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HomeMy WebLinkAboutSeptember 6, 2022 Draft Executive Committee Meeting Minutes September 6, 2022 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 1 Present: Mayor David Ryan Councillors: D. Pickles Absent: B. McLean Also Present: M. Carpino - Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor S. Boyd - Fire Chief S. Douglas-Murray - Director, Community Services B. Duffield - Director, Operations J. Eddy - Director, Human Resources R. Holborn - Director, Engineering Services F. Jadoon - Director, Economic Development & Strategic Projects S. Karwowski - Director, Finance & Treasurer S. Cassel - City Clerk M. Guinto - Division Head, Public Affairs & Corporate Communication C. Rose - Chief Planner D. Quaife - Division Head, Information Technology S. Milton - Manager, Recreation Services R. Perera - Deputy Clerk C. Whittaker - Manager, Sustainability & Strategic Environmental Initiatives G. McGregor - Project Manager, Strategic Initiatives A. MacGillivray - Committee Coordinator K. Ashe M. Brenner S. Butt C. Doody-Hamilton 1. Roll Call The City Clerk certified that all Members of Council were present, save and except Councillor McLean, and that all Members were participating in-person. Draft Executive Committee Meeting Minutes September 6, 2022 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 2 2. Disclosure of Interest No disclosures of interest were noted. 3. Delegations 3.1 Indrani Butany-DeSouza, President & CEO, Elexicon Moranne McDonnell, Vice President, Distribution Operations, Elexicon Re: Report FIR 04-22 Power Outage Event - Debrief, Action Plan & Next Steps with Elexicon Energy Indrani Butany-DeSouza, President & CEO, and Moranne McDonnell, Vice President, Distribution Operations, Elexicon, appeared before the Committee to speak to the Power Outage Event on May 21, 2022. They spoke to the storm, the impacts on Elexicon customers, and provided an overview of Elexicon’s response including ongoing communication with the community, the cost and materials required for the response, challenges and lessons learned from the event, and Elexicon’s next steps for improvement. A question and answer period ensued between Members of the Committee, Ms. Butany-DeSouza, and Ms. McDonnell regarding: • concerns regarding the outage response and communications in the South Rosebank, West Shore, and East Shore communities; • how outages are reported and outage information is shared; • whether there was an opportunity to educate residents in South Rosebank, West Shore, and East Shore about the power feed from the Sheppard Station; • alternative methods of communication during outage events with the absence of internet; • clarification regarding long-term voltage conversions in North Pickering; • outage communication and priority servicing to facilities and residences with life-support machines; • whether concrete utility poles have been considered for use in areas that poles are prone to more damage; and, • Elexicon’s practices in regard to stocking and procuring utility poles. 3.2 Bryan Purcell, Vice President, Policy & Programs, The Atmospheric Fund Re: Report PLN 38-22 Pickering Integrated Sustainable Design Standards - City of Pickering Draft Executive Committee Meeting Minutes September 6, 2022 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 3 Bryan Purcell, Vice President, Policy & Programs, The Atmospheric Fund, appeared before the Committee to speak to the Pickering Integrated Sustainable Design Standards. He expressed support for the Pickering Integrated Sustainable Design Standards and spoke to the importance of these standards in meeting Climate Change goals across the Region. He spoke to the anticipated benefits of implementing these standards including cost saving, energy efficiency, and climate resilience. He also spoke to how these standards are meant to be revisited and updated consistently to reach the City’s long-term sustainability goals. A question and answer period ensued between Members of the Committee and Mr. Purcell, regarding enforcing compliance with the Integrated Sustainable Design Standards, measuring the success of the Standards in terms of accountability, as well as the relationship between the requirements under the Integrated Sustainable Design Standards and the Ontario Building Code. Moved by Councillor Brenner Seconded by Councillor Doody-Hamilton That the order of the agenda be changed to hear Item 4.10, Report FIR 04-22, as the first item of business under Section 4. Carried 4. Matters for Consideration 4.10 Fire Chief, Report FIR 04-22 Power Outage Event Debrief, Action Plan & Next Steps with Elexicon Energy A question and answer period ensued between Members of the Committee and staff regarding: • how communications between the City of Pickering, the Region of Durham, and Elexicon could be enhanced during extreme weather events; • use of community centres and generators for residents without power to charge cellular devices and what options were available in this regard for residents in Whitevale and Claremont; • the features of RAVE software and whether its use could be incorporated into the City’s Standard Operating Procedures; • the licensing and administrative privileges of RAVE software; and, • acknowledging Fire Services staff for their involvement in the storm response. Draft Executive Committee Meeting Minutes September 6, 2022 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 4 Staff were requested to provide an update to Members prior to the September 19, 2022 Council Meeting, on how the RAVE software might be deployed. Marisa Carpino, Chief Administrative Office, advised the update would be provided by way of CAO Correspondence prior to the September 19th Meeting. Recommendation: Moved by Councillor Brenner Seconded by Councillor Doody-Hamilton That Report FIR 04-22, regarding a summary of key findings, recommendations, and strategies from a debrief meeting with Elexicon Energy highlighting an Action Plan and Next Steps following the power outage event of May 2022, be received for information. Carried 4.1 Director, Corporate Services & City Solicitor, Report BYL 04-22 Electric Kick Scooter By-law A question and answer period ensued between Members of the Committee and staff regarding: • the City’s liability in the event of an injury on a municipal roadway; • stipulations regarding age, helmet use, and speed outlined in the Highway Traffic Act and the proposed by-law; • whether electric kick scooter companies’ helmet policies and practices had been considered; • whether features such as speed limiters, geo-fencing, and wheel locking had been considered; • consultation with other municipalities that have experience with electric kick scooter companies; and, • implementing additional regulations after the program was implemented depending on the uptake and use of the program. Recommendation: Moved by Councillor Brenner Seconded by Councillor Butt 1. That the draft Electric Kick Scooter By-law (Attachment No. 1 to this Report) be received; Draft Executive Committee Meeting Minutes September 6, 2022 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 5 2. That staff be directed to proceed with a public consultation to obtain feedback from residents regarding the attached By-law; 3. That staff be directed to report back to Council in February, 2023 with the results of the public consultation and any recommended revisions to the attached By-law; and, 4. That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this Report. Carried 4.2 Director, Corporate Services & City Solicitor, Report BYL 05-22 Return of Toys for Tickets/Food for Fines Holiday Parking Fine Program Recommendation: Moved by Councillor Butt Seconded by Councillor Doody-Hamilton 1. That parking tickets issued between Monday, November 28 through Wednesday, December 21, 2022 be eligible for the Toys for Tickets/Food for Fines program; 2. That the Toys for Tickets/Food for Fines program be implemented from November 28 through December 21, 2022; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.3 Chief Administrative Officer, Report CAO 14-22 Consulting Services for the Digital Readiness Assessment and Strategy Recommendation: Moved by Councillor Brenner Seconded by Councillor Butt 1. That the proposal submitted by MNP Digital Inc. dated April 13, 2022 in response to RFP 2022-2, regarding the selection of a consultant to provide a Corporate Digital Readiness Assessment and Strategy, be accepted in Draft Executive Committee Meeting Minutes September 6, 2022 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 6 principle, with the final terms and conditions of the contract to be satisfactory to the Chief Administrative Officer and Director, Finance & Treasurer; 2. That Council authorize the Director, Finance & Treasurer to finance the gross project cost of $179,670 (HST included) and the net project cost of $161,798 (net of HST), as approved in the 2022 Current Budget; and, 3. That the appropriate City of Pickering officials be authorized to enter into any agreements to give effect hereto, and take the necessary actions as indicated in this report. Carried 4.4 Director, Corporate Services & City Solicitor, Report CLK 05-22 2023 Committee and Council Meeting Schedule Recommendation: Moved by Councillor Butt Seconded by Councillor Doody-Hamilton 1. That the 2023 Committee and Council Meeting Schedule appended as Attachment No. 1 to Report CLK 05-22 be approved; and, 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.5 Director, Corporate Services & City Solicitor, Report CLK 06-22 2022 Municipal Election Update Information Report Recommendation: Moved by Councillor Brenner Seconded by Councillor Butt That Report CLK 06-22 regarding the 2022 Municipal Election, be received for information. Carried Draft Executive Committee Meeting Minutes September 6, 2022 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 7 4.6 Director, Community Services, Report CS 19-22 Community Safety and Well-Being Plan - Update A question and answer period ensued between Members of the Committee and staff regarding how results of the Community Safety and Well-Being Plan would be measured, including the introduction of a Regional services database, hiring of staff to execute and monitor the Plan, and community engagement to obtain feedback on how the Plan is working. Recommendation: Moved by Councillor Brenner Seconded by Mayor Ryan 1. That Report CS 19-22 regarding the update on the Community Safety and Well-Being Plan, be received for information; 2. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Carried 4.7 Director, Community Services, Report CS 20-22 City of Pickering Volunteer Program Update - 2021/2022 Activities Recommendation: Moved by Councillor Butt Seconded by Councillor Doody-Hamilton 1. That Report CS 20-22, regarding the City of Pickering Volunteer Program Update, 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 4.8 Director, Community Services, Report CS 21-22 Cultural Advisory Committee Draft Executive Committee Meeting Minutes September 6, 2022 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 8 - Updated Terms of Reference A question and answer period ensued between Members of the Committee and staff regarding whether there would be a review of the Boards and Committees Policy as it pertains to the role of Chairing meetings of Advisory Committees and Boards. Marisa Carpino, Chief Administrative Officer, advised that a review of the Policy would be forthcoming early in the new Term of Council and that the role of Chair, as well as several other aspects of the Policy, would be part of that review. Recommendation: Moved by Councillor Brenner Seconded by Councillor Ashe 1. That Council endorse the updated Terms of Reference for the Cultural Advisory Committee, as set out in Attachment 1; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.9 Director, Engineering Services, Report ENG 20-22 Proposed All-way Stop - Tillings Road and Zents Drive A question and answer period ensued between Members of the Committee and staff regarding when the sign installation would be completed. Recommendation: Moved by Councillor Butt Seconded by Councillor Doody-Hamilton 1. That the attached draft by-law be enacted to amend Schedule “6” and Schedule "7" to By-law 6604/05 to provide for the regulation of stop signs on highways or parts of highways under the jurisdiction of The Corporation of the City of Pickering, specifically to address the proposed installation of an all-way stop control at the intersection of Tillings Road and Zents Drive; and, Draft Executive Committee Meeting Minutes September 6, 2022 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 9 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.11 Director, Corporate Services & City Solicitor, Report LEG 16-22 Claremont Estates Ontario Inc. – Plan of Subdivision 40M-2143 - Final Assumption of Plan of Subdivision - Lots 1 to 15 and Block 16, Plan 40M-2143 - Carpenter Court Recommendation: Moved by Councillor Doody Hamilton Seconded by Mayor Ryan 1. That works and services required by the Subdivision Agreement within Plan 40M-2143, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 2. That Claremont Estates Ontario Inc. be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M- 2143; and, 3. That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Carried 4.12 Director, City Development & CBO, Report PLN 38-22 Pickering Integrated Sustainable Design Standards - City of Pickering Jenny McMinn, Managing Director, Urban Equation, appeared before the Committee to speak to the Pickering Integrated Sustainable Design Standards. Through the aid of a presentation, Ms. McMinn highlighted the challenges that communities are anticipated to experience regarding climate change and outlined the steps that had been taken to date by the City of Pickering and the Region of Durham to mitigate these challenges. She outlined the history and anticipated benefits of Integrated Sustainable Design Standards, as well as the stakeholder engagement undertaken in their development. Ms. McMinn provided an overview Draft Executive Committee Meeting Minutes September 6, 2022 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 10 of the key elements of the Integrated Sustainable Design Standards including checklists, performance criteria, and user guide. She also outlined how these standards align with other surrounding municipalities. A question and answer period ensued between Members of the Committee and staff regarding: • whether Tier 2 standards would become mandatory in the future; • whether consideration had been given to applying the design standards to retrofitting existing buildings in the future; • whether incentives were considered to encourage developers to meet Tier 2 standards; • whether the proposed timelines to implement the standards were aggressive enough, and how the City of Pickering compared to other municipalities in terms of implementing these types of standards; • the differentiation between design standards and construction standards; • how and when the design standards would be considered in the development process; • whether building inspectors or additional staff would have authority to enforce the design standards; • concerns around accountability and measuring the success of achieving the targets of the design standards; and, • whether the wording pertaining to constrained lot areas and the flexibility on providing the common outdoor amenity space requirement, at the discretion of the Director, City Development, could be clarified to provide more quantifiable language and providing this clarification to Council prior to ratification of this item at the September 19, 2022 Council Meeting. Recommendation: Moved by Councillor Doody-Hamilton Seconded by Councillor Brenner 1. That Council adopt the Pickering Integrated Sustainable Design Standards: Low-Rise Residential Checklist, dated August 2022, for Site Plan and Plan of Subdivision Applications for development of less than four storeys and a minimum of five dwelling units, as set out in Appendix I to Report PLN 38-22, save and except that Number T1, Electric Vehicles including plug-in hybrid vehicles, Tier 1 Mandatory provision be amended to read as follows: “Require 40% EV Rough-in & 10% EV Ready charging infrastructure or equivalent electric vehicle energy management Draft Executive Committee Meeting Minutes September 6, 2022 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 11 systems (load sharing/circuit sharing) capable of providing Level 2 or higher charging for the resident parking spaces; or Require EV Ready charging infrastructure capable of providing Level 2 charging or higher for 50% of the resident parking spaces.” 2. That Council adopt the Pickering Integrated Sustainable Design Standards: Mid to High Rise Residential & Non-Residential Checklist, dated August 2022, for Site Plan and Plan of Subdivision Applications for development of residential buildings of four storeys and higher, and all Industrial, Commercial and Institutional buildings, as set out in Appendix II to Report PLN 38-22, save and except that Number LN7, Common Outdoor Amenity Space, Tier 1 Mandatory provision be amended to read as follows: “For residential buildings with 20 or more dwelling units, provide 4.0 square metres of common outdoor amenity space per dwelling unit (a minimum contiguous area of 40.0 square metres must be provided in a common location). Where lot areas are constrained in some cases, flexibility on providing the common outdoor amenity space requirement may be provided at the discretion of the Director, City Development.” And, that Number T1, Electric Vehicles including plug-in hybrid vehicles, Tier 1 Mandatory provision be amended to read as follows: “For multi residential buildings, require 40% EV Rough-in & 10% EV Ready charging infrastructure or equivalent electric vehicle energy management systems (load sharing/circuit sharing) capable of providing Level 2 or higher charging for the resident parking spaces; or Require EV Ready charging infrastructure capable of providing Level 2 charging or higher for 50% of the resident parking spaces.” 3. That Council require all Site Plan and Plan of Subdivision Applications, for the type and scale of development referenced in Recommendations 1 and 2 above, that are deemed complete on or after January 1, 2023, to meet Tier 1 – Mandatory Performance Criteria as outlined in the Pickering Integrated Sustainable Design Standards Checklists; Draft Executive Committee Meeting Minutes September 6, 2022 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 12 4. That Council direct staff to: a. initiate an amendment to the Pickering Official Plan to add new policies that support the Pickering Integrated Sustainable Design Standards; b. add provisions to the City’s Draft Comprehensive Zoning By-law that support the Pickering Integrated Sustainable Design Standards; c. identify any additional staff resources, and cost recovery mechanisms, necessary to implement and enforce the ISDS, for inclusion within the proposed 2023 budget; d. review the Pickering Integrated Sustainable Design Standards every four years to reflect Ontario Building Code revisions, updated industry standards and climate science, and changing market demands; and, e. report back to Council on a proposed non-financial incentive strategy that supports the Pickering Integrated Sustainable Design Standards by the end of 2023; 5. That Report PLN 38-22 of the Director, City Development & CBO, which responds to Council Resolution #914/22 regarding a green roof by-law, be received for information; and, 6. 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 5.1 Councillor Butt inquired when the speed radar board in the Tillings Road area would be installed, and what information the radar records. Richard Holborn, Director, Engineering Services, advised that the speed radar board is scheduled to be installed within the week, and that the radar board records vehicle volume and speed information but does not serve as an automatic speed enforcement device. 5.2 Councillor Brenner spoke to a recent injury he sustained and described his experience with Durham Region Paramedics and Lakeridge Health Ajax- Pickering Hospital. He recognized those involved in his care, and expressed concerns regarding health care funding, staff shortages and abusive behaviour Draft Executive Committee Meeting Minutes September 6, 2022 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 13 that he witnessed toward healthcare staff. Councillor Brenner expressed that he hoped sharing his experience would resonate with provincial and federal governments to take action and provide the necessary supports to the healthcare system. 5.3 Councillors Brenner and Pickles raised concerns regarding the SLWC Insurance information that residents had received. They stated that residents were confused by the information, and the way in which it was communicated. Members inquired whether the City could coordinate a communication to residents that provides clarification on this matter, including helpful Q&As, and to highlight the differences between Regional and City services. 5.4 Councillor Pickles referred to the Hamlet of Balsam losing their sign and asked staff to look into whether it would be the City or the Region who would be responsible for its replacement. 6. Adjournment Moved by Councillor Butt Seconded by Councillor Benner That the meeting be adjourned. Carried The meeting adjourned at 4:05 pm.