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HomeMy WebLinkAboutMay 1, 2023 Executive Committee Meeting Minutes May 1, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 1 Present: Mayor Kevin Ashe Councillors: M.Brenner L. Cook M.Nagy D. Pickles L. Robinson Absent: S. Butt 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 J. Eddy -Director, Human Resources B. Duffield -Director, Operations R. Holborn -Director, Engineering Services F. Jadoon -Director, Economic Development & Strategic Projects S. Karwowski -Director, Finance & Treasurer S. Cassel -City Clerk J.Litoborski -(Acting) Manager, Municipal Law Enforcement Services K. Senior -Manager, Accounting Services R. Perera -Deputy Clerk C. Hodge -Senior Coordinator, Development Liaison 1.Roll Call The City Clerk certified that all Members of Council were present and participating in- person, save and except Councillor Butt. Moved by Councillor Pickles Seconded by Councillor Brenner That the order of the agenda be changed to bring forward Item 4.9, Report FIN 10-23, as the first item of business under section 4, Matters for Consideration. Executive Committee Meeting Minutes May 1, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 2 Carried 2.Disclosure of Interest No disclosures of interest were noted. 3.Delegations 3.1 Elder David Grey Eagle, Toronto Resident Re: Lack of Consultation with the Indigenous Community Elder David Grey Eagle, Toronto Resident, appeared before the Committee to speak to a lack of consultation with the Indigenous community. Elder David Grey Eagle stated that he was the ambassador and special envoy to the special Chief of the Ojibwe Nation and added that he was the lone carrier of the 1876 peace and friendship medal given to his family by James Munroe. He advised that the City was required to make treaty with the Mississaugas of Scugog Island and that as no treaty had been made, that the City was trespassing and did not have jurisdiction to pass laws. 3.2 Inspector Shaun Carter, Durham Regional Police Service Acting Staff Sergeant Jason Fisher, Durham Regional Police Service Acting Sergeant David Ricard, Durham Regional Police Service Re: Report BYL 05-23 Nuisance Activities Acting Sergeant David Ricard, Durham Regional Police Service, appeared before Council for questions related to Report BYL 05-23. A question and answer period ensued between Members of the Committee and Sergeant Ricard regarding: •whether there would be a positive impact to resident’s safety in the target areas; •whether a nuisance by-law had impact on the success rate of receiving convictions through legal proceedings in the municipalities where a nuisance by-law was already in place; •concerns regarding Section 7.e of the By-law and whether the Section allowed for misuse of the provision to remove individuals from a premise without due cause; and, •whether there were provisions to charge persons who wrongfully ask someone to leave a premise without just cause. Executive Committee Meeting Minutes May 1, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 3 4.Matters for Consideration 4.9 Director, Finance & Treasurer, Report FIN 10-23 2022 Year End Audit (Interim) Lilian Cheung, Partner, Deloitte, appeared before the Committee to provide an overview of the 2022 year end interim audit. Ms. Cheung noted that the audit plan outlined the scope of work and the initial assessment of the audit risk areas. She noted that the audit plan and the scope of work was consistent with prior years and that the results of the audit and the draft financial statements would be presented to Council in the fall of 2023. Recommendation: Moved by Councillor Pickles Seconded by Councillor Brenner 1.That the Audit Service Plan as submitted by Deloitte LLP, set out in Attachment 1 to this report, be received for information; and, 2.That the Chief Administrative Officer and the Director, Finance & Treasurer be authorized to sign the Master Services Agreement, set out in Attachment 2 to this report, on behalf of the City. Carried 4.1 Director, Corporate Services & City Solicitor, Report BYL 05-23 Nuisance Activities Recommendation: Moved by Councillor Pickles Seconded by Mayor Ashe 1.That Report BYL 05-23 regarding nuisance activities be received; 2.That the amendment of the Nuisance By-law 7773/20 be enacted as per Attachment 1 to this Report; 3.That the amendment of the Noise Control By-law 6834/08 be enacted as per Attachment 2 to this Report; and, Executive Committee Meeting Minutes May 1, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 4 4.That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this Report. Carried 4.2 Director, Corporate Services & City Solicitor, Report CLK 05-23 Pregnancy and Parental Leave Policy for Members of Council Recommendation: Moved by Councillor Pickles Seconded by Mayor Ashe 1.That Report CLK 05-23 regarding a Pregnancy and Parental Leave Policy for Members of Council be received; and, 2.That the draft Policy included as Attachment #1 to CLK 05-23 be approved. Carried 4.3 Director, Corporate Services & City Solicitor, Report CLK 06-23 Procedure By-law Review and Updates Recommendation: Moved by Councillor Pickles Seconded by Mayor Ashe 1.That Report CLK 06-23 regarding the Procedure By-law Review and Updates be received; 2.That the draft By-law, included as Attachment #1 to CLK 06-23, be approved and enacted; and, 3.That the appropriate City of Pickering Officials be authorized to take such actions as are necessary to give effect to the recommendations in this Report. Note: The disposition of this matter was determined through the following referral motion: Moved by Councillor Brenner Seconded by Councillor Robinson Executive Committee Meeting Minutes May 1, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 5 1.That Report CLK 06-23 regarding the Procedure By-law Review and Updates be referred to the City Clerk to provide an opportunity for Members of Council to engage with the City Clerk to discuss proposed updates; and, 2.That the City Clerk Report back to the June 5, 2023 Executive Committee Meeting. Carried 4.4 Director, Community Services, Report CS 09-23 Community Festivals and Events Policy -CUL 070 Community Festivals and Events Policy Recommendation: Moved by Councillor Pickles Seconded by Mayor Ashe 1.That Council endorse the revisions in CUL 070 Community Festivals and Events Policy, as set out in Attachment 1 to this report, subject to minor revisions acceptable to the Director, Community Services; and, 2.That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.5 Director, Community Services, Report CS 12-23 Chestnut Hill Developments Recreation Complex Office/Storage Space -Skate Canada Pickering Skating Club -Ajax Pickering Raiders Minor Hockey Association -Ajax Pickering Ringette Association -Durham West Girls Hockey Association -Pickering Swim Club Recommendation: Moved by Councillor Pickles Seconded by Mayor Ashe 1.That the Mayor and City Clerk be authorized to execute the Lease Agreement with Skate Canada Pickering Skating Club set out in Executive Committee Meeting Minutes May 1, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 6 Attachment 1 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; 2.That the Mayor and City Clerk be authorized to execute the Lease Agreement with Ajax Pickering Raiders Minor Hockey Association set out in Attachment 2 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; 3.That the Mayor and City Clerk be authorized to execute the Lease Agreement with Ajax Pickering Ringette Association set out in Attachment 3 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; 4.That the Mayor and City Clerk be authorized to execute the Lease Agreement with Durham West Girls Hockey Association set out in Attachment 4 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; 5.That the Mayor and City Clerk be authorized to execute the Lease Agreement with Pickering Swim Club set out in Attachment 5 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 6.That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried 4.6 Director, Community Services, Report CS 13-23 Millpond Meadow, Pickering Museum Village – Artist Selection -Commission of Public Art Recommendation: Moved by Councillor Pickles Seconded by Mayor Ashe 1.That Council endorse that the commission of public art for Millpond Meadow at Pickering Museum Village be awarded to Sean Procyk and Sarah Fuller of Bluff Studio in the amount of $80,000.00 (HST Included); Executive Committee Meeting Minutes May 1, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 7 2.That Council authorize the Director, Finance & Treasurer to finance the net project cost of $72,042.00 as approved in the 2023 Current Budget as follows: a)the sum of $36,021.00 to be funded by the Healthy Communities Initiative, Community Foundations of Canada; b)the sum of $36,021.00 to be funded by the Building Communities Through Art and Heritage, Legacy Fund, Government of Canada; 3.That the Mayor and the City Clerk be authorized to execute the Letter of Understanding, between Bluff Studio and the City of Pickering, set out in Attachment 4, subject to minor revisions acceptable to the Director, Community Services and the Director, Corporate Services & City Solicitor; 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, Community Services, Report CS 14-23 Artist Selection Digital Art, Log Barn Permanent Exhibit -Pickering Museum Village A question and answer period ensued between Members of the Committee and staff regarding: •the location where the exhibits would be showcased and whether the exhibits would be in the way of the restoration work underway at the Pickering Museum Village; and, •whether there were risks for the exhibits to incur damage from graffiti. Recommendation: Moved by Councillor Pickles Seconded by Mayor Ashe 1.That Council endorse that the commission of public art for the Pickering Museum Village log barn permanent exhibit be awarded to Oddside Arts in the amount of $38,000.00 (HST included); Executive Committee Meeting Minutes May 1, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 8 2.That Council authorize the Director, Finance & Treasurer to finance the net project cost of $38,000.00 from the Government of Canada, Department of Canadian Heritage, Digital Access to Heritage Grant; 3.That the Mayor and City Clerk be authorized to execute the Letter of Understanding between Oddside Arts and the City of Pickering, set out in Attachment 3, subject to minor revisions acceptable to the Director, Community Services and the Director, Corporate Services & City Solicitor; 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, Community Services, Report CS 15-23 Request for Proposal for Municipal Facility Waste Collection Services A brief question and answer period ensued between Members of the Committee and staff regarding: •whether the City could ask the Region to waive the costs associated with the program in light of the casino revenue sharing agreement between the City and the Region; and, •whether the City could extend the contract with Miller Waste Systems. Recommendation: Moved by Councillor Pickles Seconded by Mayor Ashe 1.That proposal for Request for Proposal No. RFP2023-1 submitted by Miller Waste Systems for Municipal Facility Waste Collection Services in the amount of $374,779.60. (excluding HST) be accepted; 2.That Council authorize the Director, Finance & Treasurer to finance Year 1 (2023) of the Municipal Facility Waste Collection Services in the amount of $62,308.00 (net of HST rebate) from Property Taxes as approved in the 2023 Current Budget; 3.That financing for 2024 to 2025 of the Proposal be provided in the annual Current Budgets, for a total amount of $319,068.00 (net of HST rebate); and, Executive Committee Meeting Minutes May 1, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 9 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.10 Director, Operations, Report OPS 12-23 Supply & Delivery of Various 4 and 5 Ton Trucks Quotation No. RFQQ2022-7A A question and answer period ensued between Members of the Committee and staff regarding: •the number of trucks being purchased and how many were equipped with snow plows and wings; •the size of the wings attached to the trucks; and, •whether the trucks were able to lift their blade when crossing intersections to ensure that snow was not left on the road blocking the intersections and in the windrows when the trucks were going through residential areas;. Recommendation: Moved by Councillor Pickles Seconded by Mayor Ashe 1.That Quotation No. RFQQ2022-7A submitted by Viking Cives Ltd, in the amount of $3,196,620.00 (HST excluded) be accepted; 2.That the total gross project cost of $3,612,181.00 (HST included), and that the total net project cost of $3,252,881.00 (net of HST rebate) be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $3,252,881.00, as provided for in the 2022 and 2023 Capital Budgets as follows: a)The sum of $811,816.00 to be funded from the Vehicle Replacement Reserve; b)The sum of $1,596,065.00 to be funded from the Development Charges –Other Services Related to a Highway Reserve Fund; c)The sum of $840,000.00 from approved 2023 Capital Budget be increased to $845,000.00 and that the financing source be revised to a 5-Year Internal Loan; and, Executive Committee Meeting Minutes May 1, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 10 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.11 Director, City Development & CBO, Report PLN 11-23 Film Industry Overview of Film & Television Industry A question and answer period ensued between Members of the Committee and staff regarding: •the revenue raised to date by the City through the film and television industry; •whether there were any municipal services provided by the City on the Back Lot lands; and, •benefits of the initiative and the non-residential tax base revenue brought to the City. Recommendation: Moved by Councillor Pickles Seconded by Mayor Ashe That Report PLN 11-23 of the Director, City Development & CBO, being an overview of the City’s Film & Television work program, be received for information. Carried 5.Other Business 5.1 Councillor Robinson spoke to two alleged incidents in the universal changerooms located inside the Chestnut Hill Developments Recreation Complex involving the capturing of photographs of attendees inside the changeroom and observation of an older male entering the universal changeroom soon after the entrance of young girls. A discussion and question and answer period ensued between Members of the Committee and staff regarding: •whether the universal change rooms could be separated for boys and girls or whether members could be stopped from entering the universal change rooms; •the age requirements for children to be accompanied by an adult when entering the changerooms; Executive Committee Meeting Minutes May 1, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Nagy 11 •the need to file an incident report so that staff could investigate the matter and take appropriate action; and, •limiting the rights of those members who need to accompany individuals with disabilities, or family members, into the changerooms should restrictions of this nature be implemented. 6.Adjournment Moved by Mayor Ashe Seconded by Councillor Robinson That the meeting be adjourned. Carried The meeting adjourned at 3:04 p.m.