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HomeMy WebLinkAboutMarch 4, 2019Executive Committee Meeting Minutes Monday, March 4, 2019 2:00 pm Council Chambers Chair: Councillor McLean 1 Present: Mayor Ryan Councillors: K. Ashe M. Brenner S. Butt I. Cumming B. McLean D. Pickles Also Present: T. Prevedel - Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor M. Carpino - Director, Community Services R. Holborn - Director, Engineering Services S. Karwowski - Director, Finance & Treasurer T. Sinclair - CEO, Chief Engagement Officer S. Boyd - Deputy Fire Chief S. Cassel - City Clerk C. Rose - Chief Planner F. Jadoon - Manager, Economic Development & Strategic Projects T. Higgins - Accessibility Coordinator L. Roberts - Committee Coordinator (I) Disclosure of Interest No disclosures of interest were noted. (II) Delegations 1. Honourable Jennifer O’Connell MP Pickering-Uxbridge Federal Government Update The Honourable Jennifer O’Connell, MP, Pickering-Uxbridge, appeared before the Committee to provide an update from the Federal Government. She stated that since her last appearance in Pickering, she has been appointed as Parliamentary Secretary to the Minister of Finance, Youth Economic Opportunity, noting she is looking forward to Executive Committee Meeting Minutes Monday, March 4, 2019 2:00 pm Council Chambers Chair: Councillor McLean 2 creating opportunities for positive change in the area of youth through job creation and strengthening pension plans. She provided an overview of the successes of the Federal Government since taking office, highlighting the creation of 900,000 new jobs, and noted the lowest unemployment rate to date. She further advised on cuts to the small business tax rate from 11 to 9 percent and the increased child tax benefit. Ms. O’Connell noted Durham Region had received millions in Federal funding to support transit and that they were continuing with their mandate to increase high speed broadband coverage in rural areas. She provided an update with respect to infrastructure funding and the Bilateral Agreements between the Federal Government and Provinces and Territories. She stated that there were some frustrations in that the Ontario Government had not provided the priority list of projects and that no funding had yet been given out. In closing, Ms. O’Connell stressed the importance of receiving a priority list from the City in the absence of submissions from the Ontario Government. A discussion period ensued with Members inquiring about the status of the KPMG Needs Study pertaining to the Pickering Airport as well as support and funding for autism in light of recent changes to this program. (III) Matters for Consideration 1. Chief Administrative Officer Report CAO 05-19 City Centre Project: Project Management and Preliminary Engineering Services A discussion period ensued with staff responding to clarification with respect to sole sourcing versus tendering for this project. Staff were requested to provide information to Members prior to the March 25th Council Meeting regarding the timelines of the project and the justifications associated with the sole source. Staff were further requested to provide periodic updates to Council on the project and to continue the practice of obtaining bids as opposed to sole sourcing as much as possible going forward. Recommendation Moved by Mayor Ryan Seconded by Councillor Pickles 1. That Council approve the hiring of Sabourin, Kimble & Associates Ltd. to provide project management services and undertake the necessary preliminary engineering services associated with the City Centre Project, in accordance with Purchasing Policy 10.03 (c) as the assignment is above $50,000.00; Executive Committee Meeting Minutes Monday, March 4, 2019 2:00 pm Council Chambers Chair: Councillor McLean 3 2. That City staff be authorized to continue negotiations with Sabourin, Kimble & Associates Ltd. in order to finalize a consulting agreement that is in a form satisfactory to the Chief Administrative Officer; 3. That the total gross project cost of $500,000.00 (plus HST) be approved for this assignment; 4. That Council authorize the Director, Finance & Treasurer to finance the net project cost from Capital Budget account 5203.1902.6500; 5. That staff be authorized to enter into discussions with Ontario Pension Board Reality Inc., the owner of Pickering Town Center to cost share the above noted project cost; and 6. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 2. Director, Finance & Treasurer, Report FIN 03-19 Statement of the Treasurer Respecting 2018 Remuneration and Expenses of Members of Council and Council Appointees to Boards, Agencies and Committees Recommendation Moved by Councillor Brenner Seconded by Councillor Butt It is recommended that Report FIN 03-19 of the Director, Finance & Treasurer regarding the Statement of the Treasurer respecting Remuneration and Expenses of Members of Council and Council Appointees for the year 2018 be received for information. Carried 3. Director, Corporate Services & City Solicitor, Report CLK 03-19 Boards and Advisory Committees of Council Policy and Terms of Reference Updates Recommendation Moved by Councillor Pickles Seconded by Councillor Butt Executive Committee Meeting Minutes Monday, March 4, 2019 2:00 pm Council Chambers Chair: Councillor McLean 4 1. That Report CLK 03-19 pertaining to updates to Boards and Committees Policy ADM 040 and the Terms of Reference for Pickering Boards and Committees of Council be received; 2. That the changes to Policy ADM 040 included as Attachment #1 to CLK 03-19 be approved; 3. That the list of Boards and Committees and their respective Terms of Reference included as Attachment #2 to CLK 03-19 be approved; and, 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried as Amended Later in the Meeting [Refer to Following Motions] Moved by Councillor Brenner Seconded by Councillor Pickles That Section 04.03 of Attachment # 1 be amended to read as follows: Advisory Committees shall prepare an annual report to Council reviewing their goals, objectives and successes in relation to their work plan, and should include a delegation to Council. The substance of the report shall be prepared by the Advisory Committee members, with administrative assistance and policy advice given by City staff. Carried Moved by Councillor Brenner Seconded by Councillor Cumming That Section 6.0 of the Taxicab Advisory Committee Terms of Reference be amended to read as follows: The TAC will meet as required to conduct appeal hearings at the Pickering Civic Complex. Meetings shall be called no less than quarterly, or sooner as determined by staff, to provide input regarding matters relating to the taxicab industry. Motion Lost The Main Motion as amended was then Carried. Executive Committee Meeting Minutes Monday, March 4, 2019 2:00 pm Council Chambers Chair: Councillor McLean 5 4. Director, Corporate Services & City Solicitor, Report CLK 02-19 Revisions to Code of Conduct Policy ADM 070 and Procedure ADM 070 -001 - Changes required through Bill 68, Harmonization of Gifts and Benefits Wording and Housekeeping Matters A brief discussion ensued with Members questioning whether this policy was consistent with the Region and other area municipalities and whether the City would be considering a lobbyist registry. Recommendation Moved by Councillor Pickles Seconded by Councillor Ashe 1. That Report CLK 02-19 respecting changes to the Code of Conduct Policy ADM 070 and Procedure ADM 070-001 be received; 2. That the changes to Policy ADM 070 as outlined in Attachment #1 to CLK 02-19 be approved save and except that the words ‘within the City’ be struck from Section 04.02 i) and that section 04.04 be amended to add item 04.02 i) as an exception to the maximum acceptable dollar-limit; 3. That the changes to Procedure ADM 070-001 as outlined in Attachment #2 to CLK 02-19 be approved; 4. That the Mayor and Clerk be authorized to execute an addendum agreement for Integrity Commissioner services to align with the new provisions of Bill 68; 5. That the draft by-law to amend Procedure By-law #7665/18 as presented in Attachment #3 to CLK 02-19 be enacted; 6. That the draft by-law to confirm the appointment of the Integrity Commissioner and the expanded roles and responsibilities as presented in Attachment #6 to CLK 02-19 be enacted; 7. That a copy of this report be forwarded to the Regional Clerk, Regional Municipality of Durham, all Durham Region Municipalities and to the Integrity Commissioner, Guy Giorno, Fasken Martineau Dumoulin LLP; and, 8. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Executive Committee Meeting Minutes Monday, March 4, 2019 2:00 pm Council Chambers Chair: Councillor McLean 6 Carried (IV) Other Business 1. Councillor Butt requested that staff reach out to those responsible for the charity boxes located throughout the City of Pickering in order to monitor the contents on a regular basis. Staff requested Councillor Butt to provide them with the locations. (V) Adjournment Moved by Councillor Ashe Seconded by Councillor Brenner That the meeting be adjourned. Carried The meeting adjourned at 2:53 pm.