Loading...
HomeMy WebLinkAboutApril 14, 2014 city 00 = Executive Committee _ Meeting Minutes attra Monday, April 14, 2014 • 7:00 pm Council Chambers Chair: Councillor Rodrigues Present: Mayor Ryan Councillors: K. Ashe D. Dickerson B. McLean J. O'Connell D. Pickles P. Rodrigues Also Present: T. Prevedel - Chief Administrative Officer P. Bigioni - Director, Corporate Services & City Solicitor M. Carpino - Director, Culture & Recreation R. Holborn - Director, Engineering & Public Works J. Hagg - Fire Chief S. Karwowski - Division Head, Finance &Treasurer L. Harker - (Acting) Supervisor, Legislative Services and (Acting) City Clerk L. Roberts - Committee Coordinator (I) Disclosure of Interest No disclosures of interest were noted. (II) Delegations 1. Janet McNeill - Durham Nuclear Awareness (DNA) - Janet McNeill appeared before the Committee on behalf of Durham Nuclear Awareness (DNA). Through the aid of a power point presentation, she explained the need for transparency, public participation and preparation. She noted their concerns regarding the safety of running the Pickering plant beyond its design life, noting insufficient information has been provided in order to approve the life extension. She also indicated the lack of information from OPG, and stressed the need for additional public consultation with respect to the acceptability of OPG's decommissioning plans. In closing, Ms. McNeill requested that the City of Pickering submit a request that CNSC require OPG to submit a draft decommissioning plan in 2015 as opposed to 2017, and that it be brought to the community for discussion. 1 City of == Executive Committee ' °=_ � Meeting Minutes Monday, April 14, 2014 7:00 pm - Council Chambers Chair: Councillor Rodrigues A question and answer period ensued with questions raised regarding appropriate timeframes, the lack of reports and the public consultation process. Staff were requested to look into the public consultation process through CNSC with respect to the decommissioning plans. 2. Keith Falconer President, Pickering East Shore Community Association (PESCA) Keith Falconer, President, Pickering East Shore Community Association, appeared before the Committee on behalf of PESCA to express their concerns regarding Report CR 04-14. He indicated the organization felt the report was unacceptable and not what they had anticipated. He explained how this would have a detrimental effect on PESCA, and the Bay Ridges neighbourhood, stating the report was neither fair nor equitable. He also indicated that they had been informed that they would be contacted for input on this report and questioned the timelines, as a year has passed since their contract was cancelled. He expressed his concerns with the lack of opportunity to provide input. A discussion period ensued with Members seeking clarification from the delegation. Questions were.raised with respect to the services provided by PESCA in exchange for funding, as well as the programs which they run. Moved by Councillor McLean Seconded by Councillor Dickerson That the rules of procedure be suspended in order to hear an additional delegation. • Motion Lost (III) Matters for Consideration 1. Chief Administrative Officer Report CAO 02-14 Ice Storm (2013) Update Discussion ensued with respect to the collection of limbs and branches resulting form the recent ice storm. Councillor O'Connell requested staff provide residents with information regarding expanded collection periods to keep them apprised of how and when pick up of these items will occur. Also questioned were the warming centres and how upgrades to generators would be of any benefit in the future, as it was noted power was lost briefly even though generators were in place. Councillor O'Connell also questioned Wi-Fi capability at City Hall, asking whether we would be obtaining a system similar to what is currently in use at the Central Library, stressing the importance of having a reliable system should this be used in an emergency 2 oh/ 4 k Executive Committee ���•� _ � � Meeting Minutes Monday, April 14, 2014 7:00 pm - Council Chambers Chair: Councillor Rodrigues situation. Discussion ensued with regards to communication and the use of printed materials, such as flyers to inform residents of warming centre locations as well as important numbers they can call. The use of volunteers to canvass the hardest hit areas for information was also suggested, as well as cross training between City staff and Veridian for a better understanding. It was also noted that advance information be provided to media outlets for a better understanding among residents as to the areas serviced by Veridian. Councillor Rodrigues noted that communication was a weak point and suggested the use of sound trucks for emergency situations. Recommendation Moved by Councillor O'Connell Seconded by Councillor Dickerson That Report CAO 02-14 of the Chief Administrative Officer be received. Carried 2. Director, Corporate Services & City Solicitor, Report CLK 01-14 Revision to Records Management By-law 6835/08 Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report CLK 01-14 of the City Clerk be received; 2. That the Draft By-law to amend By-law 6835/08 Records Management for the City of Pickering, included as Attachment No. 1 to this Report, be approved; and 3. That the City Clerk forward the approved by-law to the City's Auditors, Deloitte and Touche LLP, for certification. Carried 3. Director, Corporate Services & City Solicitor, Report CLK 02-14 2014 Municipal Elections A discussion period ensued with respect to additional retirement homes being included in the locations. Staff were requested to look into the retirement homes to see if they meet the criteria as determined by the Municipal Elections Act, 1996. Recommendation 3 e`tg °� = Executive Committee - U 1.0,R11 Meeting Minutes Monday, p, A ri1 14, 2014 • 7:00 pm - Council Chambers Chair: Councillor Rodrigues Moved by Councillor Pickles Seconded by Councillor Ashe 1. That the Report CLK 02-14 regarding the 2014 Municipal Elections be received; 2. That the draft by-laws (Attachments 1 and 2) to provide for reduced hours of voting in institutions and retirement homes and advance voting days be enacted; and 3. That the appropriate officials of the City of Pickering be given authority to take any necessary action to give effect thereto. Carried 4. Director, Corporate Services & City Solicitor, Report CLK 03-14 Establishment of a Compliance Audit Committee under the • Municipal Elections Act, 1996, as amended A discussion ensued with respect to the establishment of a Compliance Audit Committee. It was requested that clarification be provided as to the criteria established by the Province. Discussion ensued with respect to restricting applicants based on residency and whether this would be in contravention of the Municipal Elections Act, 1996. Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1. That a Compliance Audit Committee be established in accordance with the provisions of the Municipal Elections Act, 1996, as amended; 2. That the Compliance Audit Committee be delegated full authority to exercise all powers and functions related to compliance audit applications; 3. That the Compliance Audit Committee be comprised of three members with credentials and expertise suitable to consider matters related to the election campaign finance provision of the Municipal Elections Act, 1996; 4. That the terms of reference for the Compliance Audit Committee including the remuneration for Committee members be adopted; 4 cit, 00 Executive Committee Meeting Minutes lii0137Wra Monday, April 14, 2014 7:00 pm - Council Chambers Chair: Councillor Rodrigues 5. That the City Clerk recruit and recommend three qualified individuals for appointment to the Committee; 6. That the draft by-law attached to Report CLK 03-14 be enacted; and 7. That the appropriate officials of the City of Pickering be given the authority to give effect thereto. Carried Later in the Meeting [Refer to following motion] Moved by Councillor Dickerson • Seconded by Councillor Pickles That Report CLK 03-14 be deferred to the April 22, 2014 Council meeting Motion Lost on a Recorded Vote as Follows: Yes No Councillor Dickerson Councillor Ashe Councillor Pickles Councillor McLean Councillor O'Connell Councillor Rodrigues Mayor Ryan Carried The main motion was then Carried Unanimously on a recorded vote. 5. Director, Culture & Recreation, Report CR 04-14 Community Association Agreements Facility Partnerships & Community Grant Policy A discussion period ensued with Members posing questions for clarification. Timelines for groups to review the report were questioned, as well as changes to fees. The need to establish a clear, standard protocol for community organizations was stressed. Members also noted the need for an equitable, clear set of guidelines and better definitions in relation to community organizations. Staff were requested to provide copies of the PESCA Minutes of Understanding and Resolution #31/13 regarding PESCA with the agenda for the next Council meeting. Recommendation 5 e`tq 00 Executive Committee - -°_ � '- Meeting Minutes Monday, April 14, 2014 7:00 pm - Council Chambers Chair: Councillor Rodrigues Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report CR 04-14 regarding Community Association Agreements be received; 2. That Council authorize staff to prepare a written facility agreement with each of Brougham Recreation Association (Brougham Hall), Greenwood Recreation Association (Greenwood Community Centre), Mt. Zion Community Centre Association (Mt. Zion Community Centre) and Whitevale & District Residents' Association (Whitevale Community Centre) enabling each association to operate City-owned facilities; with each such agreement to be brought back to Council for consideration and approval. 3. That Council authorize staff to continue to operate under the terms and conditions of the existing written facility agreements with Canadian Progress Club Durham South (Front Street Centre) and Claremont Lions Club (Claremont Community Centre). 4. That Council authorize staff to prepare written facility agreements with 856 Air Cadets (East Shore Community Centre), Claremont Seniors Club (Claremont Community Centre), Pickering Lawn Bowling Club (East Shore Community Centre), South Pickering Seniors Club (East Shore Community Centre), Rouge Hill Seniors Club (Petticoat Creek Community Centre), Rebekah Lodge (Petticoat Creek Community Centre), The Youth Centre (Petticoat Creek Community Centre) regarding exclusive and/or regular use of City owned and operated facilities; with each such agreement to be brought back to Council for consideration and approval. 5. That Council authorize staff to waive the rental fees otherwise chargeable to Pickering East Shore Community Centre (PESCA) for its monthly meetings and Annual General Meeting in a meeting room at the East Shore Community Centre. 6. That Council authorize staff to negotiate the terms of a new licence agreement with the Gingerbread Cooperative Nursery School for regular use of the West Shore Community Centre; such agreement to be brought back to Council for consideration and approval. 7. That Council authorize staff to terminate the verbal facility agreement with the Toronto and Region Conservation Authority and their use of East Shore Community Centre. 6 city 04 Executive Committee — - Meeting Minutes rti Monday, April 14, 2014 7:00 pm - Council Chambers Chair: Councillor Rodrigues 8. That Council authorize staff to revise the existing City of Pickering Community Grant Policy that requires qualified community associations to submit a request for financial support of community events, programs and initiatives, and to present a revised Grant Policy for Council consideration. 9. That Council authorize staff to prepare a written lease agreement with each of Amberlea Tennis Club, Dunmoore Tennis Club, Glendale Tennis Club, Greenwood Tennis Club, Maple Ridge Tennis Club, Rosebank Tennis Club and Sandy Beach Tennis Club; such lease agreements to be brought back to Council for consideration and approval. 10. That Council authorize staff to enter into a new written lease agreement with Pickering Italian Social Club for exclusive use of Centennial Park Building and Bocce Courts; such lease agreement to be brought back to Council for consideration and approval. 11. That the appropriate City of Pickering officials be authorized to take the • necessary action to give effect thereto. Carried Later in the Meeting [Refer to Following Motions] Moved by Councillor O'Connell Seconded by Councillor Ashe That Item 5 of the main motion be renumbered to 5a) to allow for the inclusion of the following as 5b); That Council authorize staff to waive the rental fees otherwise chargeable to the West Shore Community Association for its monthly meetings and Annual General Meeting in a meeting room at the West Shore Community or subsequent city facility based on availability. Carried Unanimously on a Recorded Vote Moved by Councillor Pickles Seconded by Councillor Dickerson That Report CR 04-14 be referred back to staff to seek further public input from community associations and brought back to Council in May. 7 city 00 == Executive Committee Meeting Minutes P IN■t411-1 Monday, April 14, 2014 7:00 pm - Council Chambers Chair: Councillor Rodrigues Motion Lost on a Recorded Vote as Follows: Yes No Councillor Dickerson Councillor Ashe Councillor Pickles Councillor McLean Councillor O'Connell Councillor Rodrigues Mayor Ryan • The Main Motion as amended was then Carried on a recorded vote as follows: Yes No Councillor Ashe Councillor Dickerson Councillor McLean Councillor Pickles Councillor O'Connell • Councillor Rodrigues Mayor Ryan 6. Director, Culture & Recreation, Report CR 08-14 Advancing Access to Affordable Recreation in Durham Region and City of Pickering Access to Recreation Policy Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Council receives the Advancing Access to Affordable Recreation in Durham (AAARD) Report as information; 2. That Council approves the signing of the AAARD Charter; 3. That City of Pickering staff be authorized to pursue the avenues of advancing affordable access to recreation to Pickering residents; 4. That Council approve the City of Pickering Access to Recreation Policy; and 5. That appropriate City of Pickering officials be authorized to take the necessary action to give effect thereto. Carried 8 Ciii< co == Executive Committee Meeting Minutes Monday, April 14, 2014 7:00 pm - Council Chambers Chair: Councillor Rodrigues 7. Director, Corporate Services & City Solicitor, Report FIN 06-14 Statement of the Treasurer Respecting 2013 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe It is recommended that Report FIN 06-14 of the Director, Corporate Services & City Solicitor regarding the Statement of the Treasurer respecting Remuneration and Expenses of Members of Council and Council Appointees for the year 2013 be received for information. Carried 8. Director, Corporate Services & City Solicitor, Report FIN 08-14 Section 357/358 of the Municipal Act—Adjustment to Taxes Recommendation • Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report FIN 08-14 of the Director, Corporate Services & City Solicitor be received; 2. That the write-offs of taxes as provided under Section 357/358 of the Municipal Act, 2001 be approved; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect hereto. Carried " 9. Director, Engineering & Public Works, Report ENG 08-14 Asphalt Resurfacing on Various City Streets and Parking Lots -Tender No. T-7-2014 Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 9 Am °0 Executive Committee cI �ll�=r Meeting Minutes r • Monday, April 14, 2014 7:00 pm - Council Chambers Chair: Councillor Rodrigues 1. That Report ENG 08-14 of the Director, Engineering & Public Works regarding the tender for Asphalt Resurfacing on Various City Streets and Parking Lots be received; 2. That Tender No. T-7-2014 submitted by Furfari Paving Company Limited in the amount of$669,286.75 (HST included) be accepted; 3. That the total gross project cost of$827,439.00 (HST included), including the tender amount and other associated costs, and the total net project cost of $745,134.00 (net of HST rebate) be approved; • 4. That Council authorize the Division Head, Finance &Treasurer to finance the project by transferring the total sum of$745,134.00 from Federal Gas Tax Reserve Fund, Property Taxes, Third Party Contribution, Capital Works Reserve Fund, Provincial Grant and the Rate Stabilization Fund, as provided for in the 2014 approved Capital Budget; and 5. Further that the appropriate officials of the City of Pickering be authorized to take the necessary actions to give effect thereto. Carried 10. Director, Engineering & Public Works, Report ENG 09-14 Artificial Turf Field and Site Improvements -Beverley Morgan Park -Tender No. T-5-2014 Discussion ensued with respect to reallocating funds from the site improvements at Beverley Morgan Park to put towards repairing City streets as well as restoration works within the community as a result of the ice storm. Staff noted they would explore this and provide an update prior to the April 22nd Council meeting. Councillor O'Connell noted her procedural concerns with the reconsideration of a previous • • Council position in this regard. Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report ENG 09-14 of the Director, Engineering & Public Works regarding Tender No. T-5-2014 for Artificial Turf Field and Site Improvements in Beverley Morgan Park be received; 10 Cat! Executive Committee '� �� -5 = � Meeting Minutes - '- Monday, April 14, 2014 7:00 pm - Council Chambers Chair: Councillor Rodrigues 2. That Tender No. T-5-1014 as submitted by Latitude 67 Ltd. in the total tendered amount of$1,321,423.70 (HST included) be accepted; 3. That the total gross project cost of$1,593,031.00 (HST included), including the tendered amount and other associated costs and the total net project cost of $1,434,574.00 (net of HST rebate) be approved; 4. That Council authorizes the Division Head, Finance &Treasurer to finance the project in the amount of$1,434,574.00, to be funded from other revenue York Region (Southeast Collector Enhancements); and 5. That the appropriate City of Pickering officials be authorized to take necessary action to give effect thereto. Carried 11. Fire Chief, Report FIR 01-14 Hazardous Goods Transported by Rail in Pickering Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report FIR 01-14 of the Chief Administrative Officer be received; 2. That Fire Services staff and the Community Emergency Management Coordinator (CEMC) be directed to continue participation in training and familiarization related to dangerous goods response and rail safety initiatives; and 3. That Fire Services staff and the Community Emergency Management Coordinator continue to meet with representatives from CN Rail, CP Rail and Durham Emergency Management Office to explore training opportunities, ensure preparedness and to foster a cooperative relationship that will benefit all parties; and 4. That the appropriate officials be authorized to take the necessary actions to give effect hereto. Carried 11 Cat/ 00 =" Executive Committee Meeting Minutes Cite- Monday, April 14, 2014 7:00 pm - Council Chambers Chair: Councillor Rodrigues (IV) Other Business 1. Councillor O'Connell noted she had received complaints regarding the condition of new home sites such as garbage, parked cars, sidewalks not being cleared and requested staff look into having City Inspectors reporting incidents when they are conducting inspections, rather than waiting for the residents to submit complaints. She requested that a protocol be put in place, or that training be provided in this regard. 2. Councillor O'Connell noted that she would be bringing forward a Notice of Motion with regards to OPG. 3. Councillor McLean requested staff look into the traffic conditions on Liverpool Road surrounding the school site, having discussions with the school board on how best to deal with this. 4. Councillor McLean requested that staff advise Council of the status of the proposed cell tower located at the hydro fields north of Pineridge. 5. Councillor Pickles requested an update on the City's fill by-law to address concerns raised regarding filling operations in North Pickering. (V) Adjournment The meeting adjourned at 11:00 pm. • 12