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HomeMy WebLinkAboutNovember 2, 2020 Executive Committee Meeting Minutes November 2, 2020 Electronic Meeting – 2:00 pm Chair: Councillor Butt 1 Present: Mayor David Ryan Councillors: D. Pickles – arrived at 2:01 pm Also Present: M. Carpino - Interim Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor B. Duffield - (Acting) Director, Community Services J. Eddy - Director, Human Resources J. Hagg - Fire Chief J. Flowers - CEO & Director of Libraries, Pickering Public Library R. Holborn - Director, Engineering Services F. Jadoon - Director, Economic Development & Strategic Projects S. Karwowski - Director, Finance & Treasurer C. Rose - Chief Planner S. Cassel - City Clerk S. Booker - Manager, Capital Projects & Infrastructure D. Jacobs - Manager, Policy & Geomatics J. McMullen - Supervisor, Geomatics L. Narraway - Supervisor, Animal Services A. Mostert - Sr. Coordinator, Landscape & Parks Development R. Perera - (Acting) Committee Coordinator K. Ashe M. Brenner S. Butt I. Cumming – arrived at 2:03 pm B. McLean 1. Roll Call The City Clerk certified that all Members of Council were present, with the exception of Councillor Cumming and Councillor Pickles, and noted that all Members present were participating electronically in accordance with By-law 7771/20. 2. Disclosure of Interest No disclosures of interest were noted. Executive Committee Meeting Minutes November 2, 2020 Electronic Meeting – 2:00 pm Chair: Councillor Butt 2 3. Delegations 3.1 Paul White, Fairport Beach Neighbourhood Association Re: Re: Report ENG 05-20 Rotary Frenchman’s Bay West Park - Master Plan Update Paul White, Fairport Beach Neighbourhood Association, joined the electronic meeting via audio connection. Mr. White provided a brief overview of the history of the Rotary Frenchman’s Bay West Park, noting the Fairport Beach Neighbourhood Association’s involvement in the project dated back to 1920. He stated that when the Park opened it quickly became a popular destination for people from all over the GTA leading to increased traffic, shortage of parking, incidents of road rage and violence, adding that security is a key concern within the Park. Mr. White added that he is pleased with the findings of Report ENG 05-20, stating that the beach area where boats were being launched was not intended to act as a boat launch area and that there is access through the marina for those who would like to access the water. He advised Council that due to the high water level issues in 2018 and 2019, the washrooms would need to be relocated closer towards the west side of the Park to avoid any future flooding. Mr. White concluded his delegation by stating that he is looking forward to Phases 2 and 3 of the Master Plan. A question and answer period ensued between Members of the Committee and Paul White regarding:  possible solutions for the present parking issues;  feedback from the Community regarding the installation of a CCTV security system in the park; and,  the Community’s opinion on Council’s decision to close the road and not have a boat launch for motorized vehicles. 3.2 David Steele Pickering West Shore Community Association Re: Report ENG 05-20 Rotary Frenchman’s Bay West Park - Master Plan Update David Steele, Pickering W est Shore Community Association, joined the electronic meeting via audio connection. Mr. Steele noted that he had been the Chair of a Taskforce in relation to the Rotary Frenchman’s Bay West Park since 1991 and that the Taskforce is comprised of 150 Pickering residents. He stated that the Executive Committee Meeting Minutes November 2, 2020 Electronic Meeting – 2:00 pm Chair: Councillor Butt 3 Association is opposed to the boat launch and is in agreement with the findings of the Report and Council’s decision to close the road to the boat launch. Mr. Steele inquired whether the setback would be made of armour stone and whether the armour stone would be moved further back to allow for more sand on the beach. He further inquired about the future plans for the existing boat launch and whether it would also be built up with sand and amour stone. Mr. White added that the accessibility concerns had been addressed well in the Report, noting that he is pleased with the inclusion of a wheelchair matt in Spot 11 and the use of limestone for the walkways. Mr. Steele expressed concerns regarding the lack of security in the Park adding that he is in support of installing cameras in the Park. Mr. Steele concluded his delegation by noting that Staff should consider adding bicycle lanes to the existing trails in the park. Richard Holborn, Director, Engineering Services, was requested to follow up with Mr. Steele to address questions raised during his delegation. 4. Matters for Consideration 4.1 Director, Corporate Services & City Solicitor, Report BYL 04-20 PetSmart Charities Adoption Partner Program - Approval to Sign Agreement Recommendation: Moved by Councillor Pickles Seconded by Councillor Brenner 1. That the PetSmart Charities Adoption Partner Program agreement be approved; 2. That the attached PetSmart Charities Adoption Partner Agreement be executed on the City’s behalf by the Mayor and City Clerk; and, 3. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Carried 4.2 Director, Engineering Services, Report ENG 05-20 Rotary Frenchman’s Bay West Park - Master Plan Update Executive Committee Meeting Minutes November 2, 2020 Electronic Meeting – 2:00 pm Chair: Councillor Butt 4 Richard Holborn, Director, Engineering Services, responded to questions from Members of the Committee regarding the questions posed by David Steele, Pickering West Shore Community Association, adding that Staff would follow up with Mr. Steele in response to his delegation. Mr. Holborn noted that armour stone would be used near the Service Vehicle Turn-around, in some areas where the elevations would be raised for viewing platforms, and around wave uprush areas. Mr. Holborn added that the shoreline protection area would use natural stone and that such details would be finalized during the design phase of the project. A brief question and answer period ensued between Members of the Committee and Staff regarding:  a status update on the proposed installation of CCTV cameras and whether this had been included in the 2021 budget; and,  clarification on the terminology and the purpose of the Passive Waterfront Recreation Node referenced in the Report. Recommendation: Moved by Councillor Brenner Seconded by Councillor Ashe 1. That the Rotary Frenchman’s Bay West Park Master Plan Update as set out in Attachment #1 be endorsed by Council; 2. That City staff be directed to coordinate with the Toronto and Region Conservation Authority to prepare the detailed design in preparation for construction; 3. That City staff consider including funds in the 2021 Parks Capital Budget to complete the detailed design and implementation of the Master Plan; 4. That a copy of this report be forwarded to the Toronto and Region Conservation Authority for their information, and that they be advised of Council’s decision on this matter; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.3 Director, Engineering Services, Report ENG 12-20 Beachfront Park Rehabilitation & Needs Assessment Executive Committee Meeting Minutes November 2, 2020 Electronic Meeting – 2:00 pm Chair: Councillor Butt 5 - Work Plan Status Report A question and answer period ensued between Members of the Committee and Richard Holborn, Director, Engineering Services, regarding:  the need for security cameras in the area to address safety concerns;  whether the $100,000 which was approved by City Council in preparation of the Waterfront Park Needs Assessment had been exhausted with Mr. Holborn advising that Staff had received a proposal from MBTW Group for $50,000, which was approved by Council, and that the balance of the funds had been returned to the development charge reserve fund;  the cost of public engagement, whether these costs would be included in the 2021 budget, and the timelines of the Project;  reporting back to Council in early March regarding the rollout of the Project and keeping Council apprised throughout the process;  whether the work needed for the shoreline would be the same for both sides of the road;  whether the concept plans referenced in the Staff Report had been provided to Council; and,  the importance of the Beachfront Park boardwalk and the plans to construct it. Recommendation: Moved by Councillor Brenner Seconded by Councillor Ashe 1. That Report ENG 12-20 regarding a Work Plan Status Report for Beachfront Park, as a follow-up to Report ENG 13-19 and in response to Resolutions #196/19 & 197/19, be received for information; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried Later in the Meeting (See Following Motion) Moved by Councillor McLean Seconded by Councillor Cumming That the main motion be amended by adding the following as a new Item 3 and the recommendation renumbered accordingly: Executive Committee Meeting Minutes November 2, 2020 Electronic Meeting – 2:00 pm Chair: Councillor Butt 6 That Staff be directed to report back to the Executive Committee in March 2021, with the roll out plan for the public engagement process and a status update on the project. Carried The Main Motion, as Amended, was then Carried 4.4 Director, Finance & Treasurer, Report FIN 13-20 2021 Interim Levy and Interim Tax Instalment Due Dates A brief question and answer period ensued regarding the feasibility of the dates outlined in Report FIN 13-20 due to the impact of the second wave of COVID-19, and whether Council would be informed of the status of the arrears for the fourth tax installment of 2020. Stan Karwowski, Director, Finance & Treasurer, advised Members of the Committee that Staff would reevaluate the situation in February and April 2021, similar to the assessment done earlier this year, and that Staff would report back to Council through a Memorandum regarding the arrears for the fourth tax installments. Recommendation: Moved by Councillor Cumming Seconded by Councillor Pickles 1. That an interim property tax levy be adopted for all realty property classes for 2021; 2. That the interim property tax levy instalment due dates be February 24 and April 28, 2021; 3. That the attached draft by-law, providing for the imposition of the taxes, be enacted; and, 4. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.5 Director, Finance & Treasurer, Report FIN 14-20 2020 Year End Audit (Interim) Executive Committee Meeting Minutes November 2, 2020 Electronic Meeting – 2:00 pm Chair: Councillor Butt 7 Staff/Consultant Delegation Pina Colavecchia, Partner, Deloitte LLP on Report FIN 14-20 Pina Colavecchia, Partner, Deloitte LLP, joined the electronic meeting via audio connection and noted that the audit service plan would be similar to previous years as there had not been any material changes in accounting standards and auditing dates. She briefly outlined the audit risks identified, which included revenue recognition, management override of controls, implementation of a new financial system, and management judgments and accounting estimates. A question and answer period ensued between Members of the Committee and Pina Colavecchia regarding:  whether risk levels for debt ratios are considered as part of the audit process and whether debt levels are reviewed as it pertains to the maximum allowable under Provincial regulations;  whether processes such as the procurement processes are assessed to ensure they are in accordance with Corporate operating procedures;  the technique used in selecting the samples for the assessment; and,  whether there were any concerns with switching to the new financial system at any time during the 2021 fiscal year if it was not ready for January 1, 2021. Recommendation: Moved by Councillor Brenner Seconded by Councillor Cumming 1. That the Audit Service Plan as submitted by Deloitte LLP, set out in Attachment 1 to this report, be received for information; and, 2. That the Interim Chief Administrative Officer and the Director, Finance & Treasurer be authorized to sign the confirmation of change to the master services agreement on behalf of the City. Carried 4.6 Director, City Development & CBO, Report PLN 23-20 Street Naming Policy - Council Endorsement Executive Committee Meeting Minutes November 2, 2020 Electronic Meeting – 2:00 pm Chair: Councillor Butt 8 Members of the Committee referred to a memo dated October 29, 2020 from the Director, City Development & CBO that was provided to Members prior to the meeting, regarding a revised Appendix I to Report PLN 23-20. A brief question and answer period ensued regarding whether former elected officials would be included in the definition and interpretation of the Policy as it relates to Pickering’s heritage and the naming of streets. Kyle Bentley, Director, City Development & CBO, advised Members of the Committee that Pickering elected officials could be included in that criteria of the Policy under Section 02.01 g) iv). Recommendation: Moved by Councillor Cumming Seconded by Councillor McLean 1. That Council endorse the Street Naming Policy, as set out in the revised Appendix I attached to the Memorandum from the Director, City Development & CBO, dated October 29, 2020, subject to minor revisions acceptable to the Director, City Development & CBO; and, 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 5. Other Business There was no other business. 6. Adjournment Moved by Councillor Cumming Seconded by Councillor Pickles That the meeting be adjourned. Carried The meeting adjourned at 3:12 pm.