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HomeMy WebLinkAboutAugust 16, 2023 - Special Council Special Council Meeting Minutes August 16, 2023 Electronic Meeting 10:00 am Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. Cook M. Nagy D. Pickles L. Robinson Also Present: M. Carpino -Chief Administrative Officer K. Bentley -Director, City Development & CBO S. Douglas-Murray - Director, Community Services B. Duffield -Director, Operations R. Holborn -Director, Engineering Services S. Karwowski -Director, Finance & Treasurer S. Cassel -City Clerk C. Rose -Chief Planner D. Jacobs -Manager, Policy & Geomatics R. Perera -Deputy Clerk P. Wirch -Principal Planner, Policy B. Weiler -Principal Planner, Policy 1.Roll Call The City Clerk certified that all Members of Council were present and participating electronically. 2.Disclosure of Interest No disclosures of interest were noted. Resolution #247/23 Moved by Councillor Robinson Seconded by Councillor Pickles That Council move into closed session in accordance with the provisions of Section 239(2) of the Municipal Act and the Procedure By-law, to consider a matter pertaining to Special Council Meeting Minutes August 16, 2023 Electronic Meeting 10:00 am an appeal before the Ontario Land Tribunal (OLT). This matter is being discussed in- camera as it relates to: e)litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; and, f)advice that is subject to solicitor-client privilege, including communications necessary for that purpose. Carried 3.In Camera Items 3.1 Confidential Memorandum from the Director, City Development & CBO, and Director, Corporate Services & City Solicitor Re: Confidential Council Direction Regarding the Appeal of Official Plan Amendment 46 – Changes to the City’s development application review process to avoid paying application refunds City File: OPA 22-003/P OLT Case Number: OLT-23-000606 This portion of the meeting was closed to the public. Refer to the In Camera meeting minutes for further information. [City Clerk has custody and control of the In Camera minutes.] Resolution #248/23 Moved by Councillor Cook Seconded by Councillor Robinson That Council rise to the open session of the Special Meeting of Council. Carried 4.In Camera Session – Public Report Mayor Ashe stated that during the closed portion of the meeting, Council considered a confidential Memo from the Director, City Development & CBO and the Director, Corporate Services & City Solicitor, including the receipt of advice subject to solicitor-client privilege and litigation or potential litigation as it pertains to an appeal of Official Plan Amendment 46 to the Ontario Land Tribunal (OLT). Resolution #249/23 Moved by Councillor Pickles Seconded by Councillor Brenner Special Council Meeting Minutes August 16, 2023 Electronic Meeting 10:00 am That the City protect its financial interest and preserve the integrity of public engagement in the evaluation of development proposals by responding to the appeal of Official Plan Amendment OPA 22-0003/P, and directing staff to retain such external legal and other consulting resources as are required to defend the decision of Council in this matter at the Ontario Land Tribunal. Carried 5.Delegations There were no delegations. 6.Correspondence 6.1 Corr. 27-23 Cheryl Matthews, CEO, Tema Foundation Re: Use of Chestnut Hill Developments Recreation Complex Banquet Hall for an Education Day and Mental Awareness Training and Support Event Resolution #250/23 Moved by Councillor Pickles Seconded by Councillor Brenner 1.That Corr. 27-23, from Cheryl Matthews, CEO, Tema Foundation, dated July 21, 2023, regarding Use of Chestnut Hill Developments Recreation Complex Banquet Hall for an Education Day and Mental Awareness Training and Support Event, be received; and, 2.That the Council of The Corporation of the City of Pickering approves a one-time funding grant of $2,703.00 to the Tema Foundation to cover CHDRC banquet hall permit fees for November 14, 2023 and November 15, 2023 to host an Education Day and Mental Awareness Training and Support Event and that the cost of this one-time grant be charged to the Community Grant Account (503040.11100). Carried 7.Matters for Consideration 7.1 Director, Engineering Services, Report ENG 13-23 Waterfront Visionary Advisory Committee -Revised Terms of Reference Resolution #251/23 Special Council Meeting Minutes August 16, 2023 Electronic Meeting 10:00 am Moved by Councillor Brenner Seconded by Councillor Cook 1.That Report ENG 13-23, regarding approval of revised Terms of Reference for the Waterfront Advisory Committee, be received; 2.That the revised Terms of Reference for the Waterfront Visionary Advisory Committee, as set out in Attachment #1 to ENG 13-23, be approved; and, 3.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 7.2 Director, Operations, Report OPS 18-23 Supply & Delivery of Garbage Packer with Crane – Replacement Resolution #252/23 Moved by Councillor Cook Seconded by Councillor Nagy 1.That Quotation No. RFQQ2023-12 submitted by NexGen Municipal Inc. in the amount of $272,704.86 (HST excluded) be accepted; 2.That the total gross project cost of $308,835.00 (HST included), and the total net project cost of $278,116.00 (net of HST rebate) be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $278,116.00, to be funded from the Vehicle Replacement reserve fund as approved in the 2023 Capital Budget; and, 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 7.3 Director, Operations, Report OPS 19-23 Road Grader with Automatic Grade Control - Replacement Resolution #253/23 Moved by Councillor Pickles Seconded by Councillor Brenner Special Council Meeting Minutes August 16, 2023 Electronic Meeting 10:00 am 1.That Quotation No. RFQQ2023-11 submitted by Toromont CAT in the amount of $555,640.00 (HST excluded) be accepted; 2.That the total gross project cost of $628,551.00 (HST included), and the total net project cost of $566,030.00 (net of HST rebate) be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $566,030.00 as follows: a.The sum of $550,000.00, as provided for in the 2023 Capital Budget, be increased to $566,030.00, to be financed by the Major Equipment Reserve; b.The Treasurer be authorized to make any changes, adjustments, and revisions to amounts, terms, conditions, or take any actions necessary in order to effect the foregoing; and, 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 7.4 Director, Operations, Report OPS 20-23 Supply & Delivery of Two Sidewalk Plows with Attachments Resolution #254/23 Moved by Councillor Pickles Seconded by Councillor Brenner 1.That Quotation No. RFQQ2022-13 submitted by York Region Equipment Centre in the amount of $407,800.00 (HST excluded) be accepted; 2.That the total gross project cost of $460,814.00 (HST included), and the total net project cost of $414,977.00 (net of HST rebate) be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $414,977.00 as follows: a.The sum of $175,000.00 to be funded from the Major Equipment Reserve as approved in the 2022 Capital Budget be increased to $207,489.00; Special Council Meeting Minutes August 16, 2023 Electronic Meeting 10:00 am b.The sum of $175,000.00 to be funded through a 5-year debenture, as approved in the 2023 Capital Budget, be increased to $207,488.00 and the funding source to be revised to the Rate Stabilization Reserve; and, 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 7.5 Director, Operations, Report OPS 21-23 Supply & Delivery of Two Wide Area Mowers Resolution #255/23 Moved by Councillor Pickles Seconded by Councillor Brenner 1.That Quotation No. RFQQ2023-18 submitted by Turf Care Products in the amount of $366,940.00 (HST excluded) be accepted; 2.That the total gross project cost of $414,642.20 (HST included), and the total net project cost of $373,398.00 (net of HST rebate) be approved; 3.That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $373,398.00 as follows: a.The sum of $135,000.00 be funded from the Major Equipment Reserve as approved in the 2022 Capital Budget to be increased to $186,699.00; b.The sum of $140,000.00 be funded from the Development Charges – Parks & Recreation Reserve Fund, as approved in the 2023 Capital Budget to be increased to $186,699.00; and, 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 7.6 Director, City Development & CBO, Report PLN 28-23 Canada Mortgage and Housing Corporation Housing Accelerator Fund -City of Pickering Action Plan and Housing Accelerator Fund Application A discussion and question and answer period ensued between Members of Council and staff regarding: Special Council Meeting Minutes August 16, 2023 Electronic Meeting 10:00 am •whether there were any conditions attached to the funding that may be provided to the successful applicants; •concerns regarding the Canadian Mortgage and Housing Corporation’s (CMHC) policies related to the creation of 15-minute cities and such initiatives restricting mobility and isolating residents; •clarification that the grant application was about initiatives that the City has undertaken to aid in building more homes, not the physical construction of those homes; •whether the funding could offset costs related to the implementation of the City’s Office of Affordability; •clarification that the grant application was not referencing the creation of 15-minute cities and not restricting the mobility of residents; •timelines for hearing back on the status of the City’s grant application; •using the grant application as an opportunity to promote the need for affordable and accessible housing in Pickering; •the funding opportunity being open to all municipalities in Canada and the chances of the City being successful in receiving the funding; and, •how the City would utilize the funding should the City be successful in receiving the grant. Resolution #256/23 Moved by Councillor Brenner Seconded by Councillor Pickles 1.That Council endorse the City of Pickering Housing Accelerator Fund Action Plan, as contained in Appendix I to Report PLN 28-23, for the purpose of submitting an application for the Housing Accelerator Fund Program, administered by the Canada Mortgage and Housing Corporation; 2.That staff be authorized to submit a Housing Accelerator Fund application to the Canadian Mortgage and Housing Corporation, on behalf of the City of Pickering; 3.That staff be directed to bring back to Council the Housing Accelerator Fund Contribution Agreement with the Canadian Mortgage and Housing Corporation, for endorsement and execution, should the City of Pickering be successful in its Housing Accelerator Fund application; 4.That staff be authorized to initiate the necessary work programs required to complete the initiatives outlined in the Pickering Housing Accelerator Fund Action Plan, should the City of Pickering be successful in its Housing Accelerator Fund application; and, Special Council Meeting Minutes August 16, 2023 Electronic Meeting 10:00 am 5.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried on a Recorded Vote as Follows: Yes Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No Councillor Robinson 7.7 Director, Engineering Services, Report ENG 12-23 School Crossing Guard Program -Quotation No. Q2023-37 A question and answer period ensued between Members of Council and staff regarding: •past issues related to the City’s previous crossing guard supplier and ensuring that the City does not face similar issues with the new supplier; •whether the new supplier adhered to a fair wage policy and whether the wage that was being recommended by the City was consistent with other municipalities; •whether the new supplier provided services other than crossing guards; and, •the increase in inflation and ensuring that the wages provided to the crossing guards were in line with the wages being provided to crossing guards in Durham Region. Richard Holborn, Director, Engineering Services, provided Council with some additional details pertaining to the vendor that staff were in the midst of confirming for the contract and noted that they had extensive experience in providing crossing guard services and that the City had received favourable references in this regard from other municipalities that had used them in this capacity. Resolution #257/23 Moved by Councillor Brenner Seconded by Councillor Cook 1.That Council delegate the authority to the Director, Engineering Services and the Director, Finance & Treasurer to award a contract in accordance with the terms and conditions in Request for Quotation No. Q2023-37 for School Crossing Guard Services, to the lowest compliant response bidder Special Council Meeting Minutes August 16, 2023 Electronic Meeting 10:00 am at a total cost not to exceed $734,500.00 (HST included) and a net project cost not to exceed $661,640.00 (net of HST rebate) for the school year period from September 2023 to June 2024; and, 2.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 8.Confirmatory By-law By-law Number 8031/23 Councillor Pickles, seconded by Councillor Cook moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of August 16, 2023. Carried 5.Adjournment Moved by Councillor Butt Seconded by Councillor Cook That the meeting be adjourned. Carried The meeting adjourned at 11:01 a.m. Dated this 16th of August, 2023. Original Signed By Kevin Ashe, Mayor Original Signed By Susan Cassel, City Clerk