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HomeMy WebLinkAboutJanuary 18, 2024 - Special Council Draft Special Council Meeting Minutes January 18, 2024 Hybrid Electronic Meeting Council Chambers 1:30 pm 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 J. Halsall - Division Head, Finance C. Rose - Chief Planner N. Surti - Division Head, Development Review & Urban Design S. Cassel - City Clerk C. Redmond - (Acting) Deputy Clerk 1. Call to Order/Roll Call The City Clerk certified that all Members of Council were present and participating in- person. 2. Disclosure of Interest No disclosures of interest were noted. Resolution #377/24 Moved by Councillor Robinson Seconded by Councillor Cook Draft Special Council Meeting Minutes January 18, 2024 Hybrid Electronic Meeting Council Chambers 1:30 pm 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 proposed or pending acquisition or disposition of land by the municipality, receipt of advice that is subject to solicitor-client privilege, including communications necessary for that purpose, and a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality. The matters are being discussed in closed session as they pertain to a confidential verbal update from the Chief Administrative Officer and Director, Finance & Treasurer pertaining to potential land valuation and options as it relates to capital project priorities. Carried Members of Council and applicable staff moved from the Council Chambers to the Main Committee Room for the in-camera portion of the Meeting. 3. In Camera Matters (Main Committee Room) 3.1 Confidential Verbal Update from the Chief Administrative Officer and the Director, Finance & Treasurer, and a Presentation from Shawn Oakley, Real Estate Advisory, KPMG LLP Re: Development Analysis: Land Valuation and Options 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 #378/24 Moved by Councillor Cook Seconded by Councillor Nagy That Council rise to the open session of the Special Meeting of Council. Carried 4. Confidential Special Council – Public Report (Council Chambers) Mayor Ashe stated that during the closed portion of the meeting, Council received a confidential verbal update as it pertains to a development analysis of land valuation and options as it relates to capital project priorities and that no decisions were made and no direction was provided to staff. 5. Delegations 5.1 Sarah Sheehy, Chair, Pickering Public Library Board Draft Special Council Meeting Minutes January 18, 2024 Hybrid Electronic Meeting Council Chambers 1:30 pm Charlie Wascher, Co-Chair, Pickering Public Library Teen Advisory Group Re: Report FIN 01-24 Capital Projects Priorities Sarah Sheehy, Chair, Pickering Public Library Board, appeared before Council on behalf of the Pickering Public Library Board (PPL) to speak to FIN 01-24. Ms. Sheehy stated that a modern library was an essential service and space for thousands of residents. Ms. Sheehy provided an overview of the various programs and events offered at the PPL and provided statistics on the number of active cardholders and website users. Charlie Wascher, Co-Chair, Pickering Public Library Teen Advisory Group, appeared before Council to speak to what the library means to him. Mr. Wascher stated that the library was not only a place to read, but a place to grow, learn and make friends. Mr. Wascher advised that the library was more than just a building, it was also a second home. Ms. Sheehy spoke to the proposed Capital Projects Priorities in the Report including her excitement for the design and construction of the Seaton Recreation Complex and Library. Through outreach conducted by library staff in the summer, she noted that residents are supportive of the Seaton Library and pleased that it will offer year-round outreach to Seaton residents. Ms. Sheehy commented that although located in Seaton, the library would be used by all residents of Pickering and co-located with other community services. Ms. Sheehy also spoke to the Library Board’s support for the Pickering Heritage and Community Centre that would include two library spaces, a local history resource centre, and a library kiosk. She stated that the Library Board was supportive for Council’s vision to include a new library as part of the City Centre Project noting that the new library would ensure that as Pickering grows, there would be sufficient space to meet the needs of the community. Ms. Sheehy advised that the Board had voiced the need for a new library in 2012 and stated that the Board does not support the option for the renovation of the current Central Library, as it devalues the recent vision of Council to build a new City Centre Library, and had expressed concerns regarding the amount of time the library would be closed to the public to complete the renovations. Ms. Sheehy added that the Library’s Anti-Black Racism Working Group was also in support of a new City Centre Library, as a new library would benefit all community members especially marginalized community members who are often affected by systemic racism and poverty and added that the effect of poverty creates barriers that affect quality education. Ms. Sheehy noted that with the growth, development and diversity of people moving into Pickering, that libraries are a critical service to address the needs of the community that were not currently being met in Pickering. Ms. Sheehy concluded her delegation by noting that the Library Board supports a vision for a strong, vibrant Pickering that includes recreation centres, Draft Special Council Meeting Minutes January 18, 2024 Hybrid Electronic Meeting Council Chambers 1:30 pm outdoor spaces, community centres and libraries and asked Council to keep true to their vision of a new City Centre Library at a time when they can fully fund the project. 5.2 Gregory Oakes, Chairman, Pickering Museum Village Foundation Re: Report FIN 01-24 Capital Projects Priorities Gregory Oakes, Chairman, Pickering Museum Village Foundation (PMVF), appeared before Council on behalf of the Foundation to express support for the Pickering Heritage Community Centre. He advised that the PMVF had worked with the Museum since 1996 and had supported many of its projects and added that the Museum was an asset to the culture and arts of the community. Mr. Oakes advised that since the Museum moved to Greenwood, it has expanded its services over the years, but that the Administration Building had been neglected with limited maintenance and physical improvements. He expressed the need for a new Administration Building as the existing building was too small, was outdated for the current programs and services and posed a health and safety hazard for those that use it. Mr. Oakes stated that in anticipation of the start of construction, administration staff were moved to Odd Fellows Hall which was not designed for office space and had affected rental revenues, as the building was closed to programs and events. He provided an overview of the City’s 2014 Cultural Strategic Plan to improve the Museum, the 2018 plans to build a smaller building on City owned land, the plans in the 2023 Budget for an even smaller building, and the 2024 plans to lower the scope of the building even further and stated that this would not satisfy the needs of the Museum going forward. He noted that design and construction costs increase each year even though plans for the building size have decreased. Mr. Oakes expressed his concern that grant funding would be affected by the delays in construction. He stated that the Pickering Heritage Community Centre would enhance the Museum by providing much needed year-round space for administration programming that would generate more revenue. He added that the new Centre would provide the north Pickering community with access to library and educational space, the archive collection, and a performing space. Mr. Oakes asked that the City not defer the Pickering Heritage Community Centre project, but if Council did not approve the Project, that they consider replacing the existing Administration Building using the grant funds. A discussion and answer ensued between Members of Council and Mr. Oakes regarding: • clarification on the proposed health and safety concerns with the current Administration Building; • clarification that because the building is too small, most of the museum’s artifacts are currently stored away and not visible to the public; and, Draft Special Council Meeting Minutes January 18, 2024 Hybrid Electronic Meeting Council Chambers 1:30 pm • the impact of the loss of potential revenue as Odd Fellows Hall is being used for administrative space. 5.3 John Sabean, Pickering Township Historical Society Re: Report FIN 01-24 Capital Projects Priorities John Sabean, Pickering Township Historical Society (PTHS), appeared before Council in support of the Pickering Heritage and Community Centre Project and provided an overview of the history of Pickering. Mr. Sabean advised that historical papers and artifacts held by the Ontario Archives were given to the Pickering Township Historical Society and are now stored in a basement and not accessible to the public or researchers as there is no space at the Museum to store them. Mr. Sabean advised that hundreds of other documents related to the history of Pickering are also stored in the basement including maps, photos, postal items, books, artwork, and other various documents which all help to tell the story of Pickering’s past. Mr. Sabean expressed the need for archive space to store these items as well as borrowed items, and a space that is accessible to those who want to research its treasures. He spoke to PTHS’s contribution of donations of works fine arts some of which are displayed in the library and others that remain in storage in the museum. Through the aid of PowerPoint presentation, Mr. Sabean provided an overview of some of the art pieces including a number of portraits and paintings from the Fothergill collection, and other works from various artists, all of which tell the story of the history of Pickering. Mr. Sabean remarked that Pickering needs a place where people view the works and learn about the rich history of Pickering. 5.4 Christine Leu, Partner, Leuwebb Projects Re: Report FIN 01-24 Capital Projects Priorities Christine Leu did not connect electronically into the meeting and did not provide a delegation. 5.5 John Edmonds, Oshawa Resident Re: Report FIN 01-24 Capital Projects Priorities John Edmonds, Oshawa Resident, appeared before Council in support of the Pickering Heritage Community Centre Project. Mr. Edmonds commented that through his experience in theatrical production as a patron, volunteer and educational instructor at the Museum, he had heard that events such as “The Spirit Walk” are well known both in and outside of the community. He expressed his concern that the current site has no place for visitors to wait in inclement weather. Mr. Edmonds concluded his delegation by stating that he wants the Draft Special Council Meeting Minutes January 18, 2024 Hybrid Electronic Meeting Council Chambers 1:30 pm PHCC project to go forward as it would bring people from around the world to see “Spirit Walk” and other events at the Museum. 5.6 Janet Cobden, Pickering Resident Dave Cobden, Pickering Resident Re: Report FIN 01-24 Capital Projects Priorities Janet Cobden and Dave Cobden, Pickering residents, appeared before Council in support of the Pickering Heritage Community Centre Project. Ms. Cobden advised that she has been a volunteer for over 16 years mostly working with conservation staff. In 2023 the artifacts were moved as the building was to be demolished. She added that when demolition was paused over 10,000 artifacts were crated. She advised that by going ahead with the Pickering Heritage Community Centre, they would be able to showcase some of these items, including personal and household items, machines, past and present works of art, and other forms of art. She advised that with the increase in the growth of Seaton, this new centre would be an asset to new residents. She noted that with the Greenwood Community Centre being at the end of its lifespan, a new community centre would provide cultural and recreational programs for the community in a safe environment. Ms. Cobden concluded by asking Council to consider the project as it will be an asset to the community. 5.7 Scott Loyst, Pickering Resident Re: Report FIN 01-24 Capital Projects Priorities Scott Loyst, Pickering resident, appeared before Council in support of the Capital Projects that include skate parks. Mr. Loyst noted that the City Centre project concept included a skate path and would be a great summer location for a Pickering mobile skateboard park. He stated that he was also in support of the Seaton Recreation Complex and Library as it was a future location for another skate park. He remarked that since skateboarding had entered the Olympics, many municipalities are including skate parks in their new facilities and remarked that skate parks should be included in all new recreation facilities along with other action sports. Mr. Loyst commented that he was in support of the Pickering Heritage Community Centre as his family enjoyed the Museum but added that it needed updating. 5.8 Margaret Bowie, Pickering Resident Re: Report FIN 01-24 Capital Projects Priorities Margaret Bowie, Pickering Resident, appeared before Council to express her concern regarding the Capital Projects Budget. She remarked that the focus of her Draft Special Council Meeting Minutes January 18, 2024 Hybrid Electronic Meeting Council Chambers 1:30 pm presentation was on the issue of debt and that although debt was inevitable, Pickering should strive to be debt free. Ms. Bowie commented that Pickering Casino revenues were helping, but that the City’s debt had been derailed by Bill 23, the pandemic and inflation. Ms. Bowie stated that residents need to be consulted on the Capital Budget and understand the effects of tax increases. She commented on the need for transparency, accountability, and democracy from elected officials. Ms. Bowie recommended that Council hold a meeting to discuss the allocation of casino funds in the Mayor’s budget and noted that Council had received a copy of the Town of Ajax’s Capital Budget from her prior to the Meeting, showing the continuity and transparency of its reserve funds. Ms. Bowie concluded her delegation by stating that Council had the opportunity to make things better for Pickering. 5.9 Paul Savel, Pickering Resident Re: Report FIN 01-24 Capital Projects Priorities Paul Savel, Pickering Resident, appeared before Council as an active volunteer and supporter of the Pickering Museum Village for over 20 years including serving as a member of the Pickering Museum Advisory Committee from 2004 – 2018. He advised that the museum is an irreplaceable asset to Pickering’s cultural and heritage portfolio. He remarked that it presents a living history to over 10,000 students each year as well as hosting quality programs and special events for the general public. He advised that the Pickering Museum also plays an important role in conservation, protection and storage of artifacts tied to Pickering’s history. He advised that without a proper storage area to house and protect the artifacts, there is a risk that part of the past could be lost forever. He remarked that the existing infrastructure to house the artifacts was not adequate, environmentally sound and was susceptible to insects and animal infestation which could damage the artifacts. He noted that the space is also not safe for office staff and noted that the temporary move for staff to Odd Fellows Hall had interrupted the Museum and removed a source of revenue as the building is not available for rentals. He noted that once the new facility is completed, the Museum could continue its unique programming and events. Mr. Savel concluded his delegation by stating that the Pickering Heritage Community Centre would ensure the safe storage of artifacts, provide a much-needed replacement for the Greenwood Community Centre, a safe place for Museum staff and guests visiting the Museum, and asked Council to keep the Pickering Heritage Community Centre project as a Capital Budget priority. 5.10 Manu Alberola, Creative Producer, TKNL Re: Report FIN 01-24 Capital Projects Priorities Draft Special Council Meeting Minutes January 18, 2024 Hybrid Electronic Meeting Council Chambers 1:30 pm Manu Alberola, Creative Producer, TKNL, appeared electronically before Council in support of the Pickering Heritage Community Centre (PHCC). Mr. Alberola advised that he is a creative producer that has worked with the City on design concepts for the PHCC and other projects. He commented on the relevance and importance of the City to curate space for art and culture and that a multi-function facility is a way to enhance, engage and bring pride to the community in one hub and can act as an incubator for a new way of Pickering life. 5.11 Dorsey James, Pickering Resident Re: Report FIN 01-24 Capital Projects Priorities Dorsey James, Pickering Resident, appeared before Council in support of the Pickering Heritage Community Centre (PHCC). As a local sculptor artist, he shared his insights and reasons as to why he believes the arts and the PHCC were a good idea. Mr. James stated that he had pursued education in fine arts and that he sees art in the community as entertaining and educational, which exposes individuals to beliefs and practices in cultures other than their own. He remarked that art teaches us to our legacies and is necessary to maintain through time, the legacy of where we have gone, what we have done and who we have been. Mr. James concluded his delegation by stating that the PHCC was a good idea and requested that Council keep it alive. 5.12 Philip Warne, Elevator Controls Canada Inc. Re: Report FIN 01-24 Capital Projects Priorities Philip Warne, Elevator Controls Canada Inc., appeared before Council regarding his support for the staff recommendation in the Report to limit the priorities to one or two projects, but noted he had heard the passion of the previous delegations who were supportive of various projects. Mr. Warne discussed his concerns with the impacts of the Seaton Recreation Complex construction and debt servicing costs outlined in the Report. He noted that municipal expenditures on municipal complexes, museums, libraries and parks were not built on sound business cases but noted there are many intangibles that include the quality of life and enjoyment of the community. Mr. Warne commented that even with the high cost of the Seaton Recreation Complex project, it is time to move forward with the Project as residents have limited or no access to local facilities but that he was concerned with the budget and funding model. Mr. Warne asked that Council put aside visions of grandeur and seek further clarification regarding City revenue growth. He further requested that Council consider the other options in the Report, endorse the recommendation for the Seaton Recreation Complex, and to defer funding of the other projects. Mr. Warne concluded his delegation by stating that at the recent Ward 1 and Ward 2 Town Hall meeting, concerns were raised that Draft Special Council Meeting Minutes January 18, 2024 Hybrid Electronic Meeting Council Chambers 1:30 pm Mayor Ashe may use the Strong Mayor Powers to veto any decisions made today and urged Mayor Ashe not to use those powers. 5.13 Jan Pettafor, Pickering Community Concert Band Re: Report FIN 01-24 Capital Projects Priorities Jan Pettafor, Pickering Resident, appeared before Council on behalf of the Pickering Community Concert Band in support of the City Centre Project. Ms. Pettafor provided an overview of the many events that the Pickering Community Concert Band had played at many Pickering events including, Tree Lighting, Canada Day, Artfest, and Poinsettia Tea. Ms. Pettafor advised that the band has grown to 60 members and they have outgrown their current space at the East Shore Community Centre. She advised that she looks forward to the new Performing Arts Centre and would like to see a designated performance and storage space to house their instruments. Ms. Pettafor concluded her delegation by stating that she would like to see this Project go ahead. It was the consensus of Council to take a short recess. Council recessed at 3:49 p.m. and reconvened at 4:02 p.m. 6. Matters for Consideration 6.1 Director, Finance & Treasurer, Report FIN 01-24 - Capital Projects Priorities Shawn Oakley, Real Estate Advisory, KPMG LLP, and Lindsay Hochman, Senior Architect, Hariri Pontarini Architects (HPA), appeared before Council and through the aid of a PowerPoint presentation spoke to the next phase of the City Centre Project by providing an analysis of the selected option previously decided by Council. Mr. Oakley provided background information on the City’s vision to develop a central hub of spaces including a Central Library, Community Centre, Performing Arts Centre, Administrative space expansion, public park and other public amenities. He discussed the methodology that was developed by KPMG and HPA to deliver the options mandate, including requirements, design, stakeholder engagement, net project cost, potential partnership structure, market sounding and report development. Lindsay Hochman appeared before Council and provided an overview on how they developed the project concept including meetings and presentations with staff, a public survey, and public engagement. Ms. Hochman provided details of the proposed program for the City Centre Park, and with feedback from staff and the public, how best to incorporate the requirements with the space available. She advised that what they heard from the survey was the need for various amenities Draft Special Council Meeting Minutes January 18, 2024 Hybrid Electronic Meeting Council Chambers 1:30 pm including hardscape, a Farmer’s Market, a performance infrastructure building, and a refrigerated skating rink. Mr. Oakley discussed the four different program options, and provided details with each of the concepts, including with or without residential, with a new library or with a renovation of the current Central Library. Ms. Hochman provided an overview of the renderings of the various views proposed for the City Centre Park and the amenities that would be included at the different facilities. Mr. Oakley discussed the current and future considerations for parking for both visitors and staff behind the Chestnut Hill Recreation Complex and underground parking below the library/community centre. He provided an overview of the project phasing and gross project costs including a range of options. Mr. Oakley provided an overview of partnership models that staff could explore and discussed the market sounding approach with developers. Detailed discussion ensued between Members of Council and staff regarding: • confirmation that although this exercise was to prioritize a number of unique Capital Projects, other projects such as roads, parks, bridges, sidewalks and other projects would still be coming forward for consideration in the Mayor’s 2024 Capital Budget; • timelines for the public consultation exercise pertaining to the Seaton Recreation Complex and Library; • the benefits of the Pickering Heritage Community Centre being a shovel ready project, partially funded by grant monies, and being the first Community Center in Pickering north of Finch Avenue; • the importance of the setting in motion a number of legacy projects including the City Centre Park, Pickering Heritage Community Centre, and Petticoat Creek Conservation Park; • the merits of taking a more conservative approach to both the Seaton Recreation Complex and the PHCC, and how the city’s debt capacity might be impacted should a catastrophic event occur; • clarification on the cost of pursing naming rights revenues; and, • the impacts of inadequate DC funding and if any level of government would substitute Pickering’s losses. Resolution #379/24 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Report FIN 01-24 of the Director, Finance & Treasurer be received; Draft Special Council Meeting Minutes January 18, 2024 Hybrid Electronic Meeting Council Chambers 1:30 pm 2. That Council confirm the first capital budget priority as the Seaton Recreation Complex & Library at an estimated total project cost of $242.97 million (design, construction and furniture & fixtures) and that Council recommends that the Mayor be requested include this project in the 2024 Capital Budget and Capital forecast as follows: a) That the 2024 Capital Budget include $22.95 million for design of the Seaton Recreation Complex & Library to be funded as follows: i. A transfer from the Development Charges Reserve Fund Parks & Recreation in the amount of $17,622,209; ii. A transfer from the Development Charges Reserve Fund Library in the amount of $4,854,760; and, iii. A transfer from the Seaton FIA Reserve in the amount of $473,031; b) That the Capital Forecast 2025 to 2033 include funding for construction and related costs for the Seaton Recreation Complex & Library in the amount of $220.02 million. 3. That Council confirm the second capital budget priority as Pickering City Centre Project Phase One which is the City Centre Park at an estimated total cost of $15.0 million (design, construction and furniture & fixtures) and that Council recommends that the Mayor be requested to include this project in the 2024 Capital Budget and Capital Forecast as follows: a) That the 2024 Capital Budget include $1.5 million for design to be funded as follows: i. A transfer from the Casino Reserve Fund in the amount of $750,000; ii. A transfer from the Parks and Recreation Reserve Fund in the amount of $750,000; and, b) That the Capital Forecast 2025 to 2033 include funding for construction and related costs for the Pickering City Centre Project Phase One which is the City Centre Park in the amount of $13.5 million. 4. That Council confirms the following additional capital budget priorities and requests that the Mayor include the applicable funds in the 2024 Current and Capital Budget and Capital Forecast: Draft Special Council Meeting Minutes January 18, 2024 Hybrid Electronic Meeting Council Chambers 1:30 pm a) Pickering Heritage Community Centre (Scenario 3), with the awarding of the construction contract having to be considered by Council in February 2024, that has an estimated ARL impact of 19.0 percent, and an estimated gross cost of $61.2 million less Federal Government Grants of ($16.5 million) which translates into a net cost of $44.7 million; b) That staff be directed to commence negotiations with TRCA for Petticoat Creek Conservation Park (PCCP), with the ownership issue still to be resolved, and report back to Council by Q4, 2024, and, that future consideration be given, based on the amenities set out for PCCP in Scenario 4, and to include basketball courts and an outdoor pool, at such time that a visionary exercise commences; and, c) That the Pickering City Centre Project Phase Two (Scenario 6), be deferred to 2028 upon the completion of the Seaton Recreation Complex & Library. 5. That Council authorize the Director, Finance & Treasurer to pursue a financial strategy that maximizes the economic benefit of its Elexicon investment and that the Mayor be requested to include sufficient funds in the 2024 Current Budget for the Treasurer to undertake such action; 6. That Council authorize the Director, Finance & Treasurer to pursue all possible options as it relates to addressing the current inadequate DC funding of the growth-related capital program and capital forecast and that the Mayor be requested to include sufficient funds in the 2024 Current Budget to undertake such action; 7. That Council authorize City staff to pursue naming rights revenues, other private sector partnerships and grant programs for the confirmed capital budget priorities, whereby it would be beneficial to the City from a financial lens, and that Council recommends that the Mayor be requested to include $50,000 in the 2024 Current Budget to undertake this activity; and, 8. That the appropriate City of Pickering officials be given authority to take the necessary actions to give effect thereto. Carried Unanimously on a Recorded Vote 7. Confirmatory By-law By-law Number 8072/24 Councillor Cook, seconded by Councillor Butt moved for leave to introduce a By-law of the City of Pickering to confirm the proceedings of January 18, 2024. Draft Special Council Meeting Minutes January 18, 2024 Hybrid Electronic Meeting Council Chambers 1:30 pm Carried 6. Adjournment Moved by Councillor Nagy Seconded by Councillor Robinson That the meeting be adjourned. Carried The meeting adjourned at 5:00 pm. Dated this 18th of January, 2024. Kevin Ashe, Mayor Susan Cassel, City Clerk