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HomeMy WebLinkAboutMarch 6, 2023 Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 1 Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. Cook M. Nagy D. Pickles L. Robinson Also Present: M. Carpino - Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor S. Boyd - Fire Chief S. Douglas-Murray - Director, Community Services B. Duffield - Director, Operations 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 J. Halsall - Division Head, Finance C. Rose - Chief Planner D. Jacobs - Manager, Policy & Geomatics J. Litoborski - (Acting) Manager, Municipal Law Enforcement Services C. Whitaker - Manager, Sustainability & Strategic Environmental Initiatives J. McMullen - Supervisor, Geomatics R. MacKay - Supervisor, Parking Enforcement R. Perera - Deputy Clerk M. Uzelac - Supervisor, Application Development & Support M. Edmond - Coordinator, Sustainability K. Gagen - Coordinator, Environmental Engagement G. Buttrey - Network Security Administrator 1. Roll Call Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 2 The City Clerk certified that all Members of Council were present and participating in- person. 2. Disclosure of Interest No disclosures of interest were noted. 3. Delegations 3.1 Simon Gill, Director, Economic Development and Tourism, Regional Municipality of Durham Re: Durham Region’s New Economic Development Strategy & Action Plan - Ready Set Future - A PLACE Blueprint for Durham Simon Gill, Director, Economic Development and Tourism, Regional Municipality of Durham, appeared before the Committee to speak to Durham Region’s new Economic Development Strategy & Action Plan. Through the aid of a PowerPoint presentation, Mr. Gill spoke to the vision of the Plan and its encompassing five aspirations being people, location, acceleration, creativity, and enablers. He further spoke to the eight economic growth principles being collaboration, talent, distinct identity through culture, vibrant, financially attainable downtowns, diversity, equity and inclusion, climate emergency responses, innovation, and infrastructure and investment readiness. Mr. Gill concluded his presentation by speaking to the five-year goals of the long-term aspirations identified in the Plan and its priority clusters. A question and answer period ensued between Members of the Committee and Mr. Gill regarding:  whether an airport in the City of Pickering would be an economic driver and what type of airport would be a priority for the Region;  clarification regarding the partnership between a single tier municipality, upper tier municipality, and Global Toronto as it pertains to attracting businesses;  how much food was locally grown in Durham Region and whether the food was exported or used locally;  whether the Region was advocating for a High Frequency Railway stop in Pickering and the benefits of having such a Railway;  whether a High Frequency Railway station would be at the same priority level as an airport;  whether the Region was actively marketing the Seaton innovation corridor; and,  the need for resource sharing between the City and the Region as the City embarks on its strategic plan. Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 3 3.2 Lynn Jeffs, Gems for Gems Hope's Cradle Re: Request for a Hope’s Cradle Safe Baby Surrender System to be Incorporated into Fire Hall No. 2 Lynn Jeffs, Gems for Gems Hope's Cradle, appeared before the Committee to request for a Hope’s Cradle Safe baby surrender system to be incorporated into Fire Hall # 2. Through the aid of a PowerPoint presentation, Ms. Jeffs stated that Hope’s Cradle was an initiative to support mothers in crisis and save infants from unsafe abandonment and provided numerous reasons as to why fire stations were the ideal location for such an initiative. She added that there were two other Hope’s Cradles in Canada and that they were both situated in fire stations. Ms. Jeffs spoke to a meeting with Mayor Ashe and Fire Chief Boyd regarding the incorporation of a Hope’s Cradle into Fire Station #2 as part of its planned expansion, which was budgeted for 2023. She discussed the people who may utilize the resource including young girls who become pregnant and would face abandonment themselves if discovered, victim s of human trafficking, women trapped in abusive relationships, rape victims, and anyone who felt overwhelmed and unable to raise their baby. She provided additional information on the mother’s and the baby’s experience with the initiative, statistics regarding the number of babies abandoned per year, Canadian laws surrounding infant abandonment, and associated costs with the initiative. A question and answer period ensued between Members of the Committee and Ms. Jeffs regarding:  whether the delegate was looking for Council approval to include a line item in the 2023 budget for the initiative;  whether the service would be available to mothers both within and outside the geographical area of Pickering;  the process for intaking the infant once the mother ha d left the fire hall;  whether there was a process in place to reunite a mother with her baby;  whether the organization had any experience with an open-door policy where a mother could surrender her baby without any questions being asked;  the statistics pertaining to mothers returning for their babies after abandonment and the number of babies being abandoned in Durham Region;  whether there were support systems in place for young women with unwanted pregnancies;  the manner in which the initiative would be advertised and whether it would encourage women to abandon their babies; Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 4  the number of women caught in human trafficking or abusive relationship that end up with a pregnancy;  the process that would be initiated should an infant show signs of abuse at drop off; and,  whether there was a process in place for fathers to reunite with their baby if the baby was abandoned without their knowledge. 4. Matters for Consideration 4.1 Director, Corporate Services & City Solicitor, Report BYL 02-23 Waterfront Permit Parking Review A question and answer period ensued between Members of the Committee and staff regarding:  clarification regarding which non-residents were currently able to park at no cost in the area;  clarification regarding veterans and individuals with a disability being able to park for free and why consideration was not given to all seniors who were 65 years of age and older;  whether both Cliffview Road and Essa Crescent residents were consulted on whether they wanted to be part of the paid permit parking system;  clarification regarding the timelines of the workplan and providing communication to residents in Essa Crescent regarding the permit parking system;  how the free digital guest parking system would work;  the process that would unfold when a resident forgets to register their vehicle for free parking;  the number of residents who registered their vehicle for free parking in 2022;  how staff would be able to identify the age of a visitor to ensure that they were 65 years of age or older; and,  the particulars of Toronto and Ajax’s policy for non-residents who were 65 years of age or older. Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That Report BYL 02-23 regarding the Waterfront Permit Parking Review be received; Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 5 2. That the streets outlined on the attached map (Attachment 1) be approved as the waterfront permit parking area effective May 1, 2023, and that Traffic and Parking By-law 6604/05 be amended accordingly; 3. That the waterfront permit parking hourly rate be changed from $5.00 to $2.50 per hour, Monday to Friday, 9:00 am to 5:00 pm, and that General Municipal Fee By-law 6191/03 be amended accordingly; 4. That, in addition to the two hour free parking already allowed in the Liverpool Road lay-by spaces, two hour free parking be allowed Monday to Friday from 9:00 am to 5:00 pm within the waterfront permit parking area except for Beachpoint Promenade, Front Street and the municipally operated waterfront parking lots; 5. That Council direct staff to implement a free digital guest parking pass system for residents parking in the waterfront permit parking area; 6. That free resident waterfront parking permits issued after the date of this Report be valid for a period of two years; 7. That a non-resident senior (age 65 years and older) waterfront parking permit be introduced for a fee of $80.00 per year plus HST, and that the General Municipal Fee By-law 6191/03 be amended accordingly; 8. That Council direct staff to implement a physical free parking pass to be provided to resident seniors (age 65 years and older) who do not own or operate a vehicle, to allow them to be driven to the waterfront without incurring parking costs; 9. That pre-budget approval be provided in the amount of $15,000.00 plus applicable HST for the purchase and installation of a WiFi hub in each of the three municipally operated waterfront parking lots, to enable cellphone users without data plans to use the HotSpot Parking App to make parking payments, and this cost be included in the 2023 Budget for account 10425.502260.0000; 10. That pre-budget approval be provided in the amount of $17,000.00 plus applicable HST for the purchase and installation of additional signage, public engagement and communication campaign, programming costs, and for changes to the HotSpot App to implement the recommendations set out in this Report, and this cost be included in the 2023 Budget for account 10425.502260.0000; Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 6 11. That, as part of the public engagement and communication campaign, staff be directed to work with Nautical Village businesses to enable the businesses to assist their customers with registration for parking sessions; 12. That Council direct staff to conduct consultation with residents of Essa Crescent to determine if that street should be added to the waterfront permit parking area in the 2024 season and that staff report back to Council in Q1 2024; 13. That the draft amending By-laws (Attachments 2 and 3 to this Report) be enacted to give effect to Recommendations 3, 4, and 7 above; and, 14. That the appropriate officials of the City of Pickering be authorized to take such actions as are necessary to give effect to the recommendations in this report. Carried Later in the Meeting (See Following Motion) Moved by Councillor Brenner Seconded by Councillor Cook That Item 7 of the main motion be amended to read as follows: That non-resident seniors, age 65 years and older, be permitted to park at no cost at the waterfront. Carried on a Recorded Vote as Follows: Yes Councillor Brenner Councillor Cook Councillor Nagy Councillor Robinson No Councillor Butt Councillor Pickles Mayor Ashe The Main Motion, as amended, was then Carried Unanimously on a Recorded Vote 4.2 Director, Corporate Services & City Solicitor, Report BYL 04-23 Noise Control By-law Review and Update A question and answer period ensued between Members of Committee and staff regarding: Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 7  whether a nuisance by-law would be presented at the May 23, 2023 Council Meeting;  the need for the work pertaining to the Report to come back to a future Executive Committee meeting;  whether the amendment could come forward at the March 27, 2023 Council meeting for consideration and whether the amendment would delay the public consultation component of the staff recommendation; and,  clarification regarding the rationale behind removing barking dogs from the Noise Control By-law. Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That Report BYL 04-23 regarding the Noise Control By-law review and update be received; 2. That staff be directed to proceed with public consultation to obtain feedback from residents regarding the City’s Noise Control By-law 6834/08 and the changes to it that are proposed in this Report; 3. That staff be directed to report back to Council in October, 2023 with the results of the public consultation and a draft new Noise Control By-law for Council’s consideration; and, 4. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this Report. Carried Later in the Meeting (See Following Motion) Moved by Councillor Brenner Seconded by Mayor Ashe That the main motion be amended by adding the following as a new Item 4 and the recommendation renumbered accordingly: That notwithstanding Recommendation Item 3, that staff also report back to the May 1, 2023 Executive Committee Meeting with recommendations regarding short term enhancements to the Nuisance and Noise Control By-laws to address nuisance issues encountered in the City. Carried Unanimously on a Recorded Vote Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 8 The Main Motion, as amendment, was then Carried Unanimously on a Recorded Vote 4.3 Director, Engineering Services, Report ENG 02-23 Municipal Bridge Maximum Gross Vehicle Weight Restrictions - By-law to establish load limits for certain bridges under the jurisdiction of the City of Pickering Recommendation: Moved by Mayor Ashe Seconded by Councillor Brenner 1. That the attached draft By-law limiting the gross vehicle weight of any vehicle or any class thereof, passing over certain bridges, under the jurisdiction of The Corporation of the City of Pickering be enacted; and, 2. 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, Finance & Treasurer, Report FIN 04-23 Statement of the Treasurer Respecting 2022 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees Recommendation: Moved by Mayor Ashe Seconded by Councillor Brenner It is recommended that Report FIN 04-23 regarding the Statement of the Treasurer respecting Remuneration and Expenses of Members of Council and Council Appointees for the year 2022 be received for information Carried 4.5 Fire Chief, Report FIR 01-23 Supply and Delivery of a Fire Pumper Rescue Replacement Proposal No. RFP2022-7 Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 9 Recommendation: Moved by Mayor Ashe Seconded by Councillor Brenner 1. That RFP No. RFP2022-7 submitted by Dependable Truck & Tank Limited for the supply and delivery of a Fire Pumper Rescue Apparatus in the amount of $1,262,486.00 plus HST be accepted; 2. That the total gross project cost of $1,550,909.00 (HST included) and the total net project cost of $1,396,642.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $1,396,642.00 as follows: a) the sum of $1,200,000.00 from the previously approved 2022 Capital Budget be increased to $1,390,000.00, be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed 15 years; b) the sum of $6,642.00 be funded from property taxes; c) the annual debenture repayment charges in the amount of approximately $156,493.00 be included in the annual Current Budget for the City of Pickering commencing 2023, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid; d) the Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; 4. That the draft By-law attached to this report be enacted; 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, Operations, Report OPS 04-23 Residential Sidewalk and Driveway Windrow Snow Clearing Review A question and answer period ensued between Members of the Committee and staff regarding: Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 10  clarification regarding how the number of snow events was determined to be ten;  whether any of the trucks proposed to be acquired through Reports OPS 05-23, OPS 06-23, and OPS 07-23 were capable of clearing snow on streets and windrows;  the number of snow events per year that would result in a significant windrow;  whether the City had the proper type of equipment to clear the windrows;  the number of municipalities that cleared the windrows in Ontario;  whether the clearing of windrows through different techniques could delay the clearing of roads;  the tax levy increase associated with the in-house option and whether this would affect all taxpayers in Pickering;  how the casino revenues were being used by the City and the impact to other Projects and the gaps that could be created in the operating budget should the casino revenues be used for operational needs such as snow clearing;  whether there was a cap for the senior snow clearing program;  whether staff were familiar with the Mississauga snow clearing program;  how the seniors snow clearing program could be expanded; and,  ensuring that staff were trained to leave only a small amount of snow in the driveway windrow. Councillor Robinson relinquished the Chair to Mayor Ashe. Recommendation: Moved by Mayor Ashe Seconded by Councillor Brenner That Report OPS 04-23 regarding Residential Sidewalk and Driveway Windrow Snow Clearing Review be received for information. Carried Councillor Robinson resumed the Chair. 4.7 Director, Operations, Report OPS 05-23 Quotation No. Q2022-35 - Supply and Delivery of Three ¾ Dump Trucks with Up-fitting Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 11 A question and answer period ensued between Members of the Committee and staff regarding:  whether any of the trucks were similar to the truck that was used on route 7 which had to be pulled out of the snow during the recent snowstorm;  whether the plow trucks carried sand as a mechanism to weigh down the truck;  the number of large trucks and the number of small trucks currently owned by the City;  how the majority of the trucks were funded; and,  how the fleets were replaced and whether there was a sufficient number of spare replacement fleets available. Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That Quotation No. Q2022-35 submitted by East Court Ford Lincoln, in the amount of $286,765.00 (HST excluded) be accepted; 2. That the total gross project cost of $324,044.54 (HST included), and the total net project cost of $291,812.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $291,812.00, the sum of $245,000.00 to be funded from the Vehicle Replacements Reserve as approved in the 2021 and 2022 Capital Budgets be increased to $291,812.00; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.8 Director, Operations, Report OPS 06-23 Supply & Delivery of Five 1 Ton Trucks - Quotation No. Q2022-34 Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 12 1. That Quotation No. Q2022-34 submitted by Blue Mountain Chrysler Ltd. in the amount of $555,397.00 (HST excluded) be accepted; 2. That the total gross project cost of $627,598.61 (HST included) and the total net project cost of $565,172.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $565,172.00 as follows: a) The sum of $240,000.00 to be funded from DC - Other Services related to a Highway as approved in the 2021 Capital Budget be increased to $273,142.00; b) The sum of $230,000.00 to be funded from Vehicle Replacement Reserve Fund as approved in the 2021 Capital Budget be increased to $292,030.00; and, 4. That the appropriate City of Pickering officials be authorized t o take the necessary action to give effect hereto. Carried 4.9 Director, Operations, Report OPS 07-23 Request to Single Source One 1 Ton Truck with Service Body Replacement Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That, in accordance with Section 09.03 (g) of the Purchasing Policy wherein The Manager is authorized to make single or sole source purchases without competitive bids and enter into a contract if due to market conditions or unexpected circumstances, required goods or services are in short supply, the purchase of One 1 Ton Truck with Service Body Replacement for unit #795 (2014 Ford) submitted by Paramount Truck Sales in the amount of $177,300.00 (HST excluded), be accepted ; 2. That the total gross quotation cost of $200,349.00 (HST included), and the total net project cost of $180,420.00 (net of HST rebate) be approved; Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 13 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $180,420.00, as provided for in the 2021 and 2022 Capital Budgets as follows: a) The sum of $175,000.00 to be funded from the Vehicle Replacement Reserve as approved in the 2021 and 2022 Capital Budgets be increased to $180,420.00; and, 4. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Carried 4.10 Director, City Development & CBO, Report PLN 07-23 Corporate GIS Strategic Plan David Holdstock, Chief Executive Officer, Geographic Technologies Group (GTG), appeared before the Committee via electronic connection to present the Corporate GIS Strategy. Through the aid of a PowerPoint presentation, Mr. Holdstock provided a summary of the phases of the GIS Strategic Planning process and the six pillars of GIS sustainability being GIS governance, GIS digital data and databases, procedures, workflow and integration, GIS software, infrastructure, and GIS training, education, and knowledge transfer. Mr. Holdstock then spoke to the six goals of the strategy being an effective GIS governance model, maintaining accurate and reliable GIS data and databases, developing, promoting effective, efficient, and innovative use of GIS software, maintaining enterprise IT infrastructure to support GIS, and implementing GIS training, education, and knowledge transfer. A question and answer period ensued between Members of the Committee and Mr. Holdstock regarding:  how the program was being promoted to residents and how residents were being engaged;  where the database would be located;  the next steps as it relates to training of staff in the project’s five year plan;  whether all of the City’s databases would be combined into one central database and whether there was public consultation conduc ted on the centralized database; and,  whether the Federal Government could gain access to the centralized database. Recommendation: Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 14 Moved by Mayor Ashe Seconded by Councillor Nagy 1. That the Corporate Geographic Information System (GIS) Strategic Plan prepared by Geographic Technologies Group (GTG) dated December 7, 2022, and provided as Appendix I to Report PLN 07-23, be endorsed in principle; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried on a Recorded Vote as Follows: Yes Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No Councillor Robinson 4.11 Director, City Development & CBO, Report SUS 02-23 City of Pickering Environmental Schools Grant - Results of the 2022 Funding Recommendation: Moved by Mayor Ashe Seconded by Councillor Nagy That Report SUS 02-23 regarding the City of Pickering Environmental Schools Grant be received for information. Carried 4.12 Director, City Development & CBO, Report SUS 03-23 Re-examination of Diabetes Canada Textile Drop Box Initiative - Council Resolution #223/20 Recommendation: Moved by Mayor Ashe Seconded by Councillor Nagy Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 15 1. That Report SUS 03-23 regarding the Diabetes Canada Textile Drop Box Initiative be received; 2. That the City of Pickering does enter into a partnership agreement with Diabetes Canada for a Textile Drop Box Initiative and that staff be directed to draft a partnership agreement for Council’s consideration that includes: i. a one-year pilot project whereby Diabetes Canada Textile Drop Boxes will be installed on the following three City of Pickering properties: i) the southeast corner of the South Esplanade municipal parking lot; ii) the southwest side of the gravel arena parking lot at Chestnut Hill Developments Recreation Complex; and iii) Dunmoore Park; and, ii. that staff be directed to report back to Council in Q2 2024 with results of the pilot project and provide recommendations for next steps; 3. That staff be directed to develop and implement a community education and outreach program pertaining to textile diversion within the City of Pickering; 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. Other Business 5.1 Moved by Councillor Brenner Seconded by Councillor Cook That the Fire Chief be directed to work with Lynn Jeff's regarding participation in the Hope's Cradle Safe Baby Surrender Program as part of the Fire Station No. 2 renovation and report back to Council at the March 27th Council Meeting with the program particulars and request for funds to be included in the 2023 budget. Carried 5.2 Councillor Brenner gave notice that he would be bringing forward a Notice of Motion regarding a review of the seniors and persons with disability snow removal program. Draft Executive Committee Meeting Minutes March 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 16 5.3 Councillor Pickles gave notice that he would be bringing forward a Notice of Motion regarding making blue box exchanges more readily available. 5.4 Councillor Pickles gave notice that he would be bringing forward a Notice of Motion regarding the builders of commercial plazas and the interim use or lease of their buildings for the delivery of youth and senior programing. 5.5 Councillor Robinson inquired about the status of the direction provided in the previous Term of Council pertaining to the right of access to abutting properties. Paul Bigioni, Director, Corporate Services & City Solicitor, advised that the former Term of Council had voted against the subject matter in 2020 and stated that he would share previous Council direction and Reports with Councillor Robinson. 6. Adjournment Moved by Councillor Nagy Seconded by Councillor Brenner That the meeting be adjourned. Carried The meeting adjourned at 5:41 p.m.