Meeting Minutes - City of Pickering
Meeting Minutes - City of Pickering
Meeting Minutes - City of Pickering
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Executive Committee<br />
<strong>Meeting</strong> <strong>Minutes</strong><br />
Monday, November 12, 2012<br />
7: 00 pm - Council Chambers<br />
Chair: Councillor Rodrigues<br />
Present:<br />
Mayor Ryan<br />
Councillors:<br />
K. Ashe<br />
D. Dickerson<br />
B. McLean<br />
J. O' Connell<br />
D. Pickles<br />
P. Rodrigues<br />
Also Present:<br />
T. Prevedel - Chief Administrative Officer<br />
P. Bigioni Director, Corporate Services & <strong>City</strong> Solicitor<br />
E. Buntsma - Director, Community Services<br />
B. Douglas - Fire Chief<br />
R. Holborn Division Head, Engineering Services<br />
S. Reynolds - Division Head, Culture & Recreation<br />
S. Karwowski - ( Acting) Division Head, Finance & Treasurer<br />
K. Senior Manager, Accounting Services<br />
M. Gadzovski - Senior Water Resources & Environmental Engineer<br />
A. Mostert Coordinator, Landscape & Park Development<br />
D. Shields <strong>City</strong> Clerk<br />
L. Roberts Committee Coordinator<br />
I) Disclosure <strong>of</strong> Interest<br />
No disclosures <strong>of</strong> interest were noted.<br />
Moved by Councillor Dickerson<br />
Seconded by Councillor McLean<br />
That the rules <strong>of</strong> procedure be suspended in order to change the order <strong>of</strong> business to allow<br />
for delegations to be heard as each report is put forward.<br />
Carried<br />
II)<br />
Matters for Consideration<br />
1
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NIOE<br />
Executive Committee<br />
<strong>Meeting</strong> <strong>Minutes</strong><br />
Monday, November 12, 2012<br />
7: 00 pm - Council Chambers<br />
Chair: Councillor Rodrigues<br />
1. Director, Corporate Services & <strong>City</strong> Solicitor, Report CST 30- 12<br />
2012 Year End Audit<br />
Paula Jesty, Deloitte & Touche appeared before Committee to provide an overview <strong>of</strong><br />
the 2012 year end audit.<br />
She briefly outlined areas <strong>of</strong> the executive summary,<br />
outlining the two significant risks, being revenue recognition and management<br />
estimates.<br />
A brief question and answer period ensued with clarification being provided with<br />
respect to best practices and internal controls.<br />
Recommendation<br />
Moved by Councillor Dickerson<br />
Seconded by Councillor Pickles<br />
1. That Report CST 30- 12 <strong>of</strong> the Director, Corporate Services & <strong>City</strong> Solicitor be<br />
received;<br />
2. That the Audit Plan as submitted by Deloitte & Touche LLP, included as<br />
Attachment 1 to this report be received for information; and,<br />
3. That the Chief Administrative Officer and the (Acting) Division Head, Finance &<br />
Treasurer be authorized to sign the Auditor's Engagement Letter on behalf <strong>of</strong><br />
the <strong>City</strong>.<br />
Carried<br />
2. Director, Community Services, Report CS 50- 12<br />
Proposed Indoor Soccer Facility<br />
Pre 2013 Capital Budget Approval<br />
Phil Frampton, President, <strong>Pickering</strong> Soccer Club, appeared before the Committee in<br />
support <strong>of</strong> Report CS 50- 12. With the aid <strong>of</strong> a power point presentation, he explained<br />
the services and programs provided by the Soccer Club, their successes in<br />
competitions as well as their involvement with special needs programs. He noted<br />
scholarships have been achieved by youth, with some going on to play pr<strong>of</strong>essional<br />
soccer.<br />
He noted the need for facilities gets stronger each year, which is an on going<br />
challenge.<br />
He also indicated one <strong>of</strong> the key aspects <strong>of</strong> the facility was to ensure a<br />
0% tax impact on<br />
<strong>Pickering</strong> residents. He thanked <strong>City</strong> staff for their assistance in<br />
2
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Executive Committee<br />
<strong>Meeting</strong> <strong>Minutes</strong><br />
et<br />
Monday, November 12, 2012<br />
7: 00 pm - Council Chambers<br />
Chair: Councillor Rodrigues<br />
bringing forward this report and also acknowledged their ongoing improvements and<br />
maintenance <strong>of</strong> facilities.<br />
A question and answer period ensued with staff providing clarification.<br />
Recommendation<br />
Moved by Councillor McLean<br />
Seconded by Councillor Pickles<br />
1. That Report CS 50- 12 from the Director, Community Services be received;<br />
2.<br />
That Council support the <strong>Pickering</strong> Soccer Club Indoor Facility Business Plan to<br />
develop and operate an Indoor Soccer Facility at 1955 Clements Road;<br />
3. That Council provide a pre 2013 Capital Budget approval for the Architectural &<br />
Engineering Services and Construction <strong>of</strong> the <strong>Pickering</strong> Indoor Soccer Facility at<br />
an estimated total project cost <strong>of</strong>$ 4,876,089.89;<br />
4. That the (Acting)<br />
Division Head, Finance & Treasurer be authorized to finance<br />
the total estimated project cost as follows:<br />
a) the sum <strong>of</strong>$ 4, 875,000.00 to be financed by the issue <strong>of</strong> debentures by the<br />
Regional Municipality <strong>of</strong> Durham over a period not to exceed 15 years, at a<br />
rate to be determined;<br />
b) the sum <strong>of</strong>$<br />
1, 089.89 to be funded from property taxes;<br />
c) the annual repayment charges in the amount <strong>of</strong> approximately $423,275.00<br />
be included in the annual Current Budget for the <strong>City</strong> <strong>of</strong> <strong>Pickering</strong>, continuing<br />
thereafter until the debentures are repaid, and any financing cost to be paid<br />
out <strong>of</strong> the Current Budget;<br />
5.<br />
That Council approve the debt financing charges for the indoor soccer dome be<br />
fully repaid by the <strong>Pickering</strong> Soccer Club through regular monthly payments<br />
until the related debt financing is paid in full;<br />
6.<br />
That Council approve the engagement <strong>of</strong> Rounthwaite Dick and Hadley<br />
Architects Inc. for the Architectural &<br />
Engineering Services for the <strong>Pickering</strong><br />
Indoor Soccer Facility in accordance with the <strong>City</strong>'s Purchasing Policy Item<br />
10:05;<br />
3
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Executive Committee<br />
<strong>Meeting</strong> <strong>Minutes</strong><br />
liCON1INIO Monday, November 12, 2012<br />
7: 00 pm - Council Chambers<br />
Chair: Councillor Rodrigues<br />
7. That the proposed total gross cost <strong>of</strong> Rounthwaite Dick and Hadley Architects<br />
Inc. in the amount <strong>of</strong>$ 369,233. 15 ( HST included), and a net cost <strong>of</strong><br />
332,505.89 ( net <strong>of</strong> HST rebate) be approved;<br />
8. That the draft by- law attached to this report be enacted; and<br />
9.<br />
That the appropriate <strong>City</strong> <strong>of</strong> <strong>Pickering</strong> <strong>of</strong>ficials be authorized to take necessary<br />
action to give effect thereto.<br />
3. Director, Community Services, Report CS 39- 12<br />
Frenchman' s Bay Waterfront Master Plan<br />
Carried Unanimously<br />
On a Recorded Vote<br />
Jim Dike, Chair, Waterfront Coordinating Committee appeared before the Committee.<br />
He provided an overview <strong>of</strong> the purpose <strong>of</strong> the Waterfront Committee, which is to<br />
make recommendations to Council. He noted open houses had been held in order to<br />
gain the community' s comments on the Master Plan. He explained the result <strong>of</strong><br />
these comments were on the <strong>City</strong>' s website in the form <strong>of</strong> a Question & Answer<br />
sheet.<br />
A resident <strong>of</strong> <strong>Pickering</strong> appeared before the Committee noting his concerns with the<br />
boardwalk.<br />
He questioned whether there would be sufficient emergency vehicle<br />
access. He noted his concerns with the costs involved for maintenance <strong>of</strong> the<br />
boardwalk as well as lighting installation. He also felt that the proposed trail system<br />
should be reduced.<br />
He stressed his concerns for maintaining the natural elements<br />
around the west shore and preserving the conservation.<br />
A brief question and answer period ensued with respect to removal <strong>of</strong> a portion <strong>of</strong> the<br />
trail as well as the lighting.<br />
A resident <strong>of</strong> <strong>Pickering</strong> appeared before the Committee expressing her concerns with<br />
respect to the Plan. She questioned whether there were larger maps to view, as the<br />
ones provided were difficult to read. She noted there had been changes made to the<br />
plan between March and June, stating the lack <strong>of</strong> public notification regarding these<br />
changes.<br />
She noted concerns with the potential removal <strong>of</strong> large trees for the road to<br />
the Canoe Club and boardwalk.<br />
She also questioned the installation <strong>of</strong> lighting, the<br />
need for 3 viewing platforms and the high cost for garbage cans. She requested the<br />
plans be reconsidered and felt there were still residents who had not viewed them.<br />
Evanne Willson ,<br />
1522 Amberlea Road, <strong>Pickering</strong>, appeared before the Committee to<br />
express her concerns with respect to access to the beach area and reduced parking.<br />
She noted that she felt the Plan did not allow for sufficient parking with easy access<br />
4
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Executive Committee<br />
<strong>Meeting</strong> <strong>Minutes</strong><br />
Monday, November 12, 2012<br />
7: 00 pm - Council Chambers<br />
Chair: Councillor Rodrigues<br />
to the beach. She felt the boat trailers should be parked elsewhere once the boats<br />
have been launched, and that this area should be designed for seniors parking.<br />
Laurie Humphries a resident <strong>of</strong> <strong>Pickering</strong> appeared before the Committee noting her<br />
concerns with the lack <strong>of</strong> consultation and communication to residents. She stated<br />
that the <strong>City</strong> should be looking at different ways to communicate with residents and<br />
felt that the newspaper was no longer an effective means <strong>of</strong> communication. She felt<br />
the use <strong>of</strong> billboards like they had for planning applications would be more beneficial<br />
to area residents. She felt there was no need for a formal playground or picnic area<br />
and felt that it would be a waste <strong>of</strong> money because <strong>of</strong> the vandalism that regularly<br />
occurs.<br />
She also felt the installation <strong>of</strong> lighting would be a problem and noted her<br />
concerns with parking and stated the scope <strong>of</strong> the project was too expensive. She<br />
also noted that many parts <strong>of</strong> the plan are beautiful, but emphasized the need for<br />
more public consultation.<br />
Mary Humphrys, 926 Sunrise Avenue, <strong>Pickering</strong>, appeared before the Committee to<br />
outline the concerns <strong>of</strong> the newly formed West Shore Ratepayers Association, <strong>of</strong><br />
which she is a member.<br />
She identified the following areas the association felt would<br />
enhance the plan;<br />
Phasing <strong>of</strong> construction — inform the community <strong>of</strong> a schedule <strong>of</strong><br />
implementation plans<br />
Harbor entrance— where will residents go<br />
Ensure inclusion in <strong>City</strong> budget<br />
Install traffic calming for Beachpoint Promenade area<br />
Remove playground from high traffic area— safety concerns<br />
Include community in future planning<br />
Initiate a formal means <strong>of</strong> communication for residents<br />
Ensure a contact for residents during construction phase<br />
Ensure regular updates on construction schedules on website, billboards, etc.<br />
Andre Pilon, 663 Chipmunk Street, <strong>Pickering</strong>, appeared before the Committee,<br />
stating he was President <strong>of</strong> the newly formed Westshore Ratepayers Association.<br />
He stated his support <strong>of</strong> the Master Plan, but noted he would like to see the boat<br />
launch reconsidered to disallow motorized watercraft. He indicated he would rather<br />
see canoes, sailboats as the primary use. He questioned whether other yacht clubs<br />
could be utilized as an alternative for launching the motorized watercraft. He also felt<br />
the canoe club building, washrooms and storage facilities would create additional<br />
disruption later on if not considered now.<br />
Barbara Pulst, 909 Vistula Drive, <strong>Pickering</strong>, appeared before the Committee, stating<br />
she hoped to see the main focus on maintaining the natural state <strong>of</strong> the spit. She<br />
noted she would encourage the use <strong>of</strong> s<strong>of</strong>t water sports and discourage motorized<br />
craft for safety reasons. She also felt there was no need for picnic tables.<br />
5
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Executive Committee<br />
<strong>Meeting</strong> <strong>Minutes</strong><br />
Monday, November 12, 2012<br />
7: 00 pm - Council Chambers<br />
Chair: Councillor Rodrigues<br />
Marilyn Hedge, Westport/ Fairport Beach resident, appeared before the Committee<br />
expressing<br />
her concerns with the lack <strong>of</strong> sufficient notice <strong>of</strong> meetings. She also<br />
noted she was not in favour <strong>of</strong> play structures, as they encourage the gathering <strong>of</strong><br />
youth at odd hours. She also noted her concerns with the cost <strong>of</strong> the garbage<br />
receptacles and stated the majority <strong>of</strong> residents in the area currently cleaned up<br />
garbage in the area. She also noted that the bus routes should be reviewed again<br />
and felt there was no need for the bus loop noted in the plan. She stated that this<br />
area is a beautiful natural resource and would like to see it maintained as such. She<br />
encouraged the Committee to consider the recommendations provided by Mary<br />
Humphrys on behalf <strong>of</strong> the Westshore Ratepayers Association, and felt that cost<br />
savings could be seen if these recommendations were considered.<br />
The Committee took a ten minute recess and reconvened at 9: 35 pm.<br />
A. Mostert, Coordinator, Landscape & Park Development, introduced Bruce Cosburn,<br />
Cosburn, Giberson Landscape Architects and Gord MacPherson, Toronto and<br />
Region Conservation Authority. He noted they were present to provide an outline <strong>of</strong><br />
the plan and to respond to concerns raised by residents.<br />
Gord MacPherson provided an overview <strong>of</strong> their main focus over the past ten years,<br />
being forest habitat, wetlands and the barrier beach. He noted the key in maintaining<br />
this area is getting vehicular traffic <strong>of</strong>f the spit, stating the boardwalk would<br />
encourage pedestrians to stay on the designated walkways, enabling better<br />
preservation. He noted now is the time to update the master plan, noting the east<br />
spit was not included in the original plan. He stated this plan strikes a good balance<br />
between public use and conservation <strong>of</strong> property.<br />
Bruce Cosburn appeared before the Committee to outline the details <strong>of</strong> the plan and<br />
to address comments brought forward this evening. He indicated the purpose <strong>of</strong> the<br />
boardwalk was to naturalize and reinstate vegetation in the area by controlling where<br />
pedestrians go, thereby enabling the rehabilitation <strong>of</strong> the areas. He also addressed<br />
concerns relating to emergency vehicle access, accessibility, parking, separating<br />
traffic and pedestrians, and traffic calming techniques. He also noted the lighting was<br />
intended to light the roadway areas.<br />
A question and answer period ensued. It was questioned whether safeguards were<br />
in place to lessen the impact <strong>of</strong> construction on the spit. Clarification was also<br />
requested on defining the types <strong>of</strong> motor craft, costs, and the protection <strong>of</strong> natural<br />
elements.<br />
It was questioned whether TRCA staff would be present on an on going<br />
basis to monitor the site and to address any concerns raised during the construction<br />
6
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Executive Committee<br />
<strong>Meeting</strong> <strong>Minutes</strong><br />
Monday, November 12, 2012<br />
7: 00 pm - Council Chambers<br />
Chair: Councillor Rodrigues<br />
phase. Concerns were also noted with respect to the boat launch and the increased<br />
traffic.<br />
It was noted that proper access in and out <strong>of</strong> the area is key and there was a<br />
need to revisit pedestrian vs. traffic issues.<br />
Recommendation<br />
Moved by Councillor Dickerson<br />
Seconded by Councillor Pickles<br />
1.<br />
That Report CS 39- 12 <strong>of</strong> the Director, Community Services regarding<br />
Frenchman' s Bay Waterfront Master Plan be received;<br />
2.<br />
That the Frenchman' s Bay Waterfront Master Plan be endorsed by Council;<br />
3. That <strong>City</strong> staff be directed to work with the Toronto and Region Conservation<br />
Authority to look for external funding sources to assist with the construction<br />
costs;<br />
4. That <strong>City</strong> staff be directed to coordinate with the Toronto and Region<br />
Conservation Authority and other service clubs identified as park users, to<br />
prepare detailed designs in preparation for construction; and<br />
5. That a copy <strong>of</strong> this report be forwarded to the Toronto and Region Conservation<br />
Authority for their information, and that they be advised <strong>of</strong> Council' s decision on<br />
this matter.<br />
Moved by Councillor O' Connell<br />
Seconded by Councillor Ashe<br />
That Item # 4 <strong>of</strong> the main motion be amended to read as follows;<br />
Carried as amended<br />
Refer to following motions)<br />
That <strong>City</strong> staff be directed to coordinate with the Toronto and Region Conservation<br />
Authority, other service clubs, identified as park users and relevant community<br />
associations including the West Shore Ratepayers Association, to prepare detailed<br />
designs in preparation for construction; and<br />
Carried Unanimously<br />
on a Recorded Vote<br />
7
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Executive Committee<br />
<strong>Meeting</strong> <strong>Minutes</strong><br />
PIC tTIi<br />
Monday, November 12, 2012<br />
7: 00 pm - Council Chambers<br />
Chair: Councillor Rodrigues<br />
Moved by Councillor Dickerson<br />
Seconded by Councillor Pickles<br />
That Item # 4 <strong>of</strong> the main motion be further amended to read as follows;<br />
That <strong>City</strong> staff be directed to coordinate with the Toronto and Region Conservation<br />
Authority, other service clubs, identified as park users and relevant community<br />
associations including the West Shore Ratepayers Association and the East Shore<br />
Ratepayers Association, to prepare detailed designs in preparation for construction; and<br />
Carried on a Recorded<br />
Vote as Follows:<br />
Yes<br />
Councillor Ashe<br />
Councillor Dickerson<br />
Councillor McLean<br />
Councillor Pickles<br />
Mayor Ryan<br />
No<br />
Councillor O' Connell<br />
Councillor Rodrigues<br />
Moved by Councillor O' Connell<br />
Seconded by Councillor Ashe<br />
That staff be directed to identify and include a phase II plan for additional automobile<br />
parking area( s) to be constructed if a need arises for same in the future.<br />
Moved by Councillor O' Connell<br />
Seconded by Councillor Ashe<br />
Carried Unanimously<br />
on a Recorded Vote<br />
That staff be' directed to delete the tot lot area.<br />
Carried on a Recorded<br />
Vote as Follows:<br />
Yes<br />
Councillor Ashe<br />
Councillor McLean<br />
Councillor O' Connell<br />
Councillor Rodrigues<br />
Mayor Ryan<br />
No<br />
Councillor Dickerson<br />
Councillor Pickles<br />
8
Cat/ , :<br />
Executive Committee<br />
r ' <strong>Meeting</strong> <strong>Minutes</strong><br />
DINI2C<br />
Monday, November 12, 2012<br />
7: 00 pm - Council Chambers<br />
Chair: Councillor Rodrigues<br />
The main motion as amended was then carried unanimously on a recorded vote.<br />
4. Director, Community Services, Report CS 49- 12<br />
Consultant Selection for the Downtown Stormwater Management and<br />
Diversion Study<br />
Recommendation<br />
Moved by Councillor Dickerson<br />
Seconded by Councillor Pickles<br />
1.<br />
That Report CS 49- 12 <strong>of</strong> the Director, Community Services regarding the<br />
Consultant Selection for the Downtown Stormwater Management and<br />
Diversion Study be received;<br />
2.<br />
That the proposal No. RFP- 8- 2012 submitted by The Municipal Infrastructure<br />
Group Ltd., to undertake the Downtown Stormwater Management and<br />
Diversion Study in the amount <strong>of</strong>$ 324,804 including HST be accepted;<br />
3.<br />
That the net project cost <strong>of</strong>$ 371, 348 ( including net HST) be approved;<br />
4. That the ( Acting) Division Head, Finance & Treasurer be authorized to finance<br />
the project as provided for in the approved 2012 Current Budget for the<br />
Engineering Services —Admin., Pr<strong>of</strong>essional & Consulting, Downtown<br />
Stormwater( Account 2290.2392. 0000); and<br />
5.<br />
That the appropriate <strong>City</strong> <strong>of</strong> <strong>Pickering</strong> <strong>of</strong>ficials be authorized to take the<br />
necessary actions to give effect hereto.<br />
5. Director, Corporate Services & <strong>City</strong> Solicitor, Report CAO 20- 12<br />
2012 Toys for Tickets/ Food for Fines Promotion<br />
Recommendation<br />
Carried<br />
Moved by Councillor Dickerson<br />
Seconded by Councillor Pickles<br />
1. That parking tickets issued between December 1 — 14, 2012 be eligible for the<br />
Toys for Tickets/ Food for Fines promotion, and<br />
9
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Executive Committee<br />
<strong>Meeting</strong> <strong>Minutes</strong><br />
Monday, November 12, 2012<br />
7: 00 pm - Council Chambers<br />
Chair: Councillor Rodrigues<br />
2. That the Toys for Tickets / Food for Fines Promotion be implemented for<br />
December 13 and 14, 2012.<br />
Carried<br />
6. Director, Corporate Services & <strong>City</strong> Solicitor, Report CAO 21- 12<br />
Proposed changes to fee structure in Responsible Pet Ownership By-law<br />
Recommendation<br />
Moved by Councillor Dickerson<br />
Seconded by Councillor Pickles<br />
1.<br />
That Report CAO 21- 12 respecting changes to the fee structure for Schedule<br />
A" <strong>of</strong> the Responsible Pet Ownership By- law 6811/ 07 be received;<br />
2.<br />
That the attached proposed schedule "A" <strong>of</strong> the Responsible Pet Ownership Bylaw<br />
6811/ 07 be enacted.<br />
Carried<br />
7. Chief Administrative Officer Report CAO 22- 12<br />
Respect in the Workplace Policy<br />
Recommendation<br />
Moved by Councillor Dickerson<br />
Seconded by Councillor Pickles<br />
That Council approve modifications to the Respect in the Workplace Policy ( HUR<br />
070) in order to comply with amendments to the Ontario Human Rights Code.<br />
8. Director, Corporate Services & <strong>City</strong> Solicitor, Report CST 31- 12<br />
Section 357/358 <strong>of</strong> the Municipal Act—Adiustment to Taxes<br />
Carried<br />
Recommendation<br />
Moved by Councillor Dickerson<br />
Seconded by Councillor Pickles<br />
10
Cat, <strong>of</strong> =<br />
Executive-Committee<br />
N<br />
m'<br />
IZE<br />
<strong>Meeting</strong> <strong>Minutes</strong><br />
Monday, November 12, 2012<br />
7: 00 pm - Council Chambers<br />
Chair: Councillor Rodrigues<br />
1. That Report CST 31- 12 <strong>of</strong> the Director, Corporate Services & <strong>City</strong> Solicitor be<br />
received;<br />
2. That the write-<strong>of</strong>fs <strong>of</strong> taxes as provided under Section 357/ 358 <strong>of</strong> the Municipal<br />
Act, 2001 be approved; and,<br />
3.<br />
That the appropriate <strong>of</strong>ficials <strong>of</strong> the <strong>City</strong> <strong>of</strong> <strong>Pickering</strong> be authorized to take the<br />
necessary action to give effect hereto.<br />
Carried<br />
III)<br />
Adjournment<br />
The meeting adjourned at 11: 20 pm.<br />
11