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HomeMy WebLinkAboutSeptember 2, 2025 - Draft Draft Executive Committee Meeting Minutes Electronic Meeting September 02, 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 J. Eddy - Director, Human Resources L. Gibbs - Director, Community Services K. Heathcote - Director, City Infrastructure R. Holborn - Director, Engineering Services S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk J. Halsall - Division Head, Finance V. Plouffe - Division Head, Facilities Management & Construction N. Robinson - Deputy Fire Chief C. Rose - Chief Planner I. Marouchko - Manager, Water Resources S. Marsh - Manager, Accounting Services C. Whitaker - Manager, Sustainability & Strategic Environmental Initiatives J. Currie - (Acting) Deputy Clerk 1 Call to Order/Roll Call The City Clerk certified that all Members of Council 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 05-25 2024 Measuring Sustainability Report K. Bentley, Director, City Development & CBO, provided a brief introduction to the 2024 Measuring Sustainability Report, noting that Measuring Sustainability reports had been provided in 2010, 2012, and 2017, and that this Report was developed by staff in consultation with regional partners. E. Jackson, Managing Director and P. Hawkins, Senior Climate Change Project Officer, ICLEI Canada appeared before the Committee via electronic connection and were available to answer questions as it related to their work on the 2024 Measuring Sustainability Report. A question and answer period ensued between Members of the Committee, staff, E. Jackson and P. Hawkins regarding: whether Carbon Dioxide uptake estimates could be presented in future reports showing absorption trends using common rates; • whether the City of Pickering had previous partnerships with ICLEI Canada;• how the recommended initiatives contribute to the improvement of air quality and how the impacts of electricity generation, mining and battery production and disposal would be addressed; • clarification that the role of ICLEI Canada's contributions to the 2024 Measuring Sustainability Report did not include providing data and that the data compiled in the report was from several sources such as the Ontario Ministry of the Environment; • 1. 2. 3. 4. 4.1 Draft Executive Committee Meeting Minutes September 02, 2025 2 providing a report of an itemized cost sheet for each action within the 2024 Measuring Sustainability Report, and including the expected changes in air quality as a result of the initiatives; • clarification of when, where and by whom ICLEI Canada was founded;• whether there was a list of typical recommendations to reach net zero for a City of Pickering's size; • whether the 250 residents who completed the survey were sufficient to represent the views of all of Pickering; and, • the extensive list of data sources provided within the appendix attached to the Report. • Moved By Councillor Brenner Seconded By Councillor Butt That Report SUS 05-25 regarding the 2024 Measuring Sustainability Report be received for information. 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 04-25 2026 Committee and Council Meeting Schedule A brief discussion and question and answer period ensued between Members of the Committee and staff regarding: whether Executive Committee Meetings could be held in the evening and • 4.2 Draft Executive Committee Meeting Minutes September 02, 2025 3 whether this would be a more accessible time for Pickering residents to attend; that items on the Executive Committee meeting agendas were included on Council meeting agendas, providing a second opportunity at an evening meeting, for the public to delegate on an item; and, • when the 2026 Election Candidate nomination period would begin.• Moved By Councillor Nagy Seconded By Councillor Cook That Report CLK 04-25 regarding the 2026 Committee and Council Meeting Schedule be received; 1. That the 2026 Committee and Council Meeting Schedule included as Attachment 1 to this report be approved; and, 2. That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations in this report. 3. 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, Community Services, Report CS 22-25 Dorsay Community & Heritage Centre Public Art Commission of Public Art A brief question and answer period ensued between Members of the Committee and staff regarding: 4.3 Draft Executive Committee Meeting Minutes September 02, 2025 4 details of the public art selection process;• whether an itemized list of costs could be provided and if the proposed cost was a realistic estimate; • whether any excess funds would be returned to the Public Art Reserve Fund and whether Council could be provided with a Reserve Fund balance update; • whether the funding of public art was being prioritized over other public and social issues; and, • that public art was a commitment to the community and that positive feedback had been received from the public. • Pursuant to Section 11.04 of the Procedure By-law, at 2:59 p.m., the Chair, after previous attempts to call the Member to order, ruled that Councillor Robinson would not be recognized for the balance of the Meeting and would not be permitted to speak or vote for the remainder of the Meeting. Moved By Councillor Butt Seconded By Councillor Nagy That Council endorse that the commission of public art at the main entrance of Dorsay Community & Heritage Centre be awarded to Hooman Mehdizadehjafari; 1. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $112,566.43 to be funded by a transfer from the Public Art Reserve as approved in the 2025 Current Budget; 2. That the Mayor and the City Clerk be authorized to execute the Letter of Understanding between Hooman Mehdizadehjafari and the City of Pickering, set out in Attachment 1, subject to minor revisions acceptable to 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 the necessary actions as indicated in this report. 4. Carried Unanimously on a Recorded Vote Director, Community Services, Report CS 23-25 Community Association Licence Agreements Amberlea Tennis Club Councillor Brenner noted that Council's decision regarding the Amberlea Tennis 4.4 Draft Executive Committee Meeting Minutes September 02, 2025 5 Club Licencing Agreement should be informed by the completion of a noise attenuation study, specifically as it pertains to the use of the courts by the Pickering Pickleball Club. That the Mayor and City Clerk be authorized to execute the Licence Agreement with Amberlea Tennis Club submitted as Attachment 1 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 1. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 2. Note: The disposition of this matter was determined through the following referral motion. Moved By Councillor Brenner Seconded By Councillor Butt That Report CS 23-25 be referred to the September 29, 2025 Council meeting for direction. Carried Director, Community Services, Report CS 24-25 Community Association Licence Agreement Pickering Pickleball Club A question and answer period ensued between Members of the Committee and staff regarding: how the general publics use of the new courts would be facilitated;• whether there would be follow up consultation with the general public as well as the Pickering Pickleball Club to ensure the scheduled time allotted is functioning effectively; • whether a booking or permitting system had been considered for the open court times and if a set of etiquette rules would be posted or provided to the public; and, • whether a solar lighting system could be considered to allow for the option to extend the hours of operation of the courts in the future. • 4.5 Draft Executive Committee Meeting Minutes September 02, 2025 6 Moved By Councillor Brenner Seconded By Councillor Cook That the Mayor and City Clerk be authorized to execute the Licence Agreement with Pickering Pickleball Club submitted as Attachment 1 of this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 1. That the appropriate officials of the City of Pickering be authorized to take the necessary action as indicated in this report. 2. Carried Director, Engineering Services, Report ENG 17-25 Frenchman’s Bay Watersheds Stormwater Management Master Plan Update Request for Proposal No. RFP2025-11 Moved By Councillor Brenner Seconded By Councillor Cook That the proposal submitted by Aquafor Beech Limited, in response to Request for Proposal No. RFP2025-11 for the Frenchman’s Bay Watersheds Stormwater Management Master Plan Update, in the amount of $481,782.72 (net HST) or $534,998.50 (HST included) be accepted; 1. That the total gross project cost of $616,748.00 (HST included), including the fee amount and other associated costs, and the total net project cost of $555,401.00 (net HST) be approved; 2. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $555,401.00 as follows: The sum of $499,861.00 to be funded by a transfer from the from Development Charges – Stormwater Management Reserve Fund as approved in the 2025 Current Budget; a. The sum of $55,540.00 to be funded from Property Taxes;b. 3. That the Director, Engineering Services be authorized to enter into and execute the Form of Agreement with Aquafor Beech Limited pursuant to Request for Proposal No. RFP2025-11; and, 4. That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. 5. Carried 4.6 Draft Executive Committee Meeting Minutes September 02, 2025 7 Director, Finance & Treasurer, Report FIN 13-25 Investment Portfolio Activity for the Year Ended December 31, 2024 Ontario Regulation 438/97 under the Municipal Act, 2001 Moved By Councillor Butt Seconded By Councillor Cook That Report FIN 13-25 regarding Investment Portfolio Activity for the Year Ended December 31, 2024 be received for information. Carried Director, Finance & Treasurer, Report FIN 14-25 2024 Building Permit Stabilization Reserve Fund Moved By Councillor Brenner Seconded By Councillor Butt That Report FIN 14-25 regarding the 2024 Building Permit Stabilization Reserve Fund be received for information. Carried Fire Chief, Report FIR 05-25 Supply and Delivery of a Fire Truck - Pumper Rescue Replacement Quotation No. RFP2025-9 Moved By Councillor Pickles Seconded By Councillor Cook That Quotation No. RFP2025-9 submitted by Dependable Truck & Tank Limited for the supply and delivery of one Fire Pumper Rescue Apparatus in the amount of $1,721,775.00 plus HST be accepted; 1. That the total gross project cost of $2,312,856.00 (HST included) and the total net project cost of $2,082,798.00 (net of HST rebate) be approved; 2. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $2,082,798.00 to be funded from the Rate Stabilization Reserve; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 4. 4.7 4.8 4.9 Draft Executive Committee Meeting Minutes September 02, 2025 8 Carried Director, City Development & CBO, Report PLN 17-25 Proposed Indigenous Engagement Guide for Durham Region Area Municipalities A brief discussion and question and answer period ensued between Members of Committee and staff regarding the involvement of Indigenous Communities in the discussions of the proposed guide and that the upset limit of $25,000 would be a one-time contribution. Moved By Councillor Brenner Seconded By Councillor Cook That Council authorize City staff to participate in the creation of an Indigenous Engagement Guide for Durham Region area municipalities; 1. That Council agree to financially support the creation of an Indigenous Engagement Guide for Durham Region area municipalities: Based on a funding formula of: Whitby: 31%;i. Ajax, Clarington, Oshawa, and Pickering: 15% each;ii. Brock, Scugog, Uxbridge: 3% each;iii. a. To an upset limit of $25,000 for Pickering’s portion of the costs;b. 2. That Council authorize the Mayor and City Clerk to execute a cost sharing agreement among the City of Pickering, and the other area municipalities, a draft of which is included in Attachment 1, subject to any necessary, agreed to, minor refinements; and, 3. That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. 4. Carried Unanimously on a Recorded Vote Member Updates on Committees There were no updates from Members on Committees. Other Business 4.10 5. 6. Draft Executive Committee Meeting Minutes September 02, 2025 9 Councillor Nagy gave Notice of a Motion regarding a cooling by-law.• Councillor Nagy gave Notice of a Motion regarding a parking leniency by-law.• Councillor Nagy gave Notice of a Motion regarding an elect respect motion.• Councillor Nagy gave Notice of a Motion regarding the National Council of Canadian Muslims • Adjournment Moved By Councillor Butt Seconded By Councillor Cook That the meeting be adjourned. Carried The meeting adjourned at 3:18 p.m. 7. Draft Executive Committee Meeting Minutes September 02, 2025 10