HomeMy WebLinkAboutApril 27, 2020 - Special(4 off
DICKERING
Special Council Meeting Minutes
April 27, 2020
Electronic Meeting
2:00 pm
Present:
Deputy Mayor K. Ashe
Councillors:
M. Brenner
S. Butt
L Cumming
B. McLean
D. Pickles
Absent
Mayor David Ryan
Also Present:
M. Carpino
K. Bentley
P. Bigioni
J. Eddy
J. Hagg
R. Holborn
F. Jadoon
S. Karwowski
S. Cassel
C. Rose
J. Halsall
L. Harker
1. RoII Call
- Director, Community Services °& Deputy CAO
- Director, City Development & CBO
- Director, Corporate Services & City Solicitor
- Director, Human Resources
- Fire Chief
- Director, Engineering Services
- Director, Economic Development & Strategic Projects
- Director, Finance & Treasurer
- City Clerk
- Chief Planner
- Manager; Budgets & Internal Audit
- Deputy Clerk
The City Clerk certified that all Members of Council were present and participating
electronically in accordance with By-law 7749/20, with the exception of Mayor Ryan who
was absent due to illness.
2. Disclosure of Interest
No disclosures of interest were noted.
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Special Council Meeting Minutes
April 27, 2020
Electronic Meeting
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3. Adoption of Minutes
Resolution # 273/20
Moved by Councillor Cumming
Seconded by Councillor Butt
Council Minutes, March 18, 2020
Special Council Minutes, March 18, 2020
Special Council Minutes, March 23, 2020
Carried
4. Delegations
There were no delegations.
5. Correspondence
5.1 Corr. 06-20
Kevin Narraway, Manager of Legislative Services/Deputy Clerk
Town of Whitby
Re: Provincial Electric Vehicle Rebate Program
Resolution # 274/20
Moved by Councillor Pickles
Seconded by Councillor Brenner
That Corr. 06-20, dated March 13, 2020, from the Town of Whitby, regarding the
Provincial Electric Vehicle Rebate Program be received and endorsed.
Carried
5.2 Corr. 07-20
Mary Delaney, Chair
Land Over Landings
Re: Questions regarding the Economic Impact Study for the Aerotropolis and the
Survey Conducted by Proof Inc./Environics Analytics
Resolution # 275/20
Moved by Councillor Brenner.
Seconded by Councillor McLean
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April 27, 2020
Electronic Meeting
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Discussion ensued regarding the request received from Land Over 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
Inc. /Environics Analytics, be deferred to the next regular meeting of Council
following the lifting of the COVID-19 emergency.
Carried
5.3 Corr. 08-20
Association of Municipalities of Ontario
Re: AMO COVID Update — Staff Reassignment Flexibility Provided
Brief discussion ensued regarding the redeployment of staff and it was noted that
City Staff had already taken action in this regard and that there was no need to
proceed with Item 2 of the recommendation. 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 Flexibility Labour, be received.
Carried
6. Matters for Consideration
6.1 Director, Community Services & Deputy CAO, Report CS 11-20
Dr. Nelson F. Tomlinson Community Centre Management Agreement
Claremont Lions & District Club
Discussion ensued regarding the change in leadership for the Claremont Lions &
District Club noting that the outgoing leadership had wanted to terminate the
Management 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 management group wanted to enter into the Management Agreement and
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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.
Resolution # 277/20
Moved by Councillor Pickles
Seconded by Councillor Butt
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 to 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.
Carried
6.2 Director, Community Services & Deputy CAO, Report CS 24-2
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 and 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
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Special Council Meeting Minutes
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1. That Council endorse the extended closure of all public City facilities, City
Playground Structures and Park Amenities until July 1, 2020 (inclusive);
2. That Council endorse the extended cancellation of all public City programs,
City events (including Canada Day), and City Permits (including facility,
sports field, and parks) until July 1, 2020 (inclusive); and,
3. That the appropriate officials of the City of Pickering be authorized to take
necessary actions as indicated in this report.
Carried
6.3 Director, Engineering Services, Report ENG 02-20
Asphalt Resurfacing on Various City Streets
- Tender No. T2020-4
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. He also advised that language
would be included in the memo to the contractors advising that they are required
to abide by the Provincial regulations.
Resolution # 279/20
Moved by Councillor Pickles
Seconded by Councillor Brenner
1. That Tender No. T2020-4 for Asphalt Resurfacing on Various City Streets
as submitted by Forest Contractors Ltd. in the total tendered amount of
$3,062,321.75 (HST included) be accepted;
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;
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;
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4. That Council authorize the Director, Finance & Treasurer to finance the net
project cost of $3,238,228.00 as follows:
a) the sum $1,970,355.00 as approved in the 2020 Capital Budget to
be funded by a transfer from the Federal Gas Tax Reserve Fund;
b) the sum of $850,000.00 as approved in the 2020 Capital Budget to
be funded from the 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.
Carried
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
1. That Proposal No. RFP2020-2 — Breezy Drive/Sunrise Avenue Storm
Sewer Outfall Reconstruction, 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 cost 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's Share Reserve; and,
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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 administration and
construction supervision, at the construction stage of the project; and,
5. That the appropriate officials of the City of Pickering be authorized to take
the necessary actions as indicated in this report.
Carried
6.5 Director, Finance & Treasurer, Report FIN 04-20
2020 Tax Rates and Final Tax Due Dates
A discussion period ensued regarding the proposed due 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
requesting an update prior to August 31, 2020, on penalties and the possibility of
waiving them depending on the financial circumstances, created by the COVID-19
emergency, at that time.
Resolution # 281/20
Moved by Councillor Butt
Seconded by Councillor Brenner
1. That Report FIN 04-20 of the Director, Finance & Treasurer regarding the
2020 tax rates be received;
2. That the 2020 tax rates for the City of Pickering be approved as contained
in Schedule "A" of the By-law attached 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;
5. That the Director, Finance & Treasurer be authorized to make any changes
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,
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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.
Carried
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
Discussion ensued pertaining to the 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
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Special Council Meeting Minutes
April 27, 2020
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1. That Report FIN 05-20 of the Director, Finance & Treasurer entitled
"Financial Update on the Impact of COVID-19" be received for information;
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 are supporting Pickering's vulnerable during the COVID-
19 pandemic;
3. That the COVID-19 Community Grants program be funded by a transfer
from the Rate Stabilization Reserve in the amount of $100,000;
4. That local grant recipients funded from 2020 Budget retain their funding
provided it is used for its intended purpose or to ensure the organization's
business continuity;
5. That the City Centre project be paused due to economic 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.
Carried Later in the Meeting (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.
Motion Lost on a Recorded Vote as Follows:
Yes No
Councillor Brenner Councillor Butt
Councillor McLean Councillor Cumming
Councillor Pickles
Deputy Mayor Ashe
The Main Motion was then Carried.
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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
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 participation in the EA for a
three year period at a total cost of $201,444.00 (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 funded
from the Current Budget of the 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 and payment, generally as set
out in the draft letter provided in Appendix I; and,
3. Further, 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.
Carried
6.8 COVID-19 Updates and Actions
Resolution # 286/20
Impact of Homelessness COVID-19
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 the impact of homelessness and COVID-19.
Carried on a Two -Thirds Vote
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Discussion ensued pertaining to the need for a coordinated approach for proper
COVID-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 the emergency.
Marisa Carpino, Director, Community Services & 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 Regional resources to support a shelter at this time.
Resolution # 287/20
Moved by Councillor Brenner
Seconded by Councillor Butt
WHEREAS, 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 cases of COVID-19;
And Whereas, within Durham West there are not adequate facilities for the
homeless that would ensure that the recommended 2 m(6ft) physical distancing
necessary to combat this virus is maintained;
And Whereas, the need for such a facility is best suited in a segregated location
that has the required space and necessary amenities such as an arena;
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
homelessness during the COVID-19 crisis;
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 the 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 for 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)
Work Redeployment Measures for Municipalities.
Carried
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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
Carried on a Two -Thirds Recorded Vote as Follows:
No
Deputy Mayor 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.
Resolution # 289/20
Moved by Councillor Brenner
Seconded by Councillor Butt
WHEREAS, the City of Pickering has declared an Emergency in response to the
COVID-19 Pandemic;
And Whereas, City of Pickering By-law 7746/20 provides for a prompt and
coordinated response to an Emergency;
And Whereas, under By-law 7746/20, 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;
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And Whereas, Section 8 of the By-law enables Council to review and evaluate
Municipal Emergencies Plans and specify additional duties;
And Whereas, COVID-1.9 is impacting the mental health of our residents;
And Whereas, the ability for our residents to access virtual/digital
programs/services is important to sustain the mental health of residents;
And Whereas, such 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 sustain the
mental and or physical health of residents; and,
2. That a copy of this resolution be forwarded to the Municipal Emergency
Measures Executive Committee (MEMEC).
Carried on a Recorded Vote as Follows:
Yes No
Councillor Brenner Councillor Pickles
Councillor Butt Deputy Mayor Ashe
Councillor Cumming
Councillor McLean
By-laws
7.1 By-law 7752/20
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, pipeline, farm, and
managed forest realty tax classes.
Resolution # 290/20
Moved by Councillor Butt
Seconded by Councillor Pickles
That By-law No. 7752/20 be approved.
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Carried
Resolution # 291/20
Moved by Councillor Brenner
Seconded by Councillor Pickles
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 amend By-law 7665/18, which governs the proceedings of
Council, any of its committees, the conduct of its Members, and the calling of
meetings
Resolution # 292/20
Moved by Councillor Brenner
Seconded by Councillor Pickles
That By-law No. 7753/20 be approved.
Carried
8. Confirmation By-law
By-law Number 7754/20
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.
Carried
9. Adjournment
Moved by Councillor McLean
Seconded by Councillor Butt
That the meeting be adjourned.
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The meeting adjourned at 3:58 pm.
Dated this 27th of April, 2020.
Carried
K- `in Ashe, Deputy Mayor
Susan Cassel, City Clerk