickering; 2. That a copy of these recommendations be forwarded to the Alcohol and Gaming Commission of Ontario ("AGCO"); and, 3. That the appropriate City of Pickering officials be authorized to take such actions as are necessary to implement the recommendations in this report. Carried 5.8 Director, City Development & CBO, Report PLN 31-20 Heritage Property Tax Relief Program and Implementing By-law City of Pickering Having previously declared a conflict of interest, Councillor McLean relinquished the Chair, and did not take part in the discussion or vote on this item. Executive Committee Meeting Minutes December 7, 2020 Electronic Meeting – 2:00 pm Chair: Councillor McLean 10 Councillor Pickles assumed the Chair. Discussion ensued regarding the timing of this Program, the benefits to heritage home owners specifically, and referring the report back to staff as many people are experiencing financial hardships due to COVID-19 and struggling to pay their taxes. Recommendation: Moved by Councillor Brenner Seconded by Councillor Butt 1. That the Heritage Property Tax Relief Program and By-law be approved and the implementing by-law to provide property tax relief to eligible heritage properties in the City of Pickering, as set out in Appendix I to Report PLN 31- 20, be enacted by Council; 2. That the City Clerk give notice of this by-law to the Minister of Finance and the Region of Durham within 30 days of the passing of the by-law; and, 3. That the appropriate City of Pickering officials be authorized to take actions as necessary to implement the recommendations in this report. Note: The disposition of this matter was determined through the referral motion below Moved by Councillor Cumming Seconded by Councillor Ashe That PLN 31-20, be referred back to staff to report back to Council on the implementation of the Heritage Property Tax Relief Program at such time that the COVID-19 Pandemic is under control. Carried 6. Other Business 6.1 Councillor Brenner noted that the City of Markham and City of Vaughan had received recognition for their budget processes from the Government Finance Officers Association (GFOA), and requested that staff conduct research on the budget processes undertaken by other municipalities to implement a more user friendly budgetary process, that was simple to follow, for future budget years commencing for the 2022 budget. Executive Committee Meeting Minutes December 7, 2020 Electronic Meeting – 2:00 pm Chair: Councillor McLean 11 Councillor McLean resumed the Chair. 6.2 Councillor Brenner requested that staff provide an overview of the differences between the current financial system and the new SAP system, highlighting the benefits and how it will be more user friendly. 7. Adjournment Moved by Councillor Ashe Seconded by Councillor Cumming That the meeting be adjourned. Carried The meeting adjourned at 3:56 pm.