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HomeMy WebLinkAboutMay 3, 2021 -C➔(Jf­ p](KER]NG Executive Committee Meeting Minutes May 3, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Butt Present: Mayor David Ryan Councillors: K. Ashe M. Brenner S. Butt I. Cumming B. McLean D. Pickles Also Present: M. Carpino - 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 R. Holborn - Director, Engineering Services F. Jadoon - Director, Economic Development & Strategic Projects S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk A. Mostert - Manager, Landscape & Parks Development J. Yoshida - Deputy Fire Chief C. Blumenberg - Deputy Clerk 1. Roll Call The City Clerk certified that all Members of Council were present and participating electronically in accordance with By-law 7771/20. 2. Disclosure of Interest No disclosures of interest were noted. 3. Delegations There were no delegations. 4. Matters for Consideration 4.1 Director, Corporate Services & City Solicitor, Report CLK 02-21 1 2022 Municipal Election - Approval of Voting Method and Changes to the Municipal Elections Act A question and answer period ensued between Members of the Committee, and Susan Cassel, City Clerk regarding:  the voting method being proposed and the removal of telephone voting and whether other municipalities were using telephone voting in their elections. Ms. Cassel advised that through research, most municipalities that only offered internet voting also offered telephone as an alternative, however some municipalities that offered a hybrid of internet and paper, had removed the telephone option. Ms. Cassel further noted that some of the comments from the 2018 Election had demonstrated that the telephone was cumbersome, and with the addition of offering a paper ballot option for the 2022 Election, the removal of telephone voting would hopefully address some of the frustrations experienced in 2018;  confirmation that paper ballots would only be utilized on Election Day, with internet as an option for the entire voting period;  the number and location of designated voting locations, with Ms. Cassel advising that the preference is to use City owned facilities as voting locations, which would be spread throughout the City in a convenient manner;  a highlight of the main components of the report, including the intent to have an 8 day voting period, offering internet voting for the entire 8 days, and on Election Day, a paper ballot option at designated voting locations throughout the City in a vote anywhere manner to provide options and convenience for the public;  how the Ward Boundary Review might impact the 2022 Election, with Ms. Cassel confirming that the method of voting would not be impacted, rather the Voters’ List, and the importance of ensuring that electors are in the correct boundaries on the Voters’ List so that they would have access to the correct Ward ballot; and,  how the online voting option is necessary in a post COVID-19 world, and how the public has become more comfortable in utilizing online tools. Recommendation: Moved by Councillor Pickles Seconded by Mayor Ryan 1. That Report CLK 02-21, regarding the 2022 Municipal Election, Approval of Voting Method and Changes to the Municipal Elections Act be received; -C➔(Jf­ p](KER]NG Executive Committee Meeting Minutes May 3, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Butt 2 -C➔(Jf­ p](KER]NG Executive Committee Meeting Minutes May 3, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Butt 2. That a hybrid solution including internet voting and paper ballots, using vote tabulation equipment, be approved as the voting method for the 2022 Municipal Election and any by-elections that may occur during the 2022- 2026 Term of Council; 3. That the draft By-law, included as Attachment #1, be forwarded to Council for enactment; 4. That the City Clerk be directed to proceed with a Request for Proposal (RFP) for the approved voting method and associated services and report back to Council to award the voting contract to the most appropriate vendor(s); and, 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.2 (Acting) Director, Community Services, Report CS 17-21 Quotation No. Q2021-40 - Supply and Delivery of 1 Ton Trucks Recommendation: Moved by Councillor Brenner Seconded by Councillor Cumming 1. That each of the following bids be accepted under Quotation No. Q2021- 40: a) East Court Ford Lincoln Sales Ltd. for Units A and B in the amounts of $134,890.74 (HST excluded) and $85,364.24 (HST excluded), respectively; b) Donway Ford Inc. for Unit C in the amount of $124,320.00 (HST excluded); and, c) Blue Mountain Chrysler for the Western Wideout-X Plow in the amount of $12,800.00 (HST excluded); 2. That the total gross quotation cost of $403,833.73 (HST included) and the total net project cost of $365,700.00 (net of HST rebate) be approved; 3 -C➔(Jf­ p](KER]NG Executive Committee Meeting Minutes May 3, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Butt 3. That Council authorize the Director, Finance & Treasurer to finance the project as follows: a) The amount of $200,000.00 as approved in the 2021 Fleet Capital Budget to be funded from Development Charges Reserve Fund- Transportation Services be increased to $225,149.00, and be revised by a transfer from the Development Charges Reserve Fund-Other Services Related to a Highway; b) The sum of $127,526.00 as provided for in the 2021 Fleet Capital Budget by a transfer from the Vehicle Replacement Reserve; c) The sum of $13,025.00 as provided for in the 2021 Roads Equipment Capital Budget by a transfer from the Development Charges Reserve Fund-Other Services Related to a Highway; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.3 Director, Engineering Services, Report ENG 06-21 Bridge Modification Term Sheet Agreement - Metrolinx GO Expansion Program – Granite Court Bridge A question and answer period ensued between Members of the Committee, and Richard Holborn, Director, Engineering Services, regarding:  whether there were concerns with the proposed Bridge Modification as part of the Metrolinx GO Expansion Program. Mr. Holborn advised that that the modifications are superficial over the existing wall to support the necessary connections, and staff are comfortable with the recommendations;  the Metrolinx long term vision of a potential station at Whites Road and whether this Program impacts that vision; and,  the possibility of development adjacent to Granite Court Bridge, and whether any coordination and communication might be needed with Metrolinx in regards to the construction. Recommendation: Moved by Councillor Brenner Seconded by Councillor Cumming 4 1. That the City of Pickering enter into a Bridge Modification Term Sheet Agreement with Metrolinx; 2. That the Mayor and City Clerk are hereby authorized to execute the Bridge Modification Term Sheet Agreement between the City of Pickering and Metrolinx for the purpose of affixing Metrolinx infrastructure to the bridge on Granite Court, in substantially the same form as attached to this report, subject to minor revisions satisfactory to the City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.4 Director, Engineering Services, Report ENG 11-21 Rotary Frenchman’s Bay West Park - Consulting Services for Final Phase of the Master Plan Implementation A brief question and answer period ensued between Members of the Committee, and Richard Holborn, Director, Engineering Services regarding:  overview of Rotary Frenchman’s Bay West Park final phases of the Master Plan, and confirmation that the access gates to Frenchman’s Bay West Park would be for pedestrians and cyclists. Mr. Holborn advised that the entrance remains closed to vehicular access due to unsafe conditions, and construction, and that to complete the project, it will remain as pedestrian access only; and,  timeline for construction and next steps in the final phase. Mr. Holborn advised that it is anticipated that the design work will carry on through the summer and into fall, then staff will determine when the appropriate time will be to tender for construction, contingent on the pandemic and other projects . Recommendation: Moved by Councillor Brenner Seconded by Mayor Ryan 1. That Council approve the hiring of The MBTW Group for Consulting and Professional Services for the preparation of detailed design drawings and tender documents and for contract administration services for the final phase of the implementation of the Rotary Frenchman’s Bay West Park -C➔(Jf­ p](KER]NG Executive Committee Meeting Minutes May 3, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Butt 5 -C➔(Jf­ p](KER]NG Executive Committee Meeting Minutes May 3, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Butt Master Plan, in accordance with Purchasing Policy Item 10.03 (c), as the assignment is above $50,000.00; 2. That the fee proposal submitted by The MBTW Group for Consulting and Professional Services for the preparation of detailed design drawings and tender documents and for contract administration services for the final phase of the implementation of the Rotary Frenchman’s Bay West Park Master Plan in the amount of $160,273.55 (HST included) be accepted; 3. That the total gross project cost of $176,301.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $158,765.00 (net of HST rebate) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $158,765.00 as follows: a) The sum of $79,382.00 to be funded by a transfer from the Development Charges – City’s Share; b) The sum of $79,383.00 to be funded by a transfer from the Development Charges Reserve Fund – Parks & Recreation Services; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.5 Director, Engineering Services, Report ENG 12-21 Rotary Frenchman’s Bay West Park - Consulting Services for Proposed Park Washroom Facility Recommendation: Moved by Mayor Ryan Seconded by Councillor Ashe 1. That Council approve the hiring of The MBTW Group for Consulting and Professional Services for the preparation of detailed design drawings and tender documents and for contract administration services for a public washroom facility in Rotary Frenchman’s Bay West Park, in accordance with Purchasing Policy Item 10.03 (c), as the assignment is above $50,000.00; 6 2. That the fee proposal submitted by The MBTW Group for Consulting and Professional Services for the preparation of detailed design drawings and tender documents and for contract administration services for a public washroom facility in Rotary Frenchman’s Bay West Park in the amount of $148,453.75 (HST included) be accepted; 3. That the total gross project cost of $163,299.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $147,056.00 (net of HST rebate) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $147,056.00 as follows: a) the sum of $73,528.00 to be funded by a transfer from Development Charges – City’s Share Reserve; b) the sum of $73,528.00 to be funded by a transfer from the Development Charges Reserve Fund – Parks & Recreation Services; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.6 Director, Engineering Services, Report ENG 13-21 Amendments to Traffic and Parking By-law 6604/05 - Proposed All-way Stop, Rosebank Road at Highview Road/Summerpark Crescent - Proposed Community Safety Zone Extension & Speed Limit Reduction – Rosebank Road A brief question and answer period ensued between Members of the Committee, and Richard Holborn, Director, Engineering Services regarding:  how Rosebank Road is a boundary between Ward 3 and Ward 1, and the solution for an all-way stop, speed reduction and Community Safety Zone Extension was a collaborative effort with all 4 Ward Councillors working together with staff to come up with a plan that addressed safety concerns of residents;  how this facilitates residents and students to get across a busy street safely; and, 7 -C➔(Jf­ p](KER]NG Executive Committee Meeting Minutes May 3, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Butt -C➔(Jf­ p](KER]NG Executive Committee Meeting Minutes May 3, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Butt  the positive feedback received on the solutions. Recommendation: Moved by Councillor Pickles Seconded by Councillor Ashe 1. That the attached draft by-law be enacted to amend Schedule "7", Stop Signs, 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 Rosebank Road and Highview Road/Summerpark Crescent; 2. That the attached draft by-law be enacted to amend Schedule “14”, Community Safety Zones, to By-law 6604/05 to provide for the addition of community safety zones on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to extend the existing Community Safety Zone on Rosebank Road from Foxwood Trail to Highview Road/Summerpark Crescent; 3. That the attached draft by-law be enacted to amend Schedule "9", Speed Limits, to By-law 6604/05 to provide for the regulation of speed limits on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically that that speed limit be reduced from 50 km/h to 40 km/h on Rosebank Road from Foxwood Trail to Highview Road/Summerpark Crescent; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.7 Director, Finance & Treasurer, Report FIN 07-21 Commodity Price Hedging Agreements Report Recommendation: Moved by Mayor Ryan Seconded by Councillor McLean It is recommended that Report FIN 07-21 from the Director, Finance & Treasurer regarding commodity price hedging agreements be received for information. 8 Carried 4.8 Director, Finance & Treasurer, Report FIN 08-21 2019 Building Permit Stabilization Reserve Fund Recommendation: Moved by Mayor Ryan Seconded by Councillor McLean It is recommended that Report FIN 08-21 from the Director, Finance & Treasurer regarding the 2019 Building Permit Stabilization Reserve Fund be received for information. Carried 5. Other Business 5.1 Councillor Brenner inquired about the status of the Local Food Strategy, timelines for completion, and agricultural sector outreach. Fiaz Jadoon, Director, Economic Development & Strategic Projects, noted that outreach to the agricultural community has ensued multiple times, with a low response rate to various forms of communication. He advised that staff are working with Ward Councillors, and Durham Region to increase participation and gain more feedback from the agricultural community, prior to reporting to Council with an update and next steps before summer recess. 6. Adjournment Moved by Mayor Ryan Seconded by Councillor Pickles That the meeting be adjourned. Carried The meeting adjourned at 2:22 pm. -C➔(Jf­ p](KER]NG Executive Committee Meeting Minutes May 3, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Butt 9