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HomeMy WebLinkAboutJune 7, 2021Executive Committee Meeting Minutes June 7, 2021 Electronic Meeting – 2:00 pm Chair: Councillor McLean Present: Mayor David Ryan Councillors: K. AsheM. BrennerS. Butt I. CummingB. McLeanD. Pickles Also Present: M. Carpino -Chief Administrative Officer K. Bentley -Director, City Development & CBO P. Bigioni -Director, Corporate Services & City Solicitor J. Eddy -Director, Human Resources J. Hagg -Fire Chief R. Holborn -Director, Engineering Services F. Jadoon -Director, Economic Development & Strategic Projects S. Karwowski - Director, Finance & Treasurer S. Cassel -City Clerk S. Booker -Manager, Capital Projects & Infrastructure V. Plouffe -Manager, Facilities Capital Projects A. Mostert -Manager, Landscape & Parks Development N. Emery -Coordinator, Traffic Operations C. Whitaker -Supervisor, Sustainability C. Blumenberg - Deputy Clerk 1.Roll Call The City Clerk certified that all Members of Council were present and participating electronically in accordance with By-law 7771/20. 2.Disclosure of Interest No disclosures of interest were noted. 3.Delegations 3.1 Julia Hummel 1 Executive Committee Meeting Minutes June 7, 2021 Electronic Meeting – 2:00 pm Chair: Councillor McLean 2 Re: Report AS 01-21 Dunmoore Park -Conversion of Small Baseball Diamond to Leash Free Area Julia Hummel, 685 Hillview Crescent, joined the electronic meeting via audio connection and spoke to Report AS 01-21 regarding Conversion of Small Baseball Diamond to Leash Free Area. She spoke to the tragedy of losing Ricky, her six-year-old German Shephard/Labrador retriever mix that was found near Petticoat Creek. Ms. Hummel spoke of the immense community support in searching for Ricky and how much it meant to her family. She noted that when her family was appraised of the plans for the leash free dog park, the idea to somehow memorialize Ricky in some way resonated with them. Ms. Hummel sought Committee’s support to incorporate Ricky into the design to include a memorial of him, and further added that this is an opportunity for a dog memorial concept. A brief discussion period ensued between Members of the Committee, and Julia Hummel, regarding how Ricky’s disappearance had touched a lot of people in the City and brought the community together. 4.Matters for Consideration 4.1 Director, Corporate Services and City Solicitor, Report AS 01-21Dunmoore Park -Conversion of Small Baseball Diamond to Leash Free Area A question and answer period ensued between Members of the Committee, and Paul Bigioni, Director, Corporate Services & City Solicitor, regarding: •exploring the memorial component as part of the design work for the leashfree portion of the park; •how the leash free park enables responsible pet ownership and socializingin a safe environment; •how the leash free park is a ‘use at owners’ risk’ facility, and the City does not take liability or responsibility for damage or injury; •confirmation that a memorial has not been a feature of any existing off-leash dog areas; •how off leash park safety is considered through careful design; •the waste management options at the leash free park, with Mr. Bigioniadvising that separate receptacles would be in place for dog waste andordinary waste, and how it is the personal responsibility of all pet owners to clean up after their pets; •applying memorial protocols to all off-leash dog parks in the City andconsideration of the current procedures in place for memorials through the Executive Committee Meeting Minutes June 7, 2021 Electronic Meeting – 2:00 pm Chair: Councillor McLean 3 planting of trees, benches, and plaques, all of which are at the request and cost of the requestor; •whether there have been any issues with dog bites or attacks in current dog parks. Mr. Bigioni stated he is not aware of any issues but would confirm this prior to the June 28th Council Meeting; and, •whether there had been exchanges on the memorialization matter betweenstaff and the delegate. Mr. Bigioni advised that staff were aware and have been actively engaged in discussions and would continue to explore options on how the memorial might be incorporated. He noted staff willensure naming rights and other established procedures that may need tobe modified are in order, prior to implementing a memorializationcomponent. Recommendation: Moved by Councillor Brenner Seconded by Councillor Ashe 1.That Report AS 01-21 regarding the conversion of the small baseballdiamond in Dunmoore Park to a leash free area be received; 2.That Council endorse the creation of a leash free area in Dunmoore Park; and, 3.That appropriate City of Pickering officials be authorized to take the actionsnecessary to implement the recommendations in this report. Carried Unanimously on a Recorded Vote 4.2 Director, Corporate Services & City Solicitor, Report CLK 03-21 Ward Boundary Review -Final Report – Watson & Associates Economists Ltd. Consultant Delegation Jack Ammendolia, Managing Partner and Director, Education, Watson & Associates Economists Ltd., and Dr. Robert J. Williams, Public Affairs Consultant, on Report CLK 03-21 Jack Ammendolia and Dr. Robert Williams joined the electronic meeting via video connection to provide an overview of the Ward Boundary Review. Through the aid of a PowerPoint presentation, Mr. Ammendolia provided a project summary, including research and information gathering, technical components including Executive Committee Meeting Minutes June 7, 2021 Electronic Meeting – 2:00 pm Chair: Councillor McLean 4 population forecasting, development of preliminary ward boundary options, public engagement, and the creation of the final ward boundary options. Mr. Ammendolia spoke to the reasons why the ward boundary review has been initiated, and noted that the project was tackled in two phases including comprehensive virtual engagement due to the COVID-19 Pandemic, which included two surveys with 730 responses, social media engagement, which reached 70,000 people, and virtual public information sessions. Dr. Williams provided an overview of the public feedback received on the guiding principles and stated that the results had been considered in the design of the final ward options, noting that effective representation had been ranked highest. He spoke about the history of the existing system which has been in place since 1974, and the methodology utilized to arrive at the 3 recommended options. He highlighted the population projections and how the current wards do not reach optimal range. The consultants provided a detailed overview of each of the recommended options for Committee’s consideration. In conclusion, the consultants outlined next steps, including the adoption of a By-law and the Ontario Land Tribunal appeal process. A question and answer period ensued between Members of the Committee, Jack Ammendolia, and Dr. Williams, regarding: •the risk of not taking action, and how through the professional evaluation ofthe current wards, against the guiding principles, it was clear that there were deficiencies in the current system; •how there is significant population change coming, and how therecommended options bridge the gap to move forward; •how Final Option 2 met most of the guiding principle criteria, and may be the optimal choice; •the timelines to implement the new ward boundaries for the 2022 MunicipalElection; •the particulars of the appeal process and how no action can be taken untilafter the 45-day appeal period has ended, and the associated impactspertaining to the preparations for the 2022 Municipal Election and ability todevelop a voters’ list that is reflective of any ward boundary changes; •whether the public engagement provided a good cross representation offeedback; •the length of time the current ward structure has been in place, perpetuating an already inequitable system by retaining the status quo, and the tendency to wait for the growth to occur prior to making ward boundarychanges; •how the recommended options ensure the proposed ward system is onethe City can grow into. Dr. Williams commented that it is a best practice to Executive Committee Meeting Minutes June 7, 2021 Electronic Meeting – 2:00 pm Chair: Councillor McLean 5 conduct a periodic review of the ward boundaries as a routine exercise noting that a reasonable time frame for reviewing ward boundaries and composition could be every 3 elections; •the methodology utilized for population projections, including an analysis of City building permit data, the Region’s Official Plan and City’s populationforecasts noting that growth is a moving target; •clarification on recommended Option 3B, and how it can be decided in thefuture based on a population thresholds and further technical analysis; •whether this was a topic of interest to Pickering residents, and how therewere not many people engaged with minimal attendance at the virtual openhouses. Mr. Ammendolia stated that it is challenging to engage the public on municipal matters, and this is reflective in the general low voter turnout rates in municipal elections. He further added that a concerted effort wasmade in the second phase for more engagement on the preliminary wardoptions; •the inequalities in recommended Option 2, and how it does not become optimal until 2030, creating disparity that is well below the acceptable rangefor the 2022 Election, with the consultant noting that Option 2 was focusedon future population growth and that it met all other guiding principles; •whether a modification to the existing boundaries to extend Ward 1 and 2 boundaries could be an interim step to bridge the population disparity untilthe 2026 Election with the goal of moving to Option 2 in the future; •the effective representation challenges in the Supreme Court, and how population equity is sometimes not in everyone’s best interest. Dr. Williams advised that you cannot apply population numbers rigidly, and thatpopulation data needs to be applied fairly, taking into considerationcommunities of interest, geography, urban/rural characteristics, and otherunique distinctions within the municipality itself; •whether demographics had been considered as part of the Review and howthere needs to be connectivity and connection, noting that the City is ablend of characteristics with many communities of interest and the need toprovide distinction between those communities; •how the ward boundary review process is about equity and effectiverepresentation, noting that the status quo is not equitable and provides themessage that the current ward structure serves residents well; •whether the proposed changes are accomplishing what is needed for the near future given the flip in the population disparity that is currently seen inWard 3; •the impacts to residents if an interim change is made for the 2022 Election and another change in the boundaries is made for the 2026 Election and the potential confusion this may create; Executive Committee Meeting Minutes June 7, 2021 Electronic Meeting – 2:00 pm Chair: Councillor McLean 6 •how replacing a flawed system with another flawed system in the short termis not a viable option; •the demographics of communities of interest and voters in the City; and, •the need for continued discussions to see whether an alternative optionmight be a compromise prior to the June 28th Council Meeting. Recommendation: Moved by Councillor Brenner Seconded by Councillor Ashe 1.That Report CLK 03-21, regarding the Ward Boundary Review Final Report, from Watson & Associates Economists Ltd., be received; 2.That Final Option 2, as outlined in the 2020/2021 Ward Boundary ReviewFinal Report for the City of Pickering be approved; 3.That the Clerk be directed to bring forward the applicable By-law to changethe ward boundaries at the June 28, 2021 Council Meeting for enactment;and, 4.That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Lost on a Recorded Vote as Follows: Yes Councillor Ashe Councillor Brenner Councillor McLean No Councillor Butt Councillor Cumming Councillor Pickles Mayor Ryan Moved by Councillor Ashe Seconded by Councillor Brenner 1.That Report CLK 03-21, regarding the Ward Boundary Review FinalReport, from Watson & Associates Economists Ltd., be received; 2.That Final Option 1, as outlined in the 2020/2021 Ward Boundary ReviewFinal Report for the City of Pickering be approved; Executive Committee Meeting Minutes June 7, 2021 Electronic Meeting – 2:00 pm Chair: Councillor McLean 7 3.That the Clerk be directed to bring forward the applicable By-law to changethe ward boundaries at the June 28, 2021 Council Meeting for enactment;and, 4.That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report Lost on a Recorded Vote as Follows: Yes Councillor Ashe Councillor Brenner Councillor McLean No Councillor Butt Councillor Cumming Councillor Pickles Mayor Ryan Moved by Mayor Ryan Seconded by Councillor Butt 1.That Report CLK 03-21, regarding the Ward Boundary Review FinalReport, from Watson & Associates Economists Ltd., be received; and, 2.That the existing ward boundaries for the City of Pickering be maintained. Note: The disposition of this matter was handled through the referral motion below: Moved by Councillor Ashe Seconded by Councillor Brenner That the motion to retain the existing ward boundaries for the City of Pickering be referred directly to Council at the June 28, 2021, Council meeting. Carried on a Recorded Vote as Follows: Yes Councillor Ashe Councillor Brenner Councillor Cumming Councillor McLean No Councillor Butt Councillor Pickles Mayor Ryan 4.3 (Acting) Director, Community Services, Report CS 09-21 Community Association Lease Agreement -Pickering Ajax Italian Social Club Executive Committee Meeting Minutes June 7, 2021 Electronic Meeting – 2:00 pm Chair: Councillor McLean 8 Discussion ensued regarding the ownership of the Pickering Ajax Italian Social Club, and booking facility. Vince Plouffe, Manager, Facilities Capital Projects, advised that the City owns the bocce court, kitchenette and external storage room, and that the Italian Social Club owns the portable structure. He clarified that non- members of the Club can use the facility, and play bocce ball by booking the space through the Italian Club. Recommendation: Moved by Councillor Brenner Seconded by Councillor Pickles 1.That the Mayor and City Clerk be authorized to execute the Lease Agreement with the Pickering Ajax Italian Social Club as set out in Attachment 1 to this report, subject to minor revisions as may be requiredby the (Acting) Director, Community Services and the Director, CorporateServices & City Solicitor; and, 2.That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried 4.4 (Acting) Director, Community Services, Report CS 23-21 Claremont Golden Age Seniors Club -Lease Agreement Recommendation: Moved by Councillor Pickles Seconded by Councillor Brenner 1.That the Mayor and City Clerk be authorized to execute the Lease Agreement with Claremont Golden Age Seniors Club set out in Attachment 1 to this Report, subject to minor revisions as may be required by theDirector, Community Services and the Director, Corporate Services & CitySolicitor; and, 2.That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried Executive Committee Meeting Minutes June 7, 2021 Electronic Meeting – 2:00 pm Chair: Councillor McLean 9 4.5 (Acting) Director, Community Services, Report CS 25-21 Community Safety and Well-Being Plan -Update Recommendation: Moved by Councillor Brenner Seconded by Councillor Butt 1.That Council receive Report CS 25-21 for information regarding the updateon the City of Pickering’s Community Safety and Well-Being Plan; 2.That Council endorse the City of Pickering’s application for membership with the Canadian Municipal Network on Crime Prevention and that the Mayor be authorized to execute and submit the corresponding letter ofsupport, as set out in Attachment 1; and, 3.That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Carried 4.6 Director, Engineering Services, Report ENG 14-21 Automated Speed Enforcement Implementation -Status Update A brief question and answer period ensued between Members of the Committee, and Richard Holborn, Director, Engineering Services regarding: •timelines of the Automated Speed Enforcement program’s implementation,with Mr. Holborn advising that the two cameras would be installed onAugust 19, 2021, with signage already installed at the two locationsadvising they are coming soon; •how the City of Toronto agreement had been executed, and theagreements with the Ministry of Transportation and Redflex Traffic Systemswere in the process of being executed; •the rotation of the cameras being in the first 2 locations for 6 weeks, and then moving them to the next location so that by the end of 2021, they willhave covered several locations; and, •how road safety is a major concern and how these cameras are an important tool for community safety. Executive Committee Meeting Minutes June 7, 2021 Electronic Meeting – 2:00 pm Chair: Councillor McLean 10 Recommendation: Moved by Councillor Brenner Seconded by Councillor Butt 1.That Report ENG 14-21 regarding the status update of the implementationof the Automated Speed Enforcement program, as a follow-up to ReportENG 05-21 and in response to Resolution #543/21, be received forinformation; and, 2.That the appropriate officials of the City of Pickering be authorized to takethe necessary actions as indicated in this report. Carried Unanimously on a Recorded Vote 4.7 Director, Finance & Treasurer, Report FIN 10-21 Annual Indexing – Development Charges and Seaton Financial Impacts Agreement Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1.That Report FIN 10-21 of the Director, Finance & Treasurer be received; 2.That effective July 1, 2021 as provided for in By-law No. 7595/17, asamended by By-laws No. 7727/19 and No. 7802/20, the DevelopmentCharges referred to in Schedule “C” of that By-law be increased by 3.1 per cent; 3.That effective July 1, 2021 the payments related to “10 per cent SoftServices” as provided for by the Seaton Financial Impacts Agreementdated November 26, 2015 be increased by 3.1 per cent; and, 4.That the appropriate City of Pickering officials be authorized to take thenecessary actions as indicated in this report. Carried 4.8 Director, City Development & CBO, Report PLN 30-21 Local Enhancement and Appreciation of Forests (LEAF) Organization’s Tree Planting Program Update Executive Committee Meeting Minutes June 7, 2021 Electronic Meeting – 2:00 pm Chair: Councillor McLean 11 A brief question and answer period ensued between Members of the Committee, and Kyle Bentley, Director, City Development & CBO regarding: •how the 4-year lease Program would help subsidize residents’ planting of trees and shrubs, noting that the City would contribute an annual amount tothe Program and that the Region of Durham and 5 of the lower tiermunicipalities would also be contributing to the Program. Mr. Bentley notedthat the Local Enhancement and Appreciation of Forests (LEAF) Organization orchestrates the Program, and a resident may have to pay for a portion of the cost, but not the full amount; •how the Program enables expertise from LEAF, including soil samples,plant care and advice on tree species; •how the opportunity, once approved by Council, would be promoted on theCity’s website as well as a promotional campaign with LEAF; and, •how residents can apply directly through LEAF to participate in the Program. Recommendation: Moved by Councillor Brenner Seconded by Councillor Cumming 1.That Report PLN 30-21 of the Director, City Development & CBO, on theupdate of the Local Enhancement and Appreciation of Forests (LEAF)Organization’s Tree Planting Program, be received; 2.That the Mayor and City Clerk be authorized to execute a 4-year jointagreement between the Region of Durham, the Local Enhancement andAppreciation of Forests (LEAF) organization and participating municipalitiesto deliver the tree planting program from July 1, 2021 to June 30, 2025, as set out in Attachment #1 of this report, subject to minor revisions with terms and conditions satisfactory to staff from a legal services and insuranceperspective; 3.That the appropriate City staff be directed to take the necessary actions as indicated in this report; and, 4.That staff be directed to report back with a summary of the results, and ifsuccessful, consider continuing the program in subsequent years pendingbudget approval. Carried Executive Committee Meeting Minutes June 7, 2021 Electronic Meeting – 2:00 pm Chair: Councillor McLean 12 5.Other Business 5.1 Councillor Brenner noted the challenges at the City’s waterfront, advising that the majority of people are respectful, but that the actions of a few were not. He requested that staff outline a viable plan to tighten measures and address illegal parking at the waterfront in the immediate term especially with the July long weekend approaching. He discussed options, such as increasing staff compliment to apply zero tolerance, increasing parking fines, arranging for tow trucks to remove illegally parked vehicles, strong and clear messaging to the community, and additional resources for litter pickup. Moved by Councillor Brenner Seconded by Councillor Ashe That staff be directed to bring forward a report on recommendations to effectively deal with enforcement matters at the City’s waterfront, as identified by the CAO, that require Council approval, at the June 28, 2021, Meeting of Council. Carried Unanimously on a Recorded Vote 5.2 Councillor Brenner sought information on waste management strategies to deal with the volume of garbage at the waterfront. Marisa Carpino, Chief Administrative Officer, advised that there are currently three staff dedicated for garbage pick-up at the City’s waterfront 3 times a day on the weekend. She noted that an additional two staff will be deployed to effectively address the volume for a total of five staff resources. She further added that individuals are enjoying the waterfront which generates a large volume of garbage, as such, staff will keep on top of the waste removal with the additional resources. 5.3 Councillor Brenner raised the matter of safety at the City’s multi-purpose trails, with cyclists not dismounting at bridges, such as the Petticoat Creek Conservation Park, Waterfront Trail bridge. He sought clarification on options to reduce the risk and address the problem as it is a safety concern for pedestrians. Ms. Carpino responded that this matter is about public education to ensure the public is aware of the cyclist signage to dismount, when necessary, at multi-purpose trails. She advised that staff have explored best practices for bridges on multipurpose trails and would continue to rely on signage and messaging to remind cyclists to dismount. 5.4 Mayor Ryan gave notice that he would be bringing forward a Notice of Motion at the June 28, 2021, Meeting of Council, regarding the desired Federal Government response to the Residential School situation. Executive Committee Meeting Minutes June 7, 2021 Electronic Meeting – 2:00 pm Chair: Councillor McLean 13 6.Adjournment Moved by Councillor Pickles Seconded by Councillor Cumming That the meeting be adjourned. Carried The meeting adjourned at 5:00 pm.