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Home My WebLink AboutFebruary 5, 2024 - Special Council Draft Special Council Meeting Minutes February 5, 2024 Hybrid Electronic Meeting Council Chambers 1:00 pm Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt M. Nagy D. Pickles L. Robinson Absent: L. Cook Also Present: M. Carpino - Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor B. Duffield - Director, Operations J. Flowers - CEO & Director of Public Libraries, Pickering Public Library L. Gibbs - (Acting) Director, Community Services R. Holborn - Director, Engineering Services S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk M. Guinto - Division Head, Public Affairs & Corporate Communication J. Halsall - Division Head V. Plouffe - Division Head, Operations N. Robinson - Deputy Fire Chief C. Redmond - (Acting) Deputy Clerk 1. Call to Order/Roll Call The City Clerk certified that all Members of Council were present and participating in- person, save and except Councillor Cook. 2. Disclosure of Interest No disclosures of interest were noted. 3. Delegations 3.1 There were no delegations. Draft Special Council Meeting Minutes February 5, 2024 Hybrid Electronic Meeting Council Chambers 1:00 pm 4. Matters for Consideration 4.1 Director, Finance & Treasurer, Report FIN 03-24 Construction of the Pickering Heritage & Community Centre Project Tender No. T2023-12 Marisa Carpino, Chief Administrative Officer, provided opening remarks pertaining to Report FIN 03-24, explaining that the Report and recommendations were seeking Council’s authority to award the construction of the Pickering Heritage & Community Centre Project. A detailed question and answer period ensued between Members of Council and staff regarding: • whether the Pickering Heritage & Community Centre (PHCC) would be a replacement for the existing Greenwood Community Centre because of its age and poor condition; • if the PHCC would have sufficient administrative space for staff; • the conditions of the federal grant funding, and if the City would lose the funding should the PHCC project not be approved; • whether the PHCC would have dedicated temperature and humidity controlled spaces, and sufficient storage space for the Museum’s archives and artifacts; • how the space for the local history room currently situated in the Central Library would be utilized once it was relocated to the PHCC; • the types of programs and services that the PHCC would offer; and, • whether the facility would be City owned. Due to technical issues with the audio of the livestream, Council recessed to provide staff the opportunity to address the issues. Council recessed at 1:34 pm and reconvened at 1:40 pm. Upon reconvening, discussion continued between Members of Council and staff regarding: • the financing and management of the debt load of the project and any future projects, and whether the City had sufficient reserve funds in case of an emergency; • community engagement efforts to seek input from residents and stakeholders; • the long-term benefits of the net zero design of the project and how the City would track its success; and, • whether the Greenwood Recreation Association and other groups would have an opportunity to use space in the new facility for their programs. Draft Special Council Meeting Minutes February 5, 2024 Hybrid Electronic Meeting Council Chambers 1:00 pm Resolution #398/24 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Tender No. T2023-12 submitted by J.R. Certus Construction Co. Ltd. in the amount of $51,953,000.00 (excluding HST) be accepted; 2. That the total gross construction cost of $64,672,456.00 (HST included), including the amount of the tender, construction contingency, and other associated costs, and the total net construction cost of $58,239,550.00 (net of HST rebate), be approved; 3. That the Director, Finance & Treasurer be authorized to award a $200,000.00 contract to Toronto and Region Conservation Authority for Ecosystem Compensation; 4. That the Director, Finance & Treasurer be authorized to award a contract in the amount of $200,000.00 for archeological work to the Toronto and Region Conservation Authority; 5. That the Director, Finance & Treasurer be authorized to award indigenous monitoring services, required to fulfill the City’s duty to consult; 6. That Council delegate the authority to award the Project Management Contract services with terms and conditions satisfactory to the Director, Operations and Director, Finance & Treasurer with a total value of the contract not to exceed $430,000.00 and that the awarding of the contract be in compliance with applicable senior government trade legislation; 7. That Council approve the proposal for additional fees submitted by Hariri Pontarini Architects for contract management through the construction phases of the work in the amount up to $596,990.00 (excluding HST) be approved, with terms and conditions satisfactory to the Director, Operations and Director, Finance & Treasurer; 8. That the Director, Finance & Treasurer be authorized to finance the total net construction project costs of $58,239,550.00 as approved through the 2021 to 2024 budget as follows: a. The sum of $2,409,243.00 from the DC – Library Reserve Fund; b. The sum of $8,000,897.00 from the DC – Parks and Recreation Reserve Fund; Draft Special Council Meeting Minutes February 5, 2024 Hybrid Electronic Meeting Council Chambers 1:00 pm c. The sum of $12,500,000.00 to be funded from Federal Grants – Green & Inclusive Community Building Programs; d. The sum of $4,000,000.00 to be funded from Federal Grants – Canada Cultural Space Fund; e. The sum of $8,367,000.00, or less, as approved in the 2021 and 2023 Capital Budgets to be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed 20 years; i) the annual repayment charges of approximately $759,359.00 be included in the annual Current Budget for the City of Pickering commencing 2025, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid; f. The sum of $16,522,000.00 as approved in the 2021, 2023 & 2024 Capital Budgets to be funded from the DC – Parks & Recreation be financed by the issue of debentures by The Regional Municipality of Durham over a period not to exceed 20 years to address the funding shortfall of the Development Charges – Parks & Recreation Reserve Fund, and this amount be repaid from future development charges collection; i) the annual repayment charges of approximately $1,499,477.00 be included in the annual Current Budget for the City of Pickering commencing 2025, or such subsequent year in which the debentures are issued, and continuing thereafter until the debenture financing is repaid from future development charge collections as the first source of repayment, and the cost of the annual repayment charges be included in the next Development Charges Background Study; g. The Director, Finance & 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 debenture issuances; h. The sum of $588,628.00 to be funded from the Community Benefit Charges Reserve Fund; i. The sum of $4,900,000.00 to be funded from the Senior Centre Reserve; j. The sum of $470,000.00 to be funded from the Library Building Reserve; Draft Special Council Meeting Minutes February 5, 2024 Hybrid Electronic Meeting Council Chambers 1:00 pm k. The sum of $481,782.00 to be funded from the Casino Reserve; 9. That staff be authorized to execute the amended Contribution Agreement with the Federal Government for the Canada Cultural Spaces Fund; 10. That Council direct the Chief Administrative Officer to provide operational and financial project updates based one the following schedule: July 2024, January 2025, July 2025, January 2026 and July 2026; 11. That the Director, Finance & Treasurer be authorized to fund any grant shortfall by a transfer from the Casino Reserve; 12. That the draft By-laws attached to this report be enacted; and, 13. 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 Nagy Councillor Pickles Mayor Ashe No: Councillor Robinson 5. By-laws 5.1 By-law 8080/24 Being a by-law to authorize the Construction of the Pickering Heritage & Community Centre project in the City of Pickering and the issuance of debentures in the amount of $8,367,000.00. 5.2 By-law 8081/24 Being a by-law to authorize the Construction of the Pickering Heritage & Community Centre project in the City of Pickering and the issuance of debentures in the amount of $16,522,000.00 for Development Charges-Parks and Recreation Reserve Fund for the funding for the Construction of the Pickering Heritage & Community Centre project, and that the first source of repayment for this debt is future development charges collections. Resolution #399/24 Draft Special Council Meeting Minutes February 5, 2024 Hybrid Electronic Meeting Council Chambers 1:00 pm Moved by Councillor Nagy Seconded by Councillor Butt That By-law Numbers 8080/24 and 8081/24 be approved. Carried 6. Confirmatory By-law By-law Number 8082/24 Councillor Nagy, seconded by Councillor Pickles moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of February 5, 2024. Carried 7. Adjournment Moved by Councillor Butt Seconded by Councillor Nagy That the meeting be adjourned. Carried The meeting adjourned at 2:07 pm. Dated this 5th day of February, 2024. Kevin Ashe, Mayor Susan Cassel, City Clerk