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HomeMy WebLinkAboutJune 10, 2024 Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 1 Present: Mayor Kevin Ashe – left the meeting at 6:08 p.m. Councillors: M. Brenner S. Butt L. Cook D. Pickles L. Robinson Absent: M. Nagy Also Present: M. Carpino - Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor S. Boyd - Fire Chief L. Gibbs - Director, Community Services B. Duffield - Director, Operations 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 M. Guinto - Division Head, Public Affairs & Corporate Communications D. Quaife - Division Head, Information Technology L. Arshad - Manager, Economic Development & Marketing F. Patel - Strategic Initiatives & Corporate Priorities Advisor C. Rose - Chief Planner V. Plouffe - Division Head, Operations Services S. Christou - Manager, Human Resources C. Whitaker - Manager, Sustainability & Strategic Environmental Initiatives M. Murray - Manager, Community Services Administration & Strategic Initiatives C. Redmond - (Acting) Deputy Clerk J. Currie - Legislative Coordinator 1. Call to Order/Roll Call Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 2 The Deputy Clerk certified that all Members of Council were present save and except Councillor Nagy, and noted that all Members were participating in-person, save and except Councillor Pickles, who was participating electronically. 2. Disclosure of Interest No disclosures of interest were noted. 3. Delegations 3.1 Sarah Sheehy, Chair, Pickering Public Library Board Akeem Maginley, Vice-Chair, Pickering Public Library Board Re: 2024 – 2028 Pickering Public Library Strategic Plan and Branding Update Sarah Sheehy, Chair, Pickering Public Library Board and Akeem Maginley, Vice- Chair, Pickering Public Library Board withdrew their delegation and did not appear before the Committee. 3.2 Cynthia Davis, President & CEO, Lakeridge Health Cordelia Clarke Julien, Chair of the Board of Trustees, Lakeridge Health Re: Annual Lakeridge Health Update Cynthia Davis, President & CEO, Lakeridge Health, appeared before the Committee and noted that Cordelia Clarke Julien, Chair of the Board of Trustees, Lakeridge Health was not able to be in attendance. Through the aid of a PowerPoint presentation, Ms. Davis summarized Lakeridge Health’s 2024/2025 annual priorities, including improving access and experience, zeroing in on safety, supporting our people, and healthy finances. Ms. Davis provided highlights of the Jerry Coughlan Health & Wellness Centre and Lakeridge Gardens Long-Term Care Home in Ajax which recently celebrated its two-year anniversary. Ms. Davis discussed the increase in access to technology and its importance in the advancement of the Hospice and how it aided in recruitment and retention of specialized physicians. She spoke to the overall capital planning at Lakeridge Health, noting the Bowmanville Hospital Redevelopment and the ongoing discussions regarding the need for a new hospital in the Durham Region. Ms. Davis also spoke to fostering an inclusive environment through the “I Belong” program, and the new Inclusion, Diversity, Equity, Accessibility, and Anti-Racism Multi-Year Action Plan. Ms. Davis provided a summary of Lakeridge Health’s three-year plan, Together, Best Mental Health, a coordinated and integrated mental health and substance use services model in Durham Region. She highlighted the launch of Central Connect, a centralized telephone referral model, Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 3 that provides easier access to mental health services. She also noted the partnership between Lakeridge Health and Queen’s University in effort to solve the family doctor crisis. Ms. Davis concluded with an invitation to the Committee to join a celebratory event being held June 13, 2024, at Lakeridge Gardens. A question and answer period ensued between Members of the Committee and Ms. Davis regarding: • whether the Jerry Coughlan Health & Wellness Centre would help alleviate wait times at various emergency departments; • the Jerry Coughlan Health & Wellness Centre being central to accommodating mental health; • the displacement of family practitioners in the City of Pickering and the impact that may have on urgent care services; and, • establishing a new hospital in West Durham. Councillor Robinson, Chair, read a statement to the gallery that in accordance with the City’s Procedure By-law, meeting attendees may not record any portion of the meeting and may not take photographs unless they have been granted permission by Two-Thirds majority of Committee. 3.3 Eva Reti, Board Chair, Hospice Whitby – Roger Anderson House Re: Hospice Whitby – Roger Anderson House Capital Campaign Update Eva Reti, Board Chair, Hospice Whitby, appeared before the Committee to provide an update on the Roger Anderson House Capital Campaign. With the aid of a Site Plan image of the Whitby Hospice, Ms. Reti provided that the capital campaign to build the Hospice in Whitby began in 2018 and that although the location of the Hospice was in Whitby, it was open to all residents of the Region of Durham. Ms. Reti noted that the construction of the Hospice had been delayed due to high costs, however, they took the opportunity to build private patios for patients and their families. Ms. Reti stated that a new bid for tender for construction was anticipated to be sent for approval to the Ministry of Health by the end of June 2024, and construction would begin immediately following. Ms. Reti provided that the Hospice was built for the community by the community, and that while the Province and Region accounted for approximately 25% of the funding, the balance was raised within the community. Ms. Reti noted that maintaining control of services was a priority for the Hospice to continue to provide a full scope of services to the patients and their families. Ms. Reti provided that the Whitby Hospice would offer ten private suites with private patio space, 24-hour food service with an onsite chef. She noted that Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 4 consideration of the needs of family members of the patient would also be accommodated. Ms. Reti spoke to the Hospice offering a spiritual space, as well as counselling rooms, meeting spaces, and that the Hospice was pet friendly. She further noted that the Hospice would have specialized staff spaces geared towards the well- being of staff. Ms. Reti concluded by highlighting the various ways in which the Hospice was giving time to families to spend with each other by providing services such as laundry, cooking, and cleaning. A question and answer period ensued between Members of the Committee and Ms. Reti regarding: • estimation of the final costs to complete building the Whitby Hospice; • clarification of the expected capacity of the Hospice; and, • that Whitby Hospice was the only Hospice servicing Durham Region. 3.4 Shaun Collier, Chair, Durham Regional Police Services Board Karen Fisher, Member, Durham Regional Police Services Board Re: Durham Regional Police Service Board – Update Shaun Collier, Chair, Durham Regional Police Services Board and Karen Fisher, Member, Durham Regional Police Services Board, appeared before the Committee and through the aid of a PowerPoint presentation, provided the Durham Regional Police Service Board Update. Mr. Collier noted that Bill Clancy, Executive Director, Durham Regional Police Services, Ryan Connolly, Superintendent, Durham Regional Police Services, Staff Seargent Chris Boileau, and Peter Moreira, Durham Region Chief of Police, were also present. Mr. Collier provided an outline of the composition of the Board and discussed the Board’s role that was outlined in the new Community Safety and Policing Act, 2019, which came into force April 1, 2024, replacing the Police Services Act, 1990. He summarized some changes to the legislative framework for policing in Ontario, noting that the changes did not alter the role of the Board, but enhanced the accountability of the Board. Ms. Fisher spoke to the current areas of focus of the Board being the 2024 Strategic Plan, the implementation of the Community Safety and Policing Act, and community engagement. Mr. Collier concluded by outlining community safety issues and identifying four priorities being firearms, auto theft, mental health, and crimes against seniors and children. Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 5 A question and answer period ensued between Members of the Committee and Mr. Collier, Ms. Fisher, and Chief Moriera regarding: • clarification of the investigation, and subsequent rescinding, of the charges against Deputy Chief Dean Bertrim; • identifying Human Trafficking in the community safety priorities; • supporting and rebranding neighbourhood watch programs; • clarifying the frequency of updating the Strategic Plan and how often the Police Service Board would provide updates; • updating the community survey provided in the Strategic Plan; • clarification of the training provided in relation to mental health crisis issues; • ensuring representation and cultural understanding of the growing population and increasing diversity within Pickering, especially in the northern region, and the force being representative of the community; • addressing concerns such as auto theft; • ensuring representation within the Board of the whole Region through outreach efforts; • the effectiveness of red-light cameras and speed cameras; • clarification of how many firearms instances had involved legally registered firearms; • launching an educational campaign to highlight the issue of human Trafficking; and, • clarification that the DRPS maintained high standards in its hiring practices.. 3.5 Ryan Linkletter, Pickering Resident Re: Report IT 01-24 IT Capability Assessment Ryan Linkletter appeared before the Committee to speak to his concerns with Report IT 01-24. Mr. Linkletter noted that KPMG’s research showed deficiencies in providing adequate privacy, security measures and staffing levels. He referred to the February 5, 2024 Executive Committee Meeting and Agenda, noting concerns raised about data protection and protection of residents information online. Mr. Linkletter raised further concerns that the Report, as well as previous reports, indicated that resident information was at high risk if additional IT resources were not approved. Mr. Linkletter recommended updating relevant policies and going above the minimum standards that were outlined in the Municipal Act, to address critical issues of privacy security as raised by three different consultant companies. Mr. Linkletter discussed additional concerns regarding unnecessary spending on consultants. He posed questions regarding whether the IT Capability Assessment, Digital Strategy, and GIS Strategy Reports were in alignment with the principles of 15 Minutes Cities and/or Smart Cities and whether Pickering was Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 6 becoming or was already a 15 Minute City. Mr. Linkletter concluded his delegation, noting the mention of Smart Cities on several pages within the Digital Strategy Report. 3.6 Ryan Linkletter, Pickering Resident Re: Report PLN 19-24 Pickering Official Plan Review - Proposal No. RFP2024-6 for Consulting Services for Public Engagement Ryan Linkletter appeared before the Committee to speak to his concerns with Report PLN 19-24. Mr. Linkletter stated that, in his opinion, money being spent on consulting services was unnecessary, and that the City should be looking to eliminate unnecessary spending. 3.7 Ryan Linkletter, Pickering Resident Re: Report SUS 08-24 2023 Sustainable Year-in-Review Ryan Linkletter appeared before the Committee to speak to his concerns with Report SUS 08-24. Mr. Linkletter stated that the 2023 Sustainable Pickering Year- in-Review’s Message from the CAO mentioned that the Intelligent Community Forum (ICF) recognized Pickering as one of the world’s Smart21 Communities of 2023 and that Durham Region was recognized as one of the Smart21 Intelligent Communities of 2024 by the ICF. Mr. Linkletter noted that the City of Pickering declared a climate emergency through a Council Resolution on December 16, 2019, and discussed how this related to the Durham Community Energy Plan. He stated his concerns regarding car free zones post 2040 and how that may correlate to government restrictions placed on resident movement and travel. He expressed further concern that restrictions may be placed on resident movement and travel in the City of Pickering. Mr. Linkletter sought clarity on the anticipated end date for the declared climate emergency. 3.8 Ryan Linkletter, Pickering Resident Re: Report CAO 04-24 Advertising Standards Policy Ryan Linkletter appeared before the Committee to speak to his concerns with Report CAO 04-24. Mr. Linkletter recommended that Council refer this Policy back to staff. Mr. Linkletter noted that there had never been an Advertising Standards Policy and questioned the purpose or need for it at this time. Mr. Linkletter expressed concern that the Advertising Standards Policy was being brought forward to increase restrictions on independent journalists, local newspapers, outsiders trying to delegate in Pickering, and attempting to dictate a narrow range Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 7 of topics being permitted to speak on. Mr. Linkletter concluded that he had concerns that the meeting minutes omitted key points made by Members of Council, staff, and delegates. It was the consensus of Council to recess. Council recessed at 3:20 p.m. and reconvened at 3:33 p.m. 4. Matters for Consideration 4.1 Director, Corporate Service & City Solicitor, Report IT 01-24 IT Capability Assessment Paul Bigioni, Director, Corporate Services & City Solicitor, appeared before the Committee and provided clarification to concerns raised by Mr. Linkletter during his delegation regarding protection of privacy and funding for additional staffing and resources in the IT Division. Mr. Bigioni provided an overview of the IT Capability Assessment and introduced Daile Quaife, Division Head, Information Technology. Dale Quaife, Division Head, Information Technology, appeared before the Committee and provided an overview of the recommended actions of the Assessment and the benefits of investing in the IT Division and introduced the Consultant Delegation, Janine Lang. Janine Lang, KPMG LLP, appeared before the Committee via electronic connection to speak to Report IT 01-24. With the aid of a PowerPoint presentation, Ms. Lang provided an overview of the IT Capability Assessment summarizing the IT Division’s growth over the last 20 years and discussed recommendations for moving forward. Ms. Lang discussed the purpose of the IT Capability Study and Digital Strategy, noting the current IT capabilities were insufficient to support future demands. She outlined the Workforce Model Development and summarized the engagement process employed to develop the Workforce Models. Ms. Lang shared the results of the IT Capability Study, suggesting that an additional five full-time employees would be required in 2025 to address overtime and backlog and an additional five full-time employees by 2027 to accommodate growth. Ms. Lang provided the results of a peer analysis which included 7 similar municipalities. Ms. Lang highlighted the risks of maintaining the current status quo and concluded by speaking to future considerations. A question and answer period ensued between Members of the Committee, Janine Lang, and staff regarding: • clarification of when the data for this study was compiled; Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 8 • whether there would be software changes or added systems to accommodate growth; • clarification that public engagement was not employed to inform the IT Capability Study; • whether there were subject matter experts on staff rather than hiring consultants; • clarification of questions brought forward by a delegate concerning the IT Capability Assessment, the Digital Strategy, and the GIS Strategy reports being in alignment with the principals of 15 Minute and/or Smart Cities; • clarification of questions brought forward by a delegate concerning Pickering becoming a Smart City; and, • whether the recommended staffing levels were similar to comparative municipalities. Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That Council endorse the IT Capability Assessment dated June 10, 2024 set out in Attachment 1; 2. That staff be directed to incorporate the recommendations of the IT Capability Assessment into future planning and budgeting processes for the City of Pickering; and, 3. That appropriate City officials be authorized to take the actions necessary to implement the Recommendations in this report. Carried Unanimously on a Recorded Vote 4.2 Director, Community Services, Report CS 15-24 Draft Recreation & Parks – Ten Year Plan and Arena Strategy Steve Langlois, Principal Planner, Monteith Brown Planning Consultants, appeared before the Committee to speak to the Draft Recreation & Parks – Ten Year Plan and Arena Strategy. With the aid of a PowerPoint presentation, Mr. Langlois provided an overview of the Recreation & Parks Ten-Year Plan, noting the last Recreation & Parks Master Plan was approved by Council in 2018. He provided a summary of the scope of the Plan including indoor recreation facilities, outdoor recreation amenities, parkland, and recreation services. He discussed long-term plans being vital to the City and highlighted the ways in which the Plan would support community needs. Mr. Langlois noted how Recreation and Parks Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 9 were fundamental services and provided several areas of focus for consideration for the Plan. He identified that the Plan was built based on the unique demographics of the City of Pickering and provided that the plan was informed through extensive community engagement and noted the key messages that were identified. Mr. Langlois provided an overview of the Strategic Framework discussing the vision and core principles. Mr. Langlois summarized each of the previously identified priorities being indoor recreation facilities, arena strategy, outdoor recreation and parks facilities, parkland, and recreation services. Mr. Langlois concluded by providing an overview of next steps prior to presenting the Recreation & Parks – Ten Year Plan to Council in September 2024 for approval. A question and answer period ensued between Members of the Committee, Steve Langlois and staff regarding: • elaborating on the term “and more” in reference to the needs assessment summary of outdoor recreation and park facilities; • clarification of the recommended action concerning the Dunbarton Indoor Pool; • clarification of the survey results collected through public engagement concerning the racquet ball and squash courts; • clarification of the projected community demand and usage for the Don Beer Arena considering population growth and concerns regarding the recommendation to replace three ice pads with two; • whether community engagement would include future residents in addition to current residents; • clarification of the number of cricket pitches being planned; • clarification of the covered multi-use pad being recommended for Claremont Memorial Park; • the rationale for reducing the number of Community Halls; • providing an estimate of the cost of building an ice manufacturing plant for the multi-use pad recommended for Claremont Memorial Park; • clarification of when the Arena studies were done and consideration of the recent pandemic and whether the study results were premature; • clarification that the community schools and swim clubs were consulted in providing the recommendations for Dunbarton Indoor Pool; • whether the racquet ball courts could be repurposed for basketball; • clarification of section 1.2.2 of the Report referring to repurposing of selected surplus ball diamonds in south Pickering; • clarification of section 1.2.3 in reference to the impact of Bill 23; • whether the operational differences between the City Centre Park and the Seaton area were being considered; Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 10 • whether the Claremont Parks Master Plan was considered in the Parks & Recreation - Ten-Year Plan; • clarification of the timeline for the relocation of the children’s playground in Claremont Memorial Park, including the removal of the existing rink pad/boards; • whether Wi-Fi would be available in City Facilities and Parks; • the rationale of why smaller Community Halls were being underutilized and whether rental rates could be lowered; and, • whether residents were consulted and would be willing or able to travel outside of Pickering to use various facilities and clarification that leisure swimming and recreational facilities would continue to be available to Pickering residents within Pickering. Recommendation: Moved by Councillor Pickles Seconded by Councillor Cook 1. That Council receive the draft Recreation & Parks – Ten Year Plan, as set out in Attachment 1, for information; 2. That Council endorse the Arena Strategy, as set out in Attachment 2; and, 3. 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: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Pickles Mayor Ashe 4.3 Chief Administrative Officer, Report CAO 04-24 Advertising Standards Policy Recommendation: 1. That Council approve the Advertising Standards Policy as set out in Attachment 1 to this Report; and, 2. That the appropriate officials of the City of Pickering be authorized to Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 11 take the necessary actions as indicated in this report. Note: The disposition of this matter was determined through the following referral motion. Moved by Mayor Ashe Seconded by Councillor Brenner That Item 4.3, Report CAO 04-24, be referred to the June 24, 2024 Council Meeting for direction. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Pickles Mayor Ashe 4.4 Director, Community Services, Report CS 14-24 2024 Community Events Request to Permit Esplanade Park Recommendation: Moved by Mayor Ashe Seconded by Councillor Pickles 1. That Council authorize staff to issue a park permit for the use of Esplanade Park by Jennifer O'Connell, MP Pickering-Uxbridge on Friday, July 19, 2024, for the purpose of hosting a free movie in the park to the general public, 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 4.5 Director, Community Services, Report CS 16-24 Recommendation for a West Shore Community Safety Zone Community Safety & Well-Being Advisory Committee Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 12 Recommendation: 1. That Report CS 16-24 regarding Community Safety & Well-Being Advisory Committee recommendation to designate West Shore Boulevard as a Community Safety Zone and to decrease the speed limit from West Shore Boulevard, south from Surf Avenue, up to and including Beachpoint Promenade be received; 2. That the request to designate West Shore Boulevard as a Community Safety Zone and to decrease the speed limit as noted above be referred to the Director, Engineering Services for investigation, and to report back in Q3 2024; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Note: The disposition of this matter was determined through the following referral motion. Moved by Mayor Ashe Seconded by Councillor Brenner That Item 4.5, Report CS 16-24, be referred to the June 24, 2024 Council Meeting for direction. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Pickles Mayor Ashe 4.6 Director, Community Services, Report CS 17-24 Recognition of Paul White Recommendation: 1. That Report CS 17-24, regarding the recognition of Paul White’s contribution to the community, be received; Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 13 2. That the Mayor be requested to include funding in the amount of $10,000 in the City’s 2025 Current Budget to enable staff to undertake a public art installation, to be selected pursuant to Public Art Policy CUL130 and funded from the Public Art Reserve; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Note: The disposition of this matter was determined through the following referral motion. Moved by Mayor Ashe Seconded by Councillor Brenner That Item 4.6, Report CS 17-24, be referred to the June 24, 2024 Council Meeting for direction. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Pickles Mayor Ashe 4.7 Director, Community Services, Report CS 18-24 Sigrid Squire Commemoration in Bicentennial Garden Recommendation: 1. That Report CS 18-24, regarding Sigrid Squire Commemoration in Bicentennial Garden, be received; 2. That the Mayor be requested to include funding in the amount of $10,000 in the City’s 2025 Current Budget to enable staff to undertake a Commemorative Public Art Installation, to be funded from the Public Art Reserve; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Note: The disposition of this matter was Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 14 determined through the following referral motion. Moved by Mayor Ashe Seconded by Councillor Brenner That Item 4.7, Report CS 18-24, be referred to the June 24, 2024 Council Meeting for direction. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Pickles Mayor Ashe 4.8 Director, Economic Development & Strategic Projects, Report ECD 02-24 Family Physician Recruitment Program Recommendation: Moved by Mayor Ashe Seconded by Councillor Pickles 1. That Council approve the Memorandum of Understanding (Attachment 2) among the City of Pickering, the Regional Municipality of Durham and all Durham local area municipalities to fund, create, and deliver a family physician recruitment program in Durham, dated May 2024; 2. That the Mayor and the City Clerk be authorized to execute the Memorandum of Understanding; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.9 Director, Engineering Services, Report ENG 08-24 Amendments to the Traffic and Parking By-law 6604/05 Proposed Parking Restrictions on Various Streets Recommendation: Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 15 1. That the attached draft by-law be enacted to amend Schedule “2”, No Parking to By-law 6604/05 to provide for the regulation of parking restrictions on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Note: The disposition of this matter was determined through the following referral motion. Moved by Mayor Ashe Seconded by Councillor Brenner That Item 4.9, Report ENG 08-24, be referred to the June 24, 2024 Council Meeting for direction. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Pickles Mayor Ashe 4.10 Director, Engineering Services, Report ENG 10-24 Weed Harvesting in Frenchman’s Bay - Waterfront Visionary Advisory Committee Recommendation: That the recommendation from the Waterfront Visionary Advisory Committee for Council to reconsider the funding for a second cut of weeds in Frenchman’s Bay be received for information. Note: The disposition of this matter was determined through the following referral motion. Moved by Mayor Ashe Seconded by Councillor Brenner Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 16 That Item 4.10, Report ENG 10-24, be referred to the June 24, 2024 Council Meeting for direction. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Pickles Mayor Ashe 4.11 Director, Engineering Services, Report ENG 11-24 Fiddlers Court Parking Restrictions Recommendation: Moved by Mayor Ashe Seconded by Councillor Pickles 1. That the attached draft by-law be enacted to amend Schedule “2”, No Parking of Traffic and Parking By-law 6604/05 to provide for the regulation of parking restrictions on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering. The amendments specifically provide for parking restrictions on Fiddlers Court; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.12 Director, Engineering Services, Report ENG 12-24 Diana, Princess of Wales Park Dedicated Outdoor Pickleball Facility Recommendation: Moved by Mayor Ashe Seconded by Councillor Pickles That Report ENG 12-24 providing an update regarding negotiations with Hydro One Networks Inc. for a dedicated outdoor pickleball facility in Diana, Princess of Wales Park be received for information. Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 17 Carried 4.13 Director, Operations, Report OPS 11-24 Supply & Delivery of Nine Midsize SUVs Quotation No. Q2024-18 Recommendation: 1. That Request for Quotation No. Q2024-18 submitted by Marigold Ford Lincoln Sales Ltd., in the amount of $312,039.00 (HST excluded) be accepted; 2. That the total gross project cost of $352,604.00 (HST included), and the total net project cost of $317,531.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $317,531.00 from the Vehicle Replacement Reserve as approved in the 2024 Capital Budget; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Note: The disposition of this matter was determined through the following referral motion. Moved by Mayor Ashe Seconded by Councillor Brenner That Item 4.13, Report OPS 11-24, be referred to the June 24, 2024 Council Meeting for direction. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Pickles Mayor Ashe 4.14 Director, Operations, Report OPS 12-24 Consulting Services for the Seaton Community Centre & Library Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 18 - RFP2024-7 Recommendation: 1. That Request for Proposal No. RFP2024-7 for Consulting Services for the Seaton Community Centre & Library as submitted by Perkins + Will Canada Inc. in the amount of $7,150,000.00 (HST excluded) be received; 2. That the total gross project cost of $10,017,450.00 (HST included), and the total net project cost of $9,021,024.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the net project cost of $9,021,024.00 as approved in the 2020, 2021 and 2024 Capital Budgets and funded as follows: a) The sum of $6,898,430.00 from the DC - Parks & Recreation Reserve Fund; b) The sum of $225,526.00 from the Seaton Land Group FIA; c) The sum of $1,897,068.00 from the DC - Library Reserve Fund; 4. The Council direct the Chief Administrative Officer to provide operational and financial project updates based on the following schedule: December 2024, June 2025 and every six months thereafter until Substantial Performance of the project; 5. That staff be directed to proceed with the recommendations of the Recreation and Parks 10-Year Plan and Arena Strategy as the basis of design and amenities to be included in the Seaton Community Centre & Library; and, 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. Note: The disposition of this matter was determined through the following referral motion. Moved by Mayor Ashe Seconded by Councillor Brenner That Item 4.14, Report OPS 12-24, be referred to the June 24, 2024 Council Meeting for direction. Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 19 Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Pickles Mayor Ashe 4.15 Director, City Development & CBO, Report PLN 19-24 Pickering Official Plan Review - Proposal No. RFP2024-6 for Consulting Services for Public Engagement Recommendation: 1. That Request for Proposal No. RFP2024-6 for Consulting Services for Public Engagement for the City of Pickering Official Plan Review, submitted by Land Use Research Associates, in the amount of $149,905.00 (excluding HST), be accepted; 2. That the total gross project cost of $169,392.65 (HST included) and the net project cost of $152,544.00 (net of HST rebate), be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $152,544.00 as approved in the 2024 Current Budget as follows: a) The sum of $68,645.00 to be funded by a transfer from the Development Charge Reserve Fund – Growth Related Studies; b) The sum of $83,899.00 to be funded from Property Taxes; and, 4. That the appropriate officials of the City of Pickering be authorized to take such actions as necessary to give effect to this report. Note: The disposition of this matter was determined through the following referral motion. Moved by Mayor Ashe Seconded by Councillor Brenner That Item 4.15, Report PLN 19-24, be referred to the June 24, 2024 Council Meeting for direction. Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 20 Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Pickles Mayor Ashe 4.16 Director, City Development & CBO, Report PLN 20-24 Authorization to Execute a Memorandum of Understanding - Pre-Approval of Design Drawings for Detached Additional Dwelling Units - OPA 23-002P Recommendation: 1. That the Mayor and City Clerk be authorized to enter into a Memorandum of Understanding between the City of Pickering and the Town of Whitby, as set out in Attachment 1 to this report, for the sharing of resources to enable the preparation of pre-approved design drawings for detached Additional Dwelling Units, subject to minor revisions as may be required by the Director, Corporate Services & City Solicitor, the Director, City Development & CBO, and the Chief Administrative Officer; and, 2. That appropriate officials of the City of Pickering be authorized to take such action as is 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 Mayor Ashe Seconded by Councillor Brenner That Item 4.16, Report PLN 20-24, be referred to the June 24, 2024 Council Meeting for direction. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Pickles Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 21 Mayor Ashe 4.17 Director, City Development & CBO, Report SUS 06-24 Enhanced Blue Box and Green Bin Availability Recommendation: Moved by Mayor Ashe Seconded by Councillor Pickles That Report SUS 06-24, providing an update on Enhanced Blue Box and Green Bin Availability, be received for information. Carried 4.18 Director, City Development & CBO, Report SUS 07-24 Licence Extension with Infrastructure Ontario for Duffin Heights Plantings Recommendation: Moved by Mayor Ashe Seconded by Councillor Pickles 1. That the Mayor and City Clerk be authorized to execute a Licence Extension and Amending Agreement with Ontario Infrastructure and Lands Corporation as set out in Attachment 1 to this report, subject to minor revisions as may be required by the Director, Corporate Services & City Solicitor, and/or 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 4.19 Director, City Development & CBO, Report SUS 08-24 2023 Sustainable Year-in-Review Recommendation: That Report SUS 08-24, regarding the release of the 2023 Sustainable Pickering Year-in-Review, be received for information. Draft Executive Committee Meeting Minutes June 10, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Robinson 22 Note: The disposition of this matter was determined through the following referral motion. Moved by Mayor Ashe Seconded by Councillor Brenner That Item 4.19, Report SUS 08-24, be referred to the June 24, 2024 Council Meeting for direction. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Pickles Mayor Ashe 5. Member Updates on Committees There were no updates from Members on Committees. 6. Other Business There was no other business. 7. Adjournment Moved by Councillor Cook Seconded by Councillor Butt That the meeting be adjourned. Carried The meeting adjourned at 6:09 p.m.