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November 27, 2023
Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm Members of the public may attend the meeting in person or may observe the meeting proceedings by viewing the livestream. A recording of the meeting will also be available on the City’s website following the meeting. 6:00 pm In Camera Council Page 1. Call to Order/Roll Call 2. Moment of Reflection Mayor Ashe will call for a silent moment of reflection. 3. Indigenous Land Acknowledgment Statement Mayor Ashe will read the Indigenous Land Acknowledgment Statement. 4. Disclosure of Interest 5. Adoption of Minutes Council Minutes, October 23, 2023 1 (Confidential In Camera Council Minutes, October 23, 2023, provided under separate cover) Executive Committee Minutes, November 6, 2023 26 Special Council Minutes, November 6, 2023 39 (Confidential In Camera Special Council Minutes, November 6, 2023, provided under separate cover) Planning & Development Committee Minutes, November 6, 2023 42 Special Council Minutes, November 16, 2023 55 (Confidential In Camera Special Council Minutes, November 16, 2023, provided under separate cover) 6. Presentations 7. Question Period 8. Delegations Members of the public looking to provide a verbal delegation to Members of Council may do so either in person, or through a virtual connection into the meeting. For more For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm information, and to register as a delegate, visit www.pickering.ca/delegation, and complete the online delegation form or email clerks@pickering.ca. The list of delegates who have registered to speak will be called upon one by one by the Chair in the order in which they have registered. A maximum of 5 minutes shall be allotted for each delegation. Please be advised that your name will appear in the public record and will be posted on the City’s website as part of the meeting minutes. 8.1 Margaret Bowie, President, Rougemount Community & Recreation Association (In Person)Abdullah Mir, Vice President, Rougemount Community & Recreation Association (In Person) Joe Pacione, Treasurer, Rougemount Community & Recreation Association (In Person)Oliver Rohn, Technical Director, Rougemount Community & Recreation Association (In Person) Joseph Poon, Membership Director, Rougemount Community & Recreation Association (In Person)Nicole Karbach, Secretary, Rougemount Community & Recreation Association (In Person) Re: Introduction of the Rougemount Community & Recreation Association (RCRA) 8.2 Charlene Herbst, Pickering Resident (In Person) Re: The Impact of Immigration on Low-Income Pickering Residents 9. Correspondence 9.1 Corr. 35-23 The Association of Municipalities of Ontario (AMO) Re: Policy Update -Social and Economic Prosperity Review Recommendation: 1. That Corr. 35-23, from the Association of Municipalities of Ontario (AMO), dated October 18, 2023, regarding Policy Update -Social and Economic Prosperity Review, be received and endorsed; and, 2. That a copy of this resolution be forwarded to the Honourable Premier Doug Ford, the Honourable Paul Calandra, Minister of For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 58 Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm Municipal Affairs and Housing, and The Honourable Peter Bethlenfalvy, Member of Provincial Parliament, Pickering-Uxbridge. 9.2 Corr. 36-23 59 Jon Franke, Senior Vice President, Pickering Nuclear, Ontario Power Generation Re: Request for the City of Pickering’s Support or Refurbishing Pickering Nuclear Generating Station Units 5 to 8 Recommendation: 1. That Corr. 36-23, from Jon Franke, Senior Vice President, Pickering Nuclear, Ontario Power Generation, dated November 9, 2023, regarding a Request for the City of Pickering’s Support of Refurbishing Pickering Nuclear Generating Station Units 5 to 8, be received; and, 2. That the Mayor be authorized to send a letter of support on behalf of the City of Pickering for the Refurbishment of Pickering Nuclear Generating Station Units 5 to 8. 10. Report EC 08-23 of the Executive Committee held on October Refer to Executive 6, 2023 Committee Agenda pages: 10.1 Director, Finance & Treasurer, Report FIN 18-23 1 2023 Year End Audit (Interim) Recommendation: That the Audit Service Plan as submitted by Deloitte LLP, set out in Attachment 1 to this report, be received for information. 10.2 Director, Community Services, Report CS 28-23 21 2024 Community Festivals and Events Approval of Events in Esplanade Park Recommendation: 1. That Council authorize staff to issue a park permit for the use of Esplanade Park by Rotary Club of Pickering Rotary from For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm Wednesday, June 12 to Monday June 17, 2024, for Pickering Ribfest, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 2. That Council authorize staff to issue a park permit for the use of Esplanade Park by Carea Community Health Centre on Friday, June 21, 2024, for National Indigenous Peoples Day, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 3. That Council authorize staff to issue a park permit for the use of Esplanade Park by Canadian Food Truck Festivals from Thursday, August 8 to Monday, August 12, 2024, for Pickering Food Truck Festival, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 4. That Council authorize staff to issue a park permit for the use of Esplanade Park by Apostolic Pentecostal Church of Pickering on Tuesday, August 13, 2024, and Tuesday August 20 (rain date) for a Sing-A-Long, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 5. That Council authorize staff to issue a park permit for the use of Esplanade Park by Affiliation For Inspiring Youth Upliftment Enterprise (A.F.I.Y.U) on Saturday August 17, 2024, and Sunday, August 25, 2024 (rain date) for a Movie Night, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 6. That Council authorize staff to issue a park permit for the use of Esplanade Park by Indo-Canadian Cultural Association of Durham Inc. on Sunday, August 18, 2024, for A Festival of India’s Independence, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 7. That Council authorize staff to issue a park permit for the use of Esplanade Park by Ontario Conservative Electoral District Association on Saturday, August 24, 2024, for MPP Bethlenfalvy’s Community BBQ, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; and, For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 10.3 Director, Community Services, Report CS 29-23 Accessibility for Ontarians with Disabilities Act -2023 Compliance Report 26 Recommendation: 1. That Council endorse the City of Pickering 2023 Accessibility Compliance Report prepared by City staff and endorsed by the Accessibility Advisory Committee, as set out in Attachment 1; 2. That staff be authorized to submit the City of Pickering 2023 Accessibility Compliance Report to the Government of Ontario Ministry for Seniors and Accessibility; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 10.4 Director, Community Services, Report CS 30-23 Public Art Policy Updates -CUL 130 Public Art Policy 41 Recommendation: 1. That Council endorse the revisions in CUL 130 Public Art Policy, as set out in Attachment 1 to this report, subject to minor revisions acceptable to the Director, Community Services; 2. That Council endorse in principle the Public Art Plan 2023-2026, as set out in Attachment 3 to this report; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 10.5 Director, Community Services, Report CS 31-23 Community Safety and Well-Being Draft Plan 180 Recommendation: For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm 1. That Report CS 31-23, regarding the City of Pickering Community Safety and Well-Being Draft Plan, be received; 2. That Mayor Ashe be requested to include funding in the amount of $25,000 in the City’s 2024 Current Budget (Culture & Recreation Administration) to enable staff to undertake Community Consultation on the City of Pickering Community Safety and Well-Being Draft Plan in Q1 2024; 3. That staff return the final City of Pickering Community Safety and Well-Being Plan to Council for endorsement no later than Q2 2024; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 10.6 Fire Chief, Report FIR 05-23 Ajax-Pickering Automatic Aid Agreement 237 Recommendation: 1. That Report FIR 05-23 regarding Ajax-Pickering Automatic Aid Agreement be received; 2. That the Mayor and City Clerk be authorized to execute the Ajax- Pickering Automatic Aid Agreement, set out in Attachment 1 to this report, subject to minor revisions as may be required by the Fire Chief and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 10.7 Director, Operations, Report OPS 26-23 Supply & Delivery of Nine Midsize SUVs -Request for Quotation No. Q2023-47 245 Recommendation: 1. That Request for Quotation No. Q2023-47 submitted by Downtown AutoGroup, in the amount of $328,230.00 (HST excluded) be accepted; For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm 2. That the total gross project cost of $370,900.00 (HST included), and that the total net project cost of $334,007.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $334,007.00 funded from the Vehicle Replacement Reserve as provided for in the 2023 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. 10.8 Director, City Development & CBO, Report PLN 35-23 Proposed Memorandum of Understanding to govern the delivery of municipally requested programs and services offered by the Central Lake Ontario Conservation Authority to the City of Pickering under the Conservation Authorities Act 248 Recommendation: 1. That Council endorse in principle the draft Memorandum of Understanding between the City of Pickering and the Central Lake Ontario Conservation Authority (CLOCA), as set out in Appendix I to Report PLN 35-23, to secure the continuation of municipally requested programs and services CLOCA offers to the City of Pickering in compliance with the Conservation Authorities Act; 2. That the Mayor and City Clerk be authorized to execute the Memorandum of Understanding, between the City of Pickering and the Central Lake Ontario Conservation Authority, as set out in Appendix I to this report, subject to any minor revisions as may be required by the Chief Administrative Officer, the Director, Corporate Services & City Solicitor, and/or the Director, City Development & CBO; and, 3. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. 10.9 Director, City Development & CBO, Report PLN 37-23 Tree Protection By-law Update 256 For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm -Phase 3 Recommendation Report This item was referred back to staff at the Executive Committee Meeting held on November 6, 2023. 11. Report PD 08-23 of the Planning & Development Committee Refer to Planning & held on November 6, 2023 Development Agenda pages: 11.1 Director, City Development & CBO, Report PLN 34-23 37 City Initiated Official Plan Amendment 50 Changes to policies to recognize and reinforce the new Pickering Integrated Sustainable Design Standards File: OPA 23-005/P Recommendation: 1. That Official Plan Amendment Application OPA 23-005/P, initiated by the City of Pickering, to amend existing policies related to the review of Planning Act applications to recognize and reinforce the new Pickering Integrated Sustainable Design Standards, as set out in Exhibit ‘A’ to Appendix I to Report PLN 34-23 be approved; and, 2. That the Draft By-law to adopt Amendment 50 to the Pickering Official Plan, to amend existing policies to recognize and reinforce the new Pickering Integrated Sustainable Design Standards, as set out in Appendix I to Report PLN 34-23, be enacted. 11.2 Director, City Development & CBO, Report PLN 32-23 49 Strategic Growth Areas Monitoring Report (2022) Recommendation: That Council receive the Strategic Growth Areas Monitoring Report (2022), contained in Appendix I to Report PLN 32-23, for information. 12. New and Unfinished Business 12.1 Director, City Development & CBO, Report BLD 02-23 61 Information Report on City Online Resident Permit Application Portal ‘MyCity’ For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm -Pickering Residential Interface & Service Modernization (PRISM) initiative Recommendation: That Report BLD 02-23 of the Director, City Development & CBO regarding the Pickering Residential Interface & Service Modernization (PRISM) initiatives in relation to the Provincial Streamline Development Approval Funding (SDAF) be received for information. 12.2 Director, Corporate Services & City Solicitor, Report BYL 08-23 Deferral of Implementation of Accessible Service Supplement Fees Vehicle for Hire By-law 68 Recommendation: 1. That Report BYL 08-23 respecting a deferral of the implementation of the Accessible Service Supplement enacted in the Vehicle for Hire By-law 7739/20 be received; 2. That the implementation and collection of the Vehicle for Hire Accessible Service Supplement be deferred until January 1, 2025; and, 3. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. 12.3 Director, Economic Development & Strategic Projects, Report ECD 07-23 Corridor Design for a High Frequency Rail Station in Pickering -Award RFP2023-18 to Weston Williamson & Partners 71 Recommendation: 1. That Proposal No. RFP2023-18, for Consulting Services for Corridor Design for a High Frequency Rail Station in Pickering, submitted by Weston Williamson & Partners in the amount of $99,937.20 (HST included) be accepted; For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm 2. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $89,996.00 as approved in the 2023 Current Budget as follows: a. The sum of $75,000.00 to be funded from Property Taxes; b. The sum of $14,996.00 to be funded by a transfer from the Rate Stabilization Reserve; 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to proceed on the proposal; and, 4. That the City Clerk forward a copy of Report ECD 07-23 to the Region of Durham’s Office of the CAO and Planning & Economic Development Department. 12.4 Director, Economic Development & Strategic Projects, Report ECD 08-23 Consulting Services for a Highway Access Management Plan for Highway 7, Pickering Innovation Corridor Recommendation: 1. That Council approve the hiring of BA Consulting Group Ltd. to complete a Highway Access Management Plan for Highway 7, the Pickering Innovation Corridor in accordance with Purchasing Policy 10.03 (c) as the assignment is above $50,000.00; 2. That the fee proposal submitted by BA Consulting Group Ltd. for the preparation of a Highway Access Management Plan for Highway 7, the Pickering Innovation Corridor in the amount of $429,400.00 (HST Included) be accepted; 3. That the total gross project cost of $429,400.00 (HST Included) and the total net project cost of $386,688.00 (net HST rebate) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $386,688.00 as follows: a. The sum of $25,440.00 be funded by a transfer from Rate Stabilization Reserve as approved in the 2023 Current Budget; For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 77 Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm b. The sum of $127,200.00 be funded from the Ontario Ministry of Transportation; c. The sum of $234,048.00 be funded by the Seaton Landowners Group; 5. That the City Clerk forward a copy of Report ECD 08-23 to the Region of Durham’s Office of the CAO and Planning & Economic Development Department, the Ontario Ministry of Transportation, and the Seaton Landowners group; and, 6. That the appropriate City of Pickering officials be authorized to take the necessary actions to as indicated in this report. 12.5 Fire Chief, Report FIR 06-23 FireSafe Pickering and the Community Emergency Preparedness Grant -Grant Application 86 Recommendation: 1. That Report FIR 06-23 regarding FireSafe Pickering and the Community Emergency Preparedness Grant Application be received; 2. That Council authorize City staff to apply for the Community Emergency Preparedness Grant (CEPG) to provide funding for smoke and carbon monoxide alarms and program delivery tools, to assist with training programs (such as FireSafe Pickering) or other operational needs; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 12.6 Director, Operations, Report OPS 27-23 Additional Costs for Spraying Liquid Calcium Magnesium Blend for Dust Suppression 91 Recommendation: For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm 1. That Report OPS 27-23 regarding Additional Costs for Spraying Liquid Calcium Magnesium Blend for Dust Suppression be received; 2. That Council authorize the Director, Finance & Treasurer to finance the excess costs of approximately $115,000.00 (net of HST) from Property Taxes; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. 12.7 Director, Operations, Report OPS 28-23 Supply & Delivery of Six ½ Ton Pickup Trucks -Request for Quotation No. Q2023-46 93 Recommendation: 1. That Request for Quotation No. Q2023-46 submitted by Finch Auto Group, in the amount of $363,914.00 (HST excluded) be accepted; 2. That the total gross project cost of $411,223.00 (HST included), and that the total net project cost of $370,319.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $370,319.00, as provided for in the 2023 Capital Budget as follows: a. The sum of $307,928.00 to be funded from the Vehicle Replacements Reserve; b. The sum of $62,391.00 to be funded 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. 12.8 Director, Operations, Report OPS 29-23 Regional Roads Boulevard Maintenance Review 96 Recommendation: For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm That Report OPS 29-23 regarding Regional Roads Boulevard Maintenance Review be received for information. 12.9 Director, Operations, Report OPS 31-23 Additional Costs for Tillings Yard Remediation 101 Recommendation: 1. That Report OPS 31-23 regarding additional costs for the Tillings Yard Remediation project be received; 2. That the total net project cost increase from $3,448,186.00 (net of HST) to $3,845,050.00 net of HST be approved; 3. That Director, Finance & Treasurer be authorized to finance the additional costs referenced in Recommendation 2 in the amount of $396,864.00 (net of HST) by a transfer from the Operations Centre Reserve Fund; and, 4. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. 12.10 Director, City Development & CBO, Report PLN 39-23 Environmental Registry of Ontario Posting 019-7739 and 019-7735 Proposal to return lands to the Greenbelt – Bill 136, Greenbelt Statute Law Amendment Act, 2023, and New Act regarding the Duffins Rouge Agricultural Preserve Easements and Covenants 105 Recommendation: 1. That Council endorse the comments contained in Report PLN 39-23 as the City of Pickering comments on the Greenbelt Statute Amendment Act and New Act regarding the Duffins Rouge Agricultural Preserve easements and covenants; and, 2. That staff be authorized to submit the comments in Report PLN 39-23 and Council’s resolution thereon, to the Environmental Registry of Ontario (ERO) postings 019-7739 and 019-7735 as the City of Pickering’s comments on the Greenbelt Statute For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 112 Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm Amendment Act and the New Act regarding the Duffins Rouge Agricultural Preserve Easements and Covenants. 12.11 Director, City Development & CBO, Report SUS 09-23 Community Climate Adaptation Project -RFP 2023-12 Recommendation: 1. That Proposal No. RFP 2023-12, for Consulting Services for the Community Climate Adaptation Project, submitted by Delphi Consulting Group Inc. in the amount of $59,962.50 (excluding HST) be accepted; 2. That the net project cost of $61,018.00 (net of HST rebate), be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $61,018.00 for consulting services to lead Phase 2 and 3 of the Community Climate Adaptation Project in the amount from the Approved 2023 Current Budget from Property Taxes; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 13. Motions and Notice of Motions 13.1 Tribute to Sigrid Squire in Bicentennial Gardens Moved by Councillor Butt Seconded by Councillor Pickles WHEREAS, Sigrid Squire is a distinguished resident of Pickering who has devoted her time and contributed in many ways to the beautification of the City of Pickering through the Pickering Horticultural Society; And Whereas, Ms. Squire has had a remarkable 20-year tenure as a dedicated member of the Pickering Horticultural Society, during which she held the position of president for 4 years; For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm And Whereas, Ms. Squire generously donates her time as the editor of Peony Post, a publication affiliated with the Pickering Horticultural Society; And Whereas, Ms. Squire was a previous judge and mentor for Pickering Blooms Garden Showcase; And Whereas, Ms. Squire received a 2011 Civic Award from the City of Pickering for her significant Individual Volunteer work; And Whereas, Ms. Squire and the Pickering Horticultural Society planted the Bicentennial Garden (located at 1867 Valley Farm Road in Pickering) in 2011 to commemorate Pickering’s 200th anniversary; Now therefore be it resolved, that the Council of The Corporation of the City of Pickering: 1. Directs staff, through the Office of the CAO, to undertake an evaluation of installing a commemorative plaque or otherwise, recognizing Sigrid Squire at the Bicentennial Garden; and, 2. That staff report back to Council with their recommendations no later than Q2 2024. 14. By-laws 14.1 By-law 8054/23 Being a by-law to adopt Amendment 50 to the Official Plan for the City of Pickering (OPA 23-005/P). [Refer to Item 3.3 Report PLN 34-23, page 37 of the Planning & Development Committee Agenda] 14.2 By-law 8055/23 Being a by-law to exempt Block 1, Plan 40M-2683, Pickering, from the part lot control provisions of the Planning Act. 15. Confidential Council – Public Report 16. Regional Councillor Updates 17. Other Business For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 116 Council Meeting Agenda November 27, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm 18. Confirmatory By-law 19. Adjournment For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm Present: Mayor Kevin Ashe Councillors: M. Brenner L. Cook M. Nagy D. Pickles L. Robinson Absent: S. Butt Also Present: M. Carpino -Chief Administrative Officer K. Bentley -Director, City Development & CBO P. Bigioni -Director, Corporate Services & City Solicitor S. Boyd -Fire Chief S. Douglas-Murray -Director, Community Services B. Duffield -Director, Operations J. Eddy -Director, Human Resources R. Holborn -Director, Engineering Services F. Jadoon -Director, Economic Development & Strategic Projects S. Karwowski -Director, Finance & Treasurer S. Cassel -City Clerk l. Gibbs -Division Head, Culture and Community Programming L. Arshad -Manager, Economic Development & Marketing J. Litoborski -Manager, Municipal Law Enforcement Services R. Perera -Deputy Clerk C. Redmond -(Acting) Deputy Clerk J. San Antonio -Senior Advisor, Diversity, Equity & Inclusion 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 Butt. 2. Moment of Reflection Mayor Ashe called for a silent moment of reflection. 1 - 1 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm 3. Indigenous Land Acknowledgment Statement Mayor Ashe read the Indigenous Land Acknowledgment Statement. 4. Disclosure of Interest 4.1 Councillor Pickles declared a conflict of interest under the Municipal Conflict of Interest Act with respect to Item 14.2, Confidential Memorandum from the Director, Corporate Services & City Solicitor, regarding the KPMG Report regarding Frenchman’s Bay Potential Acquisition, as the matter may involve an organization that he was affiliated with. Councillor Pickles did not take part in the discussion or vote on this matter. 4.2 Councillor Robinson declared a conflict of interest under the Municipal Conflict of Interest Act with respect to Item 9.1, Corr. 30-23, Integrity Commissioner’s Recommendation Report Regarding Complaints against Councillor Lisa Robinson, October 13, 2023. Councillor Robinson stated that in accordance with Section 5 of the Municipal Conflict of Interest Act, she reserved her right to take part in the discussion of the matter, however, would not take part in the vote. 5. Adoption of Minutes Resolution #289/23 Moved by Councillor Brenner Seconded by Councillor Robinson Council Minutes, September 25, 2023 Planning & Development Committee Minutes, October 3, 2023 Carried 6. Presentations There were no presentations. 7. Question Period There were no questions from members of the public. 8. Delegations 2 - 2 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm 8.1 Neil Pasher, Founder, Sloane’s House Lorraine Sunstrum-Mann, Board Member, Sloane’s House Re: Progress on Bringing a Pediatric Respite and Hospice Facility to Durham Region Neil Pasher, Founder, Sloane’s House, and Lorraine Sunstrum-Mann, Board Member, Sloane’s House joined the hybrid electronic Council meeting and with the aid of a PowerPoint Presentation, provided an update on the progress of bringing a Pediatric Respite and Hospitality Facility to Durham Region. Mr. Pasher and Ms. Sunstrum-Mann spoke to the vision and mission of Sloane’s House, the importance of respite care, the range of hospice services, the focus of palliative care, the need for hospice care in Durham Region, the impact on families, the strategic directions for the future, support for the organization, stakeholder outreach, current programs, and partnerships. A question and answer period ensued between Members of Council, and Mr. Pasher and Ms. Sunstrum-Mann regarding: • the reasons a respite and hospitality facility are needed in Durham Region; • the anticipated timeline to have the facility completed, the capacity of the facility, and the number of families it can support; and, • the plans for expansion of current summer programs at WindReach Farms. 8.2 David Biggar, Manager of Project Development, Plus Power Fernando De Samaniego Steta, Regional Director, Project Development, Plus Power, Ben Weisel, Director of Permitting, Plus Power Daniel Brennan, Senior Manager, Permitting, Plus Power Utilia Amaral, Consultant, Plus Power Nick Petrakis, Consultant, Plus Power Re: Report ECD 06-23 Trillium Energy Storage -Municipal Support Resolution Daniel Brennan and his colleagues from Plus Power appeared before Council and advised they were available for questions pertaining to Report ECD 06-23. Resolution #290/23 Moved by Councillor Brenner Seconded by Councillor Cook That the order of the agenda be changed to hear Item 11.6, Report ECD 06-23, as the next item of business. 3 - 3 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm Carried 11.6 Director, Economic Development & Strategic Projects, Report ECD 06-23 Trillium Energy Storage Municipal Support Resolution A question and answer period ensued between Members of Council, staff, Mr. Biggar, Mr. De Samaniego Steta, Mr. Weisel, Mr. Brennan, Mr. Amaral, and Mr. Petrakis, regarding: • the potential hazards, lifespan and replacement cost of lithium batteries and the radiation they generate; • the appropriateness of the location being proposed for the project; • clarification that the purpose of the project was to take excess power off the grid when not needed, store it, and add the power back to the grid when required; • the requirement for the applicant to follow the City’s procurement and planning process; and, • confirmation that these facilities are needed across the province. Resolution #291/23 Moved by Councillor Cook Seconded by Councillor Brenner 1. That Report ECD 06-23 regarding the proposed Battery Energy Storage System be received; 2. That Council approve a Municipal Support Resolution (Attachment 1), as required by the Independent Electricity Systems Operator, for the Trillium Energy Storage project proposed by Plus Power, LLC at 2310 Fairport Road (Property Identification Number: 26371-0948); 3. That the Mayor be authorized to sign the Prescribed Form of Municipal Support Resolution on behalf of the Corporation of the City of Pickering; and, 4. That a copy of the signed Prescribed Form of Municipal Support Resolution and Report ECD 06-23 be forwarded to Power Plus, LLC. Carried 8.3 Terry Keefe, Durham Resident 4 - 4 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement Terry Keefe, Durham Resident, appeared before Council to speak to concerns regarding the Motion on Legislative Amendments to improve Municipal Codes of Conduct and Enforcement, specifically with respect to allowing municipalities to apply to a member of the judiciary to remove a sitting member, and prohibiting a member so removed from sitting for election in the term of removal and the subsequent term of office. Ms. Keefe stated that removing an elected official without regard for the people’s voice was undemocratic. Ms. Keefe noted that Council is elected to manage the business of the City and not to use their position for political activism or political activist lobby groups. She stated that everyone should be treated equally, to ensure public spaces are neutral, and for Members of Council to be able to bring forward motions without repercussions. A question and answer period ensued between Members of Council and Ms. Keefe regarding the substance of the proposed motion being based on Bill 5 and pre-dating the current Term of Council. 8.4 Maja Petrovic, Pickering Resident Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement Maja Petrovic, Pickering Resident, appeared before Council to speak to concerns regarding the Motion on Legislative Amendments to improve Municipal Codes of Conduct and Enforcement. Ms. Petrovic stated that she objected to the Motion as Council should be focusing on the economy, jobs, democracy, and not increasing rules. Ms. Petrovic stated that Members of Council need to work together to find solutions even when there is disagreement amongst Members and added that the residents were suffering due to Council’s inability to work collaboratively. 8.5 Vaughan Brown, Pickering Resident Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement Vaughn Brown, Pickering Resident, appeared before Council to speak to concerns regarding the Motion on Legislative Amendments to improve Municipal Codes of Conduct and Enforcement. Mr. Brown stated that he objected to the Motion as it takes away his voice, and that discrimination on Council should be controlled by the Bill of Rights. 8.6 Rick Troyan, True North Transparency 5 - 5 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement Rick Troyan, was not able to connect electronically to the meeting and did not provide a delegation. 8.7 Esther Klein, Pickering Resident Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement Esther Klein, Pickering Resident, appeared before Council to speak to concerns regarding the Motion on Legislative Amendments to improve Municipal Codes of Conduct and Enforcement. Ms. Klein stated that she objected to the Motion to remove an elected official who the citizens had voted for. 8.8 Faisal Mirza, Durham Resident Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement Faisal Mirza, Durham Resident, was not in attendance at the meeting and did not provide a delegation. 8.9 Umair Jalil, Durham Resident Asma Umair, Durham Resident Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement Umair Jalil, Durham Resident, and Asma Umair, Durham Resident were not in attendance at the meeting and did not provide a delegation. 8.10 Gordon Carpenter, Pickering Resident Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement Gordon Carpenter, Pickering Resident, appeared before Council to speak to concerns regarding the Motion on Legislative Amendments to improve Municipal Codes of Conduct and Enforcement. Mr. Carpenter stated that he objected to the Motion and considers some sections as righteous, undemocratic, and tyrannical. He further stated that the Motion would be used to get rid of Councillors who took a difference stance and questioned how this could be used by politicians. 8.11 Monica Carpenter, Pickering Resident 6 - 6 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement Monica Carpenter, Pickering Resident, appeared before Council to speak to concerns regarding the Motion on Legislative Amendments to improve Municipal Codes of Conduct and Enforcement. Ms. Carpenter stated that she objected to the Motion and that Council was in violation of the Whereas clauses in the Motion. She stated that Council should reflect on their actions and words as it was not creating a safe and respectful workplace for Councillors and staff. She added that the ability to remove a Member of Council from their elected position could be easily abused if a Member had a difference of opinion and encouraged Members to be politically correct. Ms. Carpenter suggested that Council should listen and respond to each other and set an example for residents and stated that it was wrong to penalize Councillors. 8.12 Dianna Robinson, Durham Resident Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement Dianna Robinson, Durham Resident, appeared before Council to speak to concerns regarding the Motion on Legislative Amendments to improve Municipal Codes of Conduct and Enforcement. Ms. Robinson stated that she objected to the Motion, specifically regarding the recommendation to allow the removal of a Member of Council through the judiciary process, when they were elected by their constituents. She stated that the Motion was denying the right of citizens to vote for their preferred representative which was moving towards a dictatorship. She concluded her delegation by stating that these legislative changes would apply to all Members of Council. 8.13 Jessica Wilkins, Durham Resident Janice Strasbourg, Durham Resident Re: Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement Jessica Wilkins, Durham Resident, and Janice Strasbourg, Durham Resident, appeared before Council to speak to concerns regarding the Motion on Legislative Amendments to improve Municipal Codes of Conduct and Enforcement. Ms. Wilkins and Ms. Strasbourg stated that they objected to the Motion, specifically regarding the recommendation to allow the removal of a Member of Council through the judiciary process, stating it is violation of rights and freedom of speech. The delegates noted that the Motion was vague and subjective, adding that Council did not have the right to override the Bill of Rights. They further stated that if a Member of Council was doing a good job, they would continue to be 7 - 7 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm this Motion ignored democracy by going against the electoral process. elected and those that did not do a good job would not get re-elected noting that It was the consensus of Council to take a short recess. Council recessed at 8:47 p.m. and reconvened at 9:00 p.m. 9. Correspondence 9.1 Corr. 30-23 Jeff Abrams, Co-Principal, Principles Integrity, Integrity Commissioner for the City of Pickering Janice Atwood-Petkovski, Co-Principal, Principles Integrity, Integrity Commissioner for the City of Pickering Re: Integrity Commissioner’s Recommendation Report Regarding Complaints against Councillor Lisa Robinson, October 13, 2023 Janice Atwood-Petkovski , Co-Principal, Principles Integrity, Integrity Commissioner for the City of Pickering, connected to the electronic meeting to speak to the City of Pickering Integrity Commissioner’s Recommendation Report Complaints against Councillor Robinson. Ms. Atwood-Petkovski stated that the report flows from complaints received from Councillors’ Brenner, Cook, and Nagy, Durham District School Board (DDSB)Trustee Cunningham, as well as other members of the community between May 19-23, 2023, regarding Councillor Robinson’s conduct on May 15, 2023 on the steps of the DDSB Office, where she addressed the crowd and read out notices of motion that she intended to bring to Council the following week. Ms. Atwood provided a thorough overview of the details contained within the Report. A question and answer period ensued between Members of Council and Ms. Atwood-Petkovski regarding several aspects of the Integrity Commissioner’s Report. It was the consensus of Council to take a short recess. Council recessed at 9:40 p.m. and reconvened at 9:44 p.m. Detailed discussion ensued between Members of Council and Ms. Atwood- Petkovski pertaining to Councillor Robinson’s concerns regarding how the investigation had been carried out and the findings of the Integrity Commissioner. Further discussion ensued between Members of Council regarding: 8 - 8 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm • concerns regarding the division within Council and treatment of Councillor Robinson; • similar complaints being filed by other complainants with the Integrity Commissioner regarding Councillor Robinson; • the need to respect the position of Members of Council on their views regarding Motions as they represent the views of their ward constituents; and, • the need to take responsibility and work collaboratively to set an example of respectful and responsible governance. Due to the lack of decorum in the Chambers, the Chair called for the clearing of the public gallery. It was the consensus of Council to take a short recess. Council recessed at 10:12 p.m. and reconvened at 10:29 p.m. Having previously declared a conflict of interest, Councillor Robinson did not vote on the following item. Resolution #292/23 Moved by Councillor Brenner Seconded by Councillor Cook 1. That the Report of the Integrity Commissioner, dated October 13, 2023, as contained in Corr. 30-23, pertaining to Councillor Lisa Robinson be received; and, 2. That in accordance with the Integrity Commissioner’s Report recommendations, the salary remuneration paid to Councillor Robinson be suspended for a period of 60 days (four pay periods) commencing on the next scheduled pay period. Carried Unanimously on a Recorded Vote 9.2 Corr. 31-23 Kevin Ashe, Mayor, City of Pickering Re: Proposed Cherrywood Development City of Pickering Direct and Indirect Costs A brief discussion period ensued between Members of Council regarding the announcement of the Minister of Municipal Affairs & Housings, and their intention 9 - 9 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm to enter into discussions to review urban boundaries and the requests from municipalities for reimbursement. Resolution #293/23 Moved by Councillor Brenner Seconded by Councillor Cook That Corr. 31-23, from Kevin Ashe, Mayor, City of Pickering, dated October 13, 2023, regarding Proposed Cherrywood Development -City of Pickering Direct and Indirect Costs, be received for information. Carried 9.3 Corr. 32-23 The Association of Municipalities of Ontario Re: Policy Update -Toronto New Deal and Housing Affordability Task Force Responses Resolution #294/23 Moved by Councillor Brenner Seconded by Councillor Pickles That Corr. 32-23, from The Association of Municipalities of Ontario, dated September 19, 2023, regarding Policy Update -Toronto New Deal and Housing Affordability Task Force Responses, be received for information. Carried 9.4 Corr. 33-23 Jamie Eckenswiller, Director of Legislative Services/Clerk, Municipality of West Grey Re: Establishing a Guaranteed Livable Income A brief discussion period ensued between Members of Council regarding the financial implications associated with endorsing the AMO Correspondence and that the implications would fall under the Federal and Provincial Governments. Resolution #295/23 Moved by Councillor Brenner Seconded by Councillor Pickles 10 - 10 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm That Corr. 33-23, from Jamie Eckenswiller, Director of Legislative Services/Clerk, Municipality of West Grey, dated September 22, 2023, regarding Establishing a Guaranteed Livable Income, be received and endorsed. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Cook Mayor Ashe Councillor Nagy Councillor Pickles 9.5 Corr. 34-23 Robert Cerjanec, Executive Lead, Strategic Initiatives and External Relations, Durham District School Board David Wright, Associate Director, Corporate Services, Durham District School Board Re: Durham District School Board Enrollment Pressures and Capital Priorities Resolution #296/23 Moved by Councillor Brenner Seconded by Councillor Pickles That Corr. 34-23 from Robert Cerjanec, Executive Lead, Strategic Initiatives and External Relations, Durham District School Board, and David Wright, Associate Director, Corporate Services, Durham District School Board, dated October 4, 2023, regarding Durham District School Board Enrollment Pressures and Capital Priorities, be received for information. Carried 10. Report of the Planning & Development Committee held on October 3, 2023 The Planning and Development Committee Meeting held on October 3, 2023 adjourned due to a loss of quorum. There were no recommendations made by the Planning & Development Committee at the October 3rd Meeting. 11. New and Unfinished Business 11.1 Director, Corporate Services & City Solicitor, Report BYL 06-23 Noise Control By-law Review and Update 11 - 11 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm A question and answer period ensured between Members of Council and staff regarding: • the types of noises that are permissible under the By-law and whether there would be any issues with snow blowers and snowplows that could run in the early morning and late evening; • the data that By-law staff used to compile the information in the report; and, • additional tools in the updated By-law to address noise issues for residents adjacent to commercial plazas. Resolution #297/23 Moved by Councillor Pickles Seconded by Councillor Cook 1. That this Report BYL 06-23 be received; 2. That the attached Noise Control By-law be enacted; and, 3. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Carried Unanimously on a Recorded Vote Resolution #298/23 Moved by Councillor Robinson Seconded by Councillor Nagy That due to the remaining items of business on the agenda, the meeting be extended to 12:00 a.m. Carried 11.2 Director, Corporate Services & City Solicitor, Report BYL 07-23 Toys for Tickets and Food for Fines Holiday Parking Fine Program Resolution #299/23 Moved by Councillor Pickles Seconded by Councillor Brenner 12 - 12 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm 1. That Council authorize staff to implement the Toys for Tickets/Food for Fines program from November 27 through December 20, 2023; 2. That parking tickets issued between Monday, November 27 through Wednesday, December 20, 2023 be eligible for the Toys for Tickets/Food for Fines program; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 11.3 Chief Administrative Officer, Report CAO 10-23 Approval of “Black Joy Holiday Market” for the Pickering Anti-Black Racism Taskforce (PABRT) Resolution #300/23 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Council approve the PABRT-led event per ADM 040 Committees and Taskforces of Council Policy and on 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 actions as indicated in this report. Carried 11.4 Director, Corporate Services & City Solicitor, Report CLK 09-23 Special Powers and Duties of the Head of Council (Strong Mayor Powers) under Part VI.1 of the Municipal Act, 2001, S.O. 2001, c.25 Information Report and recommended updates to Procedure By-law #8019/23 S. Cassel, City Clerk, provided a brief overview of Report CLK 09-23 and the Strong Mayor Powers under the Municipal Act. A question and answer period ensued between Members of Council and staff regarding: 13 - 13 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm • concerns regarding the use of the Powers resulting in a lack of accountability, concentration of authority, and undermining a democratic system; • implications of Council not adopting the draft by-law and the fact that not adopting the by-law would have no impact on the availability for the Mayor to use the Powers that have been prescribed by the Province; • the importance of the draft by-law providing guidance on using the Powers consistently; • whether there was potential for additional powers to be added; and, • the ability to repeal the proposed appendix to the Procedure By-Law should the Province pull back the Strong Mayor Powers legislation. Resolution #301/23 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Report CLK 09-23, regarding information pertaining to the Special Powers and Duties of the Head of Council (Strong Mayor Powers) under Part VI.1 of the Municipal Act, 2001, S.O. 2001, c.25, and the recommended updates to Procedure By-law #8019/23 be received; 2. That the draft by-law, included as Attachment #1 to CLK 09-23, to amend Procedure By-law #8019/23 be approved; and, 3. 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 Cook Councillor Nagy Councillor Pickles Mayor Ashe 11.5 Director, Community Services, Report CS 27-23 Chestnut Hill Developments Recreation Complex Arena Dressing Rooms -Outreach Shower Facilities DARS Inc. Agreement Renewal 14 - 14 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm Resolution #302/23 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Report CS 27-23 regarding Chestnut Hill Developments Recreation Complex Arena Dressing Rooms – Outreach Shower Facilities be received; 2. That the Mayor and City Clerk be authorized to execute the Memorandum of Understanding with DARS Inc., set out in Attachment 1 to this report, for use of the Chestnut Hills Development Recreation Complex Arena Dressing Rooms, for outreach shower facilities, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Carried 11.7 Fire Chief, Report FIR 04-23 Request for Proposal No. RFP2023-10 Fire Services Master Plan and Community Risk Assessment Resolution #303/23 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Proposal No. RFP2023-10 submitted by Behr Integrated Solutions Inc. Fire Services Consultants in the amount of $116,124.00 (HST included) be accepted; 2. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $104,573.00 (net of HST rebate) as approved in the 2023 Current Budget as follows: a) The sum of $78,430.00 to be funded from the Development Charges – Fire Services Reserve Fund; b) The sum of $26,143.00 to be funded from Property Taxes; and, 15 - 15 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 11.8 Director, Operations, Report OPS 25-23 Seniors & Persons with Disabilities Snow Clearing Program -RFP2023-8 A question and answer period ensued between Members of Council and staff regarding: • clarification regarding the dollar value of the eligibility ceiling cap; • clarification that residents currently on an Ontario Disability Works program would not be paying for program; and, • clarification that 75% of the program was being funded through casino revenues with the remaining 25% of the costs being funded by taxpayers. Resolution #304/23 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That proposal for Request for Proposal No. RFP2023-8 submitted by Gray’s Landscape & Snow Removal Inc. in the amount of $168,017.40 (excluding HST) be accepted; 2. That Council authorize the Director, Finance & Treasurer to finance Year 1 (2023) of the Seniors & Persons with Disabilities Snow Removal Program in the amount of $221,288.00 (net of HST rebate) as approved in the 2023 Current Budget as follows: a) The sum of $167,001.00 to be funded from the Casino Reserve; and, b) The sum of $54,287.00 to be funded from Property Taxes; 3. That financing for 2024 to 2026 of the Proposal be provided in the annual Current Budgets, for a total amount of $1,830.406.00 (net of HST rebate); 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 16 - 16 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm 11.9 Director, City Development & CBO, Report PLN 33-23 Award of Request for Proposal (RFP 2023-7) for a Retail Market Study A question and answer period ensued between Members of Council and staff regarding the procurement process and the selection criteria used in the evaluation of the submissions. Resolution #305/23 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Proposal number RFP 2023-7 for a Retail Market Study, for the City of Pickering, submitted by Parcel Economics Inc., in the amount of $72,750.00 (excluding HST), be accepted; 2. That the net project cost of $74,031.00 (net of HST rebate), be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $74,031.00 as follows: a) The sum of $33,314.00 to be funded by a transfer from the Development Charge Reserve Fund – Growth Related Studies; b) The sum of $40,717.00 to be funded from Property Taxes; and, 4. That the appropriate officials of the City of Pickering be authorized to take such actions as are necessary to give effect to this Report. Carried 11.10 Director, City Development & CBO, Report PLN 36-23 Environmental Registry of Ontario Posting 019-7669 Changes to the definition of an “Affordable Residential Unit” in the Development Charges Act. Resolution #306/23 Moved by Councillor Pickles Seconded by Councillor Brenner 17 - 17 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm 1. That Council endorse the comments contained in Report PLN 36-23, and as set out in Appendix I to Report PLN 36-23, as the City of Pickering Detailed Comments on the proposed changes to the definition of an “Affordable Residential Unit” in the Development Charges Act; and, 2. That staff be authorized to submit the comments in Report PLN 36-23 and Council’s resolution thereon, to the Environmental Registry of Ontario posting (ERO 019-7669) as the City of Pickering’s comments on the proposed changes to the definition of an “Affordable Residential Unit” in the Development Charges Act. Carried Resolution #307/23 Moved by Councillor Brenner Seconded by Councillor Cook That leave be granted to suspend the rules of procedure to introduce a motion regarding Cost Recovery: Greenbelt – Cherrywood Area Lands. Carried on a Two-Thirds Vote 11.11 Cost Recovery: Greenbelt – Cherrywood Area Lands A brief discussion period ensued between Members of Council regarding the request to the Province, and the importance of ensuring the approach used in any future review of the Greenbelt lands is transparent and consultative. Resolution #308/23 Moved by Councillor Brenner Seconded by Councillor Cook Whereas, on December 14, 2022, the Province removed land in the City of Pickering from the Provincial Greenbelt Plan, known as the Cherrywood Area lands; And Whereas, the Province directed through the Office of the Provincial Land and Development Facilitator to facilitate discussions with the City of Pickering, and the Cherrywood Area landowners, to develop a Master Plan of the Cherrywood Area lands and that such discussions included: 18 - 18 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm • a minimum of 25% of the 30,000 residential units (7,500 units) being a combination of affordable and/or attainable housing which included the provision of at least 6,000 income-based affordable housing units through recognized non-profit housing providers including Habitat for Humanity GTA and Durham Region Non-Profit Housing Corporation; • total accommodation of 73,000 new residents and 23,000 jobs; • a 30-acre health care campus – which could include a hospital, confirmed with a letter of understanding with Lakeridge Health and landowners; • a 14-acre post-secondary school campus with Durham College, confirmed through a letter of understanding with Durham College and landowners; • a substantial amount of publicly owned parkland, exceeding the Planning Act maximums; • community centres, libraries, recreational complexes, fire halls, maintenance facilities, trails and an outdoor amphitheater for the performing arts; • employment lands to foster economic growth and job creation; and, • infrastructure -roads, water, wastewater, stormwater management systems, within the Cherrywood area lands and beyond. And Whereas, the Province further directed the Office of the Provincial Land and Development Facilitator to facilitate negotiations of a Development Agreement, and other agreements, required for the Cherrywood Area to support an expedited development approval process in order to meet the Provincially imposed deadlines of achieving land use planning approvals by the end of 2023 and commencing construction by no later than 2025; And Whereas, in reliance on the Provincial direction and timelines, the City expended taxpayers’ dollars to retain additional planning, engineering, and administrative staff to expedite the review of the Cherrywood Area plans and studies required to meet the deadlines established by the Province; And Whereas, in reliance on the Provincial direction and timelines, the City also expended taxpayers’ dollars to retain external Legal Counsel and other technical consultants to negotiate the Development Agreement and protect the City’s interests; And Whereas, the City and its staff have worked expeditiously and cooperatively to achieve Provincial goals and timelines as directed at considerable time and cost to the City; Now therefore be it resolved that the Council of The Corporation of the City of Pickering: 19 - 19 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm 1. Endorses the actions of the Mayor to make a request to the Honourable Doug Ford, Premier of Ontario, and the Honourable Paul Calandra, Minister of Municipal Affairs and Housing, for the recovery and reimbursement of all costs incurred by the City since December 14, 2022, respecting the Cherrywood Area lands totaling $360,135; and, 2. That should there be any consideration for any future Greenbelt lands review, that it be undertaken in a transparent manner through impartial, nonpartisan experts in conservation, agriculture and environmentalism, and include engagement with Indigenous communities and impacted municipalities and their Councils. Carried Unanimously on a Recorded Vote 12. Motions and Notice of Motions 12.1 Street Naming for Former Pickering Councillor Donald Kitchen Resolution #309/23 Moved by Councillor Brenner Seconded by Councillor Cook WHEREAS, Section 02.02 (a) of Policy ADM 220, Street Naming Policy states that the procedure for reserving names not on the Reserve List to be used for public or private streets in Pickering requires all applicants to submit an application to add a street name to the Reserve List to the City Development Department which shall include the proposed name and the rationale for the name, in addition to the applicable fees as per the City’s Fees and Charges By- law; And Whereas, former Ward 2 Town Councillor Donald Kitchen, who passed away on April 18, 2023, resided in Bay Ridges and was a founding President of the Bay Ridges Eastshore Community Association, served as Ward 2 Town Councillor for 16 years, and was responsible for championing Community Centres, Kinsman Park, and Green Spaces in Pickering; Now therefore be it resolved that the Council of The Corporation of the City of Pickering: 1. Recognizes that the late former Ward 2 Town Councillor Donald Kitchen was a resident of Pickering and exhibited significant importance to 20 - 20 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm Pickering’s Heritage and meets the criteria under Policy ADM 220, Street Naming Policy; and, 2. Directs that the associated fees under Policy ADM 220, Street Naming Policy and the application to add the street name to the Reserve List be waived, in recognition of Donald Kitchen’s service to the residents of Pickering and specifically Ward 2 as a member of Pickering Town Council. Carried 12.2 Legislative Amendments to Improve Municipal Codes of Conduct and Enforcement A brief discussion period ensued between Members of Council regarding: • the history surrounding the drafting of the motion, its ties to the proposed Bill 5, and the need to revise the current language in the Statute; and, • the impacts to democratic rights as it relates to the motion. Resolution #310/23 Moved by Councillor Nagy Seconded by Councillor Cook WHEREAS, all Ontarians deserve and expect a safe and respectful workplace; And Whereas, municipal governments, as the democratic institutions most directly engaged with Ontarians need respectful discourse; And Whereas, several incidents in recent years of disrespectful behaviour and workplace harassment have occurred amongst members of municipal councils; And Whereas, these incidents seriously and negatively affect the people involved and lower public perceptions of local governments; And Whereas, municipal Codes of Conduct are helpful tools to set expectations of council member behaviour; And Whereas, municipal governments do not have the necessary tools to adequately enforce compliance with municipal Codes of Conduct; Now therefore be it resolved that the Council of The Corporation of the City of Pickering: 21 - 21 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm 1. Supports the call of the Association of Municipalities of Ontario for the Government of Ontario to introduce legislation to strengthen municipal Codes of Conduct and compliance with them in consultation with municipal governments; and, 2. That the legislation encompass the Association of Municipalities of Ontario’s recommendations for: a) Updating municipal Codes of Conduct to account for workplace safety and harassment; b) Creating a flexible administrative penalty regime, adapted to the local economic and financial circumstances of municipalities across Ontario; c) Increasing training of municipal Integrity Commissioners to enhance consistency of investigations and recommendations across the province; d) Allowing municipalities to apply to a member of the judiciary to remove a sitting member, if recommended through the report of a municipal Integrity Commissioner; and, e) Prohibit a member so removed from sitting for election in the term of removal and the subsequent term of office. 3. That a copy of this resolution be forwarded to The Premier, Durham MPP’s, Minister of Municipal Affairs and Housing, Associate Minister of Women’s Social and Economic Opportunity, Association of Municipalities of Ontario, The Regional Municipality of Durham, and lower-tier Durham Municipalities. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe 13. By-laws 13.1 By-law 8048/23 22 - 22 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm Being a by-law to prohibit and regulate noise. 13.2 By-law 8049/23 Being a by-law to amend Procedure By-law 8019/23, a by-law to govern the proceedings of Council, any of its Committees, the conduct of its Members, and the calling of Meetings. 13.3 By-law 8050/23 Being a by-law to establish Part Block 43, Plan 40M-2089, being Part 20, Plan 40R-30118 as public highway. Resolution #311/23 Moved by Councillor Pickles Seconded by Councillor Nagy That By-law Numbers 8048/23 through 8050/23 be approved. Carried 14. Confidential Council – Public Report Mayor Ashe stated that prior to the Regular Council Meeting, an In-camera session was held at 5:30 p.m. in accordance with the provisions of the Municipal Act and Procedure By-law 8019/23 to consider personal matters pertaining to identifiable individuals, a proposed or pending acquisition or disposition of land, receipt of advice that is subject to solicitor-client privilege, and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality. The matters were discussed in closed session as they pertain to Citizen Appointments to the Accessibility Advisory Committee and to a proposed or pending acquisition or disposition of land. 14.1 Citizen Appointments to the Accessibility Advisory Committee Resolution #312/23 Moved by Councillor Pickles Seconded by Councillor Brenner 23 - 23 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm That the following citizens be appointed to the Accessibility Advisory Committee for a term ending November 14, 2026, or until a successor is appointed: 1. Michael Shackleton; and, 2. Kevin Sullivan Carried 14.2 Carried Confidential Memorandum from the Director, Corporate Services & City Solicitor Re: KPMG Report regarding Frenchman’s Bay Potential Acquisition Having previously declared a conflict, Councillor Pickles did not vote on the following item. Resolution #313/23 Moved by Councillor Brenner Seconded by Councillor Cook That the confidential direction provided to staff during the in-camera portion of the Meeting be approved. Carried 15. Regional Councillor Updates There were no updates from Regional Councillors. 16. Other Business 16.1 Councillor Brenner gave Notice of a Motion that he would be bringing forward regarding the Sloane House. 16.2 Councillor Brenner gave Notice of a Motion that he would be bringing forward regarding an Equity Audit. 17. Confirmatory By-law By-law Number 8051/23 Councillor Pickles, seconded by Councillor Cook moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of October 23, 2023. 24 - 24 - Council Meeting Minutes October 23, 2023 Hybrid Electronic Meeting Council Chambers 7:00 pm 18. Adjournment Moved by Councillor Nagy Seconded by Councillor Robinson That the meeting be adjourned. The meeting adjourned at 12:00 a.m. Dated this 23rd of October, 2023. Carried Carried Kevin Ashe, Mayor Susan Cassel, City Clerk 25 - 25 - Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 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 P. Bigioni -Director, Corporate Services & City Solicitor S.Boyd -Fire Chief L. Gibbs -(Acting) 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 K.Senior -Manager, Accounting Services T. Higgins -Accessibility Coordinator J.Litoborski -Manager, Manager, Municipal Law Enforcement Services K. Roberts -(Acting) Supervisor, Cultural Services C. Redmond -(Acting) Deputy Clerk A. MacGillivray -Committee Coordinator 1. Call to Order/Roll Call The (Acting) Deputy Clerk certified that all Members of Council were present and participating in-person. 2. Disclosure of Interest No disclosures of interest were noted. 3. Delegations 1 - 26 - Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 3.1 Jon Franke, Senior Vice President, Pickering Nuclear, Ontario Power Generation Analiese St. Aubin, Manager Corporate Relations, Pickering Nuclear, Ontario Power Generation Re: Pickering Nuclear Generating Station Annual Update Jon Franke, Senior Vice President, Pickering Nuclear, Ontario Power Generation appeared before the Committee to speak to the Pickering Nuclear Generating Station Annual Update. Through the aid of a PowerPoint presentation, Mr. Franke spoke to Ontario Power Generation’s connection with the community having been in Pickering for over 50 years. He spoke to Pickering Nuclear Generating Station’s current operating capacity and indicated that the future of the Station remains in question. Mr. Franke spoke to the plan to place Units 1 and 4 into a safe storage state at the end of 2024, and the Provincial government’s consideration of refurbishing Units 5 – 8. Mr. Franke noted the Station’s current operating licenses and agreements and provided an overview of the various milestones the Station has achieved. Mr. Franke further spoke to the provincial government’s study of the continued operation of Units 5 – 8 until 2026, and the anticipated timelines and next steps involved in the process. Mr. Franke expressed that he would appreciate the support of Pickering Council for refurbishment of Units 5 – 8 and requested a Statement of Support from Council to that effect. He further discussed the goal of decarbonizing Ontario’s electricity system and the need for medical isotopes, and how refurbishment of Units 5 – 8 would help meet these ends. Mr. Franke noted Pickering and Darlington Generating Station’s important role in the creation of medical isotopes. Moved by Councillor Butt Seconded by Councillor Nagy That Jon Franke, Senior Vice President, Pickering Nuclear, Ontario Power Generation be granted an additional 2 minutes to continue his delegation. Carried Mr. Franke concluded his delegation by thanking the City for their support over the years and indicated that Ontario Power Generation would continue to engage with the community. A question and answer period ensued between Members of the Committee and Jon Franke regarding: • the current staffing situation at the Station, and the potential to sustain jobs in the community should the refurbishment of Units 5 – 8 proceed; • the anticipated provincial government decision to approve or deny the refurbishment by the end of 2023; 2 - 27 - Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles • the anticipated impacts and next steps should the province not proceed with refurbishment of Units 5 – 8; • clarification regarding the safe storage process involved in decommissioning nuclear generating units; • clarification regarding the plan to place Units 1 and 4 into safe storage, noting that Units 2 and 3 are currently in safe storage; • the process of creating Cobalt-60 medical isotope, and the potential impacts to medical isotope supply should Units 5 – 8 not be refurbished; • the anticipated impacts of the planned decommissioning of Units 1 and 4 to the electricity supply; • clarification regarding the process of importing and exporting electricity to other jurisdictions including the Province of Quebec and the State of New York; • clarification regarding the interim period between 2026 and 2031 and whether power would be generated during that time should the units undergo refurbishment; and, • whether the Province would be undertaking further community consultation regarding the refurbishment should it proceed. 3.2 Greg Pereira, Manager, Transportation Planning, Region of Durham Chris Leitch, Principal Planner, Transportation Planning, Region of Durham Re: Durham Meadoway Visioning Study Update Greg Pereira, Manager, Transportation Planning, Region of Durham and Chris Leitch, Principal Planner, Transportation Planning, Region of Durham appeared before the Committee to speak to the Durham Meadoway Visioning Study. Through the aid of a PowerPoint presentation, Mr. Leitch provided an overview of the Durham Meadoway Project including the project stages as well as the study and community engagement process. Mr. Leitch provided an overview of the proposed route and interim connections of the Durham Meadoway, including the 11.3 km in Pickering. Mr. Leitch noted the vision and guiding principles of the Durham Meadoway project and spoke to the proposed amenities and typologies being considered. He further discussed details of the four proposed segments spanning Pickering and showed conceptual renderings of the designs and typologies discussed. Mr. Periera outlined next steps of the project, and provided an overview of the visioning, Class Environmental Assessment (EA) study, and the construction stages of the project. He highlighted various potential advantages of undertaking the visioning and Class EA stage in a coordinated fashion. Moved by Councillor Butt Seconded by Councillor Nagy That Greg Pereira and Chris Leitch be granted an additional 2 minutes to continue 3 - 28 - Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles their delegation. Carried Mr. Periera continued and provided an overview of the cost estimations for Class EA process for each segment of the project and indicated that they were consulting local municipalities to see whether they would be willing to partner with the Region of Durham in undertaking a coordinated Class EA process. He explained that the Region is specifically looking to seek Council’s support for the creation of a Memorandum of Understanding (MOU) that defines the project administration, responsibilities, and cost-sharing arrangements as well as the contribution of $315,000.00 towards the Class EA. A question and answer period ensued between Members of the Committee, Greg Pereira, and Chris Leitch regarding: • how the Region would mitigate any potential impacts to wetlands and environmentally sensitive areas along the proposed route; • whether Hydro One and Infrastructure Ontario have provided approval for this project on hydro corridor lands; • clarification as to why an interim connection along Rossland Road and the TransCanada Trail is provisioned for the Seaton Community within Segment 4 instead of the preferred route through the hydro corridor; • concerns regarding the project’s anticipated timelines; • clarification regarding the impact on the project in the event local municipalities did not support or provide additional funds for the coordinated Class EA; • the requested funding from local municipalities being proportional to the length of the proposed Meadoway route within their respective municipality; • whether the Region has considered covering the entire cost of the Class EA project; • clarification regarding whether local municipalities or the Region will be responsible for maintenance and infrastructure along the proposed Meadoway; • the anticipated community benefits for the community and examples of similar projects in other jurisdictions; • clarification regarding why the interim route in Segment 2, north of Sunbird Trail is being considered rather than the preferred route through the hydro corridor; • safety concerns regarding pedestrians crossing Whites Road, and potential signaling solutions to mitigate safety concerns; • the proximity of the interim route to the Durham Region Transit (DRT) Bus Loop at Sunbird Trail; 4 - 29 - Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles • clarification regarding the anticipated timeline of delivering the project by 2030; • concerns regarding the potential effects of Electromagnetic Fields (EMF’s) on humans and wildlife as a result of close proximity to power lines, and whether this had been studied; • whether there were plans to mitigate any potential wildlife habitat loss; • concerns regarding the potential for overgrown vegetation within the hydro corridor and whether Pickering Fire Services has been consulted regarding anticipated emergency response times; • clarification regarding the responsibility of maintaining vegetation in the corridor; • clarification regarding why the right time for implementing this project is now; and, • clarification regarding whether accessibility has been considered in the planning and implementation of the project. 3.3 Garth Atkinson, Pickering Resident Re: Report PLN 37-23 Tree Protection By-law Update -Phase 3 Recommendation Report Garth Atkinson, Pickering Resident, appeared before the Committee to speak to Report PLN 37-23. Mr. Atkinson spoke to the number of large trees in his yard in contrast to the few or none in the yards of his neighbours, and indicated that his neighbours were under the impression that the City already had a prohibitive tree protection by-law in place similar to other municipalities. Mr. Atkinson spoke to the number of trees that he had planted and removed in his yard over the years, and stated that he views the proposed tree protection by-law as an attack on those who have and need to maintain trees on their property. He further explained the work and cost involved in maintaining trees and expressed that this proposed tree protection by-law deters people from planting trees and infringes on the ability of homeowners to enjoy their yard. He spoke to various circumstances that homeowners may experience that may justify removal or planting of trees, including disease and death. He remarked that the proposed tree protection by-law that would prevent citizens from enjoying their yards is insulting and that the tax levy to enforce the tree protection by-law is burdensome. He concluded his delegation noting that trees do not last forever and questioned why the tree protection by-law treats them like some type a monument. 4. Matters for Consideration 4.1 Director, Finance & Treasurer, Report FIN 18-23 2023 Year End Audit (Interim) 5 - 30 - Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles Lilian Cheung, Partner, Deloitte, joined the meeting virtually by video connection to speak to Report FIN 18-23. Ms. Cheung provided an overview of the 2023 Annual Audit Plan, including the preliminary Audit Risk Assessment and the focus areas that will be a part of the audit. She further spoke to the Preliminary Audit Materiality that will drive the extent and volume of testing that will be performed as part of the audit. Ms. Cheung noted the adoption of new accounting standards relating to asset retirement obligations and financial instruments. She concluded her remarks indicating that she will continue to work with management on the implementation of new accounting standards and will report back to Council at the conclusion of the audit on the outcomes in the various risk areas. A question and answer period ensued between Members of the Committee, Lilian Cheung, and Staff regarding: • clarification that the Audit is in the planning stages and that the results would be presented at a future date; • whether the effective utilization of casino revenue would be reviewed as part of the audit; • clarification that the audit would broadly examine any increase in casino revenue and whether the revenue would be spent on eligible and valid expenses; • clarification regarding how the allocation of casino revenue is examined; • ensuring that the 2023 and 2024 planned use of casino funds is clearly outlined in budget documents; • how the City currently allocates casino funds and whether there was a formal guideline in place to determine how casino funds are utilized; • clarification regarding the impact of Strong Mayor Powers in the budget process; • clarification regarding the allocation of casino revenues, prior to the agreement with the Region of Durham; and, • concerns regarding rising property taxes despite the addition of casino revenues. Paul Bigioni, Director, Corporate Services & City Solicitor, advised the Committee that Staff could examine the implications of the new Strong Mayor Powers under Provincial legislation and whether the concerns expressed regarding the use of casino revenues could be addressed prior to the November 27, 2023 Council Meeting. Recommendation: Moved by Councillor Brenner 6 - 31 - Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles Seconded by Councillor Cook That the Audit Service Plan as submitted by Deloitte LLP, set out in Attachment 1 to this report, be received for information. Carried 4.2 Director, Community Services, Report CS 28-23 2024 Community Festivals and Events Approval of Events in Esplanade Park A question and answer period ensued between Members of the Committee and Staff regarding whether the Butter Tart Festival was an outdoor event in the past year, and whether it is planned to be an outdoor event in 2024. Recommendation: Moved by Councillor Cook Seconded by Councillor Brenner 1. That Council authorize staff to issue a park permit for the use of Esplanade Park by Rotary Club of Pickering Rotary from Wednesday, June 12 to Monday June 17, 2024, for Pickering Ribfest, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 2. That Council authorize staff to issue a park permit for the use of Esplanade Park by Carea Community Health Centre on Friday, June 21, 2024, for National Indigenous Peoples Day, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 3. That Council authorize staff to issue a park permit for the use of Esplanade Park by Canadian Food Truck Festivals from Thursday, August 8 to Monday, August 12, 2024, for Pickering Food Truck Festival, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 4. That Council authorize staff to issue a park permit for the use of Esplanade Park by Apostolic Pentecostal Church of Pickering on Tuesday, August 13, 2024, and Tuesday August 20 (rain date) for a Sing-A-Long, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 7 - 32 - Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 5. That Council authorize staff to issue a park permit for the use of Esplanade Park by Affiliation For Inspiring Youth Upliftment Enterprise (A.F.I.Y.U) on Saturday August 17, 2024, and Sunday, August 25, 2024 (rain date) for a Movie Night, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 6. That Council authorize staff to issue a park permit for the use of Esplanade Park by Indo-Canadian Cultural Association of Durham Inc. on Sunday, August 18, 2024, for A Festival of India’s Independence, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 7. That Council authorize staff to issue a park permit for the use of Esplanade Park by Ontario Conservative Electoral District Association on Saturday, August 24, 2024, for MPP Bethlenfalvy’s Community BBQ, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; and, 8. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.3 Director, Community Services, Report CS 29-23 Accessibility for Ontarians with Disabilities Act -2023 Compliance Report A question and answer period ensued between Members of the Committee and Tim Higgins, Accessibility Coordinator regarding: • clarification as to whether the Accessibility for Ontarians with Disabilities Act (AODA) is Provincial legislation and whether it applies to all Ontario municipalities; • whether the City has a record of the number of its employees living with disabilities; • whether the City’s Customer Care Centre Team is trained and equipped to serve persons with hearing impairments and disabilities; and, • the City’s efforts to make accessibility improvements to playgrounds and public parks, and whether there is a plan bring all parks and playgrounds into conformity with accessibility standards. Recommendation: Moved by Councillor Butt 8 - 33 - Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles Seconded by Councillor Brenner 1. That Council endorse the City of Pickering 2023 Accessibility Compliance Report prepared by City staff and endorsed by the Accessibility Advisory Committee, as set out in Attachment 1; 2. That staff be authorized to submit the City of Pickering 2023 Accessibility Compliance Report to the Government of Ontario Ministry for Seniors and Accessibility; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.4 Director, Community Services, Report CS 30-23 Public Art Policy Updates -CUL 130 Public Art Policy Recommendation: Moved by Councillor Brenner Seconded by Councillor Cook 1. That Council endorse the revisions in CUL 130 Public Art Policy, as set out in Attachment 1 to this report, subject to minor revisions acceptable to the Director, Community Services; 2. That Council endorse in principle the Public Art Plan 2023-2026, as set out in Attachment 3 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 4.5 Director, Community Services, Report CS 31-23 Community Safety and Well-Being Draft Plan A question and answer period ensued between Members of the Committee and Laura Gibbs, (Acting) Director, Community Services regarding: • the status of the creation of the Homelessness Task Force and when Council could expect a report back on the matter; 9 - 34 - Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles • the City’s Respectful Conduct Policy and whether it applies to Committee and Taskforce Members and their social media posts; and, • the various issues that are sought to be addressed through the Community Safety and Well-Being Plan. Recommendation: Moved by Councillor Butt Seconded by Councillor Brenner 1. That Report CS 31-23, regarding the City of Pickering Community Safety and Well-Being Draft Plan, be received; 2. That Mayor Ashe be requested to include funding in the amount of $25,000 in the City’s 2024 Current Budget (Culture & Recreation Administration) to enable staff to undertake Community Consultation on the City of Pickering Community Safety and Well-Being Draft Plan in Q1 2024; 3. That staff return the final City of Pickering Community Safety and Well- Being Plan to Council for endorsement no later than Q2 2024; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.6 Fire Chief, Report FIR 05-23 Ajax-Pickering Automatic Aid Agreement Recommendation: Moved by Councillor Brenner Seconded by Councillor Cook 1. That Report FIR 05-23 regarding Ajax-Pickering Automatic Aid Agreement be received; 2. That the Mayor and City Clerk be authorized to execute the Ajax-Pickering Automatic Aid Agreement, set out in Attachment 1 to this report, subject to minor revisions as may be required by the Fire Chief and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take 10 - 35 - Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles the necessary actions as indicated in this report. Carried 4.7 Director, Operations, Report OPS 26-23 Supply & Delivery of Nine Midsize SUVs -Request for Quotation No. Q2023-47 Recommendation: Moved by Councillor Brenner Seconded by Councillor Cook 1. That Request for Quotation No. Q2023-47 submitted by Downtown AutoGroup, in the amount of $328,230.00 (HST excluded) be accepted; 2. That the total gross project cost of $370,900.00 (HST included), and that the total net project cost of $334,007.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $334,007.00 funded from the Vehicle Replacement Reserve as provided for in the 2023 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. Carried 4.8 Director, City Development & CBO, Report PLN 35-23 Proposed Memorandum of Understanding to govern the delivery of municipally requested programs and services offered by the Central Lake Ontario Conservation Authority to the City of Pickering under the Conservation Authorities Act Recommendation: Moved by Councillor Brenner Seconded by Councillor Cook 1. That Council endorse in principle the draft Memorandum of Understanding between the City of Pickering and the Central Lake Ontario Conservation Authority (CLOCA), as set out in Appendix I to Report PLN 35-23, to secure the continuation of municipally requested programs and services CLOCA 11 - 36 - Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles offers to the City of Pickering in compliance with the Conservation Authorities Act; 2. That the Mayor and City Clerk be authorized to execute the Memorandum of Understanding, between the City of Pickering and the Central Lake Ontario Conservation Authority, as set out in Appendix I to this report, subject to any minor revisions as may be required by the Chief Administrative Officer, the Director, Corporate Services & City Solicitor, and/or the Director, City Development & CBO; and, 3. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried 4.9 Director, City Development & CBO, Report PLN 37-23 Tree Protection By-law Update -Phase 3 Recommendation Report A question and answer period ensued between Members of the Committee and Staff regarding: • concerns regarding the proposed expenditure and property tax levy to enforce the proposed tree protection by-law; • clarification regarding what protections are in place for trees under the existing by-law in regulated areas and how tree protection decisions are currently made; • concerns regarding the potential negative impacts of the proposed tree protection by-law on property rights and values; • concerns regarding the proposed creation of additional bureaucracy and cost to enforce the proposed tree protection by-law; • clarification regarding whether the proposed tree protection by-law outlines penalties for unauthorized removal of trees by developers; • the penalties for unauthorized tree removal and the final determination of penalties by the Court based on a variety of factors; and, • the need to penalize developers rather than penalizing homeowners for unauthorized removal of trees. Recommendation: Moved by Councillor Brenner Seconded by Councillor Cook 1. That Report PLN 37-23 be referred back to staff to revisit the 12 - 37 - Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles recommendations that were prepared by the Corporate Working Group as set out in Appendix 1; 2. That staff be directed to review an implementation plan that would not necessitate the need for a special tax levy to fund the program; 3. That staff be directed to address the confusion that exists among existing homeowners with respect to tree protection; and, 4. That staff be directed to report back to Council on this matter in January 2024. Carried 5. Member Updates on Committees There were no Committee updates from Members. 6. Other Business 6.1 Councillor Butt gave notice that he would be bringing forward a Motion to recognize the contributions of Pickering resident Sigrid Squire for her work with the Pickering Horticultural Society. 7. Adjournment Moved by Councillor Brenner Seconded by Councillor Butt That the meeting be adjourned. Carried The meeting adjourned at 4:20pm. 13 - 38 - Special Council Meeting Minutes In Camera November 6, 2023 Hybrid Electronic Meeting Immediately Following the Executive Committee Meeting Main Committee Room 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 P. Bigioni -Director, Corporate Services & City Solicitor R.Holborn -Director, Engineering Services S. Karwowski -Director, Finance & Treasurer C.Rose -Chief Planner N. Surti -Division Head, Development Review & Urban Design C. Redmond -(Acting) Deputy Clerk A. MacGillivray -Committee Coordinator 1. Call to Order/Roll Call The (Acting) Deputy Clerk certified that all Members of Council were present and participating in-person. 2. Disclosure of Interest No disclosures of interest were noted. Resolution #314/23 Moved by Councillor Robinson Seconded by Councillor Nagy That Council move into closed session in accordance with the provisions of Section 239(2) of the Municipal Act and the Procedure By-law, to consider a matter pertaining to 1 - 39 - Special Council Meeting Minutes In Camera November 6, 2023 Hybrid Electronic Meeting Immediately Following the Executive Committee Meeting Main Committee Room a proposed or pending acquisition or disposition of land and receipt of advice that is subject to solicitor-client privilege, as it pertains to an expropriation matter. Carried Council took a brief pause to allow the livestream of the Meeting to be severed. 3. In Camera Matters 3.1 Confidential Memorandum from the Director, Corporate Services & City Solicitor Re: Legal Advice regarding an Expropriation Matter This portion of the meeting was closed to the public. Refer to the In Camera meeting minutes for further information. [City Clerk has custody and control of the In Camera minutes.] Resolution #315/23 Moved by Councillor Robinson Seconded by Councillor Nagy That Council rise to the open session of the Special Meeting of Council. Carried Council took a brief pause to allow the livestream of the Meeting to be resumed. Mayor Ashe stated that during the closed portion of the meeting, Council considered a matter pertaining to a proposed or pending acquisition or disposition of land and received advice subject to solicitor-client privilege, as it pertains to an expropriation matter. Resolution #316/23 Moved by Councillor Robinson Seconded by Councillor Nagy That the confidential direction provided to staff during the closed portion of the Meeting be approved. Carried 2 - 40 - Special Council Meeting Minutes In Camera November 6, 2023 Hybrid Electronic Meeting Immediately Following the Executive Committee Meeting Main Committee Room 4. Confirmatory By-law By-law 8052/23 Councillor Nagy, seconded by Councillor Butt moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of November 6, 2023. Carried 5. Adjournment Moved by Councillor Robinson Seconded by Councillor Cook That the meeting be adjourned. Carried The meeting adjourned at 5:45 p.m. Dated this 6th day of November, 2023. Kevin Ashe, Mayor Carol Redmond, (Acting) Deputy Clerk 3 - 41 - Planning & Development Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 7:00 p.m. Chair: Councillor Robinson 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 P. Bigioni -Director, Corporate Services & City Solicitor S.Boyd -Fire Chief C.Rose -Chief Planner D. Jacobs -Manager, Policy & Geomatics N. Surti -Division Head, Development Review & Urban Design C. Redmond -(Acting) Deputy Clerk C. Whitaker -Manager, Sustainability & Strategic Environmental Initiatives C.Celebre -Principal Planner, Strategic Initiatives I. Chowdhury -Planner II I. Lima -Planner II A. MacGillivray -Committee Coordinator 1. Call to Order/Roll Call The (Acting) Deputy Clerk certified that all Members of Council were present and participating in-person. 2. Disclosure of Interest No disclosures of interest were noted. 3. Statutory Public Meetings Councillor Robinson, Chair, gave an overview of the requirements for a Statutory Public Meeting under the Planning Act. She outlined the order of matters under the Statutory Public Meeting section, as well as the notification process procedures and noted that if a 1 - 42 - Planning & Development Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 7:00 p.m. Chair: Councillor Robinson person or public body does not make oral or written submissions to the City before the By-law is passed, that person or public body are not entitled to appeal the decision of City Council to the Ontario Land Tribunal (OLT), and may not be entitled to be added as a party to the hearing unless, in the opinion of OLT, there are reasonable grounds to do so. Information Reports 3.1 Information Report No. 13-23 Draft Plan of Subdivision Application SP-2023-03 Zoning By-law Amendment Application A 11/23 Caplink Limited (Phase 2) (575, 625 and 685 Highway 7) Seaton Community A statutory public meeting was held under the Planning Act, for the purpose of informing the public with respect to the above-noted application. Christina Celebre, Principal Planner, Strategic Initiatives, appeared before the Committee to speak to Draft Plan of Subdivision Application SP-2023-03, and Zoning By-law Amendment Application A 11/23. Through the aid of a PowerPoint presentation, Ms. Celebre spoke to the subject land’s relation to the surrounding Seaton community and stated that the purpose of the application was to permit a food manufacturing facility. She spoke to the surrounding land uses as well as the heritage elements currently present on the property. Ms. Celebre noted the 8 blocks and the municipal roads proposed for the site and provided a summary of key comments received from various agencies, interested parties, and staff. Ms. Celebre concluded her remarks by providing an overview of the next steps of the development application. Mike Pettigrew, Senior Associate, The Biglieri Group Ltd., appeared before the Committee to speak to Draft Plan of Subdivision Application SP-2023-03, and Zoning By-law Amendment Application A 11/23. Through the aid of a PDF presentation, Mr. Pettigrew spoke to the timing of this application being determined by the requirement of the Ministry of Transportation (MTO) for controlled accesses onto Highway 7. He further spoke to the Phase 2 Draft Plan of Subdivision and further explained the controlled access onto Highway 7 being proposed. Mr. Pettigrew spoke to the application’s proposed blocks, including the potential privatization of the pond, and provided an overview of the conceptual plans and renderings for the site. There were no delegations from the public. 2 - 43 - Planning & Development Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 7:00 p.m. Chair: Councillor Robinson A question and answer period ensued between Members of Committee, staff, and Mr. Pettigrew regarding: • clarification that Phase 2 includes approximately 1.5 million square feet of the planned total of 2.5 million square foot project; • clarification that that application for Phase 2 is primarily for the purpose of meeting the MTO requirement for controlled accesses to Highway 7; • whether Stonefire Road and Wonder Drive would be municipal roads; • the drive aisles and visitor parking provisions for the project; • whether the planned intersection of Stonefire Road and Highway 7 would be signalized; • whether the planned intersection of Wonder Drive and North Road would be right in, right out, noting that further study would be required for signalization; • whether the planned intersection of Wonder Drive and Highway 7 will be right in, right out; • whether the MTO was satisfied with the proposed road network; • clarification regarding the business of FGF Brands that would be operating the food manufacturing campus, and the street naming after their sub-brands Wonder Bread and Stonefire; • the anticipated completion of Phase 1 in 2025 or 2026; • clarification that both Phase 1 and 2 will be used for food manufacturing and distribution; • clarification that MTO required the proposed intersection of Stonefire Road and Highway 7 for be signalized prior to occupancy of Blocks 1 & 2 in Phase 1; • the Vardon House and barn currently on the site, the Heritage Impact Assessment being conducted for these elements, and clarification that there are no plans to integrate these elements into the Phase 2 plans; • clarification that the applicant would be open to exploring opportunities for relocation or salvaging of materials from the Vardon House and barn; • the site alterations that the applicant undertook prior to approval of Phase 1, and clarification that the applicant intends to obtain full approvals before proceeding with work on Phase 2; • the infrastructure requirements required to support the 60 planned electric vehicle charging stations; and, • the two watercourses that abut the subject property and the applicants plan to mitigate any potential negative impacts to the Natural Heritage System. 3.2 Information Report No. 14-23 Official Plan Amendment Application OPA 23-004/P Zoning By-law Amendment Application A 10/23 3 - 44 - Planning & Development Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 7:00 p.m. Chair: Councillor Robinson 1334281 Ontario Limited 720 Granite Court A statutory public meeting was held under the Planning Act, for the purpose of informing the public with respect to the above-noted application. Isabel Lima, Planner II, appeared before the Committee to speak to Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. Through the aid of a PowerPoint presentation, Ms. Lima provided an overview of the subject lands, surrounding land uses, and spoke to the applicant’s intention to develop a 12-storey residential condominium on the subject property. She spoke to the vehicle access to the site via Granite Court, the parking provisions, and the outdoor amenity spaces proposed as part of the project. Ms. Lima spoke to the increase in permitted density and site-specific zoning amendments being sought by the applicant to permit the proposed development. She also noted the Public Open House that took place on September 20, 2023, and various methods utilized to notify the public of opportunities to provide feedback on this development proposal. Ms. Lima provided an overview of the comments received to date and provided a summary of key comments received from various interested parties, businesses, and staff. Ms. Lima concluded her remarks by providing an overview of the next steps of the development application. Adam Layton, Principal, Evans Planning appeared before the Committee to speak to Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. Through the aid of a PowerPoint presentation, Mr. Layton provided various key project statistics and spoke to the proposed Granite Court vehicle access and the conveyance being provided at the daylight triangle at the intersection of Whites Road and Granite Court. He showed various conceptual renderings of the project and outlined the proposed landscape plan and angular planes of the proposed development. A question and answer period ensued between Members of Committee, staff, and Mr. Layton regarding: • past applications for the subject lands in question and why a previously proposed food store and garden centre for the site is no longer being pursued; • the portion of the proposed building that would be facing Whites Road being 12 storeys and Granite Court being 8 storeys; • the inability to access the site from Whites Road due to grading challenges; • clarification that the surface parking is for both visitors and residents of the building; • whether the development is proposed to include residential uses only; 4 - 45 - Planning & Development Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 7:00 p.m. Chair: Councillor Robinson • whether the size of the currently proposed car park differs in size in comparison to previous applications for the site; • whether the project would include features to make it more accessible; • whether the project would include features such as electric vehicle charging stations or green roofs; • whether the applicant has addressed any concerns from the public made at the Public Open House that occurred on September 20, 2023; • whether the applicant has engaged local businesses on Granite Court; • whether Evans Planning has experience working with other developments that abut prestige employment lands; and, • common concerns expressed by businesses within prestige employment lands. Karrey Neyedly, Pickering Resident, withdrew their delegation and did not appear before the Committee. Will Flynn, Pickering Resident, did not connect to the meeting electronically to make their delegation. Atul Sarvaté, Pickering Resident, withdrew their delegation and did not appear before the Committee. Prior to the Meeting, Mr. Sarvaté submitted written comments in lieu of his delegation for the Committee’s consideration. Lori Matorcevic, Pickering Resident, appeared before the Committee to speak to Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. Ms. Matorcevic spoke to being a resident of West Shore for over 25 years and the various past proposals for the subject property. She noted that she attended the Public Open House and that she came to understand that past applications for the subject property were likely denied due to not fitting with the existing community character. Ms. Matorcevic expressed concerns with the building’s proposed height and the gridlock that would likely result from additional vehicle traffic. She indicated that she would have preferred that the previously proposed grocery store or a senior living facility to be developed on the site. Ms. Matorcevic spoke to the importance of community character and urged that the development application be reconsidered. Daniel Hutt, Pickering Resident, appeared before the Committee to speak to Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. Mr. Hutt spoke to being a 50-year resident of West Shore and his past involvement with the Fairport Beach Neighbourhood Association (FBNA). He made remarks regarding the growth experienced in the neighbourhood over the years and indicated that the development proposed is far better than a weed infested open field that has no character. Mr. Hutt stated that 5 - 46 - Planning & Development Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 7:00 p.m. Chair: Councillor Robinson he believed that the addition of residents in the area would not hurt the local businesses and that he was generally supportive of the project. He concluded his delegation speaking to past townhome developments in the neighbourhood that experienced similar opposition and remarked that he was relatively unconcerned about the increased traffic that is anticipated. Councillor Robinson noted that written comments were received by Peter and Brenda Rappos regarding Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. Moved by Councillor Robinson Seconded by Councillor Brenner That the rules of procedure be suspended to permit the reading out of the written comments received by Peter and Brenda Rappos regarding Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. Lost on a Recorded Vote as Follows: Yes No Councillor Brenner Mayor Ashe Councillor Robinson Councillor Cook Councillor Butt Councillor Nagy Councillor Pickles Pam Spence, Pickering Resident, appeared before the Committee to speak to Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. Ms. Spence spoke to being a South Rosebank Neighbourhood resident for 42 years and spoke to her concerns with the Traffic Impact Study conducted for this project. In expressing her concerns, she raised the question of what day and time that the Traffic Impact Study was conducted and noted other concerns such as impacts to emergency service response times and emergency evacuation routes. Ms. Spence spoke to concerns regarding the proposed exit onto Granite Court including speed and visibility of oncoming vehicles from the nearby intersection. She further noted that the neighbourhood presently experiences traffic gridlock when an accident or closure occurs on Highway 401, and has experienced issues with power outages, indicating inadequate existing infrastructure. Ms. Spence spoke of her recent experience waiting at the traffic signal at Bayly Street and Liverpool Road for six light cycles and the heavy traffic experience northbound on Liverpool Road. She thanked the Committee for considering her comments, and that she looks forward to the decision on this matter. 6 - 47 - Planning & Development Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 7:00 p.m. Chair: Councillor Robinson A question and answer period ensued between Members of Committee, staff, and Ms. Spence regarding whether Ms. Spence would like to receive the information regarding the time and day of the Traffic Impact Study. Catherine Rose, Chief Planner indicated that the information would be made available. Rick Cayford, Pickering Resident, appeared before the Committee to speak to Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. Mr. Cayford spoke to existing long travel times, vehicular traffic in the area and expressed that proposing the addition of this development to the area is ludicrous. He expressed concerns regarding the anticipated impact on neighbouring homeowners including reduced privacy and reduced property values. Mr. Cayford raised concerns with the Committee’s decision not to read out comments from concerned residents regarding this development. He concluded his delegation speaking to living in the surrounding neighbourhood for 50 years and noting concerns that the height is not suitable for the neighbourhood and that the development will not increase the surrounding property values. Jeff McMurter, Pickering Resident, appeared before the Committee to speak to Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. Mr. McMurter spoke to his opposition to the prior application proposed for the subject property in 2003 and indicated that he hopes that the Committee will reject this application. Mr. McMurter expressed concerns that the Derailment Protection Reports fail to consider the risk of fire, explosions, or fumes from trains on the rail corridor as well as concerns with the shading and privacy impacts of the proposed 12-storey building. He noted that the Traffic Impact Study seemed to indicate unrealistic traffic volumes that are inconsistent with the traffic observed by residents daily. Mr. McMurter concluded his delegation expressing concerns with the proposed placement of the playground next to a dog run in the outdoor amenity space. Kristy Ince, Pickering Resident, appeared before the Committee to speak to Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. Ms. Ince spoke to the anticipated impacts on property values of surrounding properties, especially those within the sightlines of the proposed development. She raised the question as to why a development of this size is being considered for the site, when past applications for the site that were smaller in size were opposed. Ms. Ince expressed that the surrounding residents feel that the proposed development does not fit with the character of the community and that they also do not want the anticipated intensification and 7 - 48 - Planning & Development Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 7:00 p.m. Chair: Councillor Robinson traffic. She spoke to the indigenous wildflowers and various wildlife that she has observed on the site and expressed that the proposed development would significantly impact West Shore and Rosebank neighbourhoods due to their landlocked nature. Ms. Ince concluded her delegation noting concerns regarding dust and light pollution, the number of parking spaces allotted for the proposed development, and the lack of walkability in the surrounding neighbourhood. Mary Murray, Pickering Resident, appeared before the Committee to speak to Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. Ms. Murray listed numerous concerns including overlook, shadow effect, traffic, construction, and the size of the proposed Development. She questioned the validity of the studies conducted and concluded her remarks speaking to preserving the existing community. Sally Gilbert, Pickering Resident, appeared before the Committee to speak to Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. Ms. Gilbert expressed that she was emotional about the anticipated safety concerns for children and seniors walking in the neighbourhood with the additional traffic anticipated from the proposed development. She raised concerns with the proposed outdoor playground and dog park being in close proximity to the railway, and questioned whether children in the neighbourhood would be able to safely walk to and from the 2 local public schools. Matt [last name unknown], Pickering resident, appeared before the Committee to speak to Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. He spoke to concerns regarding high school students crossing Highway 401 to attend school and regarding challenges with snow removal in the neighbourhood. The delegate questioned whether it was appropriate to place a large-scale residential development adjacent to an industrial road and a railway corridor and raised concerns with the outdoor amenity space and seating areas proposed as part of the development. He concluded his remarks suggesting that additional mail out notifications regarding the proposed development should have been considered and urged the Committee to think about the impact on kids and traffic should the development be built. Hope Ivany, Pickering Resident, appeared before the Committee to speak to Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. Ms. Ivany spoke to the number of traffic accidents that she and her husband have observed near their home as well as the traffic gridlock. She noted that when a previous application was being considered for this site in 2003, Mayor K. Ashe (Councillor at the time) and Councillor M. 8 - 49 - Planning & Development Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 7:00 p.m. Chair: Councillor Robinson Brenner expressed concerns regarding the anticipated traffic. Ms. Ivany spoke to her fondness for the current open field site and the surrounding neighbourhood, and stated that a 12-storey building is not suitable. She urged that the Committee take these concerns into account when considering this development application. Chris McLean, Pickering Resident, appeared before the Committee to speak to Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. Mr. McLean spoke to traffic concerns including pedestrian fatalities and increased gridlock that have already been observed in the community. He further spoke to the anticipated illegal parking that may result from residents of the proposed development and the anticipated shadowing impacts on neighbouring properties. Jeff Terrion, appeared before the Committee to speak to Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. The delegate raised a question of clarification as to whether the prior motion regarding written comments and offered to read out the written comments as a delegate. Paul Bigioni, Director, Corporate Services & City Solicitor stated that the written comments will be received and considered by City staff as the application is further reviewed. Alex Tsoulis, a Pickering Resident from the gallery, appeared before the Committee to speak to Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. The delegate spoke to the applicant’s disregard for the existing density and zoning provisions of the subject lands and stated that what is being requested to be developed is unreasonable. He expressed concerns that permitting amendments for developments such as this will attract more dense development in existing neighbourhoods and suggested that developers should seek to build projects of this nature in undeveloped areas in the City. Adam Layton, Principal, Evans Planning appeared before the Committee to respond to comments expressed regarding Official Plan Amendment Application OPA 23-004/P and Zoning By-law Amendment Application A 10/23. Mr. Layton spoke to the anticipated traffic volumes from the proposed development and indicated that the proposed residential development would generate less traffic than a commercial development on the property. He also stated that the Traffic Impact Study was conducted on November 1, 2022 between 7:00 a.m. and 9:00 a.m. as well as between 4:00 p.m. and 6:00 p.m., and spoke to the changes to the municipal, regional, and provincial planning policy frameworks since 2003. 9 - 50 - Planning & Development Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 7:00 p.m. Chair: Councillor Robinson A question and answer period ensued between Members of Committee, staff, and Mr. Layton regarding: • the comments submitted by Lenbrook Group, Premier Brands, and Yorkville Sound, and whether the Economic Development department has spoken to the businesses regarding their concerns; • whether approving developments of this nature within employment lands would have impacts on economic development; • clarification that light pollution is typically reviewed at the detailed site plan stage; • the bicycle parking spaces provisioned for the project for both residents and visitors; • clarification that previous applications proposed for the subject site by this applicant were withdrawn, and not denied by Council; • the results of the Traffic Impact Study being currently reviewed by City staff; • whether there is an opportunity for the applicant to meet with the public again to settle some of the issues and concerns expressed; • clarification regarding the proposed amendment to increase residential unit density for the project; • concerns regarding no affordable housing being proposed as part of the project; and, • concerns regarding anticipated traffic impacts to the West Shore and Rosebank neighbourhood, including impacts to emergency response times and ability for residents to evacuate the area. It was the consensus of the Committee to take a short recess. Committee recessed at 9:34 p.m. and reconvened at 9:50 p.m. 3.3 Director, City Development & CBO, Report PLN 34-23 City Initiated Official Plan Amendment 50 Changes to policies to recognize and reinforce the new Pickering Integrated Sustainable Design Standards File: OPA 23-005/P A statutory public meeting was held under the Planning Act, for the purpose of informing the public with respect to the above-noted application. Ish Chowdhury, Planner II, appeared before the Committee to speak to City Initiated Official Plan Amendment 50. Mr. Chowdhury provided some background on Pickering’s Integrated Sustainable Development Standards (ISDS) and the tiered criteria set out in the sustainability guidelines. He explained that the proposed amendment will integrate the ISDS guidelines into the Official Plan and provided the next steps with regard to the amendment application. 10 - 51 - Planning & Development Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 7:00 p.m. Chair: Councillor Robinson Devanshi Kukadia, Clean Air Partnership, joined the meeting virtually by video connection to speak to City Initiated Official Plan Amendment 50. She provided an overview of the work of the Clean Air Partnership, including work with various other municipalities to implement green standards. She commented on the City’s strong policy leadership in the implementation of green standards in new developments, and the contribution of these standards to meeting greenhouse gas reduction targets, health, and affordability goals. Ms. Kukadia spoke to the anticipated cost savings as well as the financial mechanisms available to finance the upfront costs resulting from implementation of the integrated sustainable development guidelines. She noted that the implementation of green standards by municipalities contributes to building support for the Ontario Building Code to conform with the National Energy Code. Ms. Kukadia concluded her delegation encouraging the City to approve the Official Plan Amendment and indicated that the Clean Air Partnership will be tracking the outcome of the decision to share lessons learned with other municipalities that are exploring the implementation of green standards. Samia Anwer, Climate Policy Coordinator, The Atmospheric Fund, joined the meeting virtually by video connection to speak to City Initiated Official Plan Amendment 50. Ms. Anwer briefly outlined the work of the Atmospheric Fund, including grant funding and advisory support to the City regarding the creation and implementation of the ISDS. She noted the importance of ensuring that buildings meet energy efficiency targets to mitigate impacts from climate change and population growth, and applauded the City’s energy efficiency targets within the ISDS. Ms. Anwer encouraged the City to continue implementing the ISDS by adopting the amendment to the Official Plan, as this will align the City with other municipalities with green standards in the Greater Toronto and Hamilton Area (GTHA). A question and answer period ensued between Members of Committee and staff regarding: • clarification regarding the discrepancy between the City’s ISDS and the Region of Durham’s corporate sustainability standards; • whether the ISDS would be applied to both public facilities and private developments; • the need for the City to lead by example when building corporate facilities to green standards; • whether City staff could discuss with the Region the discrepancies between the City’s ISDS and the Region’s corporate sustainability standards; • whether language could be added to the ISDS pertaining to the City’s corporate practices prior to the next Council Meeting; 11 - 52 - Planning & Development Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 7:00 p.m. Chair: Councillor Robinson • clarification regarding whether the Region ability to override the City’s ISDS; and, • whether there were measures being undertaken to mitigate risks of encountering hazardous materials that could result from recycling road and sidewalk infrastructure. Moved by Councillor Pickles Seconded by Councillor Butt Recommendation: 1. That Official Plan Amendment Application OPA 23-005/P, initiated by the City of Pickering, to amend existing policies related to the review of Planning Act applications to recognize and reinforce the new Pickering Integrated Sustainable Design Standards, as set out in Exhibit ‘A’ to Appendix I to Report PLN 34-23 be approved; and, 2. That the Draft By-law to adopt Amendment 50 to the Pickering Official Plan, to amend existing policies to recognize and reinforce the new Pickering Integrated Sustainable Design Standards, as set out in Appendix I to Report PLN 34-23, be enacted. Carried 5. Planning & Development Reports 5.1 Director, City Development & CBO, Report PLN 32-23 Strategic Growth Areas Monitoring Report (2022) Moved by Councillor Brenner Seconded by Councillor Nagy Recommendation: That Council receive the Strategic Growth Areas Monitoring Report (2022), contained in Appendix I to Report PLN 32-23, for information. Carried 6. Member Updates on Committees There were no Committee updates from Members. 12 - 53 - Planning & Development Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 7:00 p.m. Chair: Councillor Robinson 7. Other Business 7.1 Councillor Brenner spoke to the Newman property located at Surf Avenue and Park Crescent and asked what would be required to install a plaque to commemorate the property. Kyle Bentley, Director, City Development & CBO informed Councillor Brenner that staff could provide additional information regarding the status and next steps regarding a plaque before the next Council Meeting. 7.2 Councillor Brenner spoke to the opening of the Rotary Frenchman’s Bay West Park and whether a plaque would be installed to commemorate the completion of the restoration work. He suggested the consideration of the roundabout as a potential location and thanked staff for their work on the project. Marisa Carpino, Chief Administrative Officer, spoke to the existing plaque adjacent to the public art installation as well as the plaque planned to be installed at the comfort station. Ms. Carpino stated she would work with the Director, Engineering Services to determine where it may be appropriate to consider placing a plaque to commemorate the restoration work. 8. Adjournment Moved by Councillor Cook Seconded by Councillor Nagy That the meeting be adjourned. Carried The meeting adjourned at 10:27 p.m. 13 - 54 - Special Council Meeting Minutes In Camera November 16, 2023 Hybrid Electronic Meeting 4:00 pm Main Committee Room 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 P. Bigioni -Director, Corporate Services & City Solicitor R. Holborn -Director, Engineering Services S. Karwowski -Director, Finance & Treasurer C. Rose -Chief Planner N. Surti -Division Head, Development Review & Urban Design C. Redmond -(Acting) Deputy Clerk J. Currie -Legislative Coordinator 1. Call to Order/Roll Call The (Acting) Deputy Clerk certified that all Members of Council were present and participating in-person. 2. Disclosure of Interest No disclosures of interest were noted. Resolution #317/23 Moved by Councillor Robinson Seconded by Councillor Cook That Council move into closed session in accordance with the provisions of Section 239(2) of the Municipal Act and the Procedure By-law, to consider a matter pertaining to 1 - 55 - Special Council Meeting Minutes In Camera November 16, 2023 Hybrid Electronic Meeting 4:00 pm Main Committee Room a proposed or pending acquisition or disposition of land and receipt of advice that is subject to solicitor-client privilege, as it pertains to an expropriation matter. Carried Council took a brief pause to allow the livestream of the Meeting to be severed. 3. In Camera Matters 3.1 Confidential Verbal Update from the Director, Corporate Services & City Solicitor Re: Legal Advice regarding an Expropriation Matter This portion of the meeting was closed to the public. Refer to the In Camera meeting minutes for further information. [City Clerk has custody and control of the In Camera minutes.] Resolution #318/23 Moved by Councillor Robinson Seconded by Councillor Pickles That Council rise to the open session of the Special Meeting of Council. Carried Council took a brief pause to allow the livestream of the Meeting to be resumed. Mayor Ashe stated that during the closed portion of the meeting, Council considered a matter pertaining to a proposed or pending acquisition or disposition of land and received advice subject to solicitor-client privilege, as it pertains to an expropriation matter. Resolution #319/23 Moved by Councillor Robinson Seconded by Councillor Nagy That the confidential direction provided to staff during the closed portion of the Meeting be approved. Carried 2 - 56 - Special Council Meeting Minutes In Camera November 16, 2023 Hybrid Electronic Meeting 4:00 pm Main Committee Room 4. Confirmatory By-law By-law 8053/23 Councillor Cook, seconded by Councillor Pickles moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of November 16, 2023 Carried 5. Adjournment Moved by Councillor Robinson Seconded by Councillor Cook That the meeting be adjourned. Carried The meeting adjourned at 5:35 p.m. Dated this 16th day of November, 2023. Kevin Ashe, Mayor Carol Redmond, (Acting) Deputy Clerk 3 - 57 - Corr. 35-23 October 18, 2023 Policy Update - Social and Economic Prosperity Review Municipalities across Ontario are facing increasingly complex challenges, such as tackling homelessness and climate change, without the financial tools to solve them. It’s time for the province and municipalities to work collaboratively towards solutions for the long-term stability and sustainability of municipal finances. AMO has called on Premier Ford to propose an update of the partnership between provincial and municipal governments to build sustainable communities, a solid foundation for economic growth and quality of life. A social and economic prosperity review would help to create a sustainable, accountable provincial-municipal relationship where both orders of government can meet their responsibilities, grounded in: Affordability and fiscal sustainability for both orders of government Fairness for taxpayers and affordability for residents Coordinated and timely infrastructure investment resilient to climate realities Increased housing supply and affordability Robust health and social services supporting increased economic participation Long term economic development and prosperity for Ontario and its communities Modern, effective and streamlined service delivery It’s the right time for a province-wide conversation. *Disclaimer: The Association of Municipalities of Ontario (AMO) is unable to provide any warranty regarding the accuracy or completenessof third-party submissions. Distribution of these items does not imply an endorsement of the views, information or services mentioned. - 58 - Corr. 36-23 Jon Franke Senior Vice President, Pickering Nuclear 1675 Montgomery Park Road, 647-615-6776 jon.franke @opg.com Pickering ON, LIV 2R5, ESBI Building November 9, 2023 Mayor Ashe, Thank you for the opportunity to present our annual OPG update at the Executive Committee meeting on Nov. 6. I’m proud to share with City of Pickering Council, staff and residents, that OPG’s Pickering Nuclear Generating Station (PNGS) safely and reliably provides 14 per cent of Ontario’s clean energy and is exhibiting its strongest performance ever due to the dedication of its employees and ongoing investments in maintenance. Pickering Nuclear is one of the City’s largest employers and will continue to generate high-quality jobs in the City of Pickering and the Region of Durham, supporting 4,500 highly skilled direct and indirect jobs across the Region and 7,500 jobs across the Province. We will continue to contribute to Ontario’s clean energy future, reducing CO2 emissions by 2.1 megatonnes, the equivalent of taking up to 643,000 cars off the road and help further solidify Pickering and Durham Region as a hub of green energy and innovation. The City of Pickering has identified sustainability objectives with a goal to become one of the most sustainable cities in Canada, and the potential refurbishment of PNGS will ensure a stable supply of clean power and a reliable grid that can support these goals, and the electrification of other sectors. We also know that we couldn’t generate our clean power without the support of our community. The employees that work at PNGS also live in Pickering and throughout Durham Region and are proud to support local organizations and initiatives that help keep our community healthy. We value our partnership with the City of Pickering, and will continue to support hundreds of community organizations in the City and throughout Durham Region. To that end, we would like to request the Council of the City of Pickering support OPG’s recommendation to refurbish Pickering Nuclear Generating Station’s Units 5 to 8 in order to secure more than 2,100 MW of clean, reliable nuclear power for Ontario for another 30 years, protect thousands of jobs and support the City of Pickering and Durham Region’s climate change objectives to provide clean energy and promote electrification. We also ask for the support of Pickering Nuclear Generating Station’s operation for Units 5 to 8 to the end of 2026 to ensure a stable supply of clean, reliable electricity during other nuclear refurbishments. - 59 - Jon Franke Senior Vice President, Pickering Nuclear 1675 Montgomery Park Road, 647-615-6776 jon.franke @opg.com Pickering ON, LIV 2R5, ESBI Building Our doors are always open for conversations and to answer questions. Please reach out at anytime to me, or Analiese St.Aubin, Senior Manager Corporate Relations and communications at analiese.staubin@opg.com. Regards, Jon Franke, Senior Vice President, Pickering Nuclear - 60 - Report to Council Report Number: BLD 02-23 Date: November 27, 2023 From: Kyle Bentley, P. Eng. Director, City Development & CBO Subject: Information Report on City Online Resident Permit Application Portal ‘MyCity’ -Pickering Residential Interface & Service Modernization (PRISM) initiative -File: D-5000 Recommendation: 1. That Report BLD 02-23 of the Director, City Development & CBO regarding the Pickering Residential Interface & Service Modernization (PRISM) initiatives in relation to the Provincial Streamline Development Approval Funding (SDAF) be received for information. Executive Summary: In 2022, the City of Pickering was successful in receiving funding from the Province of Ontario through the Streamline Development Approval Fund. Projects considered under this grant was for the intention of goal of streamlining development approval processes. Report BLD 02-23 fulfills the Provincial reporting requirements respecting the Streamline Development Approval Fund (SDAF) by providing a project overview that summarizes the City’s accomplishments made to improve efficiencies in the development approval process, over the agreement funding period of March 4, 2022 to October 31, 2023. Report BLD 02-23 also includes a general breakdown of how funds were utilized, and measures or actions achieved throughout the City PRISM project. The following initiatives were undertaken in several key areas of focus to implement the online public portal for City Development permit applications and to streamline processes: 1. Implemented customized “MyCity” Public Permit Application Portal Software, including online document and drawing submission and online payment integration; 2. Accelerated AMANDA (Records Management Software) folder modernization; 3. Installed supporting Information Technology (IT) servers, hardware and software; 4. Obtained custom Geographic Information Systems (GIS) software widget ‘ArcGIS Experience Builder’, enabling spatially integrated public development application notifications; 5. Designed and deployed Pickering “MyPickering” public portal mobile application; 6. Expanded licensing and use of Digital Permit Markup and Collaboration Software; - 61 - BLD 02-23 November 27, 2023 Subject: Information Report on City Online Resident Permit Application Portal Page 2 Pickering Residential Interface & Service Modernization (PRISM) initiative 7. Deployed Mobile Staff ‘Inspection App’, enabling electronic reporting and City records management software setup and integration; 8. Created and published online application support guides and videos; and 9. Secured project management, tracking, and technical support consultants, temporary planning support staff, including diversity internship positions. Utilizing both our existing in-house staff and provincial funding resources, which has enabled the purchase of server hardware, software development and adaptation to suit our existing database management software systems, City staff have accelerated the automation of the City records management software processes and activities. This provides both value and benefit to the citizen end users of these services, and the City staff responsible for administering, implementing, and maintaining them. Financial Implications: The Province has provided the City with a grant from the Streamline Development Approval Fund in the amount of $1,000,000.00 (excluding HST). Over the fiscal years 2022 and 2023, the City has spent approximately $1,005,148.00 (excluding HST) to complete this initiative. Funding provided through this Provincial initiative was utilized in the following categories: Categories Cost 1. “MyCity” Portal Software Implementation, Extensive Records Management Software (AMANDA) updates and reconfigurations to suit portal, including: Software, Technical Consulting for Software upgrades, overall project management and support. 2. Information Technology Hardware and Software, including: CRM, Servers, Setup, security and penetration testing. 3. Custom Mail Notification Widget Deployment ArcGIS, including Expert consultant and implementation. 4. Mobile Application “MyPickering” Development and Publishing, including: City branding integration, Software programming, Online Payment integration, API configuration with ‘MyCity’ Portal. Consultant Technical support for all mobile deployment. (excluding HST) 315,745.001 72,918.03 25,170.00 212,078.00 - 62 - BLD 02-23 November 27, 2023 Subject: Information Report on City Online Resident Permit Application Portal Page 3 Pickering Residential Interface & Service Modernization (PRISM) initiative Categories Cost 5. Digital Permit Application Document and Drawing Markup Software, including expansion of licensing to allow staff markup collaboration. 6. Mobile Application “Inspection App” purchase and roll out integration, including integration with existing records management system. 7. Online Guides, FAQ and videos and staff training development. 8. Project Management, technical support consultants, Temporary planning support staff and diversity internships. 14,854.68 70,000.00 4,372.00 290,010.30 Total Provincial (SDAF) Funding Allocated $1,005,148.01 1 Costs include annual subscriptions The excess expenditures of $5,148.01 will be covered by property taxes through the 2023 Current Budget. Initiatives are based upon City commitments through the Provincial Transfer Payment Agreements (TPA) executed and extended on March 4, 2022 and February 9, 2023, respectively. The latest TPA has this initiative ending on October 31, 2023. Discussion: On January 19, 2022, the Province of Ontario announced a new $45 million Streamline Development Approval Fund (SDAF). The fund outlined a range of eligible projects related to the goal of streamlining development approvals. This included things like e-permitting systems, recruitment of temporary staff (including fulltime staff or interns) to address backlogs in residential development approvals, online application portals, and other provincial priorities. The City of Pickering was successful in meeting the Provincial grant funding criteria and entered into an agreement with the Province to spend up to $1 million in funding. Upon execution of the agreement, the City received half of the funds to commence work. The Province will provide the remaining funds to the City towards the end of this year, once they have received and approved this final report from the City. This project is multi-faceted, with the intent to accelerate longer term modernization efforts that were aligned with the objectives of the SDAF funding opportunity provided by the Province. Previously, the City used various ad hoc digital systems combined with email/spreadsheets for permit document intake management, but documents were manually saved first. Moving our records intake into a digital process allows for faster and more comprehensive responses to inquiries from the public. Documentation is now available immediately in our database in an - 63 - BLD 02-23 November 27, 2023 Subject: Information Report on City Online Resident Permit Application Portal Page 4 Pickering Residential Interface & Service Modernization (PRISM) initiative easily transferrable format, without arduous upload links, or paper records and additional searches. This report has been circulated for review and confirmation with City staff from involved departments including; Information Technology/GIS, Finance, and City Development. The general categories of works undertaken and funded through this project are as follows: A. New “MyCity” Online Permit Application Web Portal “MyCity” online portal software was purchased and implemented, complete with additional modifications to suit our existing software process needs. Its purpose is to increase efficiencies and leverage and adapt our existing City property management software platform to deliver a new online City Portal. Access to apply online is now available through the City website www.pickering.ca or directly at https://mycity.pickering.ca/. The new ‘MyCity’ online portal interface now allows customers to securely submit applications electronically, identify the real-time status of their permits and applications, make online payments, submit assistance requests, and effectively provide users with a corporate dashboard, highlighting key performance indicators (KPI). These tailored KPI’s can be shared in real-time with Provincial partners, Municipal Property Assessment Corporation, Region of Durham, City Council and staff, residents and the public in general. An online booking and application pre-consultation process will also be implemented to complement the online citizen portal, allowing applicants real-time, convenient, and contact free paths to interact with City staff. Automated application letters, emails, and tracking responses are provided to keep citizens informed at each stage of their application. B. Online Payment and Tracking Portal Collaboration between the Finance Department and City Development Department resulted in a newly executed practice to implement the online payment process through the online portal, with direct connectivity to our internal records management software. It should be recognized that an electronic bridge between PRISM and SAP has not been built and this project is now being undertaken by the Finance Department. Separate ongoing City Development Department record digitization efforts are already underway, not provincially funded by this project, that are complimentary to this new permit portal intake and digital storage method and now integrated into the City records management software long term. Additional modernization efforts are also underway with other applicant folder types, not connected to this project, to better unify other City processes and online payment methods. C. Accelerated AMANDA (Records Management Software) Modernization City staff (IT, GIS, and Building Services), in collaboration with outside consultants implemented new, or modified, permit application systems (digital folder development) that includes many new technical features that can be utilized by the new portal software. Citizens are now able to register, log into the portal, submit all their documentation, data and drawings, - 64 - BLD 02-23 November 27, 2023 Subject: Information Report on City Online Resident Permit Application Portal Page 5 Pickering Residential Interface & Service Modernization (PRISM) initiative etc. to make, and track, an application online. Staff are now provided with updated intake and review processes, streamlined fee calculations and automated email generated notifications. Staff efficiencies are found and refocused through better offsite access to the increased data available and the reduction of data input processes from paper or PDF applications into City records management software. Citizens are now applying for permits online directly, they have more control over the application timing, and can upload documents and check their application status through the online portal. D. IT Servers, Hardware and Software Purchases New server hardware and equipment was purchased to support the project including: data storage for increased data capacity within the existing AMANDA software systems. Kiosk support hardware to allow counter assisted online applications which at the time of this report is being tested for installation. E. New ESRI Public Notification ‘Widget’ Software To enhance reporting for development applications, a consultant was retained to implement an application to deliver custom JavaScript widget software for ‘ArcGIS Enterprise 10.9.1’ with ‘ArcGIS Experience Builder developer’, enabling the City to generate public notifications and mailing labels for selected properties based on GIS location that are connected to City record management software integration. Our GIS mapping information has been linked to the public portal development so that applications are captured spatially and properly integrated with our mapping. This would create new opportunities to improve real-time status updates and messaging to registered customers about projects in their neighbourhood/ward. F. New “MyPickering” Mobile Device Applications A new Pickering citizen facing mobile application was designed and integrated to complement the ‘MyCity’ online portal. This new application is available for free download in both iOS and Android stores, and allows online permit payment integration, application tracking, service requests, and digital communication with City staff. G. Bluebeam Revu Licensing for Digital Permit Reviews The number of internal users of our digital plan markup and collaboration software has been expanded to include additional City Development and Engineering staff members. H. New “Inspection App” Mobile Device Application A Pickering staff mobile application was purchased and integrated to complement the combined ‘MyCity’ online portal and City records management software system. This mobile application allows for onsite real-time online; permit site inspection reporting, process sign off integration, application and permit lookup, document, and photograph record uploads. - 65 - BLD 02-23 November 27, 2023 Subject: Information Report on City Online Resident Permit Application Portal Page 6 Pickering Residential Interface & Service Modernization (PRISM) initiative I. New User Guides and Manuals for Online Applications. Online app guides, Video’s, FAQ’s, and other learning management systems were developed and published to effectively roll out the public portal to customers and users. Internal training sessions for staff (users) of internal changes and citizen support were also undertaken to ensure smooth implementation. J. Project Management Consultants and Temporary Staffing To effectively undertake this project, it was necessary to engage and utilize consultants with specific expertise in this type of implementation of City property management software connectivity and public interface software, and to utilize internal City staff from multiple departments. The consultants also assisted in the project management and controlling, tracking of all the separate parts of the overall project, connectivity, to ensure the project delivery schedule was met. Interns, and other contract staff, were hired to undertake assignments within the City Development Department which enabled permanent staff to more efficiently process the ongoing development applications and associated administrative tasks. Conclusion The implementation of an online citizen access portal and mobile applications interconnected with the City records management software has enabled an access portal for Permit applications, full digital documentation intake, status inquiries, applicant and staff communication, and adaptable reporting, better aligning the Cities online service levels to other comparable Ontario municipalities. The provincial funding provided to the City has also enabled an acceleration of the changes to the existing records management (AMANDA) software programming the City currently utilizes, allowing better document intake management and streamlining of our permit application processes. Utilizing both our existing in-house staff and provincial funding resources, which has enabled the purchase of server hardware, software development and adaptation to suit our existing database management software systems, City staff have accelerated the automation of the City records management software processes and activities. This provides both value and benefit to the citizen end users of these services, and the City staff responsible for administering, implementing, and maintaining them. Attachment: 1. Not Applicable. - 66 - BLD 02-23 November 27, 2023 Subject: Information Report on City Online Resident Permit Application Portal Page 7 Pickering Residential Interface & Service Modernization (PRISM) initiative Prepared By: Original Signed By Peter Furnell, Arch. Tech., BSS Supervisor, Building Permits Original Signed By Carl Kolbe Manager, Building Services & Deputy CBO PF:ld Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Approved/Endorsed By: Original Signed By Kyle Bentley, P. Eng. Director, City Development & CBO Original Signed By Dale Quaife Division Head, Information Technology Original Signed By Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer - 67 - Report to Council Report Number: BYL 08-23 Date: November 27, 2023 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Deferral of Implementation of Accessible Service Supplement Fees Vehicle for Hire By-law -File: L-2000-002-23 Recommendation: 1. That Report BYL 08-23 respecting a deferral of the implementation of the Accessible Service Supplement enacted in the Vehicle for Hire By-law 7739/20 be received; 2. That the implementation and collection of the Vehicle for Hire Accessible Service Supplement be deferred until January 1, 2025; and, 3. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Executive Summary: The City’s Vehicle for Hire By-law was enacted on February 24, 2020. Included in the By-law is an Accessible Service Supplement to be paid by all vehicle for hire license holders that do not provide accessible service. The Accessible Service Supplement will be used to fund an Accessible Taxicab Incentive Program, outlined in Section 93 of the Vehicle for Hire By-law. Based on the current economic challenges faced by the Vehicle for Hire Industry caused by the COVID-19 Pandemic, staff recommend deferring collection of the Accessible Service Supplement until January 1, 2025. Financial Implications: The Accessible Service Supplement was not budgeted as revenue generated for the City. In the initial report to Council regarding the Vehicle for Hire By-law, staff estimated approximately $28,000.00 would be generated annually through the Accessible Service Supplement. This was based on a seven cent per trip fee to be paid by Personal Transportation Companies, as well as Accessible Service Supplements applicable to Taxicab Brokerage fees of $2,500.00 and Taxicab Plates of $75.00 per plate. Deferring the collection of the Accessible Service Supplement will delay the implementation of the Accessible Taxicab Incentive Program. Notwithstanding that, the economic pressures currently facing the Vehicle for Hire industry call for some type of financial relief. - 68 - BYL 08-23 November 27, 2023 Subject: Deferral of Implementation of Accessible Service Supplement Fees Page 2 Discussion: The Vehicle for Hire Licensing By-law prescribes an Accessible Service Supplement fee to be applied to all vehicles for hire that do not provide accessible services. Fees charged in relation to the Accessible Service Supplement are as follows: 1. Personal Transportation Companies (PTCs) are subject to a seven cent per trip fee; 2. Taxicab Brokerages that do not have at least ten percent (10%) of their fleet as accessible vehicles must pay $2,500.00 per year; and 3. Individual Taxicab Plate Licensees that are not affixed to an accessible vehicle must pay $75.00 annually. The funds raised through the Accessible Service Supplement are to be used to fund an Accessible Taxicab Incentive Program. Section 93 of the Vehicle for Hire By-law indicates that the Accessible Taxicab Incentive Program may include, but is not limited to: i) requirements for grant or incentive eligibility; ii) criteria for receiving any incentive or grant; iii) the amount and frequency of the disbursement of any incentive or grant, including pro-rated or discretionary amounts; iv) sanctions, including reductions in the amount of any incentive or grant for non-compliance with the conditions of the program; and, v) reporting or auditing requirements for brokerages, PTCs, and Taxicab Plate Licensees. The Accessibility Advisory Committee, City staff and the Vehicle for Hire Advisory Committee will be tasked with determining how the fund may be best utilized to improve accessible services provided to Pickering residents. Both the Personal Transportation Companies and the taxicab industry have seen a severe reduction in their business due to the COVID-19 Pandemic. While there has been an increase in revenue to this industry, it is still suffering. The taxicab industry in the City of Pickering has changed drastically and should this supplement be implemented it would be an extreme financial hardship on the taxicab industry. Deferring the implementation of the Accessible Service Supplement is a reasonable measure to assist in mitigating the financial hardship being experienced by the taxicab industry. Currently, there is a drastically lower number of Taxicab Plates attached to vehicles and providing service in the City. City staff will continue to monitor and review the industry conditions during 2024 to get a better understanding of industry trends. The deferral of this supplement will allow the industry to continue to operate without any additional costs for 2024. This will provide all members of the industry an opportunity to expand their business models without and additional costs. It is possible that staff will recommend that the supplement is removed from the by-law in a future report. Only very large municipalities have continued with this type of program. Municipalities the size of Pickering have eliminated this type of supplement as there is no reasonable ability to implement and utilize any funds generated by the supplement. It is seen as an additional burden to the taxicab industry which is suffering greatly. - 69 - BYL 08-23 November 27, 2023 Subject: Deferral of Implementation of Accessible Service Supplement Fees Page 3 Attachment: 1. Not applicable. Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Jason Litoborski, CPSO Paul Bigioni Manager, Municipal Law Enforcement Services Director, Corporate Services & City Solicitor Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 70 - Report to Council Report Number: ECD 07-23 Date: November 27, 2023 From: Fiaz Jadoon Director, Economic Development & Strategic Projects Subject: Corridor Design for a High Frequency Rail Station in Pickering -Award RFP2023-18 to Weston Williamson & Partners -File: D-1600-002 Recommendation: 1. That Proposal No. RFP2023-18, for Consulting Services for Corridor Design for a High Frequency Rail Station in Pickering, submitted by Weston Williamson & Partners in the amount of $99,937.20 (HST included) be accepted; 2. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $89,996.00 as approved in the 2023 Current Budget as follows: a. The sum of $75,000.00 to be funded from Property Taxes; b. The sum of $14,996.00 to be funded by a transfer from the Rate Stabilization Reserve; 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to proceed on the proposal; and, 4. That the City Clerk forward a copy of Report ECD 07-23 to the Region of Durham’s Office of the CAO and Planning & Economic Development Department. Executive Summary: The Toronto to Quebec City corridor is one of the most populous and economically active regions in Canada. An increase in public transportation between this corridor will significantly reduce the congestion, carbon footprint, and travel time in the Region. In 2016, VIA Rail Canada (VIA) submitted a proposal to the Federal Government for a High Frequency Rail (HFR) service between the Toronto to Quebec City corridor. In 2021, both Transport Canada and VIA-Rail formulated a team to kick start discussions on the HFR project, which they called the Joint Project Office (JPO). In December 2021, the City of Pickering and Regional staff met with the JPO to introduce the City’s intent to promote a station stop in Pickering. To that end, Council approved the hiring of WSP to create a Business Analysis on the HFR project in April of 2022 (Resolution #873/22). The final report presented a strategic case for a new HFR station in Pickering, along with future steps (Report CAO 11-22). City and Regional staff along with WSP presented the strategic case to the JPO in July, 2022. Staff have since remained in regular contact with the JPO to promote the opportunity of a station stop in Pickering. - 71 - ECD 07-23 November 27, 2023 Subject: Corridor Design for a High Frequency Rail Station in Pickering Page 2 In 2022, Transport Canada and VIA Rail made significant progress on the HFR project, including the formation of the VIA HFR executive team (formerly known as the JPO), releasing a Request for Qualifications (RFQ) to qualify bidders (who have the experience and expertise in design, creating financial proformas and the development for rail related projects), selecting the various qualified bidders, and the release of the Request for Proposals (RFP) to the selected group of qualified bidders. Based on discussions with members of the VIA HFR Executive Team and key industry stakeholders, City staff have learned the importance of not only identifying and showcasing the business analysis that highlights why a station stop in Pickering would be viable (completed in 2022 by WSP), but also the design of the station stop and the adjacent corridor where development could be triggered because of the station location. As such, RFP2023-18 was issued on the City’s bids&tenders portal on October 6, 2023, with a submission deadline of October 27, 2023, for the Corridor Design for a High Frequency Rail Station in Pickering. Two proposals were submitted. The Evaluation Committee, consisting of staff from the Economic Development & Strategic Projects Department, reviewed and evaluated the proposals using the criteria outlined in the bid document. It is the recommendation of the Evaluation Committee that Weston Williamson & Partners (WW+P) as the top-ranking proponent, be retained to undertake the Corridor Design for a High Frequency Rail Station, at a cost of $88,440.00 (excluding HST). The total net project cost is estimated to be $89,996.00. In accordance with Item 10.04 of the Purchasing Policy, where the project cost of a consulting assignment is more than $50,000.00, the award is subject to the approval of Council. Financial Implications: 1. Proposal Amount Proposal No. RFP2023-18 $ 88,440.00 HST (13%) 11,497.20 Total Gross Proposal Cost $ 99,937.20 - 72 - ECD 07-23 November 27, 2023 Subject: Corridor Design for a High Frequency Rail Station in Pickering Page 3 2. Estimated Project Costing Summary- Budget Year 2023 Total Project Cost Proposal No. RFP2023-18 $ 88,440.00 HST (13%) 11,497.00 Total Gross Project Cost $ 99,937.00 HST Rebate (11.24%) (9,941.00) Total Net Project Cost to City $ 89,996.00 3. Approved Source of Funds Approved Code Source of Funds 502230.10050.0000 Property Tax Rate Stabilization 502230.10050.0000 Reserve Total Funds Budget $75,000.00 75,000.00 $150,000.00 Required $ 75,000.00 14,996.00 $89,996.00 Net project cost (over) under approved funds $60,004.00 Discussion: The Toronto to Quebec City corridor is VIA-Rail Canada’s (VIA) busiest passageway with 3.6 million riders in 2019 alone. VIA’s service experiences an increase in delays due to congestion caused by other operators utilizing the same rail lines, such as Metrolinx, Canadian Pacific (CP), and Canadian National (CN). Thus, VIA- Rail submitted a proposal to the Federal Government in 2016 for a High Frequency Rail (HFR) service between the Toronto to Quebec City corridor using the CP Havelock line. This proposal suggested dedicated rail lines for passenger service to bypass current issues and delays with freight trains on shared lines. In 2021, both Transport Canada and VIA-Rail formulated a team to kick start discussions on the HFR project, which they called the Joint Project Office (JPO). In December, 2021, the City of Pickering and Regional staff met with the JPO to introduce the City’s intent to promote a station stop in Pickering, broaden connectivity in Durham and adjacent communities, and to learn more about the project. The JPO acknowledged the request and offered to continue discussions. - 73 - ECD 07-23 November 27, 2023 Subject: Corridor Design for a High Frequency Rail Station in Pickering Page 4 In partnership with the Region of Durham, the City hired WSP in April 2022 to conduct a Business Analysis Study on the VIA HFR project with a proposed stop in Pickering (Resolution #873/22). The report from WSP outlined the opportunity for a Transit Oriented Community (TOC) surrounding the HFR station. Correspondingly, City staff presented the findings of the study from WSP to the JPO. In March 2022, Transport Canada launched the procurement process of the HFR project through the announcement of a Request for Expressions of Interest (RFEOI). Additionally, the RFEOI was supported by a multi-year process that included a Request for Qualifications (RFQ) followed by a Request for Proposal (RFP). Additionally, the Minister of Transportation appointed three members to HFR’s Board of Directors and announced the establishment of the VIA Rail Subsidiary, VIA HFR. Moreover, the VIA HFR Executive team appointed three professionals to increase the expertise available to plan the project. An RFQ was released by the VIA HFR Executive team which qualified three bidders (teams of subject matter experts) in February of 2023. Through the positive results of the RFQ, the Government of Canada launched an RFP process in October, 2023. The goal of the Government of Canada is to select a private sector partner to collaborate with to optimize the HFR project prior to a final investment decision by the Government. While maintaining regular communications with the HFR Executive Team and key industry stakeholders, the City was advised to develop a corridor design for the HFR station in Pickering. It should be noted that many key individuals working on this HFR project from Transport Canada indicated the need to showcase how the station stop could trigger critical infrastructure. As a result, RFP2023-18 was issued on the City’s bids&tenders portal on October 6, 2023, with a submission deadline of October 27, 2023, for Corridor Design for a High Frequency Rail Station in Pickering and the Region. Two proposals were submitted. Importantly, the selected qualified proponents that are already involved in the initial procurement process through VIA HFR project were not permitted to bid on the on the City’s RFP due to a conflict of interest. The Evaluation Committee, consisting of staff from the Economic Development & Strategic Projects Department, reviewed and evaluated the proposals using the criteria outlined in the bid document. Proposals were evaluated and ranked based on the consultant’s experience on similar projects, their understanding of the project, proposed work plan, deliverables, and their pricing. WW+P was the top-ranked proponent and are recommended for award. All pre-conditions of the award, as identified in the bid document, have been received, reviewed, and approved. WW+P is an experienced station architect firm, covering all types of station designs including high speed, regional, metro, and light rail. Combined with their expertise, they have an extensive portfolio of Transit Oriented Designs (TOD) and Transit Oriented Communities (TOC) developments focused on stations and corridors. Through awarded projects, WW+P have worked closely with City and regional authorities to help position communities for transit. Currently, WW+P are the TOC advisers working directly with Infrastructure Ontario (IO) and Metrolinx on the Yonge North and Scarborough Subway Extension. The extension will deliver six new stations along an 8 km route and support a number of TOCs providing high-density, and mixed-use development integrated with stations. WW+P also worked with the Town of Innisfil to develop a plan for a TOC - 74 - ECD 07-23 November 27, 2023 Subject: Corridor Design for a High Frequency Rail Station in Pickering Page 5 centered around a proposed GO Station. WW+P led the team delivering a combined secondary plan and master servicing plan as well as provision to undertake a peer review of the GO station design. Subject to Council’s approval of Report ECD 07-23, the City will forward a copy of Report ECD 07-23 to the Region of Durham’s Office of the CAO and Planning & Economic Development Department. Upon careful examination of all proposals and relevant documents received, the Evaluation Committee recommends acceptance of Proposal number RFP2023-18 submitted by Weston Williamson + Partners for the HFR Conceptual Design of a Corridor in Pickering for the amount of $89,996.00 (net of HST rebate). Attachments: None - 75 - ECD 07-23 November 27, 2023 Subject: Corridor Design for a High Frequency Rail Station in Pickering Page 6 Prepared By: 2ULJLQDO6LJQHG%\ Usman Malik Senior Officer, Economic Development & Strategic Projects FJ:um Recommended for the consideration of Pickering City Council 2ULJLQDO6LJQHG%\ Marisa Carpino, M.A. Chief Administrative Officer Approved/Endorsed By: 2ULJLQDO6LJQHG%\ Cathy Bazinet, CPPB, NIGP-CPP Manager of Procurement 2ULJLQDO6LJQHG%\ Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer 2ULJLQDO6LJQHG%\ Fiaz Jadoon, Ec.D., CEcD, MPM, B.COMM Director, Economic Development & Strategic Projects - 76 - Report to Council Report Number: ECD 08-23 Date: November 27, 2023 From: Fiaz Jadoon Director, Economic Development & Strategic Projects Subject: Consulting Services for a Highway Access Management Plan for Highway 7, Pickering Innovation Corridor -File: A-1440 Recommendation: 1. That Council approve the hiring of BA Consulting Group Ltd. to complete a Highway Access Management Plan for Highway 7, the Pickering Innovation Corridor in accordance with Purchasing Policy 10.03 (c) as the assignment is above $50,000.00; 2. That the fee proposal submitted by BA Consulting Group Ltd. for the preparation of a Highway Access Management Plan for Highway 7, the Pickering Innovation Corridor in the amount of $429,400.00 (HST Included) be accepted; 3. That the total gross project cost of $429,400.00 (HST Included) and the total net project cost of $386,688.00 (net HST rebate) be approved; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $386,688.00 as follows: a. The sum of $25,440.00 be funded by a transfer from Rate Stabilization Reserve as approved in the 2023 Current Budget; b. The sum of $127,200.00 be funded from the Ontario Ministry of Transportation; c. The sum of $234,048.00 be funded by the Seaton Landowners Group; 5. That the City Clerk forward a copy of Report ECD 08-23 to the Region of Durham’s Office of the CAO and Planning & Economic Development Department, the Ontario Ministry of Transportation, and the Seaton Landowners group; and, 6. That the appropriate City of Pickering officials be authorized to take the necessary actions to as indicated in this report. Executive Summary: The Pickering Innovation Corridor, located between York Durham Line (RR#30) to the west and Brock Road (RR#1) to the east and Highway 7 to the north and Highway 407 to the south, is projected to be home to approximately 18,800 jobs in the coming years. From York-Durham Line to Brock Road, Highway 7 is a high-speed two-lane major arterial provincial highway. Due to the limited access points and planned intersections for vehicular and truck movements, Highway 7 is expected to generate significant constraints for existing and future users of the employment lands. - 77 - ______________________________________________________________________________ ECD 08-23 November 27, 2023 Subject: Consulting Services for a Highway Access Management Plan (HAMP) for Highway 7, Pickering Innovation Corridor Page 2 Economic Development & Strategic Projects and Engineering Services staff have discussed and investigated several solutions with the Ministry of Transportation (MTO) to address traffic concerns. However, due to the existing width of Highway 7 and variations of land requirements from end-users, both the City, the Seaton Landowners Group (SLG) and the MTO agreed that a comprehensive Highway Access Management Plan (HAMP) study would assist in future proofing the City’s ability to market the Innovation Corridor to end-users. BA Consulting Group Ltd has been retained by both the SLG and the Northeast Pickering Landowners Group (NPLG) to manage and develop the North Pickering Transportation Project (NPTP). This project is comprised of studying the municipal & regional road and transit networks required to accommodate vehicular, truck, pedestrian and transit traffic for lands that are currently and/or planned to be developed in the years to come. While this work commenced several months ago, City and MTO staff feel that it is critical to have the same consulting group develop the HAMP for Highway 7, as this plan correlates to the North Pickering Transportation Plan. Significantly, both City and Regional staff are actively participating as non-funding partners on the NPTP study team. Notably, Highway 7 was not included in the scope of work for the NPTP which is under the jurisdiction of the Province of Ontario. Thus, the HAMP study is a necessity in integrating a plan for Highway 7. In accordance with Item 10.03 (c) of the Purchasing Policy. Manager, Procurement may obtain the services of a particular consultant selected by the initiating Director, when going through a competitive process, and where funds are applicable in the approved budget. Where the project cost of a consulting assignment is more than $50,000.00, the award is subject to the approval of Council. The HAMP will be a total of $429,400 (HST included). The Total Net Project Cost to the City will be $25,440.00, which will be funded from the Economic Development & Strategic Project’s Consulting Budget (502230.10050). It is therefore recommended that Council award the consulting services to BA Consulting Group Ltd. for the HAMP Study for the amount of $429,400 (HST included). Financial Implications: 1. Proposal Amount Proposal $ 380,000.00 HST (13%) 49,400.00 Total Gross Proposal Cost $ 429,400.00 - 78 - ECD 08-23 November 27, 2023 Subject: Consulting Services for a Highway Access Management Plan (HAMP) for Highway 7, Pickering Innovation Corridor Page 3 2. Breakdown of Costs by Budget Year 2023 Total Project Cost Proposal $ 380,000.00 HST (13%) 49,400.00 Total Gross Project Cost $ 429,400.00 HST Rebate (11.24%) (42,712.00) Total Net Project Cost $ 386,688.00 3. Approved Source of Funds-2023 Current Budget Expense Code Source of Funds Rate Stabilization 502230.10050.0000 Reserve Third Party Contributions-502230.10050.0000 Ministry of Transportation Third Party Contributions-Seaton 502230.10050.0000 Landowners Total Funds Budget $ 60,004.00 0.00 0.00 $ 60,004.00 Required $ 25,440.00 $ 127,200.00 $ 234,048.00 $ 386,688.00 The participating third parties will be billed on a periodic basis to help fund the consulting projection costs. - 79 - ECD 08-23 November 27, 2023 Subject: Consulting Services for a Highway Access Management Plan Page 4(HAMP) for Highway 7, Pickering Innovation Corridor Discussion: Highway 7, a Provincially owned and maintained highway, serves as a major connector road between the Regions of Durham and York. Highway 7 is a two-lane road between Brock Road (RR#1) and York-Durham Line (York RR#30), currently operating at over capacity during peak travel times. Existing and future developments in the Pickering Innovation Corridor are set to create 18,800 jobs. As City staff work with end-users to accommodate their development and operational needs, Highway 7 is already showing signs of becoming a traffic bottleneck due to insufficient access and intersection points for safe vehicular and truck movements. The Innovation Corridor currently represents over 5,000 jobs, and is home to companies such as Kubota, Lastman’s Bad Boy, and FGF Brands. FGF Brands alone represent over 4,000 jobs at full build-out, with phase one set to be operational in Q4 2024. With the addition of high-quality jobs, the need for safe and efficient transportation movements along Highway 7 increases, especially as the traffic flow is predicted to rise significantly. While MTO staff have been accommodating in most cases for the review and approvals of development applications for the Innovation Corridor, MTO staff must follow specific guidelines and policies for approving applications that require access directly to Highway 7, including the locations of traffic signals. Access to the Innovation Corridor lands directly from Highway 7 is constrained by the narrow width of the existing highway. In an ideal scenario, a single East-West road bisecting the employment lands on both the north and south side of the innovation corridor would be developed. This collector road would limit the access points off of Highway 7, and flow traffic through new primary collector roads. The width of the employment lands between Highway 7 and Highway 407 is approximately 500 meters. Moreover, the constrained space and the demand of larger industrial buildings by the end-users that require a larger development envelope, make the development of a new East-West collector road even more difficult to construct. The final design of the future interchange at Peter Matthews Drive and Highway 407 has yet to be completed. Thus, this study influences a design that accommodates an efficient traffic plan for vehicular and truck movement entering and exiting the Innovation Corridor. Through ongoing discussion with MTO staff, it has been determined that a Highway Access Management Plan (HAMP) is needed to create a consolidated transportation program along Highway 7. Economic Development & Strategic Projects and Engineering Services staff are actively participating in the ongoing North Pickering Transportation Project (NPTP) that is currently being undertaken by BA Consulting Group Ltd. on behalf of the Seaton Landowners Group and the Northeast Pickering Landowners Group. BA Consulting Group Ltd. was retained by both Landowner Groups to work collaboratively with various stakeholders to ensure the creation and adoption of transportation policies, physical plans, and operational strategies in support of existing and future development plans. Furthermore, BA Consulting Group Ltd. has a long history of working to resolve development-related transportation issues across the Greater Toronto Area (GTA) and North America. - 80 - ECD 08-23 November 27, 2023 Subject: Consulting Services for a Highway Access Management Plan (HAMP) for Highway 7, Pickering Innovation Corridor Page 5 Through the landowners’ groups, BA Consulting Group Ltd. identified future population and employment forecasts and utilized the data to conduct a transportation modelling base. Additionally, the project identifies issues such as regional requirements, East-West roads not under regional jurisdictions, and future transit opportunities. The proposed HAMP will set out the proposed intersection configurations and private access points along Highway 7, addressing the immediate needs of developments in the innovation corridor while considering future growth. The HAMP proposal submitted by BA Consulting Group Ltd. Includes preparing a consolidated report along with a plan which address the following: • Develop a plan for the layout of streets in the Innovation Corridor which meets access needs of developers and the Federal Government as well as the guidelines of the City of Pickering and the MTO. This plan will, where necessary and appropriate, include multiple options to allow for flexibility as the needs of developers and end-users are determined. • A functional plan for road improvements to support the planned street network. • A review of the traffic impacts as well as mitigating measures for the communities of Green River and Brougham. • A summary traffic study researching the traffic impacts of the Innovation Corridor Development, an operational review of Highway 7, and phasing strategies for improvements. In accordance with Item 10.03 (c) of the Purchasing Policy, where the project cost of a consulting assignment is more than $50,000.00, the award is subject to the approval of Council. The Total Net Project Cost will be $429,400.00 (HST included) and will be funded from the Economic Development & Strategic Project’s Consulting Budget (502230.10050.0000), along with financial support from MTO, and the Seaton Landowners Group. The City of Pickering’s share will be $25,440.00 Staff recommends that Council approve the fee proposal submitted by BA Consulting Group Ltd. for the Highway Access Management Plan for Highway 7 and the Pickering Innovation Corridor. Attachments: 1. Letter of intent to share cost from MTO 2. Letter of intent to share cost from Seaton Landowners - 81 - ECD 08-23 November 27, 2023 Subject: Consulting Services for a Highway Access Management Plan (HAMP) for Highway 7, Pickering Innovation Corridor Page 6 Prepared By: Original signed by: Usman Malik Senior Officer, Economic Development & Strategic Projects FJ:um Recommended for the consideration of Pickering City Council Original signed by: Marisa Carpino, M.A. Chief Administrative Officer Approved/Endorsed By: Original signed by: Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement Original signed by: Richard Holborn, P.Eng. Director, Engineering Services Original signed by: Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer Original signed by: Fiaz Jadoon, Ec.D., CEcD, MPM, B.COMM Director, Economic Development & Strategic Projects - 82 - Attachment #1 to Report ECD 08-23 Ministry of Transportation Ministère des Transports Central Operations Office Bureau des opérations pour le Centre 2nd Floor 2e étage 159 Sir William Hearst Avenue 159, avenue Sir William Hearst Toronto ON M3M 0B7 Toronto ON M3M 0B7 Tel: 416 235-XXXX Tél. : 416 235-5400 Fax: 416 235-5266 Téléc. : 416 235-5266 November 16, 2023 Fiaz Jadoon Director, Economic Development & Strategic Projects City of Pickering Dear Fiaz: Please accept this letter as confirmation that the Ministry of Transportation is accepting of the Highway 7, Highway Access Management Plan Proposal of October 2023, as received, and is committing to contribute up to $127,200 as our cost share of the project, as requested. Becca Lane, P.Eng. Director, Central Operations Sincerely, Attachment – Highway 7, Pickering_Fee Proposal_oct 2023.pdf Cc: Usman Malik Tom Hewitt Francesca Brown - 83 - Attachment #2 to Report ECD 08-23 - 84 - - 85 - Report to Council Report Number: FIR 06-23 Date: November 27, 2023 From: Steve Boyd Fire Chief Subject: FireSafe Pickering and the Community Emergency Preparedness Grant -Grant Application -File: A-1440-001-23 Recommendation: 1. That Report FIR 06-23 regarding FireSafe Pickering and the Community Emergency Preparedness Grant Application be received; 2. That Council authorize City staff to apply for the Community Emergency Preparedness Grant (CEPG) to provide funding for smoke and carbon monoxide alarms and program delivery tools, to assist with training programs (such as FireSafe Pickering) or other operational needs; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: FireSafe Pickering operates as a door-to-door educational program by Pickering Fire Services staff to ensure residents are equipped with working smoke and carbon monoxide alarms. Residents are further informed of the dangers associated with fire and carbon monoxide, along with home escape planning, home safety, and fire prevention measures. Staff deliver this program using existing GIS-equipped mobile devices and, as part of the program, distribute smoke and carbon monoxide alarms to residents in urgent need of devices or to those facing barriers. Financial Implications: FireSafe Pickering operates as an existing educational program funded through Fire Services Current Budget. The application of Provincial grant funds provided through the CPEG Grant will expand the program’s capability and outreach for the 2024 year. The City will not be required to contribute any funding towards this grant application, if successful. Discussion: The Fire Protection and Prevention Act 1997 directs a municipality to “establish a program in the municipality that must include public education with respect to fire safety and certain components of fire prevention”. To meet this requirement, Pickering Fire Services offers an educational outreach program titled “FireSafe Pickering” (formerly “Get Real Pickering”). This program presently serves as a community outreach and support initiative with the goal of ensuring residents: - 86 - FIR 06-23 November 27, 2023 Subject: FireSafe Pickering and the Community Emergency Preparedness Grant Page 2 • are equipped with working smoke and carbon monoxide alarms within their dwelling. Working smoke alarms and carbon monoxide alarms are a fire code requirement • are educated on the risks of fire and what common causes of fire are within the City of Pickering and what can be done to avoid these risks • have developed and practiced a home escape plan with their family to ensure all occupants of a dwelling know what to do in the event of a fire and are able to self-rescue Through a door-to-door program executed by firefighters during times of availability, staff are able to engage with the public in a meaningful and direct manner to ensure the above goals are achieved. In the event a resident is without a working smoke or carbon monoxide alarm, the homeowner is informed of their requirement to maintain working life safety devices and instructed to replace the device. The fire officer attending the residence has the discretion to provide a smoke alarm device to the home owner to resolve the situation or to provide a supplemental level of protection until the existing devices may be replaced as code requirements may dictate. These life safety devices may, at times, be provided by Pickering Fire Services to ensure the resident is protected from the threat of fire or carbon monoxide. This ensures the protection of residents and allows fire services to assist residents in overcoming any barriers that may prevent a resident from obtaining life safety devices (financial, physical limitations, education, etc.). The allotment of life safety devices for distribution is presently funded through Fire Services’ operating budget or provided as part of distribution, grants, or partnerships. Funding provided by the grant will: • expand the program’s capability to provide working life safety devices to residents in need or those facing barriers; and, • expand the program’s operational capabilities by providing additional mobile devices for staff delivering the program and oversight through program management - 87 - FIR 06-23 November 27, 2023 Subject: FireSafe Pickering and the Community Emergency Preparedness Grant Page 3 Projected Budget Breakdown: Item Cost/Unit Units Subtotal First Alert -10yr sealed lithium battery operated combo alarm -Photoelectric -Purchased in quantities of 6 -Model PRC710A-6 $21.16 $300.00 $6,348.00 iPad -9th Generation -Devices used to expand program delivery utilizing ESRI based application. No licences required. 449.00 4.00 1,796.00 Program Status Monitors -Large Format Screens to monitor program status. May serve as support devices for EOC in the event of an EOC activation. 599.00 3.00 1,797.00 Total $9,941.00 Staff are requesting council authorization to apply for CPEG grant funding to support existing program delivery needs. Attachment: 1. FireSafe Pickering Postcard Handout. Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Nigel Robinson Steve Boyd Deputy Fire Chief Fire Chief NR:jm Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 88 - Attachment #1 to Report FIR 06-23 FireSafe Pickering What you need to know about fires in Pickering from 2021 - 2022: 87% of structure fires The cost of damages due to fires occurred in residential buildings totalled $15,500,286 Unattended cooking is the leading cause of home fires in Pickering - 89 - Protect your family from fire TAKE ACTION Stay in the kitchen while cooking and watch what you heat Install and maintain smoke alarms and carbon monoxide alarms Plan and practise your escape 905.250.0420 pickering.ca/firesafe - 90 - Report to Council Report Number: OPS 27-23 Date: November 27, 2023 From: Brian Duffield Director, Operations Subject: Additional Costs for Spraying Liquid Calcium Magnesium Blend for Dust Suppression -File: A-1440 Recommendation: 1. That Report OPS 27-23 regarding Additional Costs for Spraying Liquid Calcium Magnesium Blend for Dust Suppression be received; 2. That Council authorize the Director, Finance & Treasurer to finance the excess costs of approximately $115,000.00 (net of HST) from Property Taxes; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Executive Summary: The City has an obligation to ensure safe road conditions on unpaved roads. Dust suppression is one of the many necessary elements to ensure safe conditions on unpaved roads. The tendered price for the contract in 2023 had an unanticipated 35 percent increase cost over the previous contract cost. That increase cost and the extremely prolonged dry spell coupled with the traffic diversion from Lakeridge led to a significant overrun on the 2023 Current Budget. The actual dust suppression activities in 2023 resulted in a $115,000.00 overrun and staff are requesting Council approval for excess amount of expenditure over the Council approved 2023 budget. The cost escalation of the new contract price has now been factored into the 2024 Current Budget. Financial Implications: 1. Approved Source of Funds – Operations Roads Current Budget Description Account Code Source of Funds Available Budget Required Liquid Magnesium Contract and Flake Calcium Purchase (dust control) 10315.502310 Property Taxes $95,000.00 $210,000.00 Project Cost under (over) approved funds by ($115,000.00) - 91 - OPS 27-23 November 27, 2023 Subject: Additional Costs for Spraying Liquid Calcium Magnesium Blend for Dust Suppression Discussion: A liquid calcium magnesium blend is used by the City to restrict airborne dust particles for dust suppression on unpaved City roads and facilities gravel parking lots. This process is completed annually, starting at the end of the City’s winter control season, usually before the end of April. Dust suppression is performed in May when the warm and dry weather conditions generate dust conditions on City unpaved roads and lots. In 2023, the City entered into a three year agreement with Miller Paving Limited to provide application services of liquid calcium magnesium from specialized vehicles. The service is provided on a unit rate and the Current Budget is an annual allowance based of previous years’ actual costs. The annual cost of providing this service in 2023 has significantly overrun the Current Budget allowance of $95,000.00. The new three year contract was tendered in March 2023. The low bid came in at 35 percent higher than the previous contract cost due to increased material costs and inflation that is being seen across all sectors. The draft 2024 Current Budget submission has been revised to allow for the increased cost of this new term of the contract. Durham Region completed a road rehabilitation project on Lake Ridge Road between April and late September this year. This Regional road project forced the detour of high volume traffic from Lakeridge Road onto unpaved City roads during the very dry spring and early summer. This high volume of detoured traffic resulted in a dangerous and unacceptable dust level throughout the day and the City received many customer care complaints from both residents and road users concerned about road safety and clouds of dust. To adequately address these issues, additional liquid calcium magnesium blend was approved and the vendor applied dust suppression over a prolonged dry spell resulting in a significant overrun on the annual expenditure. As per the Financial Control Policy FIN 030, Section 11.05, Current expenditures in excess of the limits established under Section 11, shall require the approval of the Treasurer, the Chief Administrative Officer, and Council. Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Brian Duffield Stan Karwowski, MBA, CPA, CMA Director, Operations Director, Finance & Treasurer BD:sv Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 92 - Report to Council Report Number: OPS 28-23 Date: November 27, 2023 From: Brian Duffield Director, Operations Subject: Supply & Delivery of Six ½ Ton Pickup Trucks -Request for Quotation No. Q2023-46 -File: A-1440 Recommendation: 1. That Request for Quotation No. Q2023-46 submitted by Finch Auto Group, in the amount of $363,914.00 (HST excluded) be accepted; 2. That the total gross project cost of $411,223.00 (HST included), and that the total net project cost of $370,319.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost of $370,319.00, as provided for in the 2023 Capital Budget as follows: a) The sum of $307,928.00 to be funded from the Vehicle Replacements Reserve; b) The sum of $62,391.00 to be funded 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. Executive Summary: The City uses ½ ton pickup trucks in various capacities to service the community and the residents of Pickering. The purchase of these vehicles was provided for in the 2023 Capital Budget. Request for Quotation No. Q2023-46 was advertised on the City’s bids&tenders portal on September 14, 2023, and four companies submitted a response by the closing date of October 17, 2023. Finch Auto Group is the lowest compliant respondent and has met all of the technical requirements. In accordance with Purchasing Policy Item 06.11(c), where the compliant quotation or tender meeting specifications and offering best value to the City is acceptable and the estimated total purchase price is over $250,000.00, the Manager may approve the award, subject to the approval of the Director, Treasurer, CAO and Council. - 93 - OPS 28-23 November 27, 2023 Subject: Supply & Delivery of Six ½ Ton Pickup Trucks Page 2 Financial Implications: 1. Quotation Amount Quotation No. Q2023-46 $363,914.00 HST (13%) 47,308.82 Total Gross Quotation Cost $411,222.82 2.Estimated Project Costing Summary Quotation No. Q2023-46 $363,914.00 Total Project Cost $363,914.00 HST (13%) 47,309.00 Total Gross Project Costs $411,223.00 HST Rebate (11.24%) (40,904.00) Total Net Project Cost $370,319.00 3. Approved Source of Funds Description Account Code Source of Funds Available Budget Required ½ Ton Pickup Truck C10320.2308 Vehicle Replacement Reserve 65,000.00 58,366.00 ½ Ton Pickup Truck C10320.2316 DC – Parks & Recreation 65,000.00 62,391.00 ½ Ton Pickup Truck C10425.2302 Vehicle Replacement Reserve 65,000.00 62,391.00 ½ Ton Pickup Truck C10500.2301 Vehicle Replacement Reserve 70,000.00 62,391.00 ½ Ton Pickup Truck (2) C10700.2312 Vehicle Replacement Reserve 130,000.00 124,780.00 Total Funds $395,000.00 $370,319.00 Project Cost under (over) approved funds by $24,681.00 - 94 - OPS 28-23 November 27, 2023 Subject: Supply & Delivery of Six ½ Ton Pickup Trucks Page 3 Discussion: The City of Pickering’s Operations Department, Fleet Section manages and assists with the procurement of the City’s fleet. As reflected in the 2023 Capital Budget, the vehicles listed above were approved for purchase. Vehicle #720 is a life cycle replacement for Parks. One new vehicle is being purchased for the new Lead Hand for Property. Vehicle #644 is a lif cycle replacement for Engineering Services. Vehicle #420 is a life cycle replacement for By-law and vehicles #583 and #584 are lifecycle replacements for Fire Services. Request for Quotation No. Q2023-46 was advertised on the City’s bids&tenders portal on September 14, 2023, and four companies submitted a response by the closing date of October 17, 2023. The quotation from Finch Auto Group complied with all technical requirements and received the highest score from the Evaluation Committee. After careful review of responses received, Operations’ staff recommend the acceptance of Request for Quotation No. Q2023-46 submitted by Finch Auto Group, and that the total net project cost of $370,319.00 (net of HST rebate) be approved. Attachment: None. Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Matt Currer Cathy Bazinet, CPPB, NIGP-CPP Manager, Fleet Operations Manager, Procurement Original Signed By: Original Signed By: Brian Duffield Stan Karwowski, MBA, CPA, CMA Director, Operations Director, Finance & Treasurer BD:mc Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 95 - Report to Council Report Number: OPS 29-23 Date: November 27, 2023 From: Brian Duffield Director, Operations Subject: Regional Roads Boulevard Maintenance Review -File: A-1440 Recommendation: 1. That Report OPS 29-23 regarding Regional Roads Boulevard Maintenance Review be received for information. Executive Summary: At the Council Meeting of September 25, 2023, by way of Resolution #271/23, Council directed that the CAO reach out to the Region of Durham to discuss a willingness of the City of Pickering to assume the boulevard maintenance on Regional roads in Pickering on a contractual arrangement, similar to the other lower-tier municipalities in Durham, and report back to Council in advance of the preparation of the Mayor’s 2024 Current Operating Budget. Currently, the Region of Durham administers a contracted service to maintain all Regional road boulevards within the City of Pickering using their own scope of work and level of service standards. The contract is for the maintenance of urbanized boulevards, road islands, and medians. Based on frequent customer care calls to the City, and acknowledged by members of Council, the current level of service provided by the Region of Durham’s contractor has not been at an acceptable standard. This inconsistent level of service is obvious in locations where Regional and City boulevards abut, and the difference in maintenance can be compared. The level of service established by the City to maintain road boulevards, in an acceptable manner, appears to be well above the standard of service provided on Regional boulevards. The Region of Durham’s contracted service for road boulevard maintenance in Pickering is being performed by an external service provider that has completed year one of a three year contract term. Based on the improved contract performance reported by the Region and the term of the contract remaining, staff recommend that the City continue with the current boulevard maintenance program delivery model as is for 2024. Financial Implications: The Boulevard Maintenance program on Regional road allowances are the responsibility of the Region of Durham funded from the Region Levy contribution from Municipal property taxes. As such, there is no cost implications to the City for the delivery of the current regional boulevard maintenance program. - 96 - OPS 29-23 November 27, 2023 Subject: Regional Roads Boulevard Maintenance Review Page 2 Discussion: Municipalities in Ontario are required to maintain grass boulevards within the road allowance of City roads. In Pickering, the grass maintenance of a boulevard is governed by the Boulevard Maintenance By-law 6831/08, which states that it is the property owner's responsibility to maintain the municipal boulevard. Under this By-law, the City has the responsibility to maintain the boulevards of rear frontages. The City’s current Grass Maintenance program utilizes the Public Works’ staff, vehicles, and equipment to maintain grass boulevards on City road allowances not adjacent to residential or business addresses. Boulevards on Regional road allowances are maintained by service providers contracted and paid for by the Region of Durham. On an annual basis, the maintenance of 19.5 hectares of Regional road boulevards, road islands and medians within the City of Pickering are contracted out by the Region of Durham. Based on frequent customer care calls, and as noted by members of Council, numerous complaints from Pickering residents have been received due to a lack of consistency with the quality of work where the service abuts Pickering roads. The Region of Durham is currently in year one of a three year contracted out service for the maintenance of Regional roads in the City of Pickering. City staff have had extensive conversations with Regional staff to explore options to correct the condition of regional boulevards in Pickering. Regional staff have reported that the contracted service provider was a new vendor to the Region and had experienced initial challenges establishing the Boulevard Maintenance program to an acceptable level of service. Regional staff have, throughout the first year of service, devoted time and resources to ensure that the vendor understands their contractual obligation for service, and Regional staff reported that in the last two months they consistently achieved this standard. The Region believe there to be no performance grounds to cancel the contract now that the vendor has achieved compliance and are recommending that the vendor continue with the service delivery subject to satisfactory performance in 2024. Based on the Region’s reported performance improvement of the current service provided and the term of their contract remaining, staff recommend that the City continue with the current boulevard maintenance program delivery model as is for 2024. At the Region’s request, City staff will actively collaborate with Regional staff to streamline the notification of Pickering residents’ customer care calls to the appropriate Regional contract administration staff to speed up response time. Regional staff have reported timely correction by the service provider to performance concerns but note significant delays in receiving action items arising from Pickering. City staff will commit the time to streamline this process. Additional staff will monitor the level of service performance for 2024 and report back to Council with further recommendation should it fall short of expected standards. Attachment: Council Resolution #281/23 - 97 - OPS 29-23 November 27, 2023 Subject: Regional Roads Boulevard Maintenance Review Page 3 Prepared By: Endorsed/Approved By: Original Signed By: Original Signed By: Rob Gagen Vince Plouffe, OAA, MRAIC Manager, Parks & Property (Acting) Director, Operations BD:nm Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 98 - Attachment 1 to Report OPS 29-23 Legislative Services Division Clerk’s Office Directive Memorandum September 29, 2023 To: Marisa Carpino Chief Administrative Officer From: Susan Cassel City Clerk Subject: Direction as per Minutes of the Meeting of City Council held on September 25, 2023 Regional Boulevard Maintenance Council Decision Resolution #281/23 WHEREAS, Region of Durham Works currently contracts out the maintenance of Regional boulevards in the City of Pickering; And Whereas, the City of Pickering is the only lower-tier municipality in Durham that has not entered into an agreement with The Region of Durham to provide boulevard maintenance; And Whereas, the quality of work provided by the current contractor hired by The Region of Durham has not been satisfactory and has resulted in complaints from residents due to lack of consistency with the quality of work where it abuts Pickering roads; And Whereas, The Region of Durham has entered into contracts with all other lower-tier municipalities who provide boulevard maintenance in their respective Municipalities; And Whereas, The City of Pickering Operations/Parks Staff provides excellent service maintaining public boulevards; Now therefore be it resolved that the Council of The Corporation of the City of Pickering: 1. Direct the CAO to reach out to The Region of Durham to discuss a willingness of the City of Pickering to assume the boulevard maintenance on Regional Roads in Pickering on a contractual arrangement, similar to the other lower-tier municipalities in Durham; and, 2. That the CAO report back to Council in advance of the preparation of the Mayor’s 2024 Current Operating Budget. Please take any action deemed necessary. Susan Cassel - 99 - Copy: Director, Operations Chief Administrative Officer - 100 - Report to Council Report Number: OPS 31-23 Date: November 27, 2023 From: Brian Duffield Director, Operations Subject: Additional Costs for Tillings Yard Remediation -File: A-1440 Recommendation: 1. That Report OPS 31-23 regarding additional costs for the Tillings Yard Remediation project be received; 2. That the total net project cost increase from $3,448,186.00 (net of HST) to $3,845,050.00 net of HST be approved; 3. That Director, Finance & Treasurer be authorized to finance the additional costs referenced in Recommendation 2 in the amount of $396,864.00 (net of HST) by a transfer from the Operations Centre Reserve Fund; and, 4. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Executive Summary: Following remediation work at the Tiling’s Yard in late 2022, the City submitted its application to the Ministry of the Environment, Conservation and Parks (MECP) in January 2023. A formal response with comments was received on March 3, 2023, leading to a second submission on May 23, 2023. The latest response from MECP was received on September 7, 2023 and conversations have been ongoing to attempt to ensure that the City’s next submission will be final and fully approved. MECP’s latest comments included requests for additional data requiring more field work and boreholes to be drilled on site. This will involve, by extension, related lab work, analysis and revision to existing documents in order to resubmit the Risk Assessment for approval. Additional applications will subsequently be required to obtain the Record of Site Condition (RSC), leading towards enabling the City’s sale of the property. Existing funding approved to date has been expended. Additional funds are requested in order to undertake the added field work, updating of documents, resubmission and to obtain other related approvals required to obtain the RSC. In the interests of time, it is requested that authority be delegated to the Director, Operations and Director, Finance & Treasurer to approve allocation of these additional funds to existing purchase orders to Cambium Inc. and Independent Project Managers, at their discretion. Both companies were previously retained to work on this project through approved Reports CS 01-19, CS 19-21, OPS 16-22 and OPS 10-23. - 101 - OPS 31-23 November 27, 2023 Subject: Additional Cost for Tillings Yard Remediation Financial Implications: 1. Approved Funding as per CS 01-19, CS 19-21, OPS 16-22 & OPS 10-23 CS 01-19 & CS 19-21 $474,504.00 (Consulting Services for Remediation of Tillings Ops. Ctr.) OPS 16-22 & OPS 10-23 (Tillings Yard Remediation) 2,914,044.00 Subtotal $3,388,548.00 HST (13%) 440,511.24 Total Gross Tender Cost $3,829,059.24 2. Estimated Project Costing Summary CS 01-19, CS 19-21, OPS 16-22 & OPS 10-23 $3,388,548.00 Additional Contingency 390,000.00 Total Project Cost $3,778,548.00 HST (13%) 491,211.00 Total Gross Project Costs $4,269,759.00 HST Rebate (11.24 %) (424,709.00 Total Net Project Cost $3,845,050.00 3. Approved Source of Funds -Community Centres Capital Budget Approved Code Source of Funds Funds Available Funds Required C10300.1901 Operations Centre Reserve Fund $3,448,186.00 $3,845,050.00 Project Cost under (over) approved funds by ($396,864.00) The most recent Council Report (OPS 10-23) had approved an increase the capital project at an upset limit of $3,448,186.00. It is being requested that additional funds be approved for this project in the amount of $396,864.00 (net of HST rebate), bringing the total project cost to $3,845,050.00 Discussion: Staff relocated to the newly completed Operations Centre at 1955 Clements Road in the summer of 2019. The existing buildings at the 2570 Tillings Road site were subsequently demolished. Only foundations, slabs on grade, and related underground amenities currently remain. All site services have been decommissioned, capped and/or disconnected. Cambium Inc. were retained as the City’s consultant to facilitate the environmental approvals and processes required to complete remediation work and obtain the Record of Site Condition (RSC) required for sale of the lands. Cambium completed site - 102 - OPS 31-23 November 27, 2023 Subject: Additional Cost for Tillings Yard Remediation investigations and testing required to prepare initial Phase 1 and Phase 2 Environmental Site Assessments. Remediation work on site was completed in the latter half of 2022, following approval of Report OPS 16-22, and submission made to the MECP for review of the City’s Risk Assessment in January 2023. Risk Assessment is required in this case due to the persistence of salt contamination on the property due to its prior use as the City’s Operations Centre and cannot be fully remediated due to its extent and presence in the ground water. The City has maintained a monitoring program for the site for over ten years, confirming that salt levels have been steadily dropping over time. An approved Risk Assessment will establish site-specific conditions for the management of the remaining salt beneath a hard cap and enable the City to apply for and obtain the RSC required to allow for the sale of this land. A formal response with comments was received from MECP on March 3, 2023, well ahead of the mandatory 16-week deadline, allowing the City to make a second submission on May 23, 2023. This resubmission included considerably more technical information resulting in a longer review. The latest response from MECP was received on September 7, 2023 and included additional data that will required more field work to obtain. Lab analysis will follow, at which point the additional information will need to be incorporated into the City’s Risk Assessment for resubmission. Conversations have been ongoing with MECP to attempt to ensure that the City’s next submission will be final and fully approved, but the added work was not anticipated when the budget was last updated through Report OPS 10-23 last March. Additional funding is being requested to allow for the additional field work, to include additional borehole drilling, and all subsequent effort required finalize a fulsome and final resubmission to MECP. The requested funds include costs for the subsequent and separate application for the RSC and related mandatory requirements as set out in applicable law. Cambium Inc. were awarded the initial scope of work as the City’s environmental specialty consultant for this project through Report CS 01-19 and will be required to perform the additional field work and update the documents prepared to date to make the RA resubmission. Independent Project Managers (IPM) were retained through Report OPS 16-22 to assist with on-site field work and have continued to support the City’s project efforts on an as-needed basis. The City is currently awaiting feedback from MECP in order to best and most precisely focus the work required to obtain the additional data requested through their latest responses. A detailed scope of work was not complete and confirmed as of the time of writing of this report. It is requested that Council delegate joint authority to the Director, Operations and Director, Finance & Treasurer to approve increases to existing purchase orders to Cambium Inc. and IPM, using the additional requested funds, as required to complete the project. This report has been submitted at the earliest opportunity in order to secure Council’s approval and avoid any potential or risk of procedural delays towards obtaining the RSC. - 103 - OPS 31-23 November 27, 2023 Subject: Additional Cost for Tillings Yard Remediation Attachment: None. Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Vince Plouffe, OAA, MRAIC James Halsall (Acting) Director, Operations (Acting) Director, Finance & Treasurer BD:vp Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 104 - Report to Council Report Number: PLN 39-23 Date: November 27, 2023 From: Kyle Bentley Director, City Development & CBO Subject: Environmental Registry of Ontario Posting 019-7739 and 019-7735 Proposal to return lands to the Greenbelt – Bill 136, Greenbelt Statute Law Amendment Act, 2023, and New Act regarding the Duffins Rouge Agricultural Preserve Easements and Covenants -File: L-1100-064 Recommendation: 1. That Council endorse the comments contained in Report PLN 39-23 as the City of Pickering comments on the Greenbelt Statute Amendment Act and New Act regarding the Duffins Rouge Agricultural Preserve easements and covenants; and 2. That staff be authorized to submit the comments in Report PLN 39-23 and Council’s resolution thereon, to the Environmental Registry of Ontario (ERO) postings 019-7739 and 019-7735 as the City of Pickering’s comments on the Greenbelt Statute Amendment Act and the New Act regarding the Duffins Rouge Agricultural Preserve Easements and Covenants. Executive Summary: The Province of Ontario is seeking comments on proposed legislation that, if passed, would restore to the Greenbelt the 15 parcels/blocks of land that were redesignated or removed in late 2022. The Greenbelt Statute Law Amendment Act, 2023, if passed, would also ensure that any future boundary changes to the Greenbelt Plan are made through an open, public, and transparent legislative process. One of those parcels is the 1,900 hectares Duffins Rouge Agricultural Preserve in Pickering (see Proposed Restoration and Redesignation Map 6 (Pickering), Attachment #1). To align with the return of lands to the Greenbelt, the Province is also proposing to restore the easements and covenant protections applicable to the Duffins Rouge Agricultural Preserve, and repeal the Duffins Rouge Agricultural Preserve Repeal Act (DRAPRA), 2022. The Province has acknowledged that the process to remove lands from the Greenbelt was flawed. The merits of determining the appropriateness of urban boundary expansions should be based on a comprehensive land use planning and public consultation process, such as Envision Durham. Subject to Council’s endorsement, and authorization, staff will submit a copy of Report PLN 39-23, and City of Pickering’s Council resolution thereon, to the Environmental Registry of Ontario postings 019-7739 and 019-7735, prior to the November 30, 2023, comment deadline. - 105 - PLN 39-23 November 27, 2023 Subject: Environmental Registry of Ontario Postings 019-7739 and 019-7735: Page 2 Proposal to return lands to the Greenbelt – Bill 136, Greenbelt Statute Law Amendment Act, 2023, and New Act regarding the Duffins Rouge Agricultural Preserve Easements and Covenants Financial Implications: The recommendations in this report do not present direct or immediate costs to the City of Pickering. Discussion 1. Purpose This report provides staff comments, for Council’s consideration, as its response to the Province on the proposed legislative changes respecting the Duffins Rouge Agricultural Preserve lands in Pickering. On October 16, 2023, the Province of Ontario released Bill 136, Greenbelt Statute Law Amendment Act, 2023. The proposed legislation, if passed, will restore the 15 parcels/blocks of land, (some of which were more than one property), that were redesignated or removed from the Greenbelt in late 2022. The area affected in Pickering is the Duffins Rouge Agricultural Preserve (see Proposed Restoration and Redesignation Map 6 (Pickering), Map, Attachment #1). Through another piece of proposed legislation, if passed, the Province also intends to restore the easement and covenant protections applicable to the Duffins Rouge Agricultural Preserve (DRAP). Comments on these proposed changes are requested through two postings on the Environmental Registry of Ontario (ERO). 2. Background In late 2022, the Province proposed to remove various lands from the Greenbelt. Since then, the Province received significant feedback from Indigenous communities, the public, municipalities, stakeholders, and recent reports from the Office of the Auditor General of Ontario, and the Integrity Commissioner of Ontario, into alleged irregularities regarding how changes to the Greenbelt boundaries were made. Ultimately, the Province concluded that the process used to make changes to the Greenbelt was flawed and did not justify the removal of the 15 blocks/parcels of land from the Greenbelt. Accordingly, on October 16, 2023, the Province introduced proposed legislative amendments through the following ERO postings, for a 45-day commenting period. • ERO 019-7739, proposal to return lands to the Greenbelt – Greenbelt Statute Law Amendment Act, 2023; and • ERO 019-7735, New Act regarding the Duffins Rouge Agricultural Preserve Easements and Covenants. - 106 - PLN 39-23 November 27, 2023 Subject: Environmental Registry of Ontario Postings 019-7739 and 019-7735: Page 3 Proposal to return lands to the Greenbelt – Bill 136, Greenbelt Statute Law Amendment Act, 2023, and New Act regarding the Duffins Rouge Agricultural Preserve Easements and Covenants 3. Proposed Changes The changes proposed by the new legislation include: 1. Returning all 15 parcels of land (including the Duffins Rouge Agricultural Preserve (DRAP) to the Greenbelt that were previously removed; 2. Maintaining the new lands that were previously added to the Greenbelt in late 2022 (13 urban river valleys of and portions of the Paris Gault Moraine); 3. Making the Ontario Legislature, rather than a Minister’s regulation, the approval authority for any future changes to the Greenbelt; and 4. Restoring the same protections for easements and covenants on the lands in the Duffins Rouge Agricultural Preserve that they had before the 2022 amendment. 3.1 Returning the Duffins Rouge Agricultural Preserve to the Greenbelt The Province has acknowledged that the process to take the lands out of the Greenbelt was flawed. Any urban boundary expansion should be subject to a robust public engagement and land use planning process. For example, the Regional Municipality of Durham recently completed a comprehensive review of its Official Plan, known as “Envision Durham”. As part of that process, Regional Council adopted a new Plan that designated Northeast Pickering as a “2051 Urban Expansion Area” and included Northeast Pickering in the Urban Area Boundary. Although the new Regional Plan is pending approval by the Province, the designation of Northeast Pickering for future development, would enable the City to expand the urban boundary, as needed, to meet development pressures. Any decision the Province makes regarding urban boundary expansion in Durham, should be informed by Envision Durham, which consisted of a robust growth management study and a public consultation process. 3.2 Maintaining new lands added to the Greenbelt In Pickering, portions of the Duffins Creek urban river valley were added to the Greenbelt in 2017. Further additions of urban river valleys to the Greenbelt occurred in 2022, but those additions did not include any lands in Pickering. Although this ERO posting does not affect the Duffins Creek urban river valley, Staff support the maintenance of the Duffins Creek urban river valley as part of the Greenbelt. 3.3 Future Greenbelt changes to be approved by the Ontario Legislature Staff support the proposal to make the Ontario Legislature the authority for changing or modifying the Greenbelt Plan in the future. This will better ensure an open, public, and transparent process. This step would further elevate the importance of protecting the Greenbelt and the significance of maintaining its boundaries. - 107 - PLN 39-23 November 27, 2023 Subject: Environmental Registry of Ontario Postings 019-7739 and 019-7735: Page 4 Proposal to return lands to the Greenbelt – Bill 136, Greenbelt Statute Law Amendment Act, 2023, and New Act regarding the Duffins Rouge Agricultural Preserve Easements and Covenants 3.4 Restoration of the DRAP easements and covenants The repeal of the Duffins Rouge Agricultural Preserve Repeal Act reverses the lifting of the easements and covenants, and proposes that any easement or covenant that was ever registered prior to February 28, 2005, is deemed valid and existing, regardless of any intervening action, agreement, or instrument. There is a history to the easements on the DRAP lands as follows: 3.4.1 The Province imposes agricultural and conservation easements In late 1999-2001, the then Ontario Realty Corporation sold the larger parcels of land in its Agricultural Assembly, (which later became known as the Duffins Rouge Agricultural Preserve), to private owners. The lands were sold with either an Agricultural Easement, which the City of Pickering held, or a Conservation Easement, which the Toronto and Region Conservation Authority held. Between 2002 and 2004, the City conducted a Growth Management Study, and concluded urban development on approximately the southern two-thirds of those lands was desirable and appropriate. 3.4.2 The City lifted agricultural easements on certain lands On February 28, 2005, Minutes of Settlement (MOS) were executed between the City and owners of land identified for development, wherein the City lifted the agricultural easements, and replaced them with Restrictions on Transfer, restricting Transfers of title of the properties without the City’s consent. 3.4.3 The Province nullifies Pickering’s Minutes of Settlement Also on February 28, 2005, Bill 97, The Greenbelt Act, 2005, was enacted by O. Reg. 59/05, creating The Greenbelt Plan. The Plan included the Duffins Rouge Agricultural Preserve lands. The enactment of Bill 97 nullified the 2005 Minutes of Settlement between the landowners and the City as the MOS contained a provision expressly nullifying them if the lands were included in the greenbelt. 3.4.4 Province re-instates easements In October 2005, the Minister of Municipal Affairs introduced Bill 16, the Duffins Rouge Agricultural Preserve Act. This Bill received Royal Assent on December 15, 2005. The Act had the effect of overriding any agreement or court order that invalidated an easement or covenant given or entered into, under the Conservation Land Act, on or before February 28, 2005. Further, it allowed an easement or covenant under the Act to be for conservation, preservation or protection of land for agricultural purposes. - 108 - PLN 39-23 November 27, 2023 Subject: Environmental Registry of Ontario Postings 019-7739 and 019-7735: Page 5 Proposal to return lands to the Greenbelt – Bill 136, Greenbelt Statute Law Amendment Act, 2023, and New Act regarding the Duffins Rouge Agricultural Preserve Easements and Covenants 3.4.5 The Province repeals easements and covenants As part of a set of changes affecting the Greenbelt and the Duffins Rouge Agricultural Preserve, the Province passed, the Duffins Rouge Agricultural Preserve Repeal Act, 2022. This Act repealed the agricultural and conservation easements established by Bill 16 in 2005. 3.4.6 The Province proposes to re-instate the agricultural easements and covenants As part of a new set of changes affecting the Greenbelt Plan area, and the Duffins Rouge Agricultural Preserve, the Province now seeks to reverse previous legislative changes. Bill 136, Greenbelt Statute Law Amendment Act, 2023, and New Act regarding the Duffins Rouge Agricultural Preserve Easements and Covenants Act propose to restore easements and covenants on the Duffins Rouge Agricultural Preserve. Should the Province return the Duffins Rouge Agricultural Preserve lands to the Greenbelt, the re-instatement of the agricultural easements and covenants would be an appropriate consideration. Staff also note that the City-imposed Restrictions on Transfer on certain lands in the Preserve appear to serve no purpose at this point in time, since they were originally registered to replace agricultural easements, which are now deemed to exist again. 4. Conclusion The Province has proposed to return 15 parcels/blocks of land, inclusive of the Duffins Rouge Agricultural Preserve (DRAP) lands, to the Greenbelt. In addition, the Province has proposed a number of additional changes intended to restore the previous protections for the DRAP lands, and ensure that any future boundary changes to the Greenbelt Plan are made through an open, public, and transparent legislative process. Staff support the proposed changes. Staff request Council’s consideration and endorsement of Report PLN 39-23, to be submitted as the City’s formal comments to the two ERO postings by November 30, 2023. Attachment: 1. Proposed Restoration and Redesignation Map 6 (Pickering) - 109 - PLN 39-23 November 27, 2023 Subject: Environmental Registry of Ontario Postings 019-7739 and 019-7735: Page 6 Proposal to return lands to the Greenbelt – Bill 136, Greenbelt Statute Law Amendment Act, 2023, and New Act regarding the Duffins Rouge Agricultural Preserve Easements and Covenants Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Paul Wirch, RPP Catherine Rose, MCIP, RPP Principal Planner, Policy Chief Planner Original Signed By Original Signed By Déan Jacobs, MCIP, RPP Kyle Bentley, P. Eng. Manager, Policy & Geomatics Director, City Development & CBO PW:ld Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 110 - Attachment #1 to Report PLN 39-23 - 111 - Report to Council Report Number: SUS 09-23 Date: November 27, 2023 From: Kyle Bentley Director, City Development & CBO Subject: Community Climate Adaptation Project -RFP 2023-12 -File: D-7001-028 Recommendation: 1. That Proposal No. RFP 2023-12, for Consulting Services for the Community Climate Adaptation Project, submitted by Delphi Consulting Group Inc. in the amount of $59,962.50 (excluding HST) be accepted; 2. That the net project cost of $61,018.00 (net of HST rebate), be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $61,018.00 for consulting services to lead Phase 2 and 3 of the Community Climate Adaptation Project in the amount from the Approved 2023 Current Budget from Property Taxes; and 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The Community Climate Adaptation Project is one of Pickering’s many initiatives, intended to support the goal of becoming one of the most sustainable cities in Canada. This project recognizes the importance of sustainability and climate resiliency in the community. To build upon this existing work, the City aims to further improve its climate resiliency, by verifying and addressing the impacts of climate change, as it relates to the corporation and the broader community, including residents, organizations, community groups, businesses, institutions, places of worship, vulnerable populations, and individuals of all ages. Connecting with community stakeholders will enable a better understanding of the scope and variety of potential impacts of climate change within the various sectors and inform an action plan that both increases resiliency, and reduces climate-related risks. This project will be completed in 3 phases. Phase 1 has been completed. RFP 2023-12, for consulting services to lead Phase 2 and 3 of the Community Climate Adaptation Project was issued on August 17, 2023 with a submission deadline of September 18, 2023. Two companies submitted proposals. The Evaluation Committee, consisting of staff from City Development, reviewed and evaluated the proposals received using criteria outlined in the bid document. It is the recommendation of the Evaluation Committee that Delphi Consulting Group Inc, as the top-ranked Proponent, be awarded this project in the amount of $59,962.50 plus HST. - 112 - SUS 09-23 November 27, 2023 Subject: Community Climate Adaptation Project Page 2 In accordance with Section 10.04 (c) of the Purchasing Policy, where written proposals are obtained in accordance with procedures set out in Section 06 and funds are available in the approved budget, an award over $50,000.00 is subject to the additional approval of Council. Financial Implications: 1. Proposal Amount Proposal Number RFP 2023-12 $59,962.50 HST (13%) 7,795.13 Total Gross Project Amount $67,757.63 2. Estimated Project Costing Summary Proposal Number RFP 2023-12 $59,963.00 HST (13%) 7,795.00 Total Gross Project Amount $67,758.00 HST Rebate (11.24%) ($6,740.00) Total Net Project Costs $61,018.00 3. Approved Source of Funds – 2023 Current Budget Expenditure Account Source of Funds Budget Required 502230.10115.0000 Property Tax $30,000.00 $30,000.00 502230.10115.0000 Property Tax $31,500.00 $31,018.00 Total Funds $61,500.00 $61,018.00 Net project costs under (over) approved funds $482.00 This project was approved in the 2023 Current Budget to be funded by property tax in the amount of $30,000.00. All proposals came in over the budgeted amount. However, there are sufficient funds available in the Consulting & Professional Fees account under the Sustainability cost centre (502230.10115.0000) to cover the net cost of this study due to a consulting project in the 2023 Current Budget, that did not proceed. At the time budgets were prepared, staff anticipated there may be a need to complete projects associated with the implementation of the Sustainable Design Standards. As staff worked through the implementation process, they were able address aspects internally. Additionally, staff applied for a grant to fund a related initiative in 2024. Funds have been allocated in the 2024 draft Budget, should the grant request not be accepted. - 113 - SUS 09-23 November 27, 2023 Subject: Community Climate Adaptation Project Page 3 Discussion: Pickering has been proactively integrating climate resiliency into its corporate culture for many years, while aiming to continuously balance the economic, environmental, and social priorities of a healthy community. Staff are seeking to retain a consultant to lead Phase 2 and 3 of the Community Climate Adaptation Project, which will result in the completion of a draft City of Pickering Community Climate Adaptation Plan for Council’s consideration to adopt. This work aligns with the goals and actions already being completed through existing Council endorsed City programs, plans, and policies. Building upon this foundation, the Community Climate Adaptation Project aims to further improve climate resiliency and address the impacts of climate change. This project will be completed in 3 phases. Phase 1 was completed by the City, in partnership with the International Council for Local Environmental Initiatives (ICLEI) Canada. Pickering was 1 of 26 municipalities selected to participate in ICLEI Canada’s Advancing Adaptation Project, which aimed to increase climate change resiliency in Ontario municipalities. Phase 1 included a systematic approach with key staff from the municipality, and multiple specific agencies, to identify, at a high level, the impacts of climate change on the community, as well as to establish draft actions to address these issues. ICLEI Canada was able to work with municipalities on this phase through a grant they received from Ontario Ministry of Environment, Conservation and Parks, and the Government of Canada’s Department of Environment and Climate Change Canada. A project of similar scope led by ICLEI Canada is estimated to cost $60,000.00 for their consulting services. Aside from the allocation of staff resources, Phase 1 did not require financial support from the City. The draft findings of Phase 1 were not shared publicly since they were prepared in a manner to be used as a starting point to frame the work for Phase 2. Phase 2 is multi-faceted, and involves comprehensive public engagement, as well as a further examination of climate change adaptation and actions of particular interest. This will be based on a detailed engagement strategy, including, but not limited to, a combination of educational climate webinar(s), surveys, and virtual workshop(s), to solicit feedback from residents, the community at large, and additional stakeholders. The consultant will undertake the following tasks: • verify findings of Phase 1 and identify and address (where feasible) gaps; • identify general financial considerations and re-assess monitoring metrics in relation to the implementation of actions; • examine the drivers and constraints related to the actions; • prioritize actions; and • finalize an implementation plan for draft actions based on these findings. Phase 3 of the project involves analyzing the findings from Phase 1 and 2 to create a draft Community Climate Adaptation Plan. The draft plan will be brought forward to Council in 2024 for consideration to adopt. RFP 2023-12 (Consulting Services to lead Phase 2 and 3 of the Community Climate Adaptation Project) was advertised on the City’s Bids & Tenders portal from August 17, 2023 to September 18, 2023. Two companies submitted proposals. Staff from City Development reviewed and evaluated the proposals received using criteria outlined in the bid document. - 114 - SUS 09-23 November 27, 2023 Subject: Community Climate Adaptation Project Page 4 Proposals were evaluated and scored based on the consultant’s experience on similar projects, their understanding of the project, project team overview and pricing. Upon careful examination of all proposals and relevant documents received, the Evaluation Committee recommends acceptance of the proposal submitted by Delphi Consulting Group Inc. in the amount of $61,018.00 (net of HST rebate). Prepared By: Original Signed By Melanie Edmond, HBSc Coordinator, Sustainability Original Signed By Chantal Whitaker, BESc (Hons), CSR-P Manager, Sustainability & Strategic Environmental Initiatives ME:ld Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Approved/Endorsed By: Original Signed By Cathy Bazinet, CPPB, NIGP-CPP Manager, Procurement Original Signed By Kyle Bentley, P. Eng. Director, City Development & CBO Original Signed By Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer - 115 - -C~of PlCKERlNG Memo To: Susan Cassel City Clerk November 22, 2023 From: Paul Bigioni Director, Corporate Services & City Solicitor Copy: Director, City Development & CBO Subject: Request for Part Lot Control By-law -Owner: 1144317 Ontario Limited -Block 1, Plan 40M-2683 File: PLC40M2683 The above-mentioned block is being developed in accordance with the appropriate Agreements, Zoning By-law and Common Elements Condominium Plan in such a manner as to allow the construction of 9 single detached dwelling units (parcels of tied lands). Attached is a location map and a draft by-law, enactment of which will exempt this Block from the part lot control provisions of the Planning Act thus allowing the 9 single detached dwelling units to be created on parcels of tied lands (‘potls’) and the transfer of those potls into separate ownership; and The draft by-law is attached for the consideration of City Council at its meeting scheduled for November 27, 2023. PB:ca Attachments Location Map Draft By-law - 116 - - 117 - l -C4;0/ PlCKERlNG Ap p l e v i e w R o a d Rushton Road rp o r t R o a d i F a DunbartonRoad Me r ri t t o n R o a d Kingston Road Highway 4 0 1 Bayly S t r e e t Spartan Court E ¯ Sp ru ce Hi l Road Goldenridge RoadWingarden Crescent Welrus Street Dalewood Ravine Block 1, 40M-2683 Sheppard Avenue Location MapFile: Part Lot ControlApplicant: 1144317 Ontario LimitedProperty Description:Block 1, 40M-2683City Development Department Date: Nov. 09, 2023 © The Corporation of the City of Pickering Produced (in part) under license from: © Queens Printer, Ontario Ministry of Natural Resources. All rights reserved.;© Her Majesty the Queen in Right of Canada, Department of Natural Resources. All rights reserved.; SCALE: 1:4,000 © Teranet Enterprises Inc. and its suppliers all rights reserved.; © Municipal Property Assessment Corporation and its suppliers all rights reserved.; THIS IS NOT A PLAN OF SURVEY. L:\PLANNING\01-MapFiles\Legal\Part Lot Control\PartLotControl_40M2683.mxd The Corporation of the City of Pickering By-law No. 8055/23 Being a by-law to exempt Block 1, Plan 40M-2683, Pickering, from the part lot control provisions of the Planning Act. Whereas pursuant to the provisions of section 50(7) of the Planning Act, R.S.O. 1990, chapter P.13, as amended, the Council of a municipality may by by-law provide that section 50(5) of the Act does not apply to certain lands within a plan of subdivision designated in the by-law And Whereas 1144317 Ontario Limited, the owner of Block 1, Plan 40M-2683, intends to obtain approval of, and register a common elements condominium plan on the lands; And Whereas the proposed common elements condominium plan is to consist of 9 single detached dwelling units; And Whereas it is intended that the owner or owners of each of the 9 single detached dwelling units will own the parcel of tied land on which his, her or their dwelling is located, in fee simple and will also be a member or members of the common elements condominium corporation; And Whereas it is intended that the parcels of tied lands on which the 9 single detached dwelling units are to be constructed will be subdivided by means of an exemption from the part lot control provisions of the Planning Act, R.S.O. 1990, chapter P.13. Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows: 1. Section 50(5) of the Planning Act, R.S.O. 1990, chapter P.13, shall cease to apply to Block 1, Plan 40M-2683, upon: (a) registration of this By-law in the Land Registry Office for the Land Titles Division of Durham (No. 40); and (b) registration of a restriction, pursuant to Section 118 of the Land Titles Act, R.S.O. 1990, chapter L.5, requiring the consent of the Solicitor for The Corporation of the City of Pickering to the registration of any transfer or charge of any portion of Block 1, Plan 40M-2683 in the Land Registry Office for the Land Titles Division of Durham (No. 40). - 118 - ________________________________ ________________________________ By-law No. 8055/23 Page 2 2. This By-law shall remain in force and effect for a period of two years from the date of the passing of this By-law and shall expire on November 27, 2025. By-law passed this 27th day of November, 2023. Kevin Ashe, Mayor Susan Cassel, City Clerk - 119 -