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Home My WebLink AboutAugust 18, 2022 - Special Council Draft Special Council Meeting Minutes August 18, 2022 Hybrid Electronic Meeting Council Chambers 5:30 pm Present: Mayor David Ryan Councillors: D. Pickles Absent: B. McLean Also Present: M. Carpino - Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor B. Duffield - Director, Operations S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk J. Halsall - Division Head, Finance L. Gibbs - Manager, Cultural Services S. Milton - Manager, Recreation Services K. Thompson - Manager, Municipal Law Enforcement Services K. Ashe M. Brenner S. Butt C. Doody-Hamilton 1. Roll Call The City Clerk certified that all Members of Council were present and participating in- person, save and except Councillor McLean. 2. Disclosure of Interest No disclosures of interest were noted. 3. Delegations There were no delegations. 4. Matters for Consideration 4.1 Director, Finance & Treasurer, Report FIN 14-22 Pre 2023 Capital Budget Approval – Soccer Dome Enhancement Project Draft Special Council Meeting Minutes August 18, 2022 Hybrid Electronic Meeting Council Chambers 5:30 pm A question and answer period ensued between Members of Council and staff regarding: • the Pickleball programming that would be offered at the soccer dome and the number of weeks during the year it would be available; • Pickleball playing hours; • assurances in place through an agreement between the City and the Pickering Football Club, that the Pickleball programing would be offered as intended; • assessing the program, and the demand for Pickleball, to determine whether programming needed to increase or decrease, and any changes to the program being subject to approval by the City; • the cost to players being an hourly rate and the availability of membership options; • timelines to have the Pickleball program up and running being subject to the repair of the dome, and conditions of the existing turf within the dome; • confirmation that the City’s current Pickleball programs would continue, offering more availability to players; • enhancements to the mechanics of the new dome structure so that it could withstand another severe weather event; • the value added to the soccer dome facility with the enhancements of the dome structure; and, • whether the claim to repair the dome would impact the City’s insurance premiums. Resolution # 972/22 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Council approve the following three recommendations related to the Pickering Soccer Dome enhancement project: a) That pre 2023 Capital Budget be established for the construction of four Pickleball Courts and minor facility enhancements for a cost of $820,000 (Net of HST) and this cost be funded from a transfer from the Rate Stabilization Reserve (Account 8007); b) That Council delegate the authority to award contracts with terms and conditions satisfactory to the Director, Operations and the Director, Finance & Treasurer with the total value of the contracts not to exceed $820,000 (Net of HST) related to Recommendation 1 a) and that the awarding of the contracts be in compliance with applicable senior government trade legislation; and, Draft Special Council Meeting Minutes August 18, 2022 Hybrid Electronic Meeting Council Chambers 5:30 pm c) That Council approve the waiving of the Purchasing Policy related to the procurement of goods and services related to Recommendation 1 a) and b) where it is in the community’s best interest to fast track the purchase of goods and services in order to meet the project timeframe; 2. That Council grant the Director, Operations and the Director, Finance & Treasurer the authority to undertake the major repairs to the Pickering Soccer Dome, pursuant to the Purchasing Policy Section 12.01 (Emergency Purchase), for the sole purpose of restoring the level of service/functionality for the benefit of the Pickering residents and all of the costs be funded from the proceeds of the insurance claim and any revenue shortfall be funded by a transfer from the Rate Stabilization Reserve (Account 8007): a) That the contract for the construction and installation of the soccer dome be awarded to the Farley Group for a cost of $1,425,000 (Net of HST); b) That the contract for the construction and installation of the soccer turf field in the amount of $575,000 (Net of HST), be awarded to Pro-Tech Turf Solutions; c) That, in accordance with Purchasing Policy Item 10.03 (c), Independent Project Managers be retained to provide project management services for a cost not to exceed $75,000 (Net of HST) on a schedule of rates acceptable to the Director, Operations and the Director, Finance & Treasurer; d) That the Director, Operations and Director, Finance & Treasurer be authorized to spend an additional $290,000 (Net of HST), for unforeseen or unanticipated repair expenditures and that the insurance carrier be requested to finance these costs and any revenue shortfall be funded from the Rate Stabilization Reserve; 3. That the Director, Finance & Treasurer be authorized to pursue full cost recovery (including insurance and, if necessary, the use of legal resources) from the insurance carrier for all of the expenditures as reflected in Recommendation 2; 4. That the Agreement between the City of Pickering and Pickering Football Club, as set out in Attachment 1 to this Report, be approved subject to minor revisions acceptable to the Director, Corporate Services & City Solicitor and the Chief Administrative Officer, and that the Mayor and City Clerk be authorized to execute same; and, Draft Special Council Meeting Minutes August 18, 2022 Hybrid Electronic Meeting Council Chambers 5:30 pm 5. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Carried 4.2 Director, Community Services, Report CS 18-22 Community Event Request - Corn Roast - Request to Permit Esplanade Park Resolution # 973/22 Moved by Councillor Butt Seconded by Councillor Ashe 1. That Council authorize staff to issue a park permit for the use of Esplanade Park by the Office of MPP Peter Bethlenfalvy on Saturday, September 17, 2022 and the rain date of Saturday, September 24, 2022 for the purpose of hosting a Community Corn Roast for local volunteers, subject to terms and conditions satisfactory to the Director, Community Services and the Chief Administrative Officer; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. Carried 4.3 Election Sign By-law Review Refer to Item 5.1, By-law 7959/22, for discussion pertaining to the Election Sign By-law Review. 5. By-laws 5.1 By-law 7959/22 Being a by-law to amend By-law 7591/17, which regulates election signs in the City of Pickering. A question and answer period ensued between Members of Council and staff regarding: • the different sign size requirements on Regional Roads depending on where they are placed at intersections and along the roadway; Draft Special Council Meeting Minutes August 18, 2022 Hybrid Electronic Meeting Council Chambers 5:30 pm • clarification that the amendment to the By-law adjusted the sign dimensions to allow any orientation, vertical or horizontal, with the size no longer stipulating height and width; • setback requirements and sign height restrictions within sight triangles at intersections; and, • clarification on the spacing and distance requirements between signs being 500m, and this not differentiating between the same or alternate sides of the road. Resolution # 974/22 Moved by Councillor Brenner Seconded by Councillor Doody-Hamilton That By-law Number 7959/22 be approved. Carried 6. Confirmation By-law By-law 7960/22 Councillor Brenner, seconded by Councillor Butt moved for leave to introduce a by-law of the City of Pickering to confirm the proceedings of August 18, 2022. Carried 7. Adjournment Moved by Councillor Pickles Seconded by Councillor Ashe That the meeting be adjourned. Carried The meeting adjourned at 5:53 pm. Dated this 18th of August, 2022. Draft Special Council Meeting Minutes August 18, 2022 Hybrid Electronic Meeting Council Chambers 5:30 pm David Ryan, Mayor Susan Cassel, City Clerk