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HomeMy WebLinkAboutJanuary 10, 2022 Executive Committee Meeting Minutes January 10, 2022 Electronic Meeting – 2:00 pm Chair: Councillor McLean Present: Mayor David Ryan Councillors: K. Ashe M. Brenner S. Butt B. McLean D. 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 R. Perera - 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 There were no delegations. 4.Matters for Consideration 4.1 Director, Community Services, Report CS 01-22 Community Association Lease Agreement 1 Executive Committee Meeting Minutes January 10, 2022 Electronic Meeting – 2:00 pm Chair: Councillor McLean -856 Pickering Kinsmen Royal Canadian Air Cadet Squadron Recommendation: Moved by Councillor Butt Seconded by Councillor Pickles 1.That the Mayor and City Clerk be authorized to execute the Lease Agreement with 856 Pickering Kinsmen Royal Canadian Air Cadet Squadron set out in Attachment 1 to this report, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 2.That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried 4.2 Director, Engineering Services, Report ENG 01-22 Rotary Frenchman’s Bay West Park -Lake Ontario Shoreline Restoration A question and answer period ensued between Members of the Committee and Richard Holborn, Director, Engineering Services, regarding: •clarification regarding the timelines of the Project once the Report is ratified by Council and engaging the services of the Toronto and Region Conservation Authority (TRCA); •whether a descriptive billboard could be placed in the area to advise the public of the work being conducted on the site; and, •the route the transportation trucks would be using to undertake the restoration work and whether the work would be happening in the east or the west side of the turning circle. Recommendation: Moved by Councillor Brenner Seconded by Councillor Ashe 1.That Report ENG 01-22 regarding the Rotary Frenchman’s Bay West Park, Lake Ontario Shoreline Restoration, be received; 2 Executive Committee Meeting Minutes January 10, 2022 Electronic Meeting – 2:00 pm Chair: Councillor McLean 2.That Council approve engaging the services of the Toronto and Region Conservation Authority (TRCA) as a sole source purchase for project management and construction services for the Lake Ontario shoreline restoration work in accordance with the City’s Purchasing Policy Items 09.04 and 09.09; 3.That Council authorize staff to execute a letter of agreement with the TRCA for the project management and construction services for the Lake Ontario shoreline restoration work, on such terms as are satisfactory to the Director, Engineering Services and the Director, Finance & Treasurer; 4.That Council authorize the Director, Finance & Treasurer, to finance the total net project cost of $472,377.00 as follows: a)The sum of $236,188.00 to be funded by a transfer from the Development Charges – City’s Share Reserve; b)The sum of $236,189.00 to be funded by a transfer from the Development Charges – Parks & Recreation Services Reserve Fund; 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, Finance & Treasurer, Report FIN 01-22 2022 Interim Levy and Interim Tax Instalment Due Dates A brief question and answer period ensued between Members of the Committee and Stan Karwowski, Director, Finance & Treasurer, regarding: •the percentage of residents that had registered for the pre-authorization payment plan and whether this also applied to business account holders; and, •a comparison between the amount of outstanding payments during the February 2021 interim due date and the February 2022 due date given the ongoing Covid pandemic situation. Recommendation: Moved by Councillor Butt Seconded by Councillor Brenner 3 Executive Committee Meeting Minutes January 10, 2022 Electronic Meeting – 2:00 pm Chair: Councillor McLean 1.That an interim property tax levy be adopted for all realty property classes for 2022; 2.That the interim property tax levy instalment due dates be February 25 and April 25, 2022; 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 4.4 Director, Finance & Treasurer, Report FIN 02-22 Request to Award the Contract to NTT Data Business Solutions Inc. for SAP Application Management Services Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1.That the Proposal from NTT Data Business Solutions Inc., in the amount of $240,012.00 (HST included) be accepted for the initial term of one year; 2.That the total gross project cost of $240,012.00 (HST included) and other associated costs and that the net of HST project cost of $216,138.00 be funded over a one year period be approved; 3.That Council authorize the Director, Finance & Treasure to fund the net project cost of $216,138.00 from the 2018 Capital Budget Account (old 5203.1801.6174) or new account number is C10600.1801.90; and, 4.That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect hereto. Carried 4.5 Director, Operations, Report OPS 01-22 Mechanical Harvesting of Eurasian Watermilfoil Weeds in Frenchman’s Bay -Review of Results of 2021 Pilot Project 4 Executive Committee Meeting Minutes January 10, 2022 Electronic Meeting – 2:00 pm Chair: Councillor McLean A question and answer period ensued between Members of the Committee and Staff regarding: •the challenges that were faced last year in removing the weeds, the outcome staff hope to accomplish this year, and the importance of partnership between the owners of the subject lands; •challenges including the majority of the Frenchman’s Bay being owned by the Pickering Harbour Company and action taken by the City requiring the Pickering Harbour Company’s prior approval; •the Pilot project’s intention being to expand the area to allow better use of the area by watercrafts; •conducting monthly meetings with community partners who have direct interest in the Frenchman’s Bay to discuss and share information regarding the recreational uses of the Frenchman’s Bay; •the effectiveness of the mechanical method used to remove the watermilfoil weeds last year and whether research was conducted in choosing this method; •whether other parties would be providing input regarding the best timing and routes for the milfoil weed removal; •how the weeds that were removed last year were handled during the pilot project and concerns regarding the mechanical method of removing and spitting the weeds back into the water being counterproductive; •whether staff had consulted with farmers to inquire whether the weeds could be recycled and used as a fertilizer; •the costs of removing the weeds in the small area that was cleared and the overall size of Frenchman’s bay in hectares; •the weed removal program conducted in 2005 and whether Staff had conducted any research on creating a solution to eradicate the milfoil weeds; •whether the stormwater runoff was a contributing factor to the milfoil weed growth in Frenchman’s Bay; •Staff providing an update on the responsibilities of the parties involved and utilizing the Property Standards by-law as an enforcement tool for the weeds; and, •the hydro marsh displayed on Page 68-69 of the Agenda also containing milfoil weeds and the hydro marsh being a good site to conduct a pilot project on removing the weeds. Members of the Committee requested that Staff provide a mid-season status update on the Pilot Project in May and July 2022. 5 Executive Committee Meeting Minutes January 10, 2022 Electronic Meeting – 2:00 pm Chair: Councillor McLean Recommendation: Moved by Councillor Brenner Seconded by Councillor Ashe 1.That Council receive report OPS 01-22 from the Director, Operations regarding the mechanical harvesting of Eurasian watermilfoil weeds in Frenchman’s Bay 2021 pilot project for information; and, 2.That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect hereto. Carried 5.Other Business 5.1 Councillor Brenner gave notice that he would be bringing forward two Notices of Motion regarding homelessness initiatives with respect to emergency beds and warming stations. 5.2 Councillor Brenner gave notice that he would be bringing forward two Notices of Motion regarding winter maintenance and winterization of washrooms for East and West side of the Frenchman’s Bay and regarding skating on the Bay in order to maximize Frenchman’s Bay for winter recreation. 5.3 Councillor Brenner gave notice that he would be bringing forward a Notice of Motion regarding maximizing the parking at the waterfront through the use of the parking lot in Alex Robertson Park to reduce parking stresses on both the east and the west side of the Frenchman’s Bay. 5.4 Councillor McLean gave notice that he would be bringing forward a Notice of Motion pertaining to the removal of weeds in the hydro marsh by the Frenchman’s Bay. 5.5 Councillor McLean gave notice that he would be bringing forward a Notice of Motion pertaining to creating a back yard rink program for residents. 5.6 Councillor McLean gave notice that he would be bringing forward a Notice of Motion pertaining to constructing an ice rink on the lands by Parkham Crescent. 6.Adjournment Moved by Councillor Butt 6 Executive Committee Meeting Minutes January 10, 2022 Electronic Meeting – 2:00 pm Chair: Councillor McLean Seconded by Councillor Ashe That the meeting be adjourned. Carried The meeting adjourned at 3:20 p.m. 7