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HomeMy WebLinkAboutJanuary 13, 2025 Draft Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 1 Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. Cook M. Nagy D. Pickles L. Robinson Also Present: M. Carpino - Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor S. Boyd - Fire Chief B. Duffield - Director, Operations J. Eddy - Director, Human Resources L. Gibbs - Director, Community Services R. Holborn - Director, Engineering Services F. Jadoon - Director, Economic Development & Strategic Projects S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk C. Rose - Chief Planner M. Guinto - Division Head, Public Affairs & Corporate Communications N. Surti - Division Head, Development Review & Urban Design J. Litoborski - Manager, Municipal Law Enforcement Services I. Marouchko - Manager, Water Resources R. Perera - Deputy Clerk A. Dunn - Principal Planner, Development Review F. Patel - Strategic Initiatives & Corporate Priorities Advisor A. Shaw - Foreperson, Roads Operations 1. Call to Order/Roll Call Chair Brenner called the Meeting to order and stated that the City would be conducting electronic meetings until further notice. Draft Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 2 The City Clerk certified that all Members of Council were present and participating electronically. 2. Disclosure of Interest No disclosures of interest were noted. 3. Delegations 3.1 Mike Palachik, President, Pickering Professional Firefighters Association Re: Report FIR 01-25 Community Risk Assessment and Fire Master Plan M. Palachik, President, Pickering Professional Firefighters Association, withdrew their delegation and did not appear before the Committee. 4. Matters for Consideration 4.1 Fire Chief, Report FIR 01-25 Community Risk Assessment and Fire Master Plan I. Comandante, Executive VP, Emergency Management and Response Consulting Services, and T. Beckett, Senior Technical Advisor, Behr Integrated Solutions Inc., appeared before the Committee via electronic connection to provide an update on the Pickering Fire Master plan. Through the aid of a PDF presentation, T. Beckett provided an overview of the strategic goals, project objectives, as well as the project deliverables and noted the mandatory profiles that the risk assessment was to address as included in Ontario Regulation 378/18. T. Beckett provided an overview of the process for the community risk assessment and the Fire Master Plan including the next steps in the process and stated that there were 29 observations and 32 key recommendations and provided an overview of the high level strategic recommendations. A question and answer period ensued between Members of the Committee, T. Beckett, and I. Comandante regarding: • the number of fire stations in Pickering and whether the stations were strategically located to respond to potential fires in the community; • whether the response times for fires were the same for downtown communities and rural communities; • the Greenwood community being a densely green neighbourhood with possibly higher risk for fires and how the City could prepare to mitigate any fire incidents within the Greenwood community; • clarification regarding the ratio of firefighters per fire truck; Draft Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 3 • whether the City already had a training services partnership with Ontario Power Generation and the merit in considering partnerships with third parties for rescue operations; • risks related to railway crossings and fires along the train tracks; • responsibilities of property owners to keep their home smoke detectors in working order; • whether criminalizing homeowners for not having functioning smoke detectors would penalize those who unknowingly had a faulty smoke detector; and, • clarification regarding the use of 2021 census population data as opposed to more up to date population data. A question and answer period ensued between Members of the Committee and staff regarding: • the next steps in the process for implementing the recommendations of the Fire Master Plan; • the survey identifying a need for more fire fighters and whether the City currently had an adequate number of fire fighters for 2025; • whether the funds allocated in the 2025 Fire Services Budget was sufficient to ensure the safety of residents and visitors coming into Pickering; • concerns regarding the percentage of survey respondents who had indicated that the community was not receiving adequate fire protection services and an inadequacy of the current response model; • clarification regarding recommendation 19 of the Strategical Recommendations and whether the City already had its own dedicated training centre; • whether current support staffing levels were adequate for 2025; and, • the need to investigate the responses of the survey and its respondents to gain a better understanding of the findings. Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That Report FIR 01-25 regarding the Community Risk Assessment and Fire Master Plan be received; 2. That the Community Risk Assessment and Fire Master Plan, as set out in Attachment 1 and Attachment 2, be endorsed; Draft Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 4 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried on a Recorded Vote as Follows: Yes: Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No: Councillor Robinson 4.2 Chief Administrative Officer, Report CAO 01-25 Corporate Strategic Plan - 2024 Annual Progress Report A brief question and answer period ensued between Members of the Committee and M. Carpino, Chief Administrative Officer, regarding whether the funds required to carry out the action items relating to the Corporate Strategic Plan had been allocated in the 2025 budget with clarification being provided that although some items would be actioned in 2025, with those funds being included in the Budget, the other items would be actioned on an ongoing basis and would span over future budgets. Recommendation: Moved by Councillor Butt Seconded by Mayor Ashe That Report CAO 01-25, regarding Corporate Strategic Plan Annual Progress Report, be received for information. Carried 4.3 Economic Development & Strategic Projects, Report ECD 01-25 Municipal Accommodation Tax and the Establishment of a Municipal Services Corporation - Implementation and Establishing Municipal Accommodation Tax and Destination Pickering A question and answer period ensued between Members of the Committee and staff regarding: Draft Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 5 • clarification regarding 50% of the revenues being allocated to fund tourism initiatives in Pickering and the remaining 50% of revenues being placed in City reserves; • whether the revenue allocation model was consistent with other municipalities; • the timelines for the City to bring forward a short-term rental licensing by-law and whether the Municipal Accommodation Tax (MAT) would be applied to short-term rentals; • the specific tourism initiatives that would receive the 50% of the MAT revenues and the current tourism amenities in Pickering; • whether the MAT would financially burden Pickering residents; • the number of municipalities that have currently implemented the MAT and the rationale for the City to do the same; • whether the MAT would discourage visitors entering Pickering; • the consultation conducted with stakeholders and the community and the number of responses received during the consultation process; • clarification regarding how the Board of Directors for the Tourism Municipal Services Corporation (MSC) would be appointed and whether members of the Board would receive a stipend; • clarification that the staff report was in response to a Council resolution and that the City’s Corporate Strategic Plan included a number of items that the MAT would help deliver; • the Town of Whitby having recently introduced the MAT to their community and the initiative being a way to ensure that Pickering was innovative; • next steps of the process including reporting back to Council; • the 4% tax rate being low and whether the City could use the funds from the program to fund a future festival; and, • the various tourism elements that Pickering had to offer. Recommendation: Moved by Councillor Butt Seconded by Councillor Cook 1. That the City of Pickering implement a Municipal Accommodation Tax (MAT) by-law in the form included in this Report as Attachment 1, subject to minor changes acceptable to the Director, Corporate Services & City Solicitor, Director, Finance & Treasurer and Director, Economic Development & Strategic Projects, establishing a MAT rate of 4%, effective March 1st, 2025; Draft Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 6 2. That staff be directed to formalize an agreement, and the Director, Finance & Treasurer or designate be authorized to execute an agreement between the City of Pickering and the Ontario Restaurant Hotel & Motel Association (ORHMA) to collect the MAT (revenue) from City of Pickering accommodation providers in a form satisfactory to the Director, Corporate Services & City Solicitor and Director, Economic Development & Strategic Projects; 3. That staff be authorized to act on the request for consent from the Regional Municipality of Durham to incorporate a Tourism Municipal Services Corporation (MSC), named Destination Pickering, if available and that the Director, Finance & Treasurer be authorized to execute any supporting documents confirming consent; 4. That the following persons be appointed to the interim Board of Directors of Destination Pickering: two Members of Council, appointed by the Mayor; and three City staff members as follows: Director, Economic Development & Strategic Projects, Director, Finance & Treasurer, and Director, Community Services; 5. That staff bring forward in the third quarter of 2025, three tourism industry stakeholders from a range of sectors, including, but not limited to: accommodations, meetings and conferences, attractions and retail, festivals and events, sports tourism, food and beverage to be appointed to the Destination Pickering Board of Directors, in addition to one Member of Council, as appointed by the Mayor, and three City staff members; 6. That the Director, Economic Development & Strategic Projects, Director, Community Services, and Director, Finance & Treasurer be authorized to negotiate a service level agreement with the MSC on behalf of the City, to affirm the types of programs and services the MSC will provide on behalf of the City, in a form satisfactory to the Director, Corporate Services & City Solicitor; and that the Mayor and City Clerk be authorized to execute same; 7. That staff report back to Council in the third quarter of 2025 on the progress of the MAT, including a review of its budget and any additional strategies; and, 8. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Carried on a Recorded Vote as Follows: Draft Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 7 Yes: Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No: Councillor Robinson 4.4 Director, Engineering Services, Report ENG 01-25 Krosno Creek Stormwater Management Facility K-16 - Feasibility Analysis and Detailed Design - Request for Proposal No. RFP2024-13 Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That the proposal submitted by Aquafor Beech Limited, in response to Request for Proposal No. RFP2024-13 for the Feasibility Analysis and Detailed Design for Krosno Creek Stormwater Management (SWM) Facility-K16, in the amount of $150,813.40 (net HST) or $167,471.65 (HST included) be accepted; 2. That the total gross project cost of $209,368.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $188,542.00 (net HST) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $188,542.00 as follows: a) The sum of $65,500.00 to be funded by a transfer from the from Development Charges – City’s Share Reserve as approved in the 2024 Capital Budget be increased to $98,090.00; b) The sum of $60,400.00 to be funded by a transfer from the from Development Charges – Stormwater Management Reserve Fund as approved in the 2024 Capital Budget be increased to $90,452.00; 4. That the Director, Engineering Services be authorized to enter into and execute the Form of Agreement with the above-mentioned consultant pursuant to Request for Proposal No. RFP2024-13; and, Draft Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 8 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.5 Director, Engineering Services, Report ENG 02-25 Proposed Parking Restrictions - Pickering Parkway Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That the attached draft by-law be enacted to amend Schedule “2” to By-law 6604/05 to provide for the regulation of parking restrictions on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to address the proposed installation of timed parking restrictions near the Community Food Bank at 1537 Pickering Parkway; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.6 Director, Engineering Services, Report ENG 03-25 Municipal Bridge Maximum Gross Vehicle Weight Restrictions - By-law to establish load limits for certain bridges under the jurisdiction of the City of Pickering Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That the attached draft By-law limiting the gross vehicle weight of any vehicle or any class thereof, passing over certain bridges, under the jurisdiction of The Corporation of the City of Pickering be enacted; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Draft Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 9 Carried 4.7 Fire Chief, Report FIR 02-25 Agreement to Provide Medical Oversight Services - Lakeridge Health Central East Prehospital Care Program (CEPCP) Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That Report FIR 02-25, regarding the Agreement to provide Medical Oversight Services between The Corporation of the City of Pickering and Lakeridge Health, be received; 2. That the Mayor and City Clerk be authorized to execute the Agreement with Lakeridge Health to provide Medical Oversight Services to the City of Pickering, as set out in Attachment 1 of this report, subject to such revisions as may be required by the Fire Chief and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions to implement the recommendations in this report. Carried 4.8 Director, City Development & CBO, Report PLN 01-25 Sign By-law Review Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That Report PLN 01-25, which provides additional information regarding Council Resolution #587/24, be received; 2. That the revised Sign By-law as set out in Appendix I to Report PLN 01-25 be enacted; 3. That Council approve an amendment to the General Municipal Fees & Charges By-law 6191/03, as amended, as set out in Appendix II, to implement fees related to the new Sign By-law. Draft Executive Committee Meeting Minutes January 13, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 10 Carried 5. Member Updates on Committees There were no updates from Members on Committees. 6. Other Business 6.1 Councillor Cook gave Notice of a Motion regarding the Program of All-Inclusive Care for the Elderly (PACE). 6.2 Councillor Cook gave Notice of a Motion regarding the City supporting and joining the Hidden Disabilities Sunflower Program as part of the City’s commitment to accessible programs and services for residents. 6.3 Councilor Pickles gave Notice of a Motion regarding sharing a portion of the existing Ontario Land Transfer Tax and the existing Goods and Services Tax (GST). 7. Adjournment Moved by Councillor Butt Seconded by Councillor Cook That the meeting be adjourned. Carried The meeting adjourned at 4:10 p.m.