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HomeMy WebLinkAboutMay 5, 2025 Executive Committee Meeting Minutes Electronic Meeting May 05, 2025 - 02:00 PM Chair: Mayor Ashe Present: Mayor K. Ashe Councillor M. Brenner Councillor S. Butt Councillor L. Cook Councillor M. Nagy Councillor D. Pickles Councillor L. Robinson Regrets: None Also Present: M. Carpino - Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor B. Duffield - Director, City Infrastructure J. Eddy - Director, Human Resources L. Gibbs - Director, Community Services F. Jadoon - Director, Economic Development & Strategic Projects S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk V. Plouffe - Division Head, Facilities & Construction Management C. Whitaker - Manager, Sustainability & Strategic Environmental Initiatives N. Robinson - Deputy Fire Chief M. Edmund - Coordinator, Sustainability R. Perera - Deputy Clerk 1 Call to Order/Roll Call The City Clerk certified that all Members of the Committee were present and participating electronically. Disclosure of Interest No disclosures of interest were noted. Delegations There were no delegations. Matters for Consideration Director, City Development & CBO, Report SUS 02-25 City of Pickering Community Climate Adaptation Plan 2025 - 2035 J. Schofield, Principal Consultant, Climate Compass Advisors, appeared before the Committee via electronic connection to speak to the City’s Community Climate Adaptation Plan (CCAP). Through the aid of a PowerPoint presentation, J. Schofield spoke to the purpose of the Plan highlighting past extreme weather events such as the 2022 Derecho Storm and severe thunderstorms that occurred in 2024. J. Schofield provided details of the two approaches to climate action being climate adaptation and climate mitigation, stating that the purpose of the CCAP was to focus on adaptation efforts to enhance resilience. J. Schofield further provided details of the five phases of the CCAP, the five key areas of climate risk, and key findings from the public engagement process. J. Schofield spoke about climate equity adding that climate equity was a principle that emphasized fairness in addressing climate change and listed its co-benefits. J. Schofield also provided details of the CCAP’s vision statement, guiding principles, focus areas, implementation and reporting mechanisms. Discussion and a question and answer period ensued between Members of the Committee, staff, and J. Schofield regarding: whether the City needed to change its storm water management process as it related to the Seaton project; • 1. 2. 3. 4. 4.1 Draft Executive Committee Meeting Minutes May 05, 2025 2 whether the study analyzed the City’s wetlands;• concerns and questions as to why the climate change scenario Representative Concentration Pathway (RCP) 8.5 was used in the study when it had been discredited; • whether any components of the CCAP were rejected in response to feedback from the community; • the cost associated with each recommendation;• how equity and diversity directly related to climate resilience;• whether the program would help address basement flooding for certain neighbourhoods; • why the wildfire smoke event in 2023 was referenced in the Report when that climate event occurred outside of Pickering; • whether any components of the CCAP related to the International Council for Local Environmental Initiatives (ICLEI); • whether the CCAP would mitigate costs related to pest control;• feedback from the community regarding climate equity and the importance of climate equity; • home energy retrofits related to the CCAP and whether this was feasible in Pickering; • whether staff had conducted research on the RCP 8.5 and concerns that it was based on unrealistic assumptions; • when the City signed on to ICLEI and whether the public was informed of the long-term implications noting concerns that the City had joined ICLEI without public consultation; and, • the community feedback demonstrating community support for the CCAP. • Recommendation: Moved By Councillor Brenner Seconded By Councillor Cook That Report SUS 02-25, regarding the City of Pickering Community Climate Adaptation Plan 2025 – 2035, as set out in Appendix I, be endorsed; 1. That recommendations from the Community Climate Adaptation Plan be considered, along with other municipal priorities, through future annual municipal plans and budget processes; 2. That staff report back to Council on the progress of the Community Climate Adaptation Plan’s implementation at the end of year three, of the ten-year plan; and, 3. That the appropriate officials of the City of Pickering be authorized to take the 4. Draft Executive Committee Meeting Minutes May 05, 2025 3 necessary actions as indicated in this report. Voters Yes No Abstain Conflict Absent Mayor Ashe X Councillor Brenner X Councillor Butt X Councillor Cook X Councillor Nagy X Councillor Pickles X Councillor Robinson X Results 6 1 0 0 0 Carried on a Recorded Vote (6 to 1) Director, Corporate Services & City Solicitor, Report CLK 02-25 Approval of Voting Methods for the 2026 Municipal Election A question and answer period ensued between Members of the Committee and staff regarding: whether Voter Information Packages (VIPs) containing the elector Personal Identification Numbers (PINs) to log into the Internet Voting system would be mailed out again; • how new Pickering residents could ensure that they receive their VIPs to cast their vote; • why the City was recommending the use of Internet Voting when it was not used by the Provincial or the Federal government in their recent elections; • whether there was a mechanism to have a paper trail for each ballot that was cast using the Internet Voting system and how this could be utilized in the event of a recount; • whether staff were able to verify who voted and who did not;• whether there was a way to guarantee that there would not be any bandwidth issues with the use of Internet Voting during the 2026 Municipal Election; • names of Internet Voting providers currently in the market;• how staff could ensure that the Internet Voting system was administered properly; • whether there was any evidence of hacking or international interference of the • 4.2 Draft Executive Committee Meeting Minutes May 05, 2025 4 Internet Voting system found during the last two municipal elections; clarification that 79% of electors chose Internet Voting during the 2022 Municipal Election and the staff recommendation had been based on that information; and, • clarification that electors who receive their VIP still had the choice between casting their vote using paper ballot or Internet Voting. • Recommendation: Moved By Councillor Butt Seconded By Councillor Cook That Report CLK 02-25 regarding the approval of voting methods for the 2026 Municipal Election be received; 1. That both internet voting and paper ballots, using vote tabulators, be approved as the voting methods for the 2026 Municipal Election and any by-elections that may occur during the 2026-2030 Term of Council; 2. That the draft By-law included as Attachment 1 to Report CLK 02-25 be approved and enacted; 3. That the City Clerk be directed to proceed with a Request for Proposal for the approved voting methods and associated services, and report back to Council to award the contract to the most appropriate vendor(s); and, 4. That appropriate City of Pickering officials be authorized to take the actions necessary to give effect to this report. 5. Voters Yes No Abstain Conflict Absent Mayor Ashe X Councillor Brenner X Councillor Butt X Councillor Cook X Councillor Nagy X Councillor Pickles X Councillor Robinson X Results 6 1 0 0 0 Carried on a Recorded Vote (6 to 1) Draft Executive Committee Meeting Minutes May 05, 2025 5 Director, Community Services, Report CS 04-25 Civic Awards Program Policy Update Recommendation: Moved By Councillor Butt Seconded By Councillor Cook That Council approve the updated Civic Awards Program Policy CUL 150, as set out in Attachment 1 to this report; and, 1. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. 2. Carried Director, Community Services, Report CS 05-25 Waterfront Paddle Sport Rental Service Frenchman’s Bay Recommendation: Moved By Councillor Pickles Seconded By Councillor Cook That Report CS 05-25 regarding an update on waterfront paddle sport rental service on Frenchman’s Bay be received; 1. That Council approve the inclusion of facilities to accommodate paddle sport rental services in the design of Beachfront Park Revitalization - Phase 2; and, 2. That the appropriate City of Pickering officials be authorized to take the necessary action as indicated in this report. 3. Carried Director, Community Services, Report CS 07-25 Northern Community Halls Recommendations for Facility Renewal Mayor Ashe stated that a substitute motion for Report CS 07-25 was circulated to all 4.3 4.4 4.5 Draft Executive Committee Meeting Minutes May 05, 2025 6 Members of the Committee prior to the Meeting. A discussion ensued between Members of the Committee regarding: groups in the community that had an interest in using the facilities for community events and providing the option to purchase to these groups; • clarification that the buildings would be reviewed by the City’s Heritage Advisory Committee for historical significance; • the community providing a number of suggested uses for the Green River Community Centre; and, • consideration of a possible amendment to make the intent of the motion clearer and the amended wording being presented at the May 26, 2025 Council Meeting. • Recommendation: Moved By Councillor Brenner Seconded By Councillor Butt That staff be directed to investigate the option to sell Green River Community Centre, with Infrastructure Ontario being offered the first right of refusal to purchase for $2.00 as per the original sales agreement (Attachment 1), and then to explore options to sell the facility, and report back to Council with recommendations in Q1, 2026; 1. That staff be directed to investigate options to sell the former Greenwood Library back to the Durham District School Board first; and then to explore options to sell or lease the facility at a market rate and report back to Council with recommendations in Q1, 2026; 2. That staff be directed to renew the management agreement for the Mount Zion Community Centre with the Mount Zion Community Centre Association for a two year term from July 1 2025 to June 30 2026 returning said agreement to Council in Q2, 2025 for endorsement; and to investigate options to reduce the net capital cost of Mount Zion Community Centre by selling the facility, or leasing the facility at a market rate and report back to Council with recommendations in Q1, 2026; 3. That staff be directed to renew the management agreement for the Whitevale Community Centre and the Whitevale Arts and Culture Centre with the Whitevale and District Residents’ Association for a five-year term from July 1, 2025 to June 30, 2030 returning said agreement to Council in Q2, 2025 for endorsement; 4. Draft Executive Committee Meeting Minutes May 05, 2025 7 That City Heritage staff evaluate the Mount Zion Community Centre (School Section #13 Schoolhouse) and Green River Community Centre (Green River Baptist Church) under Regulation 9/06 of the Ontario Heritage Act to determine whether the properties merit designation under Part IV of the Act, and report back to Council with recommendations in Q4, 2025; 5. That, as part of any open proposal to sell or lease the above properties, staff be directed to invite community groups to submit an expression of interest; and, 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in the report. 7. Carried Unanimously on a Recorded Vote Fire Chief, Report FIR 04-25 Fire Department Establishing and Regulating By-law A question and answer period ensued with staff regarding: why Council was being removed from the decision-making process related to changes to core fire services; • whether Council would be able to reverse amendments to the By-law made through the delegated authority process should Council disagree with the changes; • whether a report on the financial impact of the By-law would be brought forward to Council in the future; • how Council would oversee budget increases related to this Report;• what recommendations of the Fire Master Plan were being enacted through the By-law; • clarification on how the By-law was flexible as noted in the staff report; and,• whether the By-law allowed any of the fire core services to be downgraded without Council approval. • Recommendation: Moved By Councillor Butt Seconded By Councillor Nagy That Report FIR 04-25 regarding the Fire Department Establishing and Regulating By-law be received; 1. 4.6 Draft Executive Committee Meeting Minutes May 05, 2025 8 That the draft By-law included as Attachment 1 to Report FIR 04-25 be approved and enacted; 2. That By-Law 771/78 be repealed; 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. 4. Carried Member Updates on Committees There were no updates from Members on Committees. Other Business There was no other business. Adjournment Moved By Councillor Nagy Seconded By Councillor Cook That the meeting be adjourned. Carried The meeting adjourned at 4:03 p.m. 5. 6. 7. Draft Executive Committee Meeting Minutes May 05, 2025 9