HomeMy WebLinkAboutSeptember 5, 2023 - Following the Executive Meeting - Special CouncilSpecial Council Meeting Minutes
September 5, 2023
Electronic Meeting
Immediately Following
the Executive Committee Meeting
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
J. Flowers -CEO & Director of Public Libraries, Pickering Public Library
R. Holborn -Director, Engineering Services
F. Jadoon -Director, Economic Development & Strategic Projects
S. Karwowski -Director, Finance & Treasurer
S. Cassel -City Clerk
V. Plouffe -Division Head, Operations Services
C. Rose -Chief Planner
R. Perera -Deputy Clerk
1.Call to Order/Roll Call
The City Clerk certified that all Members of Council were present and participating
electronically.
2.Disclosure of Interest
No disclosures of interest were noted.
3.Delegations
There were no delegations.
4.Matters for Consideration
Special Council Meeting Minutes
September 5, 2023
Electronic Meeting
Immediately Following
the Executive Committee Meeting
4.1 Director, Economic Development & Strategic Projects, Report ECD 05-23
William F White International Inc. (Filming Backlot) Location Agreement
A question and answer period ensued between Members of Council and staff
regarding:
•safety concerns regarding the use of the existing structures on site and
traffic issues that would be generated from the event and whether efforts
were underway to resolve these issues;
•ensuring that the hosting of subsequent events under the amended
agreement would be subject to a safety, parking, and traffic mitigation
review;
•the number of food trucks that would be on site and access to the food
trucks being limited to the attendees of the event;
•revenue generated through the lease of the subject lands and clarification
that the City was not requesting further funding for the event due to the
ongoing strike in the film industry;
•whether the responsibility of maintaining Sideline 32, providing access to
the site, would rest on the event organizer or the City;
•ensuring that there was no stacking of vehicles and potential expenditures
to the City’s enforcement and operations staff; and,
•ensuring that there were cost recovery measures for the City should there
be any damage to the roadways and ensuring that cost recovery was
above and beyond the monthly lease costs.
Staff were requested to provide Council with a memorandum on the cost recovery
measures undertaken by the City with regards to the operation of the event.
Resolution #258/23
Moved by Councillor Cook
Seconded by Councillor Brenner
1.That consent be given pursuant to Paragraph 2 of the Location Agreement
dated June 1, 2021 to an additional use, as more particularly set out in this
Report, of the property at 3800 Sideline 32, Pickering, subject to such
conditions as are imposed by the Director, Economic Development &
Strategic Projects, Director, Corporate Services & City Solicitor, Director,
City Development and Chief Administrative Officer; and,
2.That the appropriate officials of the City of Pickering be authorized to take
the necessary actions as indicated in this report.
Carried
Special Council Meeting Minutes
September 5, 2023
Electronic Meeting
Immediately Following
the Executive Committee Meeting
4.2 Director, Operations, Report OPS 22-23
T2023-6 Construction of the Pickering Heritage & Community Centre
A question and answer period ensued between Members of Council and staff
regarding:
•ensuring that there was a definitive timeline to commence construction of
the Pickering Heritage & Community Centre (PHCC);
•whether feedback would be solicited again from the community;
•clarification on the need for further budget approval for the Project with it
previously being approved through the 2024 budget;
•the Project being funded largely through grants from upper levels of
government and the PHCC being a much needed facility for the community;
•possibility of delaying the Project until Seaton was completed in order to
receive revenues to fund the PHCC project;
•prioritizing projects that were urgent and essential to ensure that there was
no undue financial burden to the residents of Pickering;
•the Seaton community lacking schools, retail spaces, and a community
centre and feedback received from residents regarding the need for such
amenities;
•making use of the grants from the upper levels of government and moving
forward with the Project;
•money already being allocated for the PHCC project in the 2023 Budget;
•the potential impact of reducing the footprint of the facility; and,
•community centres such as the PHCC having a positive impact on the
mental wellbeing of a community.
Resolution #259/23
Moved by Councillor Butt
Seconded by Councillor Cook
1.That Report OPS 22-23 regarding T2023-6 Construction of the Pickering
Heritage & Community Centre (PHCC) be received;
2.That Tender No. T2023-6 for Construction of PHCC be cancelled without
award due to all bids exceeding approved budget in accordance with
Appendix, item B and Part 3, section 3.6.1, item (l) of the bid document;
3.That staff be directed to explore options to reduce overall project costs for
PHCC by:
a)Obtaining an updated Class A cost estimate from Hanscomb Quantity
Surveyors in the amount of $11,704.00 (HST included), for comparison
Special Council Meeting Minutes
September 5, 2023
Electronic Meeting
Immediately Following
the Executive Committee Meeting
to the previous Class A cost estimate received from the same firm in
December 2022, to be retained as sub-consultants to Hariri Pontarini
Architects;
b)Working with the project consultants, Hariri Pontarini Architects, to
reduce the project scope and related costs, then re-tender the project in
time to secure new pricing prior to the approval of the 2024 Capital
Budget;
4.That a proposal for additional fees submitted by Hariri Pontarini Architects
for consulting and professional services required to reduce the scope of the
project to meet budget objectives in the amount of $108,762.50 (HST
included) be approved;
5.That the Director, Finance & Treasurer be authorized to finance $97,944.00
(net of HST rebate) for additional consulting fees to Hariri Pontarini
Architects and $9,973.00 (net of HST rebate) for Class A cost estimating to
Hanscomb Quantity Surveyors from the previously approved PHCC design
Capital Budget as follows:
a)The sum of $49,642.00 to be funded from the Rate Stabilization
Reserve;
b)The sum of $4,317.00 to be funded from the City Share DC Reserve;
c)The sum of $14,029.00 to be funded from the DC – Parks &
Recreations Reserve Fund;
d)The sum of $39,929.00 to be funded from the DC – Library Reserve
Fund;
6.That the Director, Operations and Treasurer be authorized to award
required Stage 4 archeological work to Toronto Region Conservation
Authority using uncommitted funds previously allocated for this purpose
through Report OPS 03-23;
7.That the Director, Operations and Treasurer be authorized to award
required Indigenous monitoring services to the Haudenosaunee
Development Institute for additional work required to monitor the Stage 4
archeological work;
8.That the Director, Operations and Treasurer be authorized to award
required Indigenous monitoring services to the Huron-Wendat Nation for
additional work required to monitor the Stage 4 archeological work;
Special Council Meeting Minutes
September 5, 2023
Electronic Meeting
Immediately Following
the Executive Committee Meeting
9.That the Director, Finance & Treasurer be authorized to reallocate
uncommitted funds approved in Report OPS 03-23 to complete required
Stage 4 archaeological work;
10. That the Director, Finance & Treasurer be authorized to approve up to an
additional $113,000.00 (HST included) in funds to complete required Stage
4 archaeological work and finance the net costs of $101,760.00 from the
previously approved PHCC construction Capital Budget as follows:
a)The sum of $32,492.00 to be funded from the DC – Parks & Recreation
Reserve Fund;
b)The sum of $2,921.00 to be funded from the DC – Library Reserve
Fund;
c)The sum of $65,065.00 to be funded from the Rate Stabilization
Reserve;
d)The sum of $1,282.00 to be funded from the Community Benefit Charge
Reserve fund; and,
11. That the appropriate City of Pickering officials be authorized to take the
necessary action to give effect hereto.
Carried on a Recorded Vote as Follows:
Yes:
Councillor Brenner
Councillor Butt
Councillor Cook
Councillor Nagy
Councillor Pickles
Mayor Ashe
No:
Councillor Robinson
5.Confirmatory By-law
By-law Number 8032/23
Councillor Cook, seconded by Councillor Nagy moved for leave to introduce a By-law of
the City of Pickering to confirm the proceedings of September 5, 2023.
Carried
6.Adjournment
Special Council Meeting Minutes
September 5, 2023
Electronic Meeting
Immediately Following
the Executive Committee Meeting
Moved by Councillor Cook
Seconded by Councillor Robinson
That the meeting be adjourned.
Carried
The meeting adjourned at 4:42 p.m.
Dated this 5th of September, 2023.
Original Signed By
Kevin Ashe, Mayor
Original Signed By
Susan Cassel, City Clerk