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HomeMy WebLinkAboutJanuary 27, 2025 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm 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 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 M. Guinto -Division Head, Public Affairs & Corporate Communication C.Rose -Chief Planner J.Litoborski -Manager, Municipal Law Enforcement Services R. Perera -Deputy Clerk A. Dunne -Principal Planner, Development Review F. Patel -Strategic Initiatives & Corporate Priorities Advisor A.Shah -Senior Advisor, Creative Industries and Tourism 1. Call to Order/Roll Call The City Clerk certified that all Members of Council were present and participating electronically. 2. Moment of Reflection Mayor Ashe called for a silent moment of reflection. 3. Indigenous Land Acknowledgment Statement 1 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm Mayor Ashe read the Indigenous Land Acknowledgment Statement. 4. Disclosure of Interest No disclosures of interest were noted. 5. Adoption of Minutes Resolution #644/25 Moved by Councillor Cook Seconded by Councillor Butt Council Minutes, December 16, 2024 Special Council – Education & Training Minutes, January 10, 2025 Executive Committee Minutes, January 13, 2025 Carried 6. Presentations There were no presentations. 7. Delegations 7.1 James Meloche, CEO, Community Care Durham Melissa Rudan, Director, Capital Development, Community Care Durham Re: Program of All-inclusive Care for the Elderly (PACE) James Meloche, CEO, and Melissa Rudan, Director, Capital Development, Community Care Durham, appeared before Council via electronic connection to provide an overview regarding OneConnect. Through the aid of a PowerPoint presentation, J. Meloche spoke to the meaning of living with frailty stating that Community Care Durham’s (CCD) comprehensive community-based primary health care program, OneConnect, would help older adults living with frailty age in place for as long as possible while maintaining their independence and quality of life. J. Meloche noted that PACE was a managed care program with population- based funding provided through state and federal public insurers in the United States aiming to prevent or delay the need for nursing home care by offering coordinated, person-centered care that could be delivered at home or in the community. J. Meloche spoke to the vision and mission of CCD adding that they were well positioned to advance a made-in-Durham PACE program called 2 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm OneConnect, and that a community health and wellness centre would be opening in Whitby in fall of 2026. J. Meloche concluded the delegation by requesting Council’s endorsement for the concept of integrated home and community care as envisioned by OneConnect as they pursue funding from the provincial government. J. Meloche also asked that the City engage CCD in future site- planning for expanded day program services, and to identify neighbourhoods with a high proportion of at risk adults that could benefit from this comprehensive model. A brief question and answer period ensued between Members of Council, J. Meloche, and M. Rudan regarding: • whether CCD was in support of the Council motion on PACE; • clarification that they were asking for Council endorsement for their request for provincial funding; • whether they would be consulting with staff on the program; and, • whether the program would support those applying for financial support from different levels of government. 7.2 Mike Palachik, President, Pickering Professional Firefighters Association Re: Report FIR 01-25 Community Risk Assessment and Fire Master Plan Mike Palachik, President, Pickering Professional Firefighters Association, appeared before Council via electronic connection to speak to Report FIR 01-25. M. Palachik noted that the City’s Fire Chief has done exemplary work and that the Association works hand in hand with the Chief and deputy chiefs on a daily basis. M. Palachik stated that while the recommendations in the Fire Master Plan were costly, the Association would be seeking Council’s support to move forward with the recommendations, adding that certain recommendations were pivotal to moving fire services forward in the next five years. M. Palachik further stated that Pickering has not had a Fire Master Plan before and that the Plan would serve as a roadmap for the next few years to come. M. Palachik concluded by adding that this would be a collaboration between Council, staff, and the Association on bringing these recommendations forward. A brief question and answer period ensued between Members of Council and M. Palachik regarding whether the Association was in support of the recommendations outlined in Report FIR 01-25. 7.3 Matt Bentley, Pickering Resident Re: Ward Boundaries 3 8. 8.2 8.4 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm Matt Bentley, Pickering resident, appeared before Council via electronic connection to speak to Ward Boundaries. M. Bentley stated that they were one of the Pickering residents to petition Council to pass a by-law to amend the ward boundaries consistent with the results of the previous report by Watson & Associates Economists Ltd. M. Bentley provided a brief overview of the previous review that was conducted and expressed the need for public engagement should Council decide to move forward with another ward boundary review. M. Bentley noted that effective representation was not solely about population and that it also needed to ensure that communities of interest have a voice. M. Bentley added that the previous review confirmed that there were strong rural and agricultural interests in well-established communities and hamlets in Pickering, and that these communities had distinct interests from the more urban areas in the City. M. Bentley concluded the delegation by stating that should Council decide to move forward with another ward boundary review, they should also ensure there was a public engagement component and that they should listen to the recommendations of the consultants. A brief question and answer period ensued between Members of Council and M. Bentley regarding: • thoughts on realigning the boundaries of Cherrywood to keep the community within one ward; • the increase to the population since the last ward boundary review and the possibility of including public consultation in the motion; and, • clarification that they were also seeking equality in representation. Chief Administrative Officer, Report CAO 01-25 Corporate Strategic Plan -2024 Annual Progress Report Council Decision: That Report CAO 01-25, regarding Corporate Strategic Plan Annual Progress Report, be received for information. 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 Council Decision: Report EC 01-25 of the Executive Committee held on January 13, 2025 4 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm 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 pursua to Request for Proposal No. RFP2024-13; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 8.5 Director, Engineering Services, Report ENG 02-25 Proposed Parking Restrictions -Pickering Parkway Council Decision: 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. 5 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm 8.6 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 Council Decision: 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. 8.7 Fire Chief, Report FIR 02-25 Agreement to Provide Medical Oversight Services Lakeridge Health Central East Prehospital Care Program (CEPCP) Council Decision: 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. 8.8 Director, City Development & CBO, Report PLN 01-25 Sign By-law Review Council Decision: 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; and, 6 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm 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. Resolution #645/25 Moved by Councillor Pickles Seconded by Councillor Butt That Report EC 01-25 of the Executive Committee Meeting held on January 13, 2025 be adopted, save and except Items 8.1, Report FIR 01-25 and 8.3 Report ECD 01-25. Carried 8.1 Fire Chief, Report FIR 01-25 Community Risk Assessment and Fire Master Plan Resolution #646/25 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; and, 3. 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 8.3 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 Discussion and a question and answer period ensued between Members of Council and staff regarding: 7 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm • whether all hotels and motels in Pickering were consulted and whether they were in agreement to the proposed tax; • the consultation being done with junior levels of staff of the hotels and the Mayor subsequently being notified by Great Canadian Gaming that they were not supportive of the tax; • using alternative methods to the MAT such as promotions and hotel incentives; • referring the report back to staff to provide more time for consultation with parties that were not in agreement with the tax; and, • clarification that hotel promotions and incentives were not in the purview of the City. Moved by Councillor Pickles Seconded by Councillor Butt 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; 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; 8 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm 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. Note: The disposition of this matter was determined through the referral motion below: Resolution #647/25 Moved by Councillor Robinson Seconded by Councillor Cook That Report ECD 01-25 be referred back to staff to conduct further discussions with the affected hotel operators and report back to Council on the discussions and/or changes to the Report at the February 24, 2025 Council Meeting. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Butt Councillor Nagy Councillor Pickles Councillor Cook Councillor Robinson Mayor Ashe 9. Reports – New and Unfinished Business 9 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm 9.1 Director, Finance & Treasurer, Report FIN 01-25 2025 Interim Levy and Interim Tax Instalment Due Dates Resolution #648/25 Moved by Councillor Butt Seconded by Councillor Pickles 1. That an interim property tax levy be adopted for all realty property classes for 2025; 2. That the interim property tax levy instalment due dates be February 25 and April 25, 2025; 3. That the attached draft by-law, providing for the imposition of the taxes, be enacted; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 9.2 Director, Corporate Services & City Solicitor, Report LEG 01-25 Expropriation of lands required for the construction of a new Fire Station at 1521 Bayly Street, Pickering A question and answer period ensued between Members of Council and staff regarding: • alternative sites considered for the fire station and why they were deemed unsuitable; • clarification that the landowner was not in agreement with selling the land and whether the disagreement was on the dollar amount or an emotional attachment to the land; • whether the landowner was offered other options such as a land swap or leasing or renting the property from the landowner; • referring the matter back to staff to have further negotiations with the landowner; • staff having had extensive negotiations with the land owner, the expropriation process providing the land owner with fair market value for the lands, and the City incurring the costs related to the transaction for itself and the landowner; and, 10 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm • commitment from staff to ask the landowner one more time whether they would be in agreement of a land swap. Resolution #649/25 Moved by Councillor Butt Seconded by Councillor Pickles 1. That City Council, as approving authority under the Expropriations Act (the “Act”), hereby approves the expropriation of lands (the “Property”) municipally known as 1521 Bayly Street, Pickering and legally described as PCL BF 3-20-17, SEC Pickering, PT LT 20, Range 3, Broken Front Concession in the Town of Pickering, in the Regional Municipality of Durham, PT 2, 40R8748; Together with an Easement over Part Lot 20 Range 3 Broken Front Concession Part 3 Plan 40R8748 as in LT338352; City of Pickering, deposited in the Land Registry Office on January 18, 2022, and further grants a Certificate of Approval in respect thereof; 2. That the Expropriation By-law (Attachment 1) for the Property be enacted; 3. That the total cost of the expropriation as determined by the Act and as detailed in the Confidential Memo to Council dated January 27, 2025 be approved, and that the Director Finance & Treasurer be authorized to fund such costs by a transfer from the Casino Reserve; 4. That City Council, as approving authority under the Act, hereby authorizes all steps necessary to obtain title to the Property in accordance with the Act, including, but not limited to, the preparation, registration and service of plans and forms; 5. That the Mayor and City Clerk are hereby granted the authority to sign any forms or plans as may be required under the Act to give effect to Recommendation 3; and, 6. 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 9.3 Director, City Development & CBO, Report PLN 02-25 City of Pickering Annual Housing Monitoring Report Resolution #650/25 11 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm Moved by Councillor Butt Seconded by Councillor Pickles That Report PLN 02-25, regarding the City of Pickering Annual Housing Monitoring Report, be received for information. Carried 9.4 Director, Finance & Treasurer, Report FIN 02-25 2025 Financial Housekeeping Report Discussion and a question and answer period ensued between Members of Council and staff regarding: • concerns regarding the revision to the Purchasing Policy to change the dollar threshold amount that requires Council approval from $25,000 to $100,000 for public art project purchases or public art projects; • concerns regarding several recommendations in the staff Report and requiring additional time to gather answers from staff; and, • clarification that the housekeeping report was an annual report intended to make necessary adjustments to implement the approved budget. Resolution #651/25 Moved by Councillor Butt Seconded by Councillor Pickles 1. That Council approve an increase to the 2025 Low Income Seniors & Persons with Disabilities Tax Grant amount, from $560 to $600 per household; 2. That the Director, Finance & Treasurer be authorized, at his discretion, to draw from the Building Permit Reserve Fund to address any revenue shortfall (Building Permit Fees) to maintain the 2025 balanced budget plan; 3. That Council approve the cancellation of the following previously approved Capital projects: Project Number Description Unspent Budget Amount C10700.2018 Seaton North FS -Land $1,400,000 12 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm C10700.2305 Seaton Fire Station B Land Purchase $1,350,000 C10700.2401 FS #5 Replacement $4,600,000 C10225.2402 New Pilates Reformer Machines $23,000 C10240.2306 Server Room FM200 System Replacement $77,000 C10300.2302 EV Charging Stations - Operations Centre $77,000 C10305.2407 1 Ton Dump Truck with Aluminum Body and Crane $175,000 C10305.2408 Utility Truck $150,000 C10315.2413 4 Ton Dump Truck Roll- off Body $350,000 C10600.1903 Purchase of Land - Pickering Innovation Corridor $9,000,000 4. That Council approve staff attendance at international conferences, in accordance with Subsection 10.02 of the Financial Control Policy, for the following: a) International travel by the Manager, ERP & Financial Systems or designate to attend the 2025 annual SAP Sapphire Conference in Orlando, Florida, and that the total conference costs not to exceed $4,150 (CAD); b) International travel by the Director, Economic Development & Strategic Projects or designate to attend the 2025 annual conference for International Economic Development Council in Detroit, Michigan and that the total conference costs not to exceed $5,000 (CAD); c) International travel by the Director, Economic Development & Strategic Projects or designate to attend the 2025 conference for American Public Transportation Association Conference & Expo in Chicago, Illinois and that the total conference costs not to exceed $5,000 (CAD); 5. That the following capital projects have their financing sources changed from Debt financing to City’s Reserves/Reserve Funds, to help preserve the ARL room for future capital projects: 13 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm a) C10700.2307 (Fire Pumper Rescue Replacement, total cost of $2,009,372) – originally approved for $9,372 in property tax funding and $2,000,000 in debt financing (FIR 01-24) – being changed to the Rate Stabilization Reserve for debt financing; b) C10570.1701 (Westney Road -Full Road Reconstruction, total cost of $1,800,000) – originally approved as $300,000 in debt financing (2017 Capital Budget) and $1,500,000 from the Road & Bridges Reserve Fund, -full amount $1,800,000 to be funded from Road & Bridges Reserve Fund; 6. That the Purchasing Policy (PUR 010) be revised to change the dollar threshold amount that requires Council approval from $25,000 to $100,000 for Public Art Project purchases or Public Art projects, and that Community Services staff report back to Council in the first Quarter of 2027 evaluating these changes; 7. That the Director, Finance & Treasurer be authorized, at his discretion, to undertake the following actions: a) Any 2025 surplus Current Operating funds at year-end in excess of approximately $125,000 be allocated in the following ratio: 30 percent to the Rate Stabilization Reserve (8007); 30 percent to the Facilities Reserve (8026); and 40 percent to the City Share DC Projects Reserve (8008); b) Any surplus funds from the Emergency Operational Capital Needs Account (11100.503510) to the Facilities Reserve (8026); c) Any revenue from the sale of used vehicles (11100.406600) to the Vehicle Replacement Reserve (8016); d) Any surplus funds from Museum donations (10250.406500) and Artefact Repairs & Maintenance Account (10250.502385) to the Museum Collection Reserve (8033); e) Any green energy rebates and revenue associated with the Claremont solar roof rental project account (10325.404500.9480) and other incentives and rebates account (10325.406551) to the Reserve for Sustainable Initiatives; f) Transfer 50 percent of revenues collected from Municipal Accommodation Tax (MAT) after collection and administrative 14 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm expenses (subject to Council’s approval of the tax) to the MAT Reserve (8042); g) An amount up to $665,716 from the Casino Reserve to fund the net cost of the Major Capital Facilities Cost Centre (10330); h) Where the 2025 year-end balance of the WSIB Reserve is greater than $4.0 million, the excess funds will be transferred to the WSIB Excess Indemnity Reserve Fund (8702); i) Where the 2025 actual investment income (10600.406000) exceeds the budget amount of $1,800,000, the excess funds will be transferred to the Balloon Payment Reserve (8039), to minimize future debt costs; j) Where the 2025 actual winter control costs exceed the budget, the deficit will be funded by a transfer from the Winter Control Reserve; k) Where the actual 2025 Property Tax Write-offs (account 11100.503000) exceed the budget provision due to assessment appeals, the deficit will be funded by a transfer from the Assessment Appeal Reserve (8002), and if this reserve is depleted, then the shortfall will be funded from the Rate Stabilization Reserve (8007); l) Where the actual 2025 Payment-in-Lieu Education Share revenues are less than the budget estimates, the deficit will be funded by a transfer from the Rate Stabilization Reserve (8007); 8. That the Director, Finance & Treasurer be authorized to: a) Undertake transactions in the spot or forward (12 months or less) currency markets in order to effect United States dollar denominated expenditures in the Current or Capital Budgets; b) Sign leases or rental agreements (including summer rentals) on the City’s behalf for the provision of vehicles or equipment required for temporary use during periods of equipment breakdown or repair or during periods of increased need (e.g. inclement weather); c) Apply for all grants included in the 2025 Current Budget, 2025 Capital Budget, and prior year’s capital projects that have not started, and that Council endorse all future applications that meet senior government grant criteria and that staff report back to Council at the next possible meeting regarding which grants staff have 15 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm applied to; d) Make any changes, or take any actions necessary, to ensure that the budget accommodates any reallocation of 2025 current operating expenditures and revenues that may be required to accommodate any labour relations settlements or any other required budget reallocations, while maintaining the approved levy; e) Adjust the 2025 final tax rates to address any revenue shortfall arising as a result of a provincial tax policy change; f) Initiate any additional assessment appeals necessary to protect the assessment base of the City; g) Apply any debt repayment, interest or financing provisions contained in the annual Current Operating Budget not used in the current year’s payments towards additional principal repayments, repayment of outstanding loans, debt charges, to reduce debt or internal loans not issued, or transfer funds to the balloon payment reserve; h) Adjust the per kilometer travel expense reimbursement rate (last increased in 2024) with an effective date of March 1, 2025, from 0.70 cents per kilometre to 0.72 cents per kilometre for the first 5,000 kilometres and from 0.64 cents per kilometre to 0.66 cents per kilometre for travel beyond 5,000 kilometres; 9. a) That Council approve the continuing engagement of Watson & Associates Economists Ltd., to be used for fiscal impact studies and related works, Development Charge Background Study updates and/or amendments, Community Benefit Charge Study updates and/or amendments and any other DC or CBC related matters; b) That Council approve the award of professional services in accordance with the City’s Purchasing Policy Item 10.03 (c) to Watson & Associates Economists Ltd., for the Development Application Approval Process (DAAP) study in the amount of $101,540 (net HST); 10. a) That Council approve the continuing engagement of the firm PSD Citywide Inc., to be used for asset management consulting and other work in support of the City’s compliance with Asset Management legislation; 16 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm b) That Council approve the award of professional services in accordance with the City’s Purchasing Policy Item 10.03 (c) to PSD Citywide Inc. for the completion of the Asset Management Plan (AMP) to be completed in 2025 in an amount not to exceed $98,000 (net HST); 11. That Council approve the continuing engagement of the following firms: Nixon Poole Lackie LLP, Municipal Tax Equity (MTE) Consultants Inc. and MTE Paralegal Professional Corp for any studies related to reassessment or other property tax issues and to protect the property tax base by defending assessment appeals through proactive assessment base management; 12. That Council approve the following grants, which are exceptions to the Community Grant policy, and that these grants be funded from the General Government Grants to Organizations accounts 50305, 503050 and the Grants Contingency account: a) A grant to the Pickering Lawn Bowling Club, in the amount of $3,000, to purchase five sets of smaller bowls that weigh less for seniors to handle; b) A grant to Pickering Pentecostal Church, in the amount of $20,000, to be used for youth leadership programming, including retreats and camps throughout the spring and summer and seminars for both youth and their guardians concerning mental health, parental support and career planning; c) A grant to the Rotary Club of Pickering, in the amount of $10,000, to be used towards hosting the Pickering 2025 Ribfest; d) A grant to the Redeemed Christian Church of God – Fountainhead Chapel, in the amount of $4,500, to be used towards the purchase two classroom projectors, two projector screens, digital media and website maintenance, honorarium for five trainers and program software, supplies and accessories; e) A grant to the Canada SCORES Toronto, in the amount of $3,000, to be used to enhance the free after school program offered to the children of the Bayview Heights area, including the purchase of equipment, uniforms and a healthy snack program; f) A grant to the Pickering Islamic Centre, in the amount of $5,000, to be used towards hosting an annual event called “The Carnival”, 17 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm including food stalls, retail stalls, gaming area for kids, live video game, small animal shows, etc.; g) A grant to Dedicated Advocacy and Resources Servies (DARS), in the amount of $50,000, to be used for food ($6,000), a storage unit ($3,300), kitchen appliances ($6,000), clients transportation ($2,000), footcare ($3,000), temporary housing ($4,000), living rough supplies ($5,000), first aid supplies ($1,000) and DARS farmhouse roof ($19,700); h) A grant to Ontario Shores Foundation for Mental Health, in the amount of $25,000, to go towards raising funds for the renovation of live-in units for patients and their families and for technology upgrades including online educational courses for reinforcing skills at home and having interactive multimedia technology in psychiatric units to engage patients therapeutically; i) A grant to Durham Alliance Association Social Club, in the amount of $2,000 to be used towards the costs of hosting events and/or workshops held in Pickering, including facility rental, guest speaker fees and printing or communication costs related to the materials for Pickering workshop(s), with proof of third-party receipts to reimburse actual costs; j) A grant to the Royal Canadian Legion Branch #606 in the amount of $9,000 to be used to renovate the men’s washroom in the Banquet Hall to make it more accessible; k) A grant to the Royal Canadian Legion Branch #606 – Ladies Auxiliary in the amount of $9,000 to be used to renovate the ladies washroom in the Banquet Hall to make it more accessible; l) A grant to the Pickering Palestinian Association in the amount of $4,500 to be used towards the cost of hosting the following events: City of Pickering Cultural Fusion, Hoops with PPA, and a summer outdoor event partnering with autism groups in Durham Region, including the cost for renting tents, AV equipment, tables and chairs, entertainment and trophies; 13. That FIN 040 Community Grant Policy be amended by adding the following additional provisions and the change to the policy be effective for the 2026 Community Grants program; 18 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm a) That the grant application deadline date for the 2026 Community Grant Program be September 26, 2025, to give community groups sufficient time to complete their applications; b) That, for the 2026 budget and future years, that the provision of meals not be an eligible expense to be funded under the Community Grant Program and City programs; c) That the exclusion of organizations (from the City’s grant program) that receive bingo revenues not apply to those agencies that provide counselling or mental health services. 14. That Council waive the Purchasing Policy retroactively to January 1, 2024 where the estimated vehicle repair cost is below $30,000 (HST excluded) for all fleet vehicles and off road vehicle equipment in 2025, however, a purchase order is still required; 15. That Council authorize the Director, Finance & Treasurer to fund the Bill 23 Development Charge revenue loss for 2024 in the amount of $3,258,746 from the Casino Reserve to the various Obligatory Development Charges Reserve Fund category accounts, as provided for in the 2024 and 2025 Budget: a) The amount of $964,194 due to the Bill 23 fee reduction incurred in 2024; b) The amount of $2,294,552 due to the Bill 23 exemption for Non-Profit Corporations as provided under section 4.2(2) of the Development Charges Act (1997); 16. That Council approve the Building Faster Fund (BFF) Investment Plan for 2025 that is included in the 2025 Capital Budget in the amount of $4,925,000, and that, if the City is not successful in obtaining BFF funding (earned in 2024 and anticipated to be received in 2025), that the funding shortfall be adjusted at the discretion of the Director, Finance & Treasurer; 17. That Council approve the following change to the Financial Control Policy (FIN 030): That construction related Purchases change orders require the following approvals based on dollar limits and that the Chief Administrative Officer is authorized to act on behalf of Council during any recess, break or absence of Council: a) Up to $99,999 – approval by Department (Director/Manager); 19 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm b) $100,000 to $249,999 – approval by the CAO and Director, Finance & Treasurer; c) $250,000 and above – Council approval is required; 18. That Council approve the award of professional services in accordance with the City’s Purchasing Policy Item 10.03 (c) to TYLin International Canada Inc. to undertake the Foundation Drainage Discharge Policy in the amount, not to exceed $150,000 (net HST), as approved in the 2025 Current Budget; 19. That Council approve the change of funding source for capital projects C10575.2503 (Sideline 16 South of Fifth Concession) in the amount of $75,000 and C10575.2504 (Sideline 16 North of Fifth Concession) in the amount of $85,000 from the Development Charges Transportation Reserve Fund to the Roads & Bridges Reserve Fund; 20. That Council approve an amendment to the General Municipal fees and Charges By-law 6191/03 as set out in Attachment 1 to Report FIN 02-25 8156/25 to reflect the following changes: User Fee Change 2025 Approved Fee (excluding HST) 2025 Amended Fee (excluding HST) Other Fees Peer Reviews Increase admin. fee from 10% to 15% Full recovery of City costs + 10% admin. fee Full recovery of City costs + 15% admin. fee Zoning By- laws Council adopted Consolidated Zoning By- law-Text Delete fee $50 N/A Council adopted Consolidated Zoning By- law-Full set of Schedules Delete fee $100 N/A 8149/24 – Set. 4 Volumes New fee N/A $1,330 20 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm 8149/24 – Set. Volume 1 New fee N/A $150 8149/24 – Set. Volume 2 Schedules New fee N/A $100 8149/24 – Set. Volume 3 Exceptions New fee N/A $600 8149/24 – Set. Volume 4, Exceptions New fee N/A $500 21. That the City’s share of the Municipal Accommodation Tax be used to replace Rate Stabilization Reserve funding for tourism-related events for the 2026 Current Budget; 22. That Council approve an increase to the Capital Budget for C10315.2112 (1 Ton Truck with Utility Body Replacement) approved in the 2021 Capital Budget and funded from the Vehicle Replacement Reserve from $130,000 to $200,000; 23. That Council approve the Capital Budget for C10572.2511 (Community Improvement Initiative) in the 2025 Capital Budget, and funded from the Casino Reserve in the amount of $300,000 for the construction of outdoor fitness equipment ($100,000 for each ward); 24. That Council approve the amended funding agreement between the Northeast Pickering Landowners Group Inc. and the City of Pickering for the salary and related costs of a Senior Project Manager (contract) dedicated to managing the preparation of the overall community plan for the Northeast Pickering Area, generally as set out in Attachment 2; 25. That Council endorse the principle that when City policies are at cross purposes as it relates to financial planning and budgets, that the guiding principle shall be that investments in municipal infrastructure that’s provides a safe environment for our residents and staff shall be given priority; 26. That any Naming Rights revenues associated with the Pickering Heritage & Community Centre be applied towards the annual City share of debt charges for this facility; 21 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm 27. That Council approve an additional grant in the amount of $500 to St. Paul’s on-the-Hill Community Food Bank to be funded from the return of $500 (unspent dollars) from Pickering-Ajax Caremongers 2023 grant; 28. That Council approve the award of Q2024-55 for the Replacement of HVAC Units AC3, AC2 and C1 at George Ashe Library and Community Centre (GALCC) as submitted by Bird Infrastructure Ltd., for a net HST cost of $497,904 and that the project funding shortfall of $254,548 be funded from the Capital Operational Emergency Needs account (503510.11100); and, 29. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe Resolution #652/25 Moved by Councillor Brenner Seconded by Councillor Cook That leave be granted to suspend the rules of procedure to introduce a motion regarding the Lack of Affordability for Veterinary Care in Ontario. Carried on a Two-Thirds Vote 9.5 Lack of Affordability for Veterinary Care in Ontario A brief discussion ensued between Members of Council regarding the urgency of the motion due to the upcoming Provincial election and the motion asking the Province to amend the Veterinary Professionals Act to address the lack of affordability for pet owners and escalating veterinary costs. Resolution #653/25 Moved by Councillor Brenner 22 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm Seconded by Councillor Cook WHEREAS the veterinary costs of owning a pet has risen substantively over the past several years; And Whereas, these costs have contributed to the abandonment of pets in Pickering and across Ontario; And Whereas, pet owners are finding it difficult to afford the necessary care that their pets require due to illness and or accidents; And Whereas, there are no regulations that limits these escalating fees; And Whereas the Province of Ontario Veterinary Professionals Act, 2024, S.O. 2024, c. 15, Sched. 1 established criteria for the College of Veterinarians who operates arms length for the Province; Now therefore be it resolved: 1. That the Council for the Corporation City of Pickering is requesting that the Province of Ontario amend the Veterinary Professionals Act, 2024, S.O. 2024, c. 15, Sched. 1 to include a requirement for addressing the lack of affordability for Ontarian's who own pets and are unable to afford escalating Veterinarian costs; and, 2. And a copy of this Motion be sent to Modernization of the Regulation of the Veterinary Profession food safety and Environmental Policy Branch of the Ontario Ministry of Agriculture, Food and Rural Affairs, the Minister of Ontario Ministry of Agriculture, Food and Rural Affairs, the Minister of Ontario the Honourable Rob Flack, the Premier of Ontario the Honourable Doug Ford and the leaders of all Provincial Parties. Carried Unanimously on a Recorded Vote 10. Motions and Notice of Motions 10.1 Ward Boundaries Discussion and a question and answer period ensued between Members of Council and staff regarding: • the intention of keeping the motion non-prescriptive to provide flexibility to the consultants to undertake a process that was not dictated by Council; • expectation that the consultants would conduct public consultation; 23 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm • the initial Ward Boundary Review having been done in 2020 and the results potentially being in place until 2030, and the need to re-examine the findings of the initial Report; • concerns regarding the new ward boundaries dividing the Cherrywood community into two different wards; • density being largely focused within Ward 2 and re-examining population projections that were used in the prior Review to ensure effective representation and representation by population; • the importance of recognizing components of neighbourhoods and hamlets; • why the same consultants from the 2020 Review were being proposed for the new updated review; and, • concerns regarding the motion and the funds that were being spent on the new review. Resolution #654/25 Moved by Councillor Pickles Seconded by Councillor Cook WHEREAS, in 2017, the City of Pickering obtained the services of Watson & Associates Economists Ltd. To undertake a review of the City’s ward boundaries; And Whereas, on August 30, 2021, Council adopted new ward boundaries which are set out in By-law 7875/21; And Whereas, By-law 7875/21 was appealed to the Ontario Land Tribunal (OLT) and although the appeal was withdrawn, the deadline for the new ward boundaries to take effect for the 2022 Municipal Election was not met in accordance with the requirements under the Municipal Act; And Whereas, the new ward boundaries set out in By-law 7875/21 will take effect for the 2026 Municipal Election unless otherwise amended by the prescribed timelines set out in the Municipal Act; And Whereas, several years have passed and intervening events, population growth patterns, and the population projections used in the Consultant’s report to determine the proposed boundaries, should be reviewed to ascertain whether these boundaries are still relevant and equitable from an effective representation perspective; Now therefore be it resolved that the Council of The Corporation of the City of Pickering directs through the Office of the CAO: 24 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm 1. That the City Clerk be directed to engage the services of Watson & Associates Economists Ltd., to reconsider the findings in its Final Report titled “2020/2021 Ward Boundary Review, City of Pickering” dated June, 2021, based on available and updated population data, and to make recommendations on any appropriate adjustments to the ward boundaries set out in By-law 7875/21, and that such adjustments be consistent with applicable law and best practices; 2. That the Ward Boundary Review carried out by Watson & Associates include engaging in public consultation with suitable time allotted to effectively engage the public through public information session, social media, website notice of boundary review, etc.; 3. That the costs associated with the review by Watson & Associates Economists Ltd. shall not exceed $35,000.00 plus applicable taxes, funded from Contingency Account 503500.11100; and, 4. That the City Clerk report back to Council with the Consultant’s report and recommendations, no later than the end of Q2 2025, in order to consider any amendments to By-law 7875/21 in time for the adjusted ward boundaries to take effect for the 2026 Municipal Election. Carried on a Recorded Vote as Follows: Yes: No: Councillor Brenner Councillor Robinson Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe 10.2 Program of All-inclusive Care for the Elderly (PACE) A brief discussion ensued between Members of Council regarding: • Ontario being ahead of the rest of the provinces in providing care programs for the aging population; • the program being an effective way to add to the quality of life for the aging population in Pickering; • residents having approached Members of Council regarding the need for such a program prior to Members of Council consulting Community Care Durham (CCD); and, 25 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm • clarification that the motion was seeking funding from the Province and the City being able to provide support by sharing information on demographics. Resolution #655/25 Moved by Councillor Cook Seconded by Councillor Pickles WHEREAS, the City of Pickering and Durham Region are facing a rapidly aging population with complex health and wellness needs; And Whereas, caregivers, faced with the inordinate challenge of securing, coordinating and overseeing the care of their loved ones from a multitude of providers, are experiencing burnout and increasing sense of hopelessness; And Whereas, the vast majority of Ontarians want to age in place in their own home and community, but are challenged finding the supports to do so; And Whereas, while Durham residents wish to age in place, a lack of resources is pressing residents to institutional care, such as hospitals and long-term care. In the next 10 years, the demand for long-term care in Durham Region is projected to increase by 38%. In Durham Region, the median number of days people are waiting to move into a long-term care home was 260 days – 30% higher than the provincial median; And Whereas, Community Care Durham has been a long-standing and trusted non-profit health and social services provider in Pickering offering a vast array of services such as Assisted Living, Transportation, Day Programs, Meal and Food Security, Mental Wellness supports, and others; And Whereas, Community Care Durham is seeking Provincial and Regional support to implement a new program – OneConnect – that is modeled after the United States of America’s Program of All-Inclusive Care for the Elderly (PACE). This program coordinates comprehensive health and wellness services around high-risk clients (e.g., those awaiting placement in long-term care) living in the community in order to help them and their caregivers live optimally at home, in the community; And Whereas, other Ontario municipalities are looking to support the adoption of PACE like models, including municipalities in Durham Region (Ajax, Scugog, Whitby); 26 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm And Whereas, implementation of Community Care Durham’s OneConnect program in Pickering would benefit residents, while alleviating demands on local hospitals and related healthcare institutions; And Whereas, Community Care Durham is publicly funded by the Ministry of Health and Long-Term Care through the Central East Local Health Integration Network, requires new funding to implement OneConnect; Now therefore be it resolved, that the Council of The Corporation of the City of Pickering directs through the Office of the CAO: 1. That Pickering Council supports Community Care Durham’s vision for implementing OneConnect in Pickering, and the Region of Durham; 2. That Pickering Council encourages the Government of Ontario to provide the necessary funding to Community Care Durham to implement, evaluate and scale OneConnect to meet the growing needs of the Region of Durham; 3. That staff from the City of Pickering assist the Region of Durham and Community Care Durham to support the expansion of Day Program services, and identification of Pickering neighbourhoods where there are a high proportion of at risk adults that could benefit from this comprehensive model; and, 4. That a copy of this motion be sent to the Honourable Sylvia Jones, Minister of Health, the Honourable Peter Bethlenfalvy, Minister of Finance and MPP for Pickering-Uxbridge, the Honourable Natalia Kusendova-Bashta, Minister of Long-Term Care, John Henry, Regional Chair & CEO of the Regional Municipality of Durham, Durham Regional Health and Social Services Committee, Durham Regional Local Housing Corporation, all Durham Region lower tier municipalities, Cynthia Davis, President and CEO of Lakeridge Health, Lisa Kitchen, Director of the Durham Ontario Health Team, and Matt Anderson, President & CEO of Ontario Health. Carried Unanimously on a Recoded Vote 11. By-laws 11.1 By-law 8151/25 Being a by-law to establish a Municipal Accommodation Tax. 27 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm 11.2 By-law 8152/25 Being a by-law to amend By-law 6604/05 providing for the regulating of traffic and parking, standing and stopping on highways or parts of highways under the jurisdiction of the City of Pickering and on private and municipal property. 11.3 By-law 8153/25 Being a by-law to limit the gross vehicle weight of any vehicle or any class thereof passing over a bridge under the jurisdiction of the Corporation of the City of Pickering pursuant to the Highway Traffic Act, R.S.O. 1990, c.H.8, as amended. 11.4 By-law 8154/25 A By-law to regulate signs in the City of Pickering. 11.5 By-law 8155/25 Being a by-law for the collection of taxes and to establish the instalment due dates for the Interim Levy 2025. 11.6 By-law 8156/25 Being a by-law to expropriate all estate, right, title and interest in PCL BF 3-20- 17, SEC Pickering, PT LT 20, Range 3, Broken Front Concession in the Town of Pickering, in the Regional Municipality of Durham, PT 2, 40R8748; Together with an Easement over Part Lot 20 Range 3 Broken Front Concession Part 3 Plan 40R8748 as in LT338352; City of Pickering. 11.7 By-law 8157/25 Being a by-law to amend By-law 6191/03 to confirm General Municipal Fees. 11.8 By-law 8158/25 Being a by-law to amend By-law 6191/03 to confirm General Municipal Fees. Resolution #656/25 Moved by Councillor Butt Seconded by Councillor Nagy 28 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm That By-law Numbers 8151/25 through 8158/25 be approved, save and except 8151/25. Carried 12. Confidential Council – Public Report Mayor Ashe stated that prior to the Regular Council Meeting, an In-camera session was held at 5:00 pm in accordance with the provisions of the Municipal Act and Procedure By- law to consider matters pertaining to a proposed or pending acquisition or disposition of land by the municipality, receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose, a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization, a trade secret or scientific, technical, commercial or financial information that belongs to the municipality and has monetary value or potential monetary value 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. These matters were discussed in closed session as they pertain to the potential divestiture of the City of Pickering’s interest in Elexicon Corporation & Elexicon Corporation Strategic Initiatives, an economic development opportunity in Pickering City Centre, and the expropriation of lands required for the construction of a new Fire Station at 1521 Bayly Street. 12.1 Confidential Memorandum and Presentation from Director, Economic Carried Development & Strategic Projects, Director, Finance & Treasurer, and Deloitte Re: Economic Development Opportunity in Pickering City Centre Resolution #657/25 Moved by Councillor Cook Seconded by Councillor Robinson That the confidential direction provided to staff at the in-camera session be approved. Carried 13. Regional Councillor Updates 29 Council Meeting Minutes January 27, 2025 Electronic Meeting 7:00 pm There were no updates from Regional Councillors. 14. Other Business 14.1 Councillor Cook gave Notice of Motion regarding extending the winter snow maintenance clearing program to Alex Robertson Park for the 2025-2026 season. 15. Confirmatory By-law By-law 8159/25 Councillor Butt, seconded by Councillor Cook moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of January 27, 2025. Carried 16. Adjournment Moved by Councillor Butt Seconded by Councillor Robinson That the meeting be adjourned. Carried The meeting adjourned at 9:11 p.m. Dated this 27th day of January, 2025. Original Signed By: Kevin Ashe, Mayor Original Signed By: Susan Cassel, City Clerk 30