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HomeMy WebLinkAboutSeptember 13, 2021 Executive Committee Meeting Minutes September 13, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Brenner Present: Mayor David Ryan Councillors: K. AsheM. BrennerS. Butt I. Cumming B. McLeanD. Pickles Also Present: M. Carpino -Chief Administrative Officer K. Bentley -Director, City Development & CBO P. Bigioni -Director, Corporate Services & City Solicitor S.Douglas-Murray - Director, Community Services B. Duffield -Director, Operations 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 A.Mostert -Manager, Landscape & Parks Development C. Blumenberg -Deputy Clerk N. Emery -Coordinator, Traffic Operations 1.Roll Call The City Clerk certified that all Members of Council were present and participatingelectronically in accordance with By-law 7771/20. 2.Disclosure of Interest No disclosures of interest were noted. 3.Delegations There were no delegations. 1 Executive Committee Meeting Minutes September 13, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 4.Matters for Consideration 4.1 Director, Corporate Services and City Solicitor, Report CLK 04-212022 Committee and Council Meeting Schedule Recommendation: Moved by Councillor McLean Seconded by Councillor Pickles A brief question and answer period ensued between Members of the Committee, and Stan Karwowski, Director Finance & Treasurer, regarding: •the different strategy approaches to the budget cycle, and the rationale of moving the budget meeting dates from February to March. Mr. Karwowski, noted that the shift is due to the new SAP financial system, the continueduncertainty surrounding the COVID-19 Pandemic, as well as theopportunity to consider any additional funding announcements for grantsbefore the approval of the budget; •ensuring that staff are prepared to issue budgetary contracts, such assidewalk works, as soon as the budget is finalized; and, •the ability to take advantage of unexpected grants, with Marisa Carpino,CAO, confirming that for the 2022 budget cycle, staff would be taking the unique approach to include all projects that have grant funding possibilitiesto permit Council to endorse such projects, without having to delay theapplication process. Recommendation: Moved by Councillor McLean Seconded by Councillor Pickles 1.That the 2022 Committee and Council Meeting Schedule appended as Attachment No. 1 to Report CLK 04-21 be approved; and, 2.That the appropriate City of Pickering officials be authorized to take thenecessary actions as indicated in this report. Carried 4.2 Director, Community Services, Report CS 30-21 COVID-19 Testing and Assessment Centre 2 Executive Committee Meeting Minutes September 13, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Brenner Fee waiver request for the O’Brien Room at Chestnut Hill Developments Recreation Complex Brief discussion ensued regarding the loss of lease revenue and whether the clinic was billing to OHIP for the testing and assessments. Further discussion ensued regarding the possibility of recovering the lost revenue through the Province’s COVID-19 Relief Funding. Recommendation: Moved by Councillor McLean Seconded by Councillor Pickles 1. That the O’Brien Rooms and associated support spaces (as outlined in Attachment 1), located at the Chestnut Hill Developments Recreation Complex, be provided at no charge for the period of October 1, 2021 through March 31, 2022 to Shayaa Clinics Inc. (as outlined in Attachment 2) for the operation of a COVID-19 Testing and Assessment Centre onbehalf of Lakeridge Health; and, 2. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Carried 4.3 Director, Engineering Services, Report ENG 21-21 Beachfront Park Rehabilitation & Needs Assessment Public Engagement Process Status Update A question and answer period ensued between Members of the Committee, and Richard Holborn, Director, Engineering Services, regarding: •timeline of completion, with Mr. Holborn noting that round 2 of publicconsultation would conclude near the end of September, and the planwould be refined, vetted through the Toronto and Region Conservation Authority (TRCA), and expected to be presented to Committee at the December 6, 2021 meeting; •estimates of costing for the project and the desire to complete the projectexpeditiously; •the relocation of the washroom, with Mr. Holborn advising that the publichad expressed concern with the re-location of the public washroom to theparking lot given its proximity away from the beach and the reduction inparking spaces that would result and noted that staff were looking into 3 Executive Committee Meeting Minutes September 13, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Brenner renovating the existing washrooms until the waterfront parking strategy has been implemented; •the importance of separating bicycle and pedestrian lanes; •the proposed play area and the operational challenges with the existingsplash pad; •the proposed removal of the splash pad, the public feedback received in this regard, and the intent to implement a play area instead of a splash pad; •whether staff had looked into other jurisdictions as it relates to incorporatingsplash pads along the waterfront to accommodate for those who do notwant to use the lake; •the number of splash pads currently in the City; and, •the importance of including aquatic options for youth, given that there areno outdoor swimming options in the City. Staff were requested to look at best practices in other municipalities as part of the consideration of removing the splash pad to see what options might be available to have a water feature that would be harmonized with the waterfront area. Recommendation: Moved by Councillor McLean Seconded by Councillor Pickles 1.That Report ENG 21-21 regarding the Public Engagement Process Status Update for Beachfront Park, as a follow-up to Report ENG 04-21 and inresponse to Resolution #543/21, 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 4.4 Director, Engineering Services, Report ENG 22-21 Amendments to Traffic and Parking By-law 6604/05 Stopping and Parking Restrictions on Various Streets Recommendation: Moved by Councillor McLean Seconded by Councillor Pickles 1.That the attached draft by-law be enacted to amend Schedule “1”, NoStopping, and Schedule “2”, No Parking, to By-law 6604/05 to provide for 4 Executive Committee Meeting Minutes September 13, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Brenner the regulation of stopping and parking on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering. The amendments specifically provide for the inclusion of stopping restrictions on Glengrove Road by Glengrove Public School, and parking restrictions on Frisco Road, Forestream Trail, Pine Heights Trail, Old Whites Trail; William Jackson Drive, and The Esplanade North; and, 2.That the appropriate officials of the City of Pickering be authorized to takethe necessary actions as indicated in this report. Carried 4.5 Director, Human Resources, Report HUR 03-21 Terms & Conditions of Employment – Non-union Employees Policy Recommendation: Moved by Councillor McLean Seconded by Councillor Pickles 1.That Report HUR 03-21, regarding a proposed new Policy for the Terms & Conditions of Employment – Non-union Employees, be received; 2.That the draft Policy, outlining the Terms & Conditions of Employment –Non-union Employees appended as Attachment #1 to HUR 03-21, beapproved; and, 3.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.6 Director, Operations, Report OPS 03-21 Quotation No. Q2021-12 Supply & Delivery of Sidewalk Tractors with Attachments Recommendation: Moved by Councillor McLean Seconded by Councillor Pickles 1. That Quotation No. Q2021-12 submitted by Amaco Construction Equipment Inc., in the amount of $514,374.87 (HST included) be accepted; 5 Executive Committee Meeting Minutes September 13, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 2. That the total gross quotation cost of $561,367.00 (HST included) and thetotal net project cost of $505,528.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $505,528.00 as follows: a) The sum of $168,510.00 as approved in the 2020 Property Maintenance Capital Budget by a transfer from the Development Charges Reserve Funds – Other Services Related to a Highway; b) The sum of $337,018.00 as approved funds in the 2021 Property Maintenance Capital Budget by a transfer from the Major Equipment Reserve; and, 4.That the appropriate officials of the City of Pickering be authorized to takethe necessary actions as indicated in this report. Carried 5.Other Business 5.1 Councillor Butt advised of the high COVID-19 positivity rate in Claremont, and inquired if a mobile vaccination clinic could be arranged for residents in the area. John Hagg, Fire Chief, stated that he would reach out to Durham Region regarding mobile vaccination clinic options for Claremont. 5.2 Councillor Brenner requested a status update on the harvesting and cutting of the milfoil weeds in Frenchman’s Bay. Brian Duffield, Director, Operations, noted that the pilot project with Pickering Harbour had been stalled due to equipment breakdowns, and the need to order parts for repair from overseas. Questions were raised regarding the amount of work left to be done and it was noted that due to the approaching cold weather, the weeds and algae would eventually disappear. Staff were requested to ensure the fees paid are for services rendered, with Mr. Duffield advising that funds had not been released for the pilot project, and would be held back should the project not be completed. Discussion ensued regrinding the importance of keeping Council and members of the public apprised of the project status and ensuring that appropriate funding was included in the 2022 Budget to address the weeds next year. 5.3 Councillor Pickles gave notice that he would be bringing forward a Notice of Motion at the September 27, 2021, Meeting of Council, regarding the Municipal Recognition of September 30th as National Day for Truth and Reconciliation 6 Executive Committee Meeting Minutes September 13, 2021 Electronic Meeting – 2:00 pm Chair: Councillor Brenner 6.Adjournment Moved by Councillor McLean Seconded by Councillor Ashe That the meeting be adjourned. Carried The meeting adjourned at 2:39 pm. 7