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HomeMy WebLinkAboutSeptember 5, 2023 - Following the Executive Meeting - Special CouncilSpecial Council Meeting Minutes September 5, 2023 Electronic Meeting Immediately Following the Executive Committee Meeting 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 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 J. Flowers -CEO & Director of Public Libraries, Pickering Public Library R. Holborn -Director, Engineering Services F. Jadoon -Director, Economic Development & Strategic Projects S. Karwowski -Director, Finance & Treasurer S. Cassel -City Clerk V. Plouffe -Division Head, Operations Services C. Rose -Chief Planner R. Perera -Deputy Clerk 1.Call to Order/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. 3.Delegations There were no delegations. 4.Matters for Consideration Special Council Meeting Minutes September 5, 2023 Electronic Meeting Immediately Following the Executive Committee Meeting 4.1 Director, Economic Development & Strategic Projects, Report ECD 05-23 William F White International Inc. (Filming Backlot) Location Agreement A question and answer period ensued between Members of Council and staff regarding: •safety concerns regarding the use of the existing structures on site and traffic issues that would be generated from the event and whether efforts were underway to resolve these issues; •ensuring that the hosting of subsequent events under the amended agreement would be subject to a safety, parking, and traffic mitigation review; •the number of food trucks that would be on site and access to the food trucks being limited to the attendees of the event; •revenue generated through the lease of the subject lands and clarification that the City was not requesting further funding for the event due to the ongoing strike in the film industry; •whether the responsibility of maintaining Sideline 32, providing access to the site, would rest on the event organizer or the City; •ensuring that there was no stacking of vehicles and potential expenditures to the City’s enforcement and operations staff; and, •ensuring that there were cost recovery measures for the City should there be any damage to the roadways and ensuring that cost recovery was above and beyond the monthly lease costs. Staff were requested to provide Council with a memorandum on the cost recovery measures undertaken by the City with regards to the operation of the event. Resolution #258/23 Moved by Councillor Cook Seconded by Councillor Brenner 1.That consent be given pursuant to Paragraph 2 of the Location Agreement dated June 1, 2021 to an additional use, as more particularly set out in this Report, of the property at 3800 Sideline 32, Pickering, subject to such conditions as are imposed by the Director, Economic Development & Strategic Projects, Director, Corporate Services & City Solicitor, Director, City Development and Chief Administrative Officer; and, 2.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried Special Council Meeting Minutes September 5, 2023 Electronic Meeting Immediately Following the Executive Committee Meeting 4.2 Director, Operations, Report OPS 22-23 T2023-6 Construction of the Pickering Heritage & Community Centre A question and answer period ensued between Members of Council and staff regarding: •ensuring that there was a definitive timeline to commence construction of the Pickering Heritage & Community Centre (PHCC); •whether feedback would be solicited again from the community; •clarification on the need for further budget approval for the Project with it previously being approved through the 2024 budget; •the Project being funded largely through grants from upper levels of government and the PHCC being a much needed facility for the community; •possibility of delaying the Project until Seaton was completed in order to receive revenues to fund the PHCC project; •prioritizing projects that were urgent and essential to ensure that there was no undue financial burden to the residents of Pickering; •the Seaton community lacking schools, retail spaces, and a community centre and feedback received from residents regarding the need for such amenities; •making use of the grants from the upper levels of government and moving forward with the Project; •money already being allocated for the PHCC project in the 2023 Budget; •the potential impact of reducing the footprint of the facility; and, •community centres such as the PHCC having a positive impact on the mental wellbeing of a community. Resolution #259/23 Moved by Councillor Butt Seconded by Councillor Cook 1.That Report OPS 22-23 regarding T2023-6 Construction of the Pickering Heritage & Community Centre (PHCC) be received; 2.That Tender No. T2023-6 for Construction of PHCC be cancelled without award due to all bids exceeding approved budget in accordance with Appendix, item B and Part 3, section 3.6.1, item (l) of the bid document; 3.That staff be directed to explore options to reduce overall project costs for PHCC by: a)Obtaining an updated Class A cost estimate from Hanscomb Quantity Surveyors in the amount of $11,704.00 (HST included), for comparison Special Council Meeting Minutes September 5, 2023 Electronic Meeting Immediately Following the Executive Committee Meeting to the previous Class A cost estimate received from the same firm in December 2022, to be retained as sub-consultants to Hariri Pontarini Architects; b)Working with the project consultants, Hariri Pontarini Architects, to reduce the project scope and related costs, then re-tender the project in time to secure new pricing prior to the approval of the 2024 Capital Budget; 4.That a proposal for additional fees submitted by Hariri Pontarini Architects for consulting and professional services required to reduce the scope of the project to meet budget objectives in the amount of $108,762.50 (HST included) be approved; 5.That the Director, Finance & Treasurer be authorized to finance $97,944.00 (net of HST rebate) for additional consulting fees to Hariri Pontarini Architects and $9,973.00 (net of HST rebate) for Class A cost estimating to Hanscomb Quantity Surveyors from the previously approved PHCC design Capital Budget as follows: a)The sum of $49,642.00 to be funded from the Rate Stabilization Reserve; b)The sum of $4,317.00 to be funded from the City Share DC Reserve; c)The sum of $14,029.00 to be funded from the DC – Parks & Recreations Reserve Fund; d)The sum of $39,929.00 to be funded from the DC – Library Reserve Fund; 6.That the Director, Operations and Treasurer be authorized to award required Stage 4 archeological work to Toronto Region Conservation Authority using uncommitted funds previously allocated for this purpose through Report OPS 03-23; 7.That the Director, Operations and Treasurer be authorized to award required Indigenous monitoring services to the Haudenosaunee Development Institute for additional work required to monitor the Stage 4 archeological work; 8.That the Director, Operations and Treasurer be authorized to award required Indigenous monitoring services to the Huron-Wendat Nation for additional work required to monitor the Stage 4 archeological work; Special Council Meeting Minutes September 5, 2023 Electronic Meeting Immediately Following the Executive Committee Meeting 9.That the Director, Finance & Treasurer be authorized to reallocate uncommitted funds approved in Report OPS 03-23 to complete required Stage 4 archaeological work; 10. That the Director, Finance & Treasurer be authorized to approve up to an additional $113,000.00 (HST included) in funds to complete required Stage 4 archaeological work and finance the net costs of $101,760.00 from the previously approved PHCC construction Capital Budget as follows: a)The sum of $32,492.00 to be funded from the DC – Parks & Recreation Reserve Fund; b)The sum of $2,921.00 to be funded from the DC – Library Reserve Fund; c)The sum of $65,065.00 to be funded from the Rate Stabilization Reserve; d)The sum of $1,282.00 to be funded from the Community Benefit Charge Reserve fund; and, 11. That the appropriate City of Pickering officials be authorized to take the necessary action to give effect hereto. Carried on a Recorded Vote as Follows: Yes: Councillor Brenner Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe No: Councillor Robinson 5.Confirmatory By-law By-law Number 8032/23 Councillor Cook, seconded by Councillor Nagy moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of September 5, 2023. Carried 6.Adjournment Special Council Meeting Minutes September 5, 2023 Electronic Meeting Immediately Following the Executive Committee Meeting Moved by Councillor Cook Seconded by Councillor Robinson That the meeting be adjourned. Carried The meeting adjourned at 4:42 p.m. Dated this 5th of September, 2023. Original Signed By Kevin Ashe, Mayor Original Signed By Susan Cassel, City Clerk