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HomeMy WebLinkAboutMay 2, 2022Draft Executive Committee Meeting Minutes May 2, 2022 Hybrid Electronic Meeting – 2:00 pm Council Chambers Chair: Councillor Ashe 1 Present: Mayor David Ryan Councillors: D. Pickles Also Present: M. Carpino -Chief Administrative Officer K. Bentley -Director, City Development & CBO P. Bigioni -Director, Corporate Services & City Solicitor S.Douglas-Murray - Director, Community Services B. Duffield -Director, Operations J. Hagg -Fire Chief R. Holborn -Director, Engineering Services S.Karwowski -Director, Finance & Treasurer S. Cassel -City Clerk C. Rose -Chief Planner D. Jacobs -Manager, Policy & Geomatics K. Senior -Manager, Accounting Services S. Boyd -Deputy Fire Chief R. Perera -Deputy Clerk M. Kish -Principal Planner, Policy K. Ashe M. Brenner S. Butt C. Doody-Hamilton B. McLean 1.Roll Call The City Clerk certified that all Members of Council were present and participating in- person, and noted that Mayor Ryan was participating electronically in accordance with the City’s Procedure By-law. 2.Disclosure of Interest No disclosures of interest were noted. 3.Delegations Draft Executive Committee Meeting Minutes May 2, 2022 Hybrid Electronic Meeting – 2:00 pm Council Chambers Chair: Councillor Ashe 2 There were no delegations. 4. Matters for Consideration 4.1 Director, Corporate Services & City Solicitor, Report CLK 03-22 Restricted Acts after Nomination Day (Lame Duck Period) - Delegation of Authority under Section 275 of the Municipal Act Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That Report CLK 03-22, regarding Restricted Acts after Nomination Day (Lame Duck Period), Delegation of Authority under Section 275 of the Municipal Act, be received; 2. That the draft By-law, included as Attachment #1 to Report CLK 03-22, be approved and brought forward for enactment at the May 24, 2022 Meeting of Council; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this Report. Carried 4.2 Director, Engineering Services, Report ENG 12-22 Pine Creek Erosion Assessment Municipal Class EA Study - Consulting and Professional Services A question and answer period ensued between Members of the Committee and Richard Holborn, Director, Engineering Services, regarding: • whether the beaver activity in the Pine Creek would have any impact to the work that would be undertaken; and, • whether the cost of the study included reviewing the storm sewers that outfall into the creek. Recommendation: Moved by Councillor McLean Seconded by Councillor Brenner Draft Executive Committee Meeting Minutes May 2, 2022 Hybrid Electronic Meeting – 2:00 pm Council Chambers Chair: Councillor Ashe 3 1. That Council approve the hiring of Aquafor Beech Ltd. for consulting and professional services for the preparation of the Pine Creek Erosion Assessment Municipal Class Environmental Assessment (EA) Study, in accordance with Purchasing Policy Item 10.03 (c), as the assignment is above $50,000.00; 2. That the fee proposal submitted by Aquafor Beech Ltd. for consulting and professional services for the preparation of the Pine Creek Erosion Assessment Municipal Class EA Study, in the amount of $84,976.00 (HST included) be accepted; 3. That the total gross project cost of $110,876.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $99,847.00 (net of HST rebate) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $99,847.00 as follows: a) the sum of $86,867.00 as approved in the 2022 Current Budget, to be funded from Property Taxes; b) the sum of $12,980.00 as approved in the 2022 Current Budget, to be funded by a transfer from the Development Charges Reserve Fund – Stormwater Management; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.3 Director, Engineering Services, Report ENG 13-22 Consulting and Professional Services for the Detailed Design for Maintenance and Retrofit of the Lisgoold Stormwater Management Pond A question and answer period ensued between Members of the Committee and Richard Holborn, Director, Engineering Services, regarding: • clarification regarding whether the intention of the project was to clean or rebuild the pond; • the average retention time of a Stormwater Management Pond and the timeline for construction; Draft Executive Committee Meeting Minutes May 2, 2022 Hybrid Electronic Meeting – 2:00 pm Council Chambers Chair: Councillor Ashe 4 • whether the project could be done simultaneously with the Peter Mathews project and the need for both projects to be monitored during construction; • investigating vegetation removal and invasive species in the area; • ensuring that the public was aware of the work being done early on in the project; • whether there were opportunities to construct a walking path to Centennial Park or to the stream during the construction; • whether the analysis of the pond operation had taken into account projected increases in storm flows as a result of climate change; and, • the need to consider alternative methods to treat storm water flows to alleviate costs. Recommendation: Moved by Councillor Butt Seconded by Councillor McLean 1. That Council approve the hiring of TYLin International Canada Inc. for Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Lisgoold Stormwater Management Pond in accordance with Purchasing Policy 10.03 (c), as the assignment is above $50,000.00; 2. That the fee proposal submitted by TYLin International Canada Inc. for Consulting and Professional Services for the Detailed Design for the Maintenance and Retrofit of the Lisgoold Stormwater Management Pond in the amount of $181,359.35 (HST included) be accepted; 3. That the total gross project cost of $209,440.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $188,607.00 (net of HST rebate) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $188,607.00 from the Storm Water Management Reserve Fund; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried Draft Executive Committee Meeting Minutes May 2, 2022 Hybrid Electronic Meeting – 2:00 pm Council Chambers Chair: Councillor Ashe 5 4.4 Director, Finance & Treasurer, Report FIN 08-22 2021 Year End Audit (Interim) Lilian Cheung, Partner, Deloitte, joined the hybrid electronic meeting via electronic connection to present the Year End Audit . Ms. Cheung stated that five audit risk areas had been identified with the addition of two new audit areas including the implementation of a new financial system and new accounting standards for the public sector which would be implemented soon. She added that the Audit Report was consistent with the previous year. A question and answer period ensued between Members of the Committee and Ms. Cheung regarding whether the audit analyzed the City’s investment strategies with Ms. Cheung advising that compliance to internal policies relating to investment strategies was a component of the Audit. Recommendation: Moved by Councillor Pickles Seconded by Councillor Brenner It is recommended that the Audit Service Plan as submitted by Deloitte LLP, set out in Attachment 1 to this report, be received for information. Carried 4.5 Fire Chief, Report FIR 01-22 Community Emergency Management Program (CEMP) and Community Emergency Management Plan - Proposed Housekeeping Amendments John Hagg, Fire Chief, provided a brief overview of Report FIR 01-22 and the proposed updates to the Community Emergency Management Program and Plan and noted that consultation with the Director of Durham Emergency Management had taken place to ensure the Plan dovetailed with the Regional Emergency Plans and Procedures. Recommendation: Moved by Councillor Butt Seconded by Councilor Doody-Hamilton 1. That Report FIR 01-22 of the Fire Chief be received; Draft Executive Committee Meeting Minutes May 2, 2022 Hybrid Electronic Meeting – 2:00 pm Council Chambers Chair: Councillor Ashe 6 2. That the Mayor and Council hereby appoint Deputy Fire Chief Steve Boyd, Community Emergency Management Coordinator (CEMC) as Chair of the Community Emergency Management Program Committee; 3. That the Mayor and Council hereby adopt the changes reflected in the report below as amended in the attached By-law; 4. That Council approve the attached draft Community Emergency Management Plan that includes the changes above and other minor housekeeping amendments; and, 5. That By-law 7620/18 and By-law 7746/20 be repealed in their entirety and that the attached draft By-law be enacted. Carried 4.6 Director, City Development & CBO, Report PLN 23-22 Tree Protection Project - Project Findings Kyle Bentley, Director, City Development & CBO, provided a brief overview of Report PLN 23-22 noting that Staff had undertaken a comprehensive review process and were recommending proceeding with a process to amend the City’s existing tree protection by-law to afford greater protection to more trees within the City. A question and answer period ensued between Members of the Committee and Mr. Bentley, regarding: • the timelines for Staff to report back to Council; • the mechanisms currently in place only covering 38% of the City’s tree protection area and the goal of the review process being to capture remaining areas with mature trees; and, • whether the new tree by-law would speak to trees that to may be removed due to health issues. Staff were requested to provide a Memorandum regarding the work plan timelines for the Project prior to the May 24th Council Meeting. Recommendation: Moved by Councillor Brenner Draft Executive Committee Meeting Minutes May 2, 2022 Hybrid Electronic Meeting – 2:00 pm Council Chambers Chair: Councillor Ashe 7 Seconded by Councillor McLean 1. That Report PLN 23-22 of the Director, City Development & CBO, on the results of staff’s investigation into the implementation of a by-law for the protection of trees, and which responds to Item 2(c) of Council Resolution #428/20, be received for information; and, 2. That Council authorize staff to undertake a process to amend the existing Tree Protection By-law 6108/03, as amended, to afford greater protection to more trees within the City of Pickering, and which will include a public engagement process, and report back to Council. Carried 5. Other Business 5.1 Councillor McLean spoke to new waterfront parking fees and inquired whether a 15-day grace period was being applied before enforcement would commence with Paul Bigioni, Director, Corporate Services & City Solicitor, advising that enforcement would not be carried out for the next two weeks. 6. Adjournment Moved by Councillor Butt Seconded by Councillor Doody-Hamilton That the meeting be adjourned. Carried The meeting adjourned at 2:30 pm.