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HomeMy WebLinkAboutApril 27, 2020 - SpecialSpecial Council Meeting Minutes · , : , ·, , · · · · April 27, 2020 ' Present: peputy Mayor K. Ashe : \) Councillors: M. Brenner . S. Butt I. Cumming · B. McLean D. Pickles Absent · Mayor, David Ryan · Also Present: fy1. Carpino K. Bentley P. Bigioni .. J. Eddy . ' J. Hagg R. Holborn F.Jadoon S. Karwowski S. Cassel C. Rose . J. Halsall L. Harker I -Director, Community Services ·& Deputy CAO -Dir~ctor, City Development & CBO ' - ·-Director, Corporat~ Services & City ·Solicitor -Dir~ctor, Human Resources -Fire Chief -Directqr, Engineering Services . ' -Director, Economic Development & Strategic Projects --Director, Finance & Treasurer -City Clerk . . . -Chief-Planner , -Manager, Budgets & Internal' Audit' -Deputy ~l~rk . 1. · Roll Call . ' · Electronic Meeting I I , I l 2:00 pm The City Clerk _certified that all Members of Council were present and participating · electronically in accordanc~ with By-law 77 49/20, with the exception of Mayor Ryan w~o was absent due to i~ln~ss. , · · · · · · · · 2. Disclosure of Interest No disclosures of interest were noted .-• .. · ; ~ r -CdtJ .cf-· - P1CKER1NG Special Council Meeting Minutes . April 27, 2020 3. Adoption of Minutes Moved by Councillor Cumming Seconded by Councillor Butt Resolution# 273/20 Council Minutes, March 18, ?020 Special Council Minutes, March 18, 2020 · Special Council Minutes, March 23, 2020 4. Delegations There were no delegations . 5. Correspondence 5.1 Corr. 06-20 Electronic Meeting 2:00 pm Carried Kevin Narraway', Manager of Legislative Services/Deputy Clerk Town of Whitby . Re: Provincial Electric Vehicle Rebate Program Resolution # 27 4/20 Moved by Councillor Pickles · Seconded by Councillor ~renner That Corr..06-20, dated March 13, 2020, from the Town of Whitby, regarding the Provincial Electric Vehicle Rebate Program be received and endorsed . . 5.2 Corr. 07-20 Mary Delaney, Chair Land Over Landings Carried Re: Questions regarding the Economic Impact Study for the Aerotropolis and the Survey Conducted by Proof lnc./Environics Analytics Resolution # 275/20 Moved by Councillor Brenner. Seconded by Councillor McLean -~. ~f....--- Pl CKE R lN G _Special C~uncil Meetin·g Minutes April 27, 2020 Electronic Meeting 2:00 pm Discussion ensued regarding the request received from Land Qver Landings to · defer their correspondence until such -time that the COVID-19 emergency had ended and regular Council Meetings are resumed to allow for in-person · delegations. · . ' · That Corr. 07-20, dated April 2, 2020, from Land Over Landings, regarding the Economic Impact Study for the Aerotropolis and the Survey Conducted by Proof Irie. /Environics Analytics, be deferred · to the next regular meeting of Council · · · · · ~allowing th~ lifting of the COVID-19 emergency. · ' ! Carried s:3 Corr. 08-20 Association of Mun •icipalities of Ontario Re: AMO COVID Update -Staff Reassignment Flexibility Provided Brief discussion ensued regarding the redeployment ofstaff and it was noted that · City Staff had already taken action in this regard and that there was no need to proceea with Item 2 of the recommenoation. The following substitute motion was presented and disposed of by .Council. Resolution# 276/20 · Moved by Councillor Brenner Seconded by Councillor McLean That Corr. 08-20, dated April 17, 2020, from the Association of Municipalities of Ontario (AMO) regarding Staff Reassignment ~lexibility Labour, be received. - Carried 6. Matters for Consideration ' . 6.1 I ' • Director, Community Services & 'Deputy CAO, Report CS 11-20 Dr. Nelson F. Tomlinson Community Cel"!tre Management Agreement -Claremont Lions & District Club I• Discussion ensued regarding the change in leadership for the Claremont Lions ,& District Club noting that the outgoing leadership had wanted to terminat~ the . · Man·agement Agreement. . Marisa Carpino, Director, Community Services & Deputy · CAO provided a brief overview of the operation and management of the Community Centre, noting that the new manage~ent group wanted to enter int~ the M_anagenient Agreement and 04Jo/PJ(KERJNG ·Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm that they were in a position to take back over this role. She· further noted that the Agreement includes a clause that either party may terminate the Agreement if necessary. Ms. Carpino concluded by advising Council that the City would assist the Lion's Club with promoting the space as a private use to try to.maximize bookings at the Community Centre. ·Moved by Councillor Pickles Seconded by Councillor Butt I Resolution# 277/20 1.That the Mayor and City Clerk be authorized to execute a Management Agreement renewal to which the Claremont Lions & District Club will be permitted to continue to provide certain management services to the City of' Pickering at the Dr. Nelson F. Tomlinson Community Centre from April 1, 2020 fo March 31, 2025, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and,· 2.That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto. 6.2 Carried Director, Community Services & Deputy CAO, Report .CS 24-20 COVID-19 Response - Closures and Cancellations A question and answer period ensued, with Members,of Council requesting clarification from·staff regarding the lifting of restrictions on community gardens, and if this included Princess Diana Park and the George Ashe Community Garden. Further clarification was sought regarding a plan for the opening of parks, sports fields, pools and ice rinks, once the emergency orders were lifted. Marisa Carpino, Director, Community Services & Deputy CAO, advised Members of Council that Staff were currently working on a recovery plan that would detail how much time was required for each area to get back up arid running, but that ·the opening of all facilities, parks, and fields, would not be immediate once the Provincial Orders were lifted due to the time and Staff resources involved.' . Resolution # 278/20 Moved by Councillor Brenner Seconded by Councillor McLean ' ' Special Council Meeting Minutes April 27, 2020 Electronic Meeting · 2:00 pm . . ~ ' ... 4 ••• .,., ' .. , . 1. That Cquncil endorse the · extended closure of all public City facilities, City · Playgroun~ Structures and Park Amenities until July 1, 2020 (inclusive); I 2. That Council endorse the ~xtende 1 d cancellation of all public City programs, City events (including Canada Day), and City Permits (including facility.,· ~ports field, ·and parks) until July 1, 2020 (inclusive); and, • I 3. That the appropriate officials of the City of Pickering be a·uthorized to take · ne~ess~ry actions as indicated in this report. 6.3 Dire~tor, Engineering Services, Report ENG . 02-20 Asphalt Resurfacing on Various Cjty Streets · -Tender No. T2020-4 . L ' o Carried A discussion period ensued regarding whether these types of projects _ could . proceed in light of the COVID-19 Provincial Orders surrounding essential services . and how the contractors would be required to 'abide by emergency regulations. · ' Richard Holborn, Director, Engineering Services, advised that the Orders allowed for the repair and maintenance of critical roads and that all other Durham Region · municipalities were undertaking similar works. H·e also advised that language would be included. in the memo to' the contractors advising that they are required to abide by the Provincial regulations. 11 • I Resolution ·# 279/20 Moved by Councillpr Pickles Seconded by Councillor Bren·ner • •• 1 • 1. ,.That TJnder No. T2020-4 fo_r Asph~lt Resurfacing on Various City Streets as submitted by Forest Contractors Ltd. in the total tendered amount of $3,062,321 ,?5 (HST included) be accepted; · . . . · , . J 2. That the total gross project cost of $3,595,910.00 (HST included), including the tendered amount,· a contingency and other associated costs, and the total.net project cost .of $3,238,228.00 (net of HST rebate) be approved;· -l ' , , 3. That the 2020 Capital Budget approved source of funds for the Granite , Court and Redbird Crescent projects to be revised from Federal Gas Tax Reserve Fund to Ontario Community Infrastructure Fund Grant and Federal Gas Tax Reserve.Fund: -~_bJ- PlCKERING Special Council Meeting Minutes April 27, 2020 Electronic Meeting ' · 2:00 pm 4. That Council authorize the Director, Finance & Treasurer to finance the net project cosrof $3,~38,228.00 as follows: · a) the sum $1,970,355.00 as approved i·n the 2020 Capital Budget to be funded by a tr~nsfer from the Federal Gas Jax Reserve_ Fund; b) the sum of $850,000.00 as approved in the 2020 Capital Budget to be funded from th_e Ontario Community Infrastructure Fund Grant to be increased to $880,357.00 for the four designated projects presented in Table 4, and the sum of $335,352.00 by a transfer from the Federal Gas Tax Reserve Fund; and, . . c) the sum of $52,164.00 as approved in the 2020 Capital Budget to be .· funded by a transfer from the Rate' Stabilization Reserve. 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. ' 6.4 · Director, Engineering Services, Report ENG 04-20 · Consultant Selection for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction · · -Proposal No. RFP2020-2 · Resolution # 280/20 Moved by Councillor Brenner Seconded by Councillor McLean Carried 1. That Proposal No .. RFP2020-2 -Breezy D~ive/Sunrise Avenue Storm Sewer Outfall ~econstruction,. submitted by Aquafor Beech Limited in the amount of $78,066.05 (HST included) for detailed design be accepted; 2 . .That the total gross project cost of $89,902.00 (HST included), including the proposal amount, a contingency and other associated costs, and the total net project cost of $80,960.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total· net 'project ~ost in the amount of $80,960.00 as follows: ' . ' a) . The sum of $60,720.00 to be funded by a transfer from the Development Charges -City'~ Share Reserve; and, 'f • .. -. C[h .. ~J.·:·; ;:;: 7 .... ,.,, .. :, Special Coun~il Meeting Minutes April 27, 2020 Electronic Meeting 1 • 2:09 pm PICKERING,. I • b) The sum of $20,240.00 to be funded by a transfer.from the Development Charges .-Stormwater Management Reserve Fund. 4. That Aquafor Beech Limited be, retained for contract 'ad~inistration and construction supervision, at the constru~tion stage of the project; and, 5. That the appropriate officials of· the City of Pickering be authorized to take the necessary ,actions as indicat~d in this report. · 6.5 Director, Finance & Treasurer, Report FIN 04-20 , 2020 .Tax Rates and Final Tax Due Dates · ·, Carried . A discussion period. ensued regarding the p 1 ropose'd du~ dates and how residents would be notified of the dates. Further discussion ensued regarding the interest penalty and when penalties would be imposed, with Members of Council -· req·uesting an update prior to August 31, 2020, on penalties and the possibility ~f waiving them depending on the financial circumstances, created by the COVID-19 ~~ergency, at that time :·. . ' · · , · _ ' Resolution # 281 /20 Moved by Councillor Butt. Seconded by _Councillor Brenner , .... I 1. · That Report FIN 04-20 of.t~e Director, Finance . & Treasurer regarding the 2020 tax rate~ be rece_ived; 2 .. That the 2020 tax rates .for the City of Picke.ring be approved as contained . in Schedule ''A" of the By-law attache_d hereto; 3. That the tax levy due dates for the Final Billing be August 27, 2020 and October 28, 2020 excluding the industrial, multi-residential and commercial · realty tax classes; 4. That the attached By-law be approved; , • I ' 5. That the Direct~r, Finance & Treasurer be authorized to make any ch'anges or undertake any actions necessary to. comply with Provincial regulations including altering due dates or final tax rates _to ensure that the property tax billing process is completed; and, . Cdp/Jf- pJ(KERJNG Special Council Meeting Minutes April 27, 2020 · Electronic Meeting 2:00 pm . ' ' 6. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. · Carried Later in the Meeting (See Following Motion) Resolution # 282/20 · Moved by Councillor Brenner Seconded by Councillor Pickles That the main motion 'be amended by adding the following as a new Item 6 and the recommendation renumbered accordingly: · That Staff be directed to report back to Council, at a Special Meeting, prior to August 31, 2020, to provide an update on the potential for the waiving of property tax penalties depending on the financial situation at that time. The Main Motion, as amended, was then Carried . · 6.6 Director, Finance & Treasurer, Report FIN 05-20 Financial Update on the Impact of COVID-19 Carried Discussion ensued pertaining to t~e Aerotropolis project, with Members of Council questioning whether there is ongoing work or spending anticipated with this · project this year. · · Further discussion ensued regarding the importance of ongoing promotion of the employment innovation corridor and the need to continue to move this forward amidst the COVID-19 emergency. Stan Karwowski, Director, Finance & Treasurer noted that another Financial Update on the Impact of COVID-19 report would be forthcoming in the Fall 2020, when Staff anticipate having a better understanding of lockdown events and the City's financial situation. Mr. Karwowski responded to questions .pertaining to the list of capital projects being delayed, noting that the projects are not being · · ·removed from the budget, they are simply being delayed at this time. Resolution # 283/20 Moved by Councillor Butt Seconded by Councillor Cumming ( , Special Council Meeting Minutes · ) April 27 ,.. 2020 I • Electronic Meeting 2:00 pm 1. That Report FIN 05-20 of the Director, Finance & Treasurer entitled • · "Financial Update on the lrnpact of COVID-19" be received .for infor~ation; 2. That the Director, Finance & Treasurer be authorized to ·create a COVID-19 Community Grant based on the principle of providing financial assistance to those groups who anf supporting Pickering's vulnerable during the COVID- 19 pandemic; . , . ·. L. • • ~ . .,. , t .3. That the COVID-19 Community Grants program. be funded by a transfer : ,from the Rate Stabilization Reserve in the amount of $100,000; · l • • f • 4. That local gra~t recipients func~ed from 2020 Budget retain their funding provided it is used for)ts intended purpose or to ensure the organization's business continuity; . ' 5. That the City Centre project be paused due to ec~nomic uncertainty as _'a result of the COVID-19 pandemic until the Fall of 2020; and, . . 6. That the appropriate City of Pickering officials be authorized to take the · necessary actions as indicated in this report. · J • ' r ' Carried Later in the ~ee~ing (See Following Motion) Resolution # 284/20 · Moved by Councillor Brenner Seconded by Councillor McLean . , That the main motion be amended by adding the following · as Item 5 b) and the · recommendation renumbered accordingly: · .. . . . That work and expenditures relating to an Aerotropolis be paused due to the economic uncertainty as a result of the COVID-19 pandemic until Fall 2020. 1 .. - • ' - ' • Yes Councillor Brenner . Councillor McLean The Main Motion was then Carried. Motion Lost on a Recorded Vote as Follows:. No ' Councillor Butt Councillor Cumming Councillor Pickles Deputy Mayor Ashe • I Special Council Meeting Minutes April 27, 2020 . Electronic Meeting 2:00 pm 6.7 Director, City Development & CBO, Report PLN 07-20 Esri Enterprise Agreement for the Supply of ArcGIS Software and Services Extension of the City's Participation with the Region of Durham I , Resolution # 285/20 Moved by Councillor McLean Seconded by Councillor Cumming 1. That Council supports the proposed extension of the Region of Durham's Enterprise Agreement (EA) with Esri Canada for the supply of ArcGIS software and services and the City's ongoing p·articipation in the .EA for a three year period at a total cost of $201,444.0.0 (plus applicable taxes) with annual payments of $66,000.00 for year one (July 15, 2020 to July 14, 2021), $67,722.00 for year two (July 15, 2021 to July 14, 2022), and $67,722.00 for year three (July 15, 2022 to July 14, 2023), to be f~mded from the Current Budg'et of th.e City Development Department; 2. That the Director of City Development be authorized. to sign a Letter of Intent to Participate in and Commit to terms arid payment, generally as set out in the draft letter provided in Appendix I; and 1 3. Furthe·r, that the signed Letter of Intent to Participate in and Commit to Terms and Payment be forwarded to the Chief Information Officer, at .the Region of Durham. · 6.8 COVID-19 Updates and ~ctions Resolution # 286/20 · . Impact o~ Homelessness COVID-19 Moved by Councillor Brenner Seconded by C(?uncillor Butt Carried That the rules of procedure be suspended in order ·to allow the introduction of a mot!on pertaining to the impact of homelessness and COVID-19. Carried on a Two-Thirds Vote { ' -Cdt;~J-- p](KER]NG Special Council Meeting Minutes I · April 27, 2020 Electronic Meeting • 2:00 pm ,, ' : • .4 Discussion ensued pertaining to the need for a coordinated ·approach for proper CO.VID-19 testing and isolation of the homeless in Pickering as well as the need to offer a Pickering facility to the Region of Durham should a shelter be required during ttie emergency. · . Marisa Carpino, Director, Community SeNices & Deputy CAO, advised Members of Council that through discussions with the Region of Durham, it was indicated that there is no need for a full time homeless shelter .in the City of Pickering and . that there are ·insufficient Regi~~al }esources to support a shelter at this time. Resolution# 287/20 . . Moved by Councillor Brenner . Seconded by Councillor Butt . ' WHEREAS, 1 all levels of Government have recognized that Homelessness poses · a health risk to the homeless and to the community that will increase the number of positive cas·es of COVID-19; · · And Whereas, within Durham West there are not adequate facilities for the homeless that would ensure that the r~commended 2 m(6ft) physical distancing necessary to combat this virus is maintained; ' . ' ' t .... · And Whereas, the need for such a facility is best suited in a segregated location that tias the required space and necessary amenities such as an arena; - l ' ' .,._ "-4 ·Whereas within the City of Pickering there are homeless persons living in .. unacceptable and unhealthy conditions; And Whereas, Durham Region has been reaching out to both the City of Pickering and the Town of Ajax to consider a coordinated approach to address homele_ssness during the COVID-19 ~risis; · Now Therefore be it resolved that the Council of The Corporation of the City of ' Pickering recognizes this as a crisis requiring 'immediate action and hereby gives · direction through the Office of th·e CAO, to notify the Durham Region that the City of Pickering is offering the Chestnut Hills Developments Recreation Complex as · an interim shelter during the COVID-19 crisis and is agreeable to work in · · partnership with Durham Region and the Town of Ajax to take steps tor a coordinated approach to its implementation 'including redeployment of Municipal staff as permitted under the April 16th 2020 Provincial Order Subsection 7.0.2(4) Wo~k Redeployment Measures for Municipaliti~s. · Carried -640/- PICKERING Special Council Meeting Minutes April 27, 2020 Electronic Meeting . 2:00 pm Resolution # 288/20 Essential Mental Health Related Services Moved by Councillor Brenner Seconded by Councillor Butt That the rules · of procedure be suspended in order to allow the introduction of a motion pertaining to· essential mental health related services. · Yes Councillor Brenner · Councillor Butt . Councillor Cumming Councillor Mclean Councillor Pickles Carri~d on a· Two-Thirds Recorded Vote as Follows: No Deputy May9r Ashe Discussion ensued regarding the importance of the mental and physical health and well-being of City of Pickering residents during the COVID-19 emergency. Further discussion ensued regarding the intent of the motion to allow the City to track the new virtual activities and programs being offered so that the City is in a position to apply for any future funding, from .upper levels of government, to help the City recover from these services where there is no incoming revenue. Moved by Councillor Brenner . Seconded ·by Coun~illor Butt Resolution # 289/20 WHEREAS, the City of Pickering has declared an Emergency in response to the ' COVID-19 Pandemic; .. . , And Whereas, City of Pickering By-law 77 46/20 provides for a prompt and coordinated response to an Emergency; · And Whereas, under By-law 77 46/20, the City of Pickering shall implement Municipal Emergency Management Plans defined as plans, programs or procedures prepared by the City of Pickering intended to mitigate the effects of an emergency or disaster to provide for the safety, health or welfare of the population in the event of such an occurrence; -CdtJ.l . PICKERING , • I · Special Council Meeting Minutes • f .., I I . April 27, 2020 Electroniq Meeting 2 :00 pm ' ~ And Whereas, .Section 8 of the By -law enables Council to review and evaluate Muni<?ipal Emergencies Pl _ans and specify additional duties ; . And Whereas, COVID-19 is impacti.ng the mental health of our ·_residents; .. , ' . And Whereas , the ability for our residents to access virtual/digitar programs/services is important to sustain the mental health of residents; • -• ' • And Wh.ereas, s_uch programs and services are provided by the City of Pickering Culture and Recreation Departments and the Pickering Public Library; Now Therefore .be it resolved that the Council of The Corporation of the City of Pickering : . . . 1_:_ Designates , during the COVID-19 Emergency, those virtual/digital Pickering · Recreation and Library Programs/Services as essential to su~t~in the mental and or physical health of residents ; and , . · • • • l ' • J 2. That a copy of this resolution be forwarded to the Municipal Emergency Measures Executive Committee (MEMECf _ . Carried on a Recorded Vote as Follows: Yes Councillor Brenner Councillor Butt Councillor Cumm i ng · Councillor McLean 7. By-laws 7 .1 By-law 7~ 52/20 No · Councillor Pickles Deputy Mayor ~she - I . . . Being a by-law to adopt the estimates of all sums required to be raised by taxation for the year 2020 and to establish the Tax Rates necessary to raise such sums · and to establish the final due dates for the residential, pipel ine, farm, and managed forest realty tax classes .. · Resolution # 290/20 I · · Moved by Councillor Butt Seconded by Councillor Pickles That By-law No. 7752/20 be approved . -Qb;of- P](KER]NG Special Council Meeting Minutes - April 27, 2020 Electronic Meeting 2:00 pm Resolution # 291 /20 Moved by Councillor Brenner Seconded by Councillor Pickles Carried That the rules of procedure be suspended to allow the introduction of a By-law to provide the ability for Members of Committees to participate electronically at Meetings during a declared emergency. .Carried on a Two-Thirds Vote . . . 7.2 By-law 7753/20 . . Being a By-law to amenc;J By-law 7665/18, which governs the proceedings of Council, any of its committee?, the conduct of its Members, and the calling of meetings Resolution # 292/20 Moved by Councillor Brenner Seconded by Councillor Pickles 1 That By~law No. 7753/20 be approved. 8. Confirmation By-law By-law Number 7754/20 Carried Councillor Cumming, seconded by Councillor Pickles moved for leave to introduce a by- law of the City of Pickering to confirm the proceedings of April 27, 2020. • I 9. Adjournment . Moved by Councillor McLean Seconded by ~ouncillor Butt That the meeting be adjourned. Carried ------. 04; ~,-------- ', ·-P1CKER1'NG The meeting adjou~ned at 3:58 pm. Dated this 27 th _of April, 2020. \• 't --.. l ~pe.cial Council Meeting Minutes . -. · -· . April° 27, 2020 Electronic Meeting · · 2:00 pm .. ,. I • ~ '\ 1•,1 •, '• • I I I Carried i r'.