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HomeMy WebLinkAboutNovember 6, 2023 Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 1 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 L. Gibbs - (Acting) Director, Community Services B. Duffield - Director, Operations 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 K. Senior - Manager, Accounting Services T. Higgins - Accessibility Coordinator J. Litoborski - Manager, Manager, Municipal Law Enforcement Services K. Roberts - (Acting) Supervisor, Cultural Services C. Redmond - (Acting) Deputy Clerk A. MacGillivray - Committee Coordinator 1. Call to Order/Roll Call The (Acting) Deputy Clerk certified that all Members of Council were present and participating in-person. 2. Disclosure of Interest No disclosures of interest were noted. 3. Delegations Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 2 3.1 Jon Franke, Senior Vice President, Pickering Nuclear, Ontario Power Generation Analiese St. Aubin, Manager Corporate Relations, Pickering Nuclear, Ontario Power Generation Re: Pickering Nuclear Generating Station Annual Update Jon Franke, Senior Vice President, Pickering Nuclear, Ontario Power Generation appeared before the Committee to speak to the Pickering Nuclear Generating Station Annual Update. Through the aid of a PowerPoint presentation, Mr. Franke spoke to Ontario Power Generation’s connection with the community having been in Pickering for over 50 years. He spoke to Pickering Nuclear Generating Station’s current operating capacity and indicated that the future of the Station remains in question. Mr. Franke spoke to the plan to place Units 1 and 4 into a safe storage state at the end of 2024, and the Provincial government’s consideration of refurbishing Units 5 – 8. Mr. Franke noted the Station’s current operating licenses and agreements and provided an overview of the various milestones the Station has achieved. Mr. Franke further spoke to the provincial government’s study of the continued operation of Units 5 – 8 until 2026, and the anticipated timelines and next steps involved in the process. Mr. Franke expressed that he would appreciate the support of Pickering Council for refurbishment of Units 5 – 8 and requested a Statement of Support from Council to that effect. He further discussed the goal of decarbonizing Ontario’s electricity system and the need for medical isotopes, and how refurbishment of Units 5 – 8 would help meet these ends. Mr. Franke noted Pickering and Darlington Generating Station’s important role in the creation of medical isotopes. Moved by Councillor Butt Seconded by Councillor Nagy That Jon Franke, Senior Vice President, Pickering Nuclear, Ontario Power Generation be granted an additional 2 minutes to continue his delegation. Carried Mr. Franke concluded his delegation by thanking the City for their support over the years and indicated that Ontario Power Generation would continue to engage with the community. A question and answer period ensued between Members of the Committee and Jon Franke regarding: • the current staffing situation at the Station, and the potential to sustain jobs in the community should the refurbishment of Units 5 – 8 proceed; • the anticipated provincial government decision to approve or deny the refurbishment by the end of 2023; Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 3 • the anticipated impacts and next steps should the province not proceed with refurbishment of Units 5 – 8; • clarification regarding the safe storage process involved in decommissioning nuclear generating units; • clarification regarding the plan to place Units 1 and 4 into safe storage, noting that Units 2 and 3 are currently in safe storage; • the process of creating Cobalt-60 medical isotope, and the potential impacts to medical isotope supply should Units 5 – 8 not be refurbished; • the anticipated impacts of the planned decommissioning of Units 1 and 4 to the electricity supply; • clarification regarding the process of importing and exporting electricity to other jurisdictions including the Province of Quebec and the State of New York; • clarification regarding the interim period between 2026 and 2031 and whether power would be generated during that time should the units undergo refurbishment; and, • whether the Province would be undertaking further community consultation regarding the refurbishment should it proceed. 3.2 Greg Pereira, Manager, Transportation Planning, Region of Durham Chris Leitch, Principal Planner, Transportation Planning, Region of Durham Re: Durham Meadoway Visioning Study Update Greg Pereira, Manager, Transportation Planning, Region of Durham and Chris Leitch, Principal Planner, Transportation Planning, Region of Durham appeared before the Committee to speak to the Durham Meadoway Visioning Study. Through the aid of a PowerPoint presentation, Mr. Leitch provided an overview of the Durham Meadoway Project including the project stages as well as the study and community engagement process. Mr. Leitch provided an overview of the proposed route and interim connections of the Durham Meadoway, including the 11.3 km in Pickering. Mr. Leitch noted the vision and guiding principles of the Durham Meadoway project and spoke to the proposed amenities and typologies being considered. He further discussed details of the four proposed segments spanning Pickering and showed conceptual renderings of the designs and typologies discussed. Mr. Periera outlined next steps of the project, and provided an overview of the visioning, Class Environmental Assessment (EA) study, and the construction stages of the project. He highlighted various potential advantages of undertaking the visioning and Class EA stage in a coordinated fashion. Moved by Councillor Butt Seconded by Councillor Nagy That Greg Pereira and Chris Leitch be granted an additional 2 minutes to continue Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 4 their delegation. Carried Mr. Periera continued and provided an overview of the cost estimations for Class EA process for each segment of the project and indicated that they were consulting local municipalities to see whether they would be willing to partner with the Region of Durham in undertaking a coordinated Class EA process. He explained that the Region is specifically looking to seek Council’s support for the creation of a Memorandum of Understanding (MOU) that defines the project administration, responsibilities, and cost-sharing arrangements as well as the contribution of $315,000.00 towards the Class EA. A question and answer period ensued between Members of the Committee, Greg Pereira, and Chris Leitch regarding: • how the Region would mitigate any potential impacts to wetlands and environmentally sensitive areas along the proposed route; • whether Hydro One and Infrastructure Ontario have provided approval for this project on hydro corridor lands; • clarification as to why an interim connection along Rossland Road and the TransCanada Trail is provisioned for the Seaton Community within Segment 4 instead of the preferred route through the hydro corridor; • concerns regarding the project’s anticipated timelines; • clarification regarding the impact on the project in the event local municipalities did not support or provide additional funds for the coordinated Class EA; • the requested funding from local municipalities being proportional to the length of the proposed Meadoway route within their respective municipality; • whether the Region has considered covering the entire cost of the Class EA project; • clarification regarding whether local municipalities or the Region will be responsible for maintenance and infrastructure along the proposed Meadoway; • the anticipated community benefits for the community and examples of similar projects in other jurisdictions; • clarification regarding why the interim route in Segment 2, north of Sunbird Trail is being considered rather than the preferred route through the hydro corridor; • safety concerns regarding pedestrians crossing Whites Road, and potential signaling solutions to mitigate safety concerns; • the proximity of the interim route to the Durham Region Transit (DRT) Bus Loop at Sunbird Trail; Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 5 • clarification regarding the anticipated timeline of delivering the project by 2030; • concerns regarding the potential effects of Electromagnetic Fields (EMF’s) on humans and wildlife as a result of close proximity to power lines, and whether this had been studied; • whether there were plans to mitigate any potential wildlife habitat loss; • concerns regarding the potential for overgrown vegetation within the hydro corridor and whether Pickering Fire Services has been consulted regarding anticipated emergency response times; • clarification regarding the responsibility of maintaining vegetation in the corridor; • clarification regarding why the right time for implementing this project is now; and, • clarification regarding whether accessibility has been considered in the planning and implementation of the project. 3.3 Garth Atkinson, Pickering Resident Re: Report PLN 37-23 Tree Protection By-law Update - Phase 3 Recommendation Report Garth Atkinson, Pickering Resident, appeared before the Committee to speak to Report PLN 37-23. Mr. Atkinson spoke to the number of large trees in his yard in contrast to the few or none in the yards of his neighbours, and indicated that his neighbours were under the impression that the City already had a prohibitive tree protection by-law in place similar to other municipalities. Mr. Atkinson spoke to the number of trees that he had planted and removed in his yard over the years, and stated that he views the proposed tree protection by-law as an attack on those who have and need to maintain trees on their property. He further explained the work and cost involved in maintaining trees and expressed that this proposed tree protection by-law deters people from planting trees and infringes on the ability of homeowners to enjoy their yard. He spoke to various circumstances that homeowners may experience that may justify removal or planting of trees, including disease and death. He remarked that the proposed tree protection by- law that would prevent citizens from enjoying their yards is insulting and that the tax levy to enforce the tree protection by-law is burdensome. He concluded his delegation noting that trees do not last forever and questioned why the tree protection by-law treats them like some type a monument. 4. Matters for Consideration 4.1 Director, Finance & Treasurer, Report FIN 18-23 2023 Year End Audit (Interim) Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 6 Lilian Cheung, Partner, Deloitte, joined the meeting virtually by video connection to speak to Report FIN 18-23. Ms. Cheung provided an overview of the 2023 Annual Audit Plan, including the preliminary Audit Risk Assessment and the focus areas that will be a part of the audit. She further spoke to the Preliminary Audit Materiality that will drive the extent and volume of testing that will be performed as part of the audit. Ms. Cheung noted the adoption of new accounting standards relating to asset retirement obligations and financial instruments. She concluded her remarks indicating that she will continue to work with management on the implementation of new accounting standards and will report back to Council at the conclusion of the audit on the outcomes in the various risk areas. A question and answer period ensued between Members of the Committee, Lilian Cheung, and Staff regarding: • clarification that the Audit is in the planning stages and that the results would be presented at a future date; • whether the effective utilization of casino revenue would be reviewed as part of the audit; • clarification that the audit would broadly examine any increase in casino revenue and whether the revenue would be spent on eligible and valid expenses; • clarification regarding how the allocation of casino revenue is examined; • ensuring that the 2023 and 2024 planned use of casino funds is clearly outlined in budget documents; • how the City currently allocates casino funds and whether there was a formal guideline in place to determine how casino funds are utilized; • clarification regarding the impact of Strong Mayor Powers in the budget process; • clarification regarding the allocation of casino revenues, prior to the agreement with the Region of Durham; and, • concerns regarding rising property taxes despite the addition of casino revenues. Paul Bigioni, Director, Corporate Services & City Solicitor, advised the Committee that Staff could examine the implications of the new Strong Mayor Powers under Provincial legislation and whether the concerns expressed regarding the use of casino revenues could be addressed prior to the November 27, 2023 Council Meeting. Recommendation: Moved by Councillor Brenner Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 7 Seconded by Councillor Cook That the Audit Service Plan as submitted by Deloitte LLP, set out in Attachment 1 to this report, be received for information. Carried 4.2 Director, Community Services, Report CS 28-23 2024 Community Festivals and Events Approval of Events in Esplanade Park A question and answer period ensued between Members of the Committee and Staff regarding whether the Butter Tart Festival was an outdoor event in the past year, and whether it is planned to be an outdoor event in 2024. Recommendation: Moved by Councillor Cook Seconded by Councillor Brenner 1. That Council authorize staff to issue a park permit for the use of Esplanade Park by Rotary Club of Pickering Rotary from Wednesday, June 12 to Monday June 17, 2024, for Pickering Ribfest, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 2. That Council authorize staff to issue a park permit for the use of Esplanade Park by Carea Community Health Centre on Friday, June 21, 2024, for National Indigenous Peoples Day, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 3. That Council authorize staff to issue a park permit for the use of Esplanade Park by Canadian Food Truck Festivals from Thursday, August 8 to Monday, August 12, 2024, for Pickering Food Truck Festival, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 4. That Council authorize staff to issue a park permit for the use of Esplanade Park by Apostolic Pentecostal Church of Pickering on Tuesday, August 13, 2024, and Tuesday August 20 (rain date) for a Sing-A-Long, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 8 5. That Council authorize staff to issue a park permit for the use of Esplanade Park by Affiliation For Inspiring Youth Upliftment Enterprise (A.F.I.Y.U) on Saturday August 17, 2024, and Sunday, August 25, 2024 (rain date) for a Movie Night, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 6. That Council authorize staff to issue a park permit for the use of Esplanade Park by Indo-Canadian Cultural Association of Durham Inc. on Sunday, August 18, 2024, for A Festival of India’s Independence, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; 7. That Council authorize staff to issue a park permit for the use of Esplanade Park by Ontario Conservative Electoral District Association on Saturday, August 24, 2024, for MPP Bethlenfalvy’s Community BBQ, on terms and conditions satisfactory to Director, Community Services and Chief Administrative Officer; and, 8. 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, Community Services, Report CS 29-23 Accessibility for Ontarians with Disabilities Act - 2023 Compliance Report A question and answer period ensued between Members of the Committee and Tim Higgins, Accessibility Coordinator regarding: • clarification as to whether the Accessibility for Ontarians with Disabilities Act (AODA) is Provincial legislation and whether it applies to all Ontario municipalities; • whether the City has a record of the number of its employees living with disabilities; • whether the City’s Customer Care Centre Team is trained and equipped to serve persons with hearing impairments and disabilities; and, • the City’s efforts to make accessibility improvements to playgrounds and public parks, and whether there is a plan bring all parks and playgrounds into conformity with accessibility standards. Recommendation: Moved by Councillor Butt Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 9 Seconded by Councillor Brenner 1. That Council endorse the City of Pickering 2023 Accessibility Compliance Report prepared by City staff and endorsed by the Accessibility Advisory Committee, as set out in Attachment 1; 2. That staff be authorized to submit the City of Pickering 2023 Accessibility Compliance Report to the Government of Ontario Ministry for Seniors and Accessibility; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.4 Director, Community Services, Report CS 30-23 Public Art Policy Updates - CUL 130 Public Art Policy Recommendation: Moved by Councillor Brenner Seconded by Councillor Cook 1. That Council endorse the revisions in CUL 130 Public Art Policy, as set out in Attachment 1 to this report, subject to minor revisions acceptable to the Director, Community Services; 2. That Council endorse in principle the Public Art Plan 2023-2026, as set out in Attachment 3 to this report; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.5 Director, Community Services, Report CS 31-23 Community Safety and Well-Being Draft Plan A question and answer period ensued between Members of the Committee and Laura Gibbs, (Acting) Director, Community Services regarding: • the status of the creation of the Homelessness Task Force and when Council could expect a report back on the matter; Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 10 • the City’s Respectful Conduct Policy and whether it applies to Committee and Taskforce Members and their social media posts; and, • the various issues that are sought to be addressed through the Community Safety and Well-Being Plan. Recommendation: Moved by Councillor Butt Seconded by Councillor Brenner 1. That Report CS 31-23, regarding the City of Pickering Community Safety and Well-Being Draft Plan, be received; 2. That Mayor Ashe be requested to include funding in the amount of $25,000 in the City’s 2024 Current Budget (Culture & Recreation Administration) to enable staff to undertake Community Consultation on the City of Pickering Community Safety and Well-Being Draft Plan in Q1 2024; 3. That staff return the final City of Pickering Community Safety and Well- Being Plan to Council for endorsement no later than Q2 2024; and, 4. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 4.6 Fire Chief, Report FIR 05-23 Ajax-Pickering Automatic Aid Agreement Recommendation: Moved by Councillor Brenner Seconded by Councillor Cook 1. That Report FIR 05-23 regarding Ajax-Pickering Automatic Aid Agreement be received; 2. That the Mayor and City Clerk be authorized to execute the Ajax-Pickering Automatic Aid Agreement, set out in Attachment 1 to this report, subject to minor revisions as may be required by the Fire Chief and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 11 the necessary actions as indicated in this report. Carried 4.7 Director, Operations, Report OPS 26-23 Supply & Delivery of Nine Midsize SUVs - Request for Quotation No. Q2023-47 Recommendation: Moved by Councillor Brenner Seconded by Councillor Cook 1. That Request for Quotation No. Q2023-47 submitted by Downtown AutoGroup, in the amount of $328,230.00 (HST excluded) be accepted; 2. That the total gross project cost of $370,900.00 (HST included), and that the total net project cost of $334,007.00 (net of HST rebate) be approved; 3. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $334,007.00 funded from the Vehicle Replacement Reserve as provided for 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 4.8 Director, City Development & CBO, Report PLN 35-23 Proposed Memorandum of Understanding to govern the delivery of municipally requested programs and services offered by the Central Lake Ontario Conservation Authority to the City of Pickering under the Conservation Authorities Act Recommendation: Moved by Councillor Brenner Seconded by Councillor Cook 1. That Council endorse in principle the draft Memorandum of Understanding between the City of Pickering and the Central Lake Ontario Conservation Authority (CLOCA), as set out in Appendix I to Report PLN 35-23, to secure the continuation of municipally requested programs and services CLOCA Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 12 offers to the City of Pickering in compliance with the Conservation Authorities Act; 2. That the Mayor and City Clerk be authorized to execute the Memorandum of Understanding, between the City of Pickering and the Central Lake Ontario Conservation Authority, as set out in Appendix I to this report, subject to any minor revisions as may be required by the Chief Administrative Officer, the Director, Corporate Services & City Solicitor, and/or the Director, City Development & CBO; and, 3. That the appropriate City officials be authorized to take the necessary actions as indicated in this report. Carried 4.9 Director, City Development & CBO, Report PLN 37-23 Tree Protection By-law Update - Phase 3 Recommendation Report A question and answer period ensued between Members of the Committee and Staff regarding: • concerns regarding the proposed expenditure and property tax levy to enforce the proposed tree protection by-law; • clarification regarding what protections are in place for trees under the existing by-law in regulated areas and how tree protection decisions are currently made; • concerns regarding the potential negative impacts of the proposed tree protection by-law on property rights and values; • concerns regarding the proposed creation of additional bureaucracy and cost to enforce the proposed tree protection by-law; • clarification regarding whether the proposed tree protection by-law outlines penalties for unauthorized removal of trees by developers; • the penalties for unauthorized tree removal and the final determination of penalties by the Court based on a variety of factors; and, • the need to penalize developers rather than penalizing homeowners for unauthorized removal of trees. Recommendation: Moved by Councillor Brenner Seconded by Councillor Cook Executive Committee Meeting Minutes November 6, 2023 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Pickles 13 1. That Report PLN 37-23 be referred back to staff to revisit the recommendations that were prepared by the Corporate Working Group as set out in Appendix 1; 2. That staff be directed to review an implementation plan that would not necessitate the need for a special tax levy to fund the program; 3. That staff be directed to address the confusion that exists among existing homeowners with respect to tree protection; and, 4. That staff be directed to report back to Council on this matter in January 2024. Carried 5. Member Updates on Committees There were no Committee updates from Members. 6. Other Business 6.1 Councillor Butt gave notice that he would be bringing forward a Motion to recognize the contributions of Pickering resident Sigrid Squire for her work with the Pickering Horticultural Society. 7. Adjournment Moved by Councillor Brenner Seconded by Councillor Butt That the meeting be adjourned. Carried The meeting adjourned at 4:20pm.