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HomeMy WebLinkAboutApril 27, 2020 - Special(4 off DICKERING Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm Present: Deputy Mayor K. Ashe Councillors: M. Brenner S. Butt L Cumming B. McLean D. Pickles Absent Mayor David Ryan Also Present: M. Carpino K. Bentley P. Bigioni J. Eddy J. Hagg R. Holborn F. Jadoon S. Karwowski S. Cassel C. Rose J. Halsall L. Harker 1. RoII Call - Director, Community Services °& Deputy CAO - Director, City Development & CBO - Director, Corporate Services & City Solicitor - Director, Human Resources - Fire Chief - Director, Engineering Services - Director, Economic Development & Strategic Projects - Director, Finance & Treasurer - City Clerk - Chief Planner - Manager; Budgets & Internal Audit - Deputy Clerk The City Clerk certified that all Members of Council were present and participating electronically in accordance with By-law 7749/20, with the exception of Mayor Ryan who was absent due to illness. 2. Disclosure of Interest No disclosures of interest were noted. GLU DICKERING Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm 3. Adoption of Minutes Resolution # 273/20 Moved by Councillor Cumming Seconded by Councillor Butt Council Minutes, March 18, 2020 Special Council Minutes, March 18, 2020 Special Council Minutes, March 23, 2020 Carried 4. Delegations There were no delegations. 5. Correspondence 5.1 Corr. 06-20 Kevin Narraway, Manager of Legislative Services/Deputy Clerk Town of Whitby Re: Provincial Electric Vehicle Rebate Program Resolution # 274/20 Moved by Councillor Pickles Seconded by Councillor Brenner That Corr. 06-20, dated March 13, 2020, from the Town of Whitby, regarding the Provincial Electric Vehicle Rebate Program be received and endorsed. Carried 5.2 Corr. 07-20 Mary Delaney, Chair Land Over Landings Re: Questions regarding the Economic Impact Study for the Aerotropolis and the Survey Conducted by Proof Inc./Environics Analytics Resolution # 275/20 Moved by Councillor Brenner. Seconded by Councillor McLean DICKERING Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm Discussion ensued regarding the request received from Land Over Landings to defer their correspondence until such time that the COVID-19 emergency had ended and regular Council Meetings are resumed to allow for in-person delegations. That Corr. 07-20, dated April 2, 2020, from Land Over Landings, regarding the Economic Impact Study for the Aerotropolis and the Survey Conducted by Proof Inc. /Environics Analytics, be deferred to the next regular meeting of Council following the lifting of the COVID-19 emergency. Carried 5.3 Corr. 08-20 Association of Municipalities of Ontario Re: AMO COVID Update — Staff Reassignment Flexibility Provided Brief discussion ensued regarding the redeployment of staff and it was noted that City Staff had already taken action in this regard and that there was no need to proceed with Item 2 of the recommendation. The following substitute motion was presented and disposed of by Council. Resolution # 276/20 Moved by Councillor Brenner Seconded by Councillor McLean That Corr. 08-20, dated April 17, 2020, from the Association of Municipalities of Ontario (AMO) regarding Staff Reassignment Flexibility Labour, be received. Carried 6. Matters for Consideration 6.1 Director, Community Services & Deputy CAO, Report CS 11-20 Dr. Nelson F. Tomlinson Community Centre Management Agreement Claremont Lions & District Club Discussion ensued regarding the change in leadership for the Claremont Lions & District Club noting that the outgoing leadership had wanted to terminate the Management Agreement. Marisa Carpino, Director, Community Services & Deputy CAO provided a brief overview of the operation and management of the Community Centre, noting that the new management group wanted to enter into the Management Agreement and ity col PJCKERJN Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm that they were in a position to take back over this role. She further noted that the Agreement includes a clause that either party may terminate the Agreement if necessary. Ms. Carpino concluded by advising Council that the City would assist the Lion's Club with promoting the space as a private use to try to maximize bookings at the. Community Centre. Resolution # 277/20 Moved by Councillor Pickles Seconded by Councillor Butt 1. That the Mayor and City Clerk be authorized to execute a Management Agreement renewal to which the Claremont Lions & District Club will be permitted to continue to provide certain management services to the City of Pickering at the Dr. Nelson F. Tomlinson Community Centre from April 1, 2020 to March 31, 2025, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary action to give effect thereto. Carried 6.2 Director, Community Services & Deputy CAO, Report CS 24-2 COVID-19 Response - Closures and Cancellations A question and answer period ensued, with Members of Council requesting clarification from Staff regarding the lifting of restrictions on community gardens, and if this included Princess Diana Park and the George Ashe Community Garden. Further clarification was sought regarding a plan for the opening of parks, sports fields, pools and ice rinks, once the emergency orders were lifted. Marisa Carpino, Director, Community Services & Deputy CAO, advised Members of Council that Staff were currently working on a recovery plan that would detail how much time was required for each area to get back up and running, but that the opening of all facilities, parks, and fields, would not be immediate once the Provincial Orders were lifted due to the time and Staff resources involved. Resolution # 278/20 Moved by Councillor Brenner Seconded by Councillor McLean rra .� DICKERING Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm 1. That Council endorse the extended closure of all public City facilities, City Playground Structures and Park Amenities until July 1, 2020 (inclusive); 2. That Council endorse the extended cancellation of all public City programs, City events (including Canada Day), and City Permits (including facility, sports field, and parks) until July 1, 2020 (inclusive); and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Carried 6.3 Director, Engineering Services, Report ENG 02-20 Asphalt Resurfacing on Various City Streets - Tender No. T2020-4 A discussion period ensued regarding whether these types of projects could proceed in light of the COVID-19 Provincial Orders surrounding essential services and how the contractors would be required to abide by emergency regulations. Richard Holborn, Director, Engineering Services, advised that the Orders allowed. for the repair and maintenance of critical roads and that all other Durham Region municipalities were undertaking similar works. He also advised that language would be included in the memo to the contractors advising that they are required to abide by the Provincial regulations. Resolution # 279/20 Moved by Councillor Pickles Seconded by Councillor Brenner 1. That Tender No. T2020-4 for Asphalt Resurfacing on Various City Streets as submitted by Forest Contractors Ltd. in the total tendered amount of $3,062,321.75 (HST included) be accepted; 2. That the total gross project cost of $3,595,910.00 (HST included), including the tendered amount, a contingency and other associated costs, and the total net project cost of $3,238,228.00 (net of HST rebate) be approved; 3. That the 2020 Capital Budget approved source of funds for the Granite Court and Redbird Crescent projects to be revised from Federal Gas Tax Reserve Fund to Ontario Community Infrastructure Fund Grant and Federal Gas Tax Reserve Fund; Cly, DICKERING Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm 4. That Council authorize the Director, Finance & Treasurer to finance the net project cost of $3,238,228.00 as follows: a) the sum $1,970,355.00 as approved in the 2020 Capital Budget to be funded by a transfer from the Federal Gas Tax Reserve Fund; b) the sum of $850,000.00 as approved in the 2020 Capital Budget to be funded from the Ontario Community Infrastructure Fund Grant to be increased to $880,357.00 for the four designated projects presented in Table 4, and the sum of $335,352.00 by a transfer from the Federal Gas Tax Reserve Fund; and, c) the sum of $52,164.00 as approved in the 2020 Capital Budget to be funded by a transfer from the Rate Stabilization Reserve. 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 6.4 Director, Engineering Services, Report ENG 04-20 Consultant Selection for Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction - Proposal No. RFP2020-2 Resolution # 280/20 Moved by Councillor Brenner Seconded by Councillor McLean 1. That Proposal No. RFP2020-2 — Breezy Drive/Sunrise Avenue Storm Sewer Outfall Reconstruction, submitted by Aquafor Beech Limited in the amount of $78,066.05 (HST included) for detailed design be accepted; 2. That the total gross project cost of $89,902.00 (HST included), including the proposal amount, a contingency and other associated costs, and the total net project cost of $80,960.00 (net of HST rebate) be approved; 3. That the Director, Finance & Treasurer be authorized to finance the total net project cost in the amount of $80,960.00 as follows: a) The sum of $60,720.00 to be funded by a transfer from the Development Charges — City's Share Reserve; and, DICKERING Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm b) The sum of $20,240.00 to be funded by a transfer from the Development Charges — Stormwater Management Reserve Fund. 4. That Aquafor Beech Limited be retained for contract administration and construction supervision, at the construction stage of the project; and, 5. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Carried 6.5 Director, Finance & Treasurer, Report FIN 04-20 2020 Tax Rates and Final Tax Due Dates A discussion period ensued regarding the proposed due dates and how residents would be notified of the dates. Further discussion ensued regarding the interest penalty and when penalties would be imposed, with Members of Council requesting an update prior to August 31, 2020, on penalties and the possibility of waiving them depending on the financial circumstances, created by the COVID-19 emergency, at that time. Resolution # 281/20 Moved by Councillor Butt Seconded by Councillor Brenner 1. That Report FIN 04-20 of the Director, Finance & Treasurer regarding the 2020 tax rates be received; 2. That the 2020 tax rates for the City of Pickering be approved as contained in Schedule "A" of the By-law attached hereto; 3. That the tax levy due dates for the Final Billing be August 27, 2020 and October 28, 2020 excluding the industrial, multi -residential and commercial realty tax classes; 4. That the attached By-law be approved; 5. That the Director, Finance & Treasurer be authorized to make any changes or undertake any actions necessary to comply with Provincial regulations including altering due dates or final tax rates to ensure that the property tax billing process is completed; and, P1CKE Ri N Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm 6. That the appropriate City of Pickering officials be authorized to take the necessary actions to give effect thereto. Carried Later in the Meeting (See Following Motion) Resolution # 282/20 Moved by Councillor Brenner Seconded by Councillor Pickles That the main motion be amended by adding the following as a new Item 6 and the recommendation renumbered accordingly: That Staff be directed to report back to Council, at a Special Meeting, prior to August 31, 2020, to provide an update on the potential for the waiving of property tax penalties depending on the financial situation at that time. Carried The Main Motion, as amended, was then Carried. 6.6 Director, Finance & Treasurer, Report FIN 05-20 Financial Update on the Impact of COVID-19 Discussion ensued pertaining to the Aerotropolis project, with Members of Council questioning whether there is ongoing work or spending anticipated with this project this year. Further discussion ensued regarding the importance of ongoing promotion of the employment innovation corridor and the need to continue to move this forward amidst the COVID-19 emergency. Stan Karwowski, Director, Finance & Treasurer noted that another Financial Update on the Impact of COVID-19 report would be forthcoming in the Fall 2020, when Staff anticipate having a better understanding of lockdown events and the City's financial situation. Mr. Karwowski responded to questions pertaining to the list of capital projects being delayed, noting that the projects are not being removed from the budget, they are simply being delayed at this time. Resolution # 283/20 Moved by Councillor Butt Seconded by Councillor Cumming cry ,.0/ DICKERING Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm 1. That Report FIN 05-20 of the Director, Finance & Treasurer entitled "Financial Update on the Impact of COVID-19" be received for information; 2. That the Director, Finance & Treasurer be authorized to create a COVID-19 Community Grant based on the principle of providing financial assistance to those groups who are supporting Pickering's vulnerable during the COVID- 19 pandemic; 3. That the COVID-19 Community Grants program be funded by a transfer from the Rate Stabilization Reserve in the amount of $100,000; 4. That local grant recipients funded from 2020 Budget retain their funding provided it is used for its intended purpose or to ensure the organization's business continuity; 5. That the City Centre project be paused due to economic uncertainty as a result of the COVID-19 pandemic until the Fall of 2020; and, 6. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried Later in the Meeting (See Following Motion) Resolution # 284/20 Moved by Councillor Brenner Seconded by Councillor McLean That the main motion be amended by adding the following as Item 5 b) and the recommendation renumbered accordingly: That work and expenditures relating to an Aerotropolis be paused due to the economic uncertainty as a result of the COVID-19 pandemic until Fall 2020. Motion Lost on a Recorded Vote as Follows: Yes No Councillor Brenner Councillor Butt Councillor McLean Councillor Cumming Councillor Pickles Deputy Mayor Ashe The Main Motion was then Carried. Gtr �l P1CKER1N Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm 6.7 Director, City Development & CBO, Report PLN 07-20 Esri Enterprise Agreement for the Supply of ArcGIS Software and Services Extension of the City's Participation with the Region of Durham Resolution # 285/20 Moved by Councillor McLean Seconded by Councillor Cumming 1 That Council supports the proposed extension of the Region of Durham's Enterprise Agreement (EA) with Esri Canada for the supply of ArcGIS software and services and the City's ongoing participation in the EA for a three year period at a total cost of $201,444.00 (plus applicable taxes) with annual payments of $66,000.00 for year one (July 15, 2020 to July 14, 2021), $67,722.00 for year two (July 15,2021 to July 14, 2022), and $67,722.00 for year three (July 15, 2022 to July 14, 2023), to be funded from the Current Budget of the City Development Department; 2. That the Director of City Development be authorized to sign a Letter of Intent to Participate in and Commit to terms and payment, generally as set out in the draft letter provided in Appendix I; and, 3. Further, that the signed Letter of Intent to Participate in and Commit to Terms and Payment be forwarded to the Chief Information Officer, at the Region of Durham. Carried 6.8 COVID-19 Updates and Actions Resolution # 286/20 Impact of Homelessness COVID-19 Moved by Councillor Brenner Seconded by Councillor Butt That the rules of procedure be suspended in order to allow the introduction of a motion pertaining to the impact of homelessness and COVID-19. Carried on a Two -Thirds Vote Cly �F DICKERING Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm Discussion ensued pertaining to the need for a coordinated approach for proper COVID-19 testing and isolation of the homeless in Pickering as well as the need to offer a Pickering facility to the Region of Durham should a shelter be required during the emergency. Marisa Carpino, Director, Community Services & Deputy CAO, advised Members of Council that through discussions with the Region of Durham, it was indicated that there is no need for a full time homeless shelter in the City of Pickering and that there are insufficient Regional resources to support a shelter at this time. Resolution # 287/20 Moved by Councillor Brenner Seconded by Councillor Butt WHEREAS, all levels of Government have recognized that Homelessness poses a health risk to the homeless and to the community that will increase the number of positive cases of COVID-19; And Whereas, within Durham West there are not adequate facilities for the homeless that would ensure that the recommended 2 m(6ft) physical distancing necessary to combat this virus is maintained; And Whereas, the need for such a facility is best suited in a segregated location that has the required space and necessary amenities such as an arena; Whereas within the City of Pickering there are homeless persons living in unacceptable and unhealthy conditions; And Whereas, Durham Region has been reaching out to both the City of Pickering and the Town of Ajax to consider a coordinated approach to address homelessness during the COVID-19 crisis; Now Therefore be it resolved that the Council of The Corporation of the City of Pickering recognizes this as a crisis requiring immediate action and hereby gives direction through the Office of the CAO, to notify the Durham Region that the City of Pickering is offering the Chestnut Hills Developments Recreation Complex as an interim shelter during the COVID-19 crisis and is agreeable to work in partnership with Durham Region and the Town of Ajax to take steps for a coordinated approach to its implementation including redeployment of Municipal staff as permitted under the April 16th 2020 Provincial Order Subsection 7.0:2(4) Work Redeployment Measures for Municipalities. Carried D) P1CKER1N Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm Resolution # 288/20 Essential Mental Health Related Services Moved by Councillor Brenner Seconded by Councillor Butt That the rules of procedure be suspended in order to allow the introduction of a motion pertaining to essential mental health related services. Yes Councillor Brenner Councillor Butt Councillor Cumming Councillor McLean Councillor Pickles Carried on a Two -Thirds Recorded Vote as Follows: No Deputy Mayor Ashe Discussion ensued regarding the importance of the mental and physical health and well-being of City of Pickering residents during the COVID-19 emergency. Further discussion ensued regarding the intent of the motion to allow the City to track the new virtual activities and programs being offered so that the City is in a position to apply for any future funding, from upper levels of government, to help the City recover from these services where there is no incoming revenue. Resolution # 289/20 Moved by Councillor Brenner Seconded by Councillor Butt WHEREAS, the City of Pickering has declared an Emergency in response to the COVID-19 Pandemic; And Whereas, City of Pickering By-law 7746/20 provides for a prompt and coordinated response to an Emergency; And Whereas, under By-law 7746/20, the City of Pickering shall implement Municipal Emergency Management Plans defined as plans, programs or procedures prepared by the City of Pickering intended to mitigate the effects of an emergency or disaster to provide for the safety, health or welfare of the population in the event of such an occurrence; cry DICKERING Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm And Whereas, Section 8 of the By-law enables Council to review and evaluate Municipal Emergencies Plans and specify additional duties; And Whereas, COVID-1.9 is impacting the mental health of our residents; And Whereas, the ability for our residents to access virtual/digital programs/services is important to sustain the mental health of residents; And Whereas, such programs and services are provided by the City of Pickering Culture and Recreation Departments and the Pickering Public Library; Now Therefore be it resolved that the Council of The Corporation of the City of Pickering: 1. Designates, during the COVID-19 Emergency, those virtual/digital Pickering Recreation and Library Programs/Services as essential to sustain the mental and or physical health of residents; and, 2. That a copy of this resolution be forwarded to the Municipal Emergency Measures Executive Committee (MEMEC). Carried on a Recorded Vote as Follows: Yes No Councillor Brenner Councillor Pickles Councillor Butt Deputy Mayor Ashe Councillor Cumming Councillor McLean By-laws 7.1 By-law 7752/20 Being a by-law to adopt the estimates of all sums required to be raised by taxation for the year 2020 and to establish the Tax Rates necessary to raise such sums and to establish the final due dates for the residential, pipeline, farm, and managed forest realty tax classes. Resolution # 290/20 Moved by Councillor Butt Seconded by Councillor Pickles That By-law No. 7752/20 be approved. cd# PJCKER1NE Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm Carried Resolution # 291/20 Moved by Councillor Brenner Seconded by Councillor Pickles That the rules of procedure be suspended to allow the introduction of a By-law to provide the ability for Members of Committees to participate electronically at Meetings during a declared emergency. Carried on a Two -Thirds Vote 7.2 By-law 7753/20 Being a By-law to amend By-law 7665/18, which governs the proceedings of Council, any of its committees, the conduct of its Members, and the calling of meetings Resolution # 292/20 Moved by Councillor Brenner Seconded by Councillor Pickles That By-law No. 7753/20 be approved. Carried 8. Confirmation By-law By-law Number 7754/20 Councillor Cumming, seconded by Councillor Pickles moved for leave to introduce a by- law of the City of Pickering to confirm the proceedings of April 27, 2020. Carried 9. Adjournment Moved by Councillor McLean Seconded by Councillor Butt That the meeting be adjourned. PJCKE RiNG Special Council Meeting Minutes April 27, 2020 Electronic Meeting 2:00 pm The meeting adjourned at 3:58 pm. Dated this 27th of April, 2020. Carried K- `in Ashe, Deputy Mayor Susan Cassel, City Clerk