Meeting Minutes - City of Pickering

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Executive Committee 

Meeting Minutes 

Monday, November 12, 2012 

7: 00 pm - Council Chambers 

Chair: Councillor Rodrigues 

Present: 

Mayor Ryan 

Councillors: 

K. Ashe 

D. Dickerson 

B. McLean 

J. O' Connell 

D. Pickles 

P. Rodrigues 

Also Present: 

T. Prevedel - Chief Administrative Officer 

P. Bigioni Director, Corporate Services & City Solicitor 

E. Buntsma - Director, Community Services 

B. Douglas - Fire Chief 

R. Holborn Division Head, Engineering Services 

S. Reynolds - Division Head, Culture & Recreation 

S. Karwowski - ( Acting) Division Head, Finance & Treasurer 

K. Senior Manager, Accounting Services 

M. Gadzovski - Senior Water Resources & Environmental Engineer 

A. Mostert Coordinator, Landscape & Park Development 

D. Shields City Clerk 

L. Roberts Committee Coordinator 

I) Disclosure of Interest 

No disclosures of interest were noted. 

Moved by Councillor Dickerson 

Seconded by Councillor McLean 

That the rules of procedure be suspended in order to change the order of business to allow 

for delegations to be heard as each report is put forward. 

Carried 

II) 

Matters for Consideration 

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1. Director, Corporate Services & City Solicitor, Report CST 30- 12 

2012 Year End Audit 

Paula Jesty, Deloitte & Touche appeared before Committee to provide an overview of 

the 2012 year end audit. 

She briefly outlined areas of the executive summary, 

outlining the two significant risks, being revenue recognition and management 

estimates. 

A brief question and answer period ensued with clarification being provided with 

respect to best practices and internal controls. 

Recommendation 


Seconded by Councillor Pickles 

1. That Report CST 30- 12 of the Director, Corporate Services & City Solicitor be 

received; 

2. That the Audit Plan as submitted by Deloitte & Touche LLP, included as 

Attachment 1 to this report be received for information; and, 

3. That the Chief Administrative Officer and the (Acting) Division Head, Finance & 

Treasurer be authorized to sign the Auditor's Engagement Letter on behalf of 

the City. 

Carried 

2. Director, Community Services, Report CS 50- 12 

Proposed Indoor Soccer Facility 

Pre 2013 Capital Budget Approval 

Phil Frampton, President, Pickering Soccer Club, appeared before the Committee in 

support of Report CS 50- 12. With the aid of a power point presentation, he explained 

the services and programs provided by the Soccer Club, their successes in 

competitions as well as their involvement with special needs programs. He noted 

scholarships have been achieved by youth, with some going on to play professional 

soccer. 

He noted the need for facilities gets stronger each year, which is an on going 

challenge. 

He also indicated one of the key aspects of the facility was to ensure a 

0% tax impact on 

Pickering residents. He thanked City staff for their assistance in 

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bringing forward this report and also acknowledged their ongoing improvements and 

maintenance of facilities. 

A question and answer period ensued with staff providing clarification. 


Moved by Councillor McLean 


1. That Report CS 50- 12 from the Director, Community Services be received; 

2. 

That Council support the Pickering Soccer Club Indoor Facility Business Plan to 

develop and operate an Indoor Soccer Facility at 1955 Clements Road; 

3. That Council provide a pre 2013 Capital Budget approval for the Architectural & 

Engineering Services and Construction of the Pickering Indoor Soccer Facility at 

an estimated total project cost of$ 4,876,089.89; 

4. That the (Acting) 

Division Head, Finance & Treasurer be authorized to finance 

the total estimated project cost as follows: 

a) the sum of$ 4, 875,000.00 to be financed by the issue of debentures by the 

Regional Municipality of Durham over a period not to exceed 15 years, at a 

rate to be determined; 

b) the sum of$ 

1, 089.89 to be funded from property taxes; 

c) the annual repayment charges in the amount of approximately $423,275.00 

be included in the annual Current Budget for the City of Pickering, continuing 

thereafter until the debentures are repaid, and any financing cost to be paid 

out of the Current Budget; 

5. 

That Council approve the debt financing charges for the indoor soccer dome be 

fully repaid by the Pickering Soccer Club through regular monthly payments 

until the related debt financing is paid in full; 

6. 

That Council approve the engagement of Rounthwaite Dick and Hadley 

Architects Inc. for the Architectural & 

Engineering Services for the Pickering 

Indoor Soccer Facility in accordance with the City's Purchasing Policy Item 

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7. That the proposed total gross cost of Rounthwaite Dick and Hadley Architects 

Inc. in the amount of$ 369,233. 15 ( HST included), and a net cost of 

332,505.89 ( net of HST rebate) be approved; 

8. That the draft bylaw attached to this report be enacted; and 

9. 

That the appropriate City of Pickering officials be authorized to take necessary 

action to give effect thereto. 


Frenchman' s Bay Waterfront Master Plan 

Carried Unanimously 

On a Recorded Vote 

Jim Dike, Chair, Waterfront Coordinating Committee appeared before the Committee. 

He provided an overview of the purpose of the Waterfront Committee, which is to 

make recommendations to Council. He noted open houses had been held in order to 

gain the community' s comments on the Master Plan. He explained the result of 

these comments were on the City' s website in the form of a Question & Answer 

sheet. 

A resident of Pickering appeared before the Committee noting his concerns with the 

boardwalk. 

He questioned whether there would be sufficient emergency vehicle 

access. He noted his concerns with the costs involved for maintenance of the 

boardwalk as well as lighting installation. He also felt that the proposed trail system 

should be reduced. 

He stressed his concerns for maintaining the natural elements 

around the west shore and preserving the conservation. 

A brief question and answer period ensued with respect to removal of a portion of the 

trail as well as the lighting. 

A resident of Pickering appeared before the Committee expressing her concerns with 

respect to the Plan. She questioned whether there were larger maps to view, as the 

ones provided were difficult to read. She noted there had been changes made to the 

plan between March and June, stating the lack of public notification regarding these 

changes. 

She noted concerns with the potential removal of large trees for the road to 

the Canoe Club and boardwalk. 

She also questioned the installation of lighting, the 

need for 3 viewing platforms and the high cost for garbage cans. She requested the 

plans be reconsidered and felt there were still residents who had not viewed them. 

Evanne Willson , 

1522 Amberlea Road, Pickering, appeared before the Committee to 

express her concerns with respect to access to the beach area and reduced parking. 

She noted that she felt the Plan did not allow for sufficient parking with easy access 

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to the beach. She felt the boat trailers should be parked elsewhere once the boats 

have been launched, and that this area should be designed for seniors parking. 

Laurie Humphries a resident of Pickering appeared before the Committee noting her 

concerns with the lack of consultation and communication to residents. She stated 

that the City should be looking at different ways to communicate with residents and 

felt that the newspaper was no longer an effective means of communication. She felt 

the use of billboards like they had for planning applications would be more beneficial 

to area residents. She felt there was no need for a formal playground or picnic area 

and felt that it would be a waste of money because of the vandalism that regularly 

occurs. 

She also felt the installation of lighting would be a problem and noted her 

concerns with parking and stated the scope of the project was too expensive. She 

also noted that many parts of the plan are beautiful, but emphasized the need for 

more public consultation. 

Mary Humphrys, 926 Sunrise Avenue, Pickering, appeared before the Committee to 

outline the concerns of the newly formed West Shore Ratepayers Association, of 

which she is a member. 

She identified the following areas the association felt would 

enhance the plan; 

Phasing of construction — inform the community of a schedule of 

implementation plans 

Harbor entrance— where will residents go 

Ensure inclusion in City budget 

Install traffic calming for Beachpoint Promenade area 

Remove playground from high traffic area— safety concerns 

Include community in future planning 

Initiate a formal means of communication for residents 

Ensure a contact for residents during construction phase 

Ensure regular updates on construction schedules on website, billboards, etc. 

Andre Pilon, 663 Chipmunk Street, Pickering, appeared before the Committee, 

stating he was President of the newly formed Westshore Ratepayers Association. 

He stated his support of the Master Plan, but noted he would like to see the boat 

launch reconsidered to disallow motorized watercraft. He indicated he would rather 

see canoes, sailboats as the primary use. He questioned whether other yacht clubs 

could be utilized as an alternative for launching the motorized watercraft. He also felt 

the canoe club building, washrooms and storage facilities would create additional 

disruption later on if not considered now. 

Barbara Pulst, 909 Vistula Drive, Pickering, appeared before the Committee, stating 

she hoped to see the main focus on maintaining the natural state of the spit. She 

noted she would encourage the use of soft water sports and discourage motorized 

craft for safety reasons. She also felt there was no need for picnic tables. 

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Marilyn Hedge, Westport/ Fairport Beach resident, appeared before the Committee 

expressing 

her concerns with the lack of sufficient notice of meetings. She also 

noted she was not in favour of play structures, as they encourage the gathering of 

youth at odd hours. She also noted her concerns with the cost of the garbage 

receptacles and stated the majority of residents in the area currently cleaned up 

garbage in the area. She also noted that the bus routes should be reviewed again 

and felt there was no need for the bus loop noted in the plan. She stated that this 

area is a beautiful natural resource and would like to see it maintained as such. She 

encouraged the Committee to consider the recommendations provided by Mary 

Humphrys on behalf of the Westshore Ratepayers Association, and felt that cost 

savings could be seen if these recommendations were considered. 

The Committee took a ten minute recess and reconvened at 9: 35 pm. 

A. Mostert, Coordinator, Landscape & Park Development, introduced Bruce Cosburn, 

Cosburn, Giberson Landscape Architects and Gord MacPherson, Toronto and 

Region Conservation Authority. He noted they were present to provide an outline of 

the plan and to respond to concerns raised by residents. 

Gord MacPherson provided an overview of their main focus over the past ten years, 

being forest habitat, wetlands and the barrier beach. He noted the key in maintaining 

this area is getting vehicular traffic off the spit, stating the boardwalk would 

encourage pedestrians to stay on the designated walkways, enabling better 

preservation. He noted now is the time to update the master plan, noting the east 

spit was not included in the original plan. He stated this plan strikes a good balance 

between public use and conservation of property. 

Bruce Cosburn appeared before the Committee to outline the details of the plan and 

to address comments brought forward this evening. He indicated the purpose of the 

boardwalk was to naturalize and reinstate vegetation in the area by controlling where 

pedestrians go, thereby enabling the rehabilitation of the areas. He also addressed 

concerns relating to emergency vehicle access, accessibility, parking, separating 

traffic and pedestrians, and traffic calming techniques. He also noted the lighting was 

intended to light the roadway areas. 

A question and answer period ensued. It was questioned whether safeguards were 

in place to lessen the impact of construction on the spit. Clarification was also 

requested on defining the types of motor craft, costs, and the protection of natural 

elements. 

It was questioned whether TRCA staff would be present on an on going 

basis to monitor the site and to address any concerns raised during the construction 

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phase. Concerns were also noted with respect to the boat launch and the increased 

traffic. 

It was noted that proper access in and out of the area is key and there was a 

need to revisit pedestrian vs. traffic issues. 




1. 

That Report CS 39- 12 of the Director, Community Services regarding 

Frenchman' s Bay Waterfront Master Plan be received; 

2. 

That the Frenchman' s Bay Waterfront Master Plan be endorsed by Council; 

3. That City staff be directed to work with the Toronto and Region Conservation 

Authority to look for external funding sources to assist with the construction 

costs; 

4. That City staff be directed to coordinate with the Toronto and Region 

Conservation Authority and other service clubs identified as park users, to 

prepare detailed designs in preparation for construction; and 

5. That a copy of this report be forwarded to the Toronto and Region Conservation 

Authority for their information, and that they be advised of Council' s decision on 

this matter. 

Moved by Councillor O' Connell 

Seconded by Councillor Ashe 

That Item # 4 of the main motion be amended to read as follows; 

Carried as amended 

Refer to following motions) 

That City staff be directed to coordinate with the Toronto and Region Conservation 

Authority, other service clubs, identified as park users and relevant community 

associations including the West Shore Ratepayers Association, to prepare detailed 

designs in preparation for construction; and 


on a Recorded Vote 

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That Item # 4 of the main motion be further amended to read as follows; 

That City staff be directed to coordinate with the Toronto and Region Conservation 

Authority, other service clubs, identified as park users and relevant community 

associations including the West Shore Ratepayers Association and the East Shore 

Ratepayers Association, to prepare detailed designs in preparation for construction; and 

Carried on a Recorded 

Vote as Follows: 

Yes 

Councillor Ashe 

Councillor Dickerson 

Councillor McLean 

Councillor Pickles 

Mayor Ryan 

No 

Councillor O' Connell 

Councillor Rodrigues 



That staff be directed to identify and include a phase II plan for additional automobile 

parking area( s) to be constructed if a need arises for same in the future. 




on a Recorded Vote 

That staff be' directed to delete the tot lot area. 

Carried on a Recorded 

Vote as Follows: 

Yes 

Councillor Ashe 

Councillor McLean 

Councillor O' Connell 

Councillor Rodrigues 

Mayor Ryan 

No 

Councillor Dickerson 

Councillor Pickles 

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The main motion as amended was then carried unanimously on a recorded vote. 


Consultant Selection for the Downtown Stormwater Management and 

Diversion Study 




1. 

That Report CS 49- 12 of the Director, Community Services regarding the 

Consultant Selection for the Downtown Stormwater Management and 

Diversion Study be received; 

2. 

That the proposal No. RFP- 8- 2012 submitted by The Municipal Infrastructure 

Group Ltd., to undertake the Downtown Stormwater Management and 

Diversion Study in the amount of$ 324,804 including HST be accepted; 

3. 

That the net project cost of$ 371, 348 ( including net HST) be approved; 

4. That the ( Acting) Division Head, Finance & Treasurer be authorized to finance 

the project as provided for in the approved 2012 Current Budget for the 

Engineering Services —Admin., Professional & Consulting, Downtown 

Stormwater( Account 2290.2392. 0000); and 

5. 

That the appropriate City of Pickering officials be authorized to take the 

necessary actions to give effect hereto. 

5. Director, Corporate Services & City Solicitor, Report CAO 20- 12 

2012 Toys for Tickets/ Food for Fines Promotion 


Carried 



1. That parking tickets issued between December 1 — 14, 2012 be eligible for the 

Toys for Tickets/ Food for Fines promotion, and 

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2. That the Toys for Tickets / Food for Fines Promotion be implemented for 

December 13 and 14, 2012. 

Carried 

6. Director, Corporate Services & City Solicitor, Report CAO 21- 12 

Proposed changes to fee structure in Responsible Pet Ownership By-law 




1. 

That Report CAO 21- 12 respecting changes to the fee structure for Schedule 

A" of the Responsible Pet Ownership By- law 6811/ 07 be received; 

2. 

That the attached proposed schedule "A" of the Responsible Pet Ownership Bylaw 

6811/ 07 be enacted. 

Carried 

7. Chief Administrative Officer Report CAO 22- 12 

Respect in the Workplace Policy 




That Council approve modifications to the Respect in the Workplace Policy ( HUR 

070) in order to comply with amendments to the Ontario Human Rights Code. 

8. Director, Corporate Services & City Solicitor, Report CST 31- 12 

Section 357/358 of the Municipal Act—Adiustment to Taxes 

Carried 




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1. That Report CST 31- 12 of the Director, Corporate Services & City Solicitor be 

received; 

2. That the write-offs of taxes as provided under Section 357/ 358 of the Municipal 

Act, 2001 be approved; and, 

3. 

That the appropriate officials of the City of Pickering be authorized to take the 

necessary action to give effect hereto. 

Carried 

III) 

Adjournment 

The meeting adjourned at 11: 20 pm. 

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Meeting Minutes - City of Pickering

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