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HomeMy WebLinkAboutSeptember 3, 2024 Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 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 S. Boyd - Fire Chief B. Duffield - Director, Operations J. Eddy - Director, Human Resources L. Gibbs - Director, Community Services R. Holborn - Director, Engineering Services F. Jadoon - Director, Economic Development & Strategic Projects S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk C. Rose - Chief Planner I. Marouchko - Manager, Water Resources M. Murray - Manager, Community Services Administration & Strategic Initiatives J. Currie - Legislative Coordinator 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 who was participating via electronic connection. 2. Disclosure of Interest No disclosures of interest were noted. Chair Butt 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. Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 2 There were no requests from credentialed media for filming in Council Chambers. 3. Delegations 3.1 John Taggart, Member, Whitevale District Residents Association Re: Report CS 22-24 Recreation & Parks – Ten Year Plan John Taggart, Member, Whitevale District Residents Association appeared before the Committee via electronic connection to speak to Report CS 22-24. J. Taggart provided an overview of the community value of the Whitevale Community Centre (WCC), the Whitevale Arts and Culture Centre (WACC), as well as Whitevale Park. J. Taggart noted concerns that the Whitevale District Residents Association had that the Recreation & Parks – Ten Year Plan suggested that these assets may be gradually phased out and replaced by the new Seaton Recreational Complex & Library. J. Taggart concluded by recommending that the Recreation and Parks – Ten Year Plan be revised to ensure that a retention and preservation first approach be applied when studying the future of the WCC and the WACC and noted these assets as essential places for community connectivity and belonging. A brief discussion ensued between Members of the Committee and J. Taggart regarding clarification that the City would continue to support the WCC and the WACC as valued assets. 4. Matters for Consideration 4.1 Director, Community Services, Report CS 22-24 Recreation & Parks – Ten Year Plan L. Gibbs, Director, Community Services provided introductory comments and introduced the consultant delegation Steve Langlois, Principal Planner, Monteith Brown Planning Consultants. Steve Langlois appeared before the Committee and with the aid of a PowerPoint presentation, provided an overview of the Recreation & Parks – Ten Year Plan and outlined the plans scope and the building blocks that the Ten Year Plan was based on. S. Langlois noted various public engagement activities and summarized the community input that was received pertaining to the draft plan. S. Langlois concluded by summarizing key revisions to the draft plan and implementation recommendations. A question and answer period ensued between Members of the Committee, S. Langlois, and staff regarding: Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 3 • whether Pickering’s changing demographics would be monitored and reviewed throughout the ten year span of the Recreation & Parks Plan, and that annual reports would be provided; • clarification that the 101 recommendations were not in order of priority; • clarification of what factors were considered to inform the recommendation for the proposed Seaton Recreation Complex & Library pool size; • whether a 25 m pool, would accommodate the current and future high community demand for swimming programs and whether the maximum amount of swim lanes would be incorporated into a 25 m pool; • whether additional basketball courts, both indoor and outdoor, were considered in the Recreation & Parks – Ten Year Plan; • clarification that no decisions were recommended concerning the Arena Strategy in this plan; • clarification of what stage of planning the Seaton Recreation Complex & Library was in; • clarification of when the Soccer Dome would have availability of courts for Pickle Ball; • managing expectations and transparency to the public, pertaining to when the various initiatives under the Plan would be implemented and the ability for the Plan to be flexible if priorities changed over the course of the ten year period; • clarification that acquisition of parklands was a priority over receiving cash in lieu; • whether there were concrete plans to incorporate cricket pitches in newer parks and the feasibility of utilizing baseball diamonds for the purpose of cricket; • clarification that any consideration of decommissioning of community halls would be required to go to Council for approval; • clarification of how underrepresented populations were defined and how these populations would be accommodated; • whether slower population growth was considered when the Recreation & Parks – Ten Year Plan was formulated; • whether there was public consultation conducted specific to increased digital services and the use of artificial intelligence; and, • whether in-person services were projected to decrease due to digital advances. Recommendation: Moved by Councillor Pickles Seconded by Councillor Robinson Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 4 1. That the Recreation & Parks – Ten Year Plan, as set out in Attachment 1, be endorsed; 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: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe 4.2 Director, Community Services, Report CS 28-24 Post Manor Feasibility Study L. Gibbs, Director, Community Services provided introductory comments and introduced the consultant delegations Julie Whelan, Associate Director, Nordicity and Caitlin Cross, Consultant, Nordicity. Julie Whelan and Caitlin Cross appeared before the Committee via electronic connection and with the aid of a PowerPoint presentation, provided an overview of the Post Manor Feasibility Study. They spoke to the project goals, public engagement, the facility scan overview, and case studies that informed the Study. J. Whelan provided a summary of the Post Manor vision as a community-based art gallery and noted various proposed facility features, programming potential, and provided mock-up floor plan illustrations. J. Whelan further outlined anticipated challenges and considerations of the project. C. Cross provided information pertaining to governance considerations, projected revenue and expenses, and recommended next steps. A brief discussion ensued between Members of the Committee, J. Whelan, and C. Cross regarding clarification of the cost of leasing versus purchasing the property and whether the Station Gallery in Whitby was included in the study as a comparable facility. Recommendation: Moved by Councillor Brenner Seconded by Councillor Cook Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 5 1. That Report CS 28-24 regarding the Post Manor Feasibility Study be received; 2. That staff be directed to continue discussions with Brock and Kingston Holdings Inc. on acquiring the Post Manor building, for lease or purchase for use as a public art gallery, anticipating an occupancy date in 2029, and report back with an update to Council by Q4, 2025; and, 3. That the appropriate City officials be authorized to take the necessary actions as outlined in this report. Carried Unanimously on a Recorded Vote 4.3 Director, Corporate Services & City Solicitor, Report CLK 04-24 Review and Updates to ADM 100, Public Notice Policy A question and answer period ensued between Members of the Committee and staff regarding: • revisions to the definitions contained in the Policy and whether the definition of newspaper had been changed from the legislated definition contained in the Legislation Act; • which newspapers would be used for notices that were required to be in a newspaper and clarification of which department the City’s new ADM 280, Advertising Standards Policy fell under; • the benchmarking undertaken in the creation of the Policy and why only 13 municipalities had been reviewed in that process; and, • clarification that there were no budget implications pertaining to the adoption of the Public Notice Policy. Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy 1. That Report CLK 04-24, regarding the Review and Updates to ADM 100 Public Notice Policy, be received; 2. That the draft ADM 100 Public Notice Policy, as set out in Attachment 1 to this report, be approved; Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 6 3. That going forward, the City Clerk be authorized to update Appendix 1 of Policy ADM 100 to accommodate for any legislated changes pertaining to the provision of notice to the public; 4. That the draft By-law, appended as Attachment 3 to this report, to repeal By-law No. 6166/03 be approved; and, 5. 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. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe 4.4 Director, Corporate Services & City Solicitor, Report CLK 05-24 2025 Committee and Council Meeting Schedule A detailed discussion ensued between Members of the Committee and staff regarding the absence of budget meeting dates in the 2025 Meeting Schedule with clarification being given that there would be opportunity for Council Members to contribute to the budget process under the Strong Mayor Budget and the process surrounding any proposed amendments. Further discussion ensued regarding the meeting times for Executive Committee and Council Meetings with the City Clerk noting that a change to such meeting times would require an amendment to the Procedure By-law. Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy 1. That the 2025 Committee and Council Meeting Schedule, appended as Attachment 1 to Report CLK 05-24, be approved; and, Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 7 2. That the appropriate City of Pickering officials 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 Nagy Councillor Pickles Mayor Ashe 4.5 Director, Community Services, Report CS 23-24 Celebration of Gordon Lightfoot Public Art – Artist Selection - Commission of Public Art A brief discussion ensued between Members of the Committee and staff regarding expending funds on this art when Gordon Lightfoot did not have ties to the Pickering community, whether local high school students could be recruited to create public artwork installations in the future to save money spent on public art, and clarification that Geordie Lishman was local to the City of Pickering. Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy 1. That Council endorse the commission of the public art, entitled “Gordon’s Guitar” to be installed in Ernie L. Stroud Park, Steeple Hill and be awarded to Geordie Lishman; 2. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $53,933.00 to be funded by a transfer from the Public Art Reserve as approved in the 2024 Current Budget; 3. That the Mayor and the City Clerk be authorized to execute the Letter of Understanding, between Geordie Lishman and the City of Pickering, set out in Attachment 1, subject to minor revisions acceptable to the Director, Community Services and the Director, Corporate Services & City Solicitor; and, Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 8 4. 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 Nagy Councillor Pickles Mayor Ashe 4.6 Director, Community Services, Report CS 24-24 Volunteer Program 2023 Activities Update and Volunteer Policy Revisions Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy 1. That Report CS 24-24, regarding the City of Pickering Volunteer Program 2023 Activities Update, be received; 2. That Council endorse the revisions in CUL 080 The Volunteer Policy, as set out in Attachment 2 to this report, subject to minor revisions acceptable to the Director, Community Services; and, 3. 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 25-24 City Property Naming - John E. Anderson A detailed discussion ensued between Members of the Committee and Staff regarding whether all past and future Mayors of Pickering would be honoured with similar City Property Naming and clarification that there were City Policies in place that addressed facility naming being ADM 110-006, City Property Naming Procedure and ADM 150, Marketing Partnership and Advertising Policy. Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 9 Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy 1. That Report CS 25-24 regarding the City Property Naming in honour of John E. Anderson be received; 2. That staff be directed to explore the naming of the Exhibit Gallery in the Pickering Heritage & Community Centre as the John E. Anderson Exhibit Gallery subject to undertaking the work outlined in the City Property Naming Procedure (ADM 110-006) and report back with the final recommendations in Q4 2024; 3. That Council grant staff the authority to solicit public comment on the proposed name, as set out in Section 03.02 of City Property Naming Procedure (ADM 110-006); and, 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.8 Director, Community Services, Report CS 26-24 City Property Naming - Wayne Arthurs Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy 1. That Report CS 26-24 regarding the City Property Naming in honour of Wayne Arthurs be received; 2. That staff be directed to explore the naming of the gymnasium in the future Seaton Recreation Complex & Library as the Wayne Arthurs Gymnasium subject to undertaking the work outlined in City Property Naming Procedure (ADM 110-006) and report back with the final recommendations in Q2 2025; Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 10 3. That Council grant staff the authority to solicit public comment on the proposed name, as set out in Section 03.02 of City Property Naming Procedure (ADM 110-006); and, 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.9 Director, Community Services, Report CS 27-24 Indoor Pickleball Facility - Update Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy That Report CS 27-24 regarding an update on Indoor Pickleball facilities be received for information. Carried 4.10 Director, Engineering Services, Report ENG 13-24 Pine Creek Erosion Assessment - Municipal Class Environmental Assessment A question and answer period ensued between Members of the Committee and staff regarding: • how the cost of the recommended process would be managed and how costs would be covered should the expected grants fall through; • whether there were specific metrics to assess the effectiveness of the project and how the public would be informed; • whether there were fail safes in place if the erosion plan were to fail; and, • whether there were additional costs associated with the Pine Creek Erosion Assessment studies. Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 11 1. That Report ENG 13-24 regarding the Pine Creek Erosion Assessment Municipal Class Environmental Assessment be received; 2. That Council endorse the Pine Creek Erosion Assessment Municipal Class Environmental Assessment prepared by Aquafor Beech Limited, dated May 10, 2024, to be used by staff as a resource document for identifying and planning projects for Pine Creek rehabilitation in areas under the jurisdiction of the City of Pickering; 3. That the recommendations within the Pine Creek Erosion Assessment Municipal Class Environmental Assessment be implemented in a phased approach, subject to budget and further Council approval for the individual projects; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.11 Director, Engineering Services, Report ENG 14-24 Detailed Design for Radom Street Culverts Replacement - Request for Proposal No. RFP2024-8 Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy 1. That Request for Proposal No. RFP2024-8 submitted by Aquafor Beech Limited for Consulting and Professional Services for the Detailed Design for Radom Street Culverts Replacement in the amount of $140,261.25 (HST included) be accepted; 2. That the total gross project cost of $172,913.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $155,714.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $155,714.00 as approved in the 2021 Roads Capital Budget to be funded by a transfer from the Road and Bridges Reserve Fund; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 12 Carried 4.12 Director, Engineering Services, Report ENG 16-24 Pickering City Centre Park - Request for Proposal RGP2024-1 A Brief discussion ensued between Members of the Committee and Staff regarding clarification of the budgeted cost of promotional signage. Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy 1. That Request for Proposal No. RFP2024-1 for the Pickering City Centre Park - Design as submitted by MacLennan Jaunkalns Miller Architects Ltd., in the amount of $744,105.00 (HST included) be accepted; 2. That the total gross project cost of $862,778.00 (HST included), including the tendered amount, a contingency and other associated costs, and the total net project cost of $776,958.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $776,958.00 as follows: a) The sum of $388,479.00 available budget in capital project C10572.2409 as approved in the 2024 Parks Projects Capital Budget to be funded by a transfer of funds from the Casino Reserve; b) The sum of $388,479.00 available budget in capital project C10572.2409 as approved in the 2024 Parks Projects Capital Budget to be funded by a transfer of funds from the Development Charges Parks & Recreation Reserve Fund; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried Unanimously on a Recorded Vote 4.13 Director, Engineering Services, Report ENG 17-24 Sideline 24 Hard Surfacing from Highway 407 to Whitevale Road - Request for Tender No. T2024-9 Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 13 Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy 1. That Request for Tender No. T2024-9 for Sideline 24 Hard Surfacing as submitted by IPAC Paving Limited in the total tendered amount of $501,457.28 (HST included) be accepted; 2. That the total gross project cost of $604,347.00 (HST included), including the tendered amount, contingency and other associated costs, and the total net project cost of $544,233.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to revise the funding source for this project by a transfer from the Building Faster Fund (BFF) Reserve Fund, subject to the Province’s approval of the project; a) If the Province does not approve the eligibility of BFF funding for this project, that Council authorize the Director, Finance & Treasurer to finance the project from its original approved funding source, by a transfer from the Roads & Bridges Reserve Fund; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.14 Director, Engineering Services, Report ENG 18-24 Proposed Community Safety Zone - West Shore Boulevard Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy 1. That the attached draft by-law be enacted to amend Schedule “14” to By-law 6604/05 to provide for the regulation of Community Safety Zones on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering to provide for a Community Safety Zone on West Shore Boulevard, from Bayly Street to Beachpoint Promenade; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 14 Carried 4.15 Director, Engineering Services, Report ENG 19-24 Proposed All-way Stop - Marshcourt Drive and Beechlawn Drive Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy 1. That the attached draft by-law be enacted to amend Schedule “6” and Schedule “7” to By-law 6604/05 to provide for the regulation of stop signs on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to address the proposed installation of an all-way stop control at the intersection of Marshcourt Drive and Beechlawn Drive; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.16 Director, Finance & Treasurer, Report FIN 16-24 2023 Building Permit Stabilization Reserve Fund A question and answer period ensued between Members of the Committee and staff regarding: • whether there were alternative strategies in place to maintain the ability to enforce building codes and manage administrative costs; • clarification of the purpose of transferring funds from Reserve Funds into the Rate Stabilization Fund and what the level of transparency was to the public; • clarification of how the Reserve Fund remained adequately funded; and, • whether there were other approaches studied, ensuring best practices. Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 15 It is recommended that Report FIN 16-24 from the Director, Finance & Treasurer regarding the 2022 Building Permit Stabilization Reserve Fund be received for information. Carried 4.17 Director, Finance & Treasurer, Report FIN 17-24 Letters of Credit & Surety Bonds Acceptance Policies A question and answer period ensued between Members of the Committee and staff regarding: • whether any developers had requested the use of Surety Bonds due to financial hardship; • whether there was an increased risk to the City if developers used Surety Bonds rather than Letters of Credit; • clarification that there was no history of issues with Surety Bonds; and, • clarification that Surety Bonds were issued only upon thorough credit checks. Recommendation: Moved by Councillor Brenner Seconded by Mayor Ashe 1. That Report FIN 17-24 regarding the Letters of Credit (LC) and Surety Bonds Acceptance Policies be received; 2. That Council approve financial policies for the acceptance of Letters of Credit and Surety Bonds (FIN 100 and FIN 110), as set out in Attachment 1 and 2 to this report; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.18 Director, Finance & Treasurer, Report FIN 18-24 Building Faster Fund – 2024 Investment Plan Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 16 1. That Report FIN 18-24 regarding the Building Faster Fund grant from the Province of Ontario be received; 2. That Council authorize and approve the capital project listing in the report to be funded by the Building Faster Fund grant; and, 3. That the appropriate City of Pickering officials be given authority to take the necessary actions to give effect thereto. Carried 4.19 Fire Chief, Report FIR 04-24 Funding Request for Fire Station Alerting - Quotation No LL-072224 Recommendation: Moved by Councillor Brenner Seconded by Councillor Nagy 1. That Quotation LL-072224 for the sole source supply and installation under the Canoe Cooperative Purchasing of Fire Station alerting (Zetron™) services for Fire Stations 1, 2, 4, 5, and 6, submitted by Williams Communications in the amount of $189,475.00 (HST included) be accepted; 2. That the total gross project cost of $189,475.00 (HST included) and the total net project cost of $170,628.00 (net of HST rebate) be approved; 3. That Council authorize that the budget shortfall of $136,628.00 be approved with funding to be provided at the discretion of the Director Finance & Treasurer; 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. Member Updates on Committees There were no Committee Updates. Draft Executive Committee Meeting Minutes September 3, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Butt 17 6. Other Business 6.1 Councillor Cook gave Notice of a Motion regarding an anti-littering campaign to protect public spaces and the waterfront. 6.2 Councillor Pickles gave Notice of a Motion regarding a strategy for managing rats. 6.3 Councillor Pickles gave Notice of a Motion regarding urban/downtown schools. 7. Adjournment Moved by Mayor Ashe Seconded by Councillor Robinson That the meeting be adjourned. Carried The meeting adjourned at 5:20 p.m.