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HomeMy WebLinkAboutFebruary 7, 2022 Executive Committee Meeting Minutes February 7, 2022 Electronic Meeting – 2:00 pm Chair: Councillor Ashe 1 Present: Mayor David Ryan Councillors: 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 K. Ashe M. Brenner S. Butt C. Doody-Hamilton B. McLean 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 Sujen Sivagnanasundram Re: Safety Concerns on Valley Farm Road (South of Greenmount Street) Sujen Sivagnanasundram, Pickering Resident, joined the electronic meeting via audio connection to speak to safety concerns on Valley Farm Road between Finch Executive Committee Meeting Minutes February 7, 2022 Electronic Meeting – 2:00 pm Chair: Councillor Ashe 2 Road and Concession Road 3. Mr. Sivagnanasundram noted that drivers were using excessive speed when driving along the bend, crossing over the lines into oncoming traffic lanes, and noted the blind spots along these sections of the road which could lead to head on collisions. He asked for the installation of bollards or barriers between the lanes as a safety measure and noted that painting the traffic lines would not be sufficient to prevent future head on collisions. A question and answer period ensued between Members of the Committee and Mr. Sivagnanasundram regarding the placement of bollards in between the lanes, the area being monitored for speeding by the Durham Regional Police Services, and following up with staff regarding the request to see if there were any viable solutions. 4. Matters for Consideration 4.1 Director, Corporate Services & City Solicitor, Report CLK 01-22 Establishment of the 2022 Municipal Election Joint Compliance Audit Committee A brief question and answer period ensued between Members of the Committee and Staff regarding the retainer fees for the Compliance Audit Committee and whether they were being shared amongst the participating bodies noted in the Report. Recommendation: Moved by Councillor Pickles Seconded by Councillor Butt 1. That Report CLK 01-22 regarding the Establishment of the 2022 Municipal Election Joint Compliance Audit Committee be received; 2. That the draft Terms of Reference for the 2022 Municipal Election Joint Compliance Audit Committee, included as Attachment No. 1 to Report CLK 01-22, be approved; 3. That, in accordance with the Terms of Reference, the City Clerk be authorized to recruit and bring forward a by-law for the remuneration and appointment of a roster of individuals to serve on the 2022 Municipal Election Joint Compliance Audit Committee; 4. That, at such time as the above referenced by-law is enacted by Council, the 2022 Municipal Election Joint Compliance Audit Committee be deemed established in accordance with the Municipal Elections Act; and, Executive Committee Meeting Minutes February 7, 2022 Electronic Meeting – 2:00 pm Chair: Councillor Ashe 3 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.2 Director, Community Services, Report CS 03-22 Pickering Museum Village Policy Update CUL 020 Artifact Conservation Policy MUS 010 Collections Development and Management Policy Recommendation: Moved by Councillor Brenner Seconded by Councillor Butt 1. That Council endorse CUL 020 Artifact Conservation Policy of the Pickering Museum Village as set out in Attachment 1 to this report, subject to minor revisions acceptable to the Director Community Services; 2. That Council endorse MUS 010 Collections Development and Management Policy of the Pickering Museum Village as set out in Attachment 2 to this report, subject to minor revisions acceptable to the Director Community Services; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.3 Director, Engineering Services, Report ENG 04-22 Tender for Streetlight Maintenance and Electrical Locates Tender No. T2021-27 A question and answer period ensued between Members of the Committee and Richard Holborn, Director, Engineering Services, regarding: • the bidding amount by Alineutility Limited being 50% less than the other bidders; • the contract including the maintenance of existing street lights and any required material components for replacement of streetlights; • whether Alineutility Limited was the same company that the contract is currently awarded to; Executive Committee Meeting Minutes February 7, 2022 Electronic Meeting – 2:00 pm Chair: Councillor Ashe 4 • delays in completing maintenance work of street lights and ensuring that performance standards and tracking mechanisms are reviewed when awarding the new contract; • whether the contract would only cover the maintenance of streetlights on City of Pickering roads or whether it would also apply to Regional roads; • whether there were any additional charges for extra work above what was originally awarded in the contract; and, • pathway lighting or lighting within parks not being covered through this contract. Staff were requested to provide information pertaining to the performance standards prior to the report coming to the February 28, 2022 Council Meeting for ratification as well as any extra costs that have been accumulated outside of the original contract pricing. Recommendation: Moved by Councillor Butt Seconded by Councillor Pickles 1. That Tender No. T2021-27 for Streetlight Maintenance and Electrical Locates as submitted by Alineutility Limited in the total tendered amount of $1,361,618.42 (HST included) with a net project cost of $1,226,179.00 (net of HST rebate) be approved for the 3 year period from the date of award to January 31, 2025 subject to the annual review of the contractor’s performance; 2. That the award for Year 1 with a net project cost of $393,821.00 (net of HST) be approved and funded from the 2022 Budget, Streetlights cost centre (10520.502380); 3. That upon satisfactory contractor performance review by City staff, that the Director, Engineering Services be authorized to renew the options for Year 2 and Year 3 with a net project cost of $408,620.00 and $423,738.00 (net of HST rebate) respectively, be approved; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 5. Other Business Executive Committee Meeting Minutes February 7, 2022 Electronic Meeting – 2:00 pm Chair: Councillor Ashe 5 There was no other business. 6. Adjournment Moved by Councillor Pickles Seconded by Councillor Doody-Hamilton That the meeting be adjourned. Carried The meeting adjourned at 2:24 p.m.