Council overview package for May 23, 2023

Aerial photo of downtown area with lake and fountain

City Council approved the following items during its meeting on Tuesday, May 23, 2023:

A presentation by Peterborough and the Kawarthas Economic Development on its strategic plan activities;
Strategies to address homelessness, including a proposal to use modular temporary housing to provide shelter for people experiencing homelessness;
Requesting delegations with the Ministry of Health, Ministry of Infrastructure and the Ministry of Municipal Affairs and Housing at the 2023 Association of Municipalities of Ontario Annual General Meeting and Conference in August;
A policy to guide interactions between Members of Council and staff, as required under Section 270(1) of the Government of Ontario's Municipal Act, 2001;
An information report on the Airport Strategic Initiatives Committee, including that the City accept a Peterborough County appointee to the Airport Strategic Initiatives Committee without reservations for a one-year period;
A recommendation to switch back to an in-person ceremony for the presentation of the 2022 Civic Awards;
Deferring recommended Peterborough Transit service changes that would be implemented to keep the 2023 Transit operating budget at the 2022 Transit operating budget level;
Reconstruction of Lansdowne Street West from Park Street South to George Street South, including a new signalized intersection at Aylmer Street and new storm sewer, sanitary sewer, water main, streetlights, tree plantings, storm water management infrastructure, sidewalk on the north side, and a multi-use trail on the south side of the street;
Reconstruction of Parkhill Road from Rubidge Street to Water Street, including new storm sewer, sanitary sewer, water main, curbs, sidewalks, streetlights, tree plantings, storm water management infrastructure and an additional east bound queuing lane at George Street North;
Report of closed session - That respecting a licence agreement, staff be authorized to proceed as outlined in closed session report from the Commissioner of Community Services;
That Council pass a resolution supporting the request of the Canadian Mental Health Association - Haliburton, Kawartha, Pine Ridge for a Minister's Zoning Order to rezone 24 Paddock Wood from a residential designation to a public service designation to permit a detoxification centre as an additional permitted use, with a maximum of 12 beds to be contained within the existing building and that a copy of the resolution be sent to Minister of Municipal Affairs and Housing Steve Clark, Peterborough-Kawartha MPP Dave Smith, Premier of Ontario Doug Ford, and the Municipal Affairs and Housing office in Kingston;
Changing the zoning for 823 Park St. S. to add office and clinic, except for a veterinary clinic, to the list of permitted uses for the property;
Awarding a contract for Wastewater Treatment Plant equipment to C & M Environmental Technologies Inc.;
Transferring funds between capital projects to create a new project to repair the pumping station generator at the Peterborough Airport;
Report of closed session - That staff be authorized to proceed as outlined in closed session report from the Commissioner of Corporate and Legislative Services related to an easement associated with 1 Montague Court;
Report of closed session - That staff be authorized to proceed as outlined in closed session report from the City Solicitor respecting the Canadian Canoe Museum;
Report of closed session - That staff be authorized to proceed as outlined in closed session report from the Commissioner of Corporate and Legislative Services respecting 2000 Technology Dr.; and
Notice of a public meeting on the City's 2024 Preliminary Budget Guideline that will be held starting at 6 p.m. on Wednesday, May 31, 2023.

Before the Council meeting, Council held a closed session of General Committee starting at 5:35 p.m. to consider three items as permitted under the Municipal Act and a public Finance Committee meeting starting at 5:45 p.m. to receive notice of a public meeting for the City's 2024 Preliminary Budget Guideline that will be held starting at 6 p.m. on Wednesday, May 31, 2023.

To register as a delegation for a City Council meeting, individuals must complete the online form at peterborough.ca/delegations or phone 705-742-777 ext. 1820 by 11 a.m. on the day of the meeting.

Delegation registration form

Council meetings are held in the Council Chambers at City Hall, 500 George St. N., Peterborough. Watch or listen to the livestream of Council meetings at peterborough.ca/WatchCouncil.

Video recordings of Council meetings are posted at peterborough.ca/agendas following the meeting.

Watch Council

Economic development activities

Council supported receiving a presentation by Peterborough and the Kawarthas Economic Development on its strategic plan activities.

Peterborough and the Kawarthas Economic Development will provide an update on its activities under the four key objectives of its regional economic development strategy:

Promoting the destination
Leveraging the mix of urban and rural assets and businesses
Building a job-ready, highly skilled, and innovative workforce for the future
Support all phases of entrepreneurship

Homelessness service strategy

Council approved strategies to address homelessness, including a plan to use modular temporary housing to provide shelter for people experiencing homelessness.

The City will:

Provide modular temporary housing at the City-owned 210 Wolfe Street/Rehill Parking Lot properties, secured storage, security, washroom facilities, and support services;
Look for alternative privately-owned sites for the placement of modular temporary housing;
Provide a 24/7 winter response program that includes a specific overnight drop-in space during the winter;
Review all funding being provided to external agencies and organizations through the Social Services budget to ensure that all funding is in alignment with the core services; and
Review the policies around the provision of social housing units to ensure the units are being optimized to serve more households and is serving those in greatest need of housing.

Council, during its meeting on May 23, added further stipulations to the plan, including:

An 18 to 24 month time-frame, for the proposed Wolfe Street facility be imposed.
That City Staff ensure a proactive security program is established and carried out through the proposed project term to provide for a safe and secure living environment for both facility residents and area residents/property owners.
The proposed neighborhood liaison committee be immediately established through the oversight of Councillor Keith Riel and Councillor Alex Bierk
Residents of the modular dwellings be required to enter into a basic property use agreement with the City/regulations.
That the process to identify and secure a location for the “medium term strategy” property be initiated immediately by City, concurrent with the implementation of the short-term strategy.
That any residual funding from the Wolfe Street property – short term modular dwelling project, be applied towards the medium – long term strategy solutions (locations/property).

Some people who are unsheltered will not stay in the current shelter system as it does not meet their needs or preferences - and the number of people who are unsheltered continues to increase with the latest count at between 53 to 70 people.

The situation around the Wolfe Street Overflow Shelter where there are a number of people who are unsheltered is causing stress in the neighbourhood and it is unsafe, unsuitable and unhealthy for those tenting.

In April 2023, the Government of Ontario announced an increase in the Homelessness Prevention Program (HPP) allocation for communities. Peterborough received an annual increase of $2.5 million, with a new total allocation of $7,657,600 committed for the next three years.

Under the strategies to address homelessness, the City would use the increased HPP funding along with other existing funding for homelessness services to create a new immediate short-term homelessness response to meet the needs and preferences of the most vulnerable individuals in the community, including the use of new modular temporary housing and a specific winter response program.

The modular units would be placed at Wolfe Street for clients who are unsheltered to access. There are multiple types of modular units available in the market that include single cabins, multi room units, dorm style units, and connectable units. This would also include access to bathroom and shower units, storage for belongings and more importantly, access to support services. There would be 24/7 supports, security supports and additional supports at the Wolfe Street building. The Wolfe Street building could be better utilized as a community hub, where agencies could meet with clients who are in the modular units or in the community. As a hub, there would be the opportunity to immediately connect individuals to the supports that they need. By providing modular units, clients who are currently unsheltered would be safer and be supported towards stabilization, and ultimately permanent housing. Fencing would be provided to enhance privacy for people using the temporary housing and for neighbours in the Wolfe Street area.

The modular units would be ready by the fall of 2023.

The goal is that clients will be supported to move into existing supportive housing programs and or resolve their experience of homelessness but in the meantime, will be provided a unit that is more secure, safer, healthier, and more able to meet individual needs.

At its General Committee meeting on May 8, Council added a recommendation to create a neighbourhood liaison committee that would include five to seven individuals, including councillors, one officer from the police service, and residents. Council delegated authority to Councillor Keith Riel and Councillor Alex Bierk, who are Housing Portfolio chairs, to approve the terms of reference for the liaison committee and to approve the selection of the committee members.

Policy on Members of Council-staff interactions

Council approved a policy to guide interactions between Members of Council and staff, as required under Section 270(1) of the Government of Ontario's Municipal Act, 2001.

The City does not currently have a comprehensive policy that clarifies roles and expectations to support the relationship between Members of Council and Staff. The Municipal Act requires City Council to adopt and maintain a policy with respect to the relationship between Members of Council and the Staff of the Corporation.

The purpose of the policy is to provide a clear understanding of the respective roles and responsibilities of the Members of Council and staff of the Corporation of the City of Peterborough. The policy applies to all Members of Council and staff in their interactions with one another, as well as Members of Council's interactions with volunteers, consultants, and contractors that work on behalf of the Corporation. The policy applies to all interactions, including on-site and off-site of City facilities, before, during and after work hours.

2022 Civic Awards planning

Council supported switching back to an in-person ceremony for the presentation of the 2022 Civic Award.

A ceremony will be held in Council Chambers in advance of a regularly scheduled Council meeting, with refreshments provided following the ceremony. Individuals or family members unable to attend would be able to view the festivities as the event will be livestreamed online. Given the responses received for the Civic Awards, it is also believed that the Council Chambers are an appropriately sized venue. Details are yet to be finalized; however, June 25, 2023 is being considered as a possible date for the event.

COVID-19 changed the manner in which the Civic Awards were presented in the past several years. The 2019 awards were delivered virtually by Council members in a pre-recorded video which was subsequently posted to the website. To recognize 2020 civic contributions, the City partnered with the County and the two local First Nations to provide a program called “My COVID Hero” which collected submissions from residents about individuals who have helped them during the pandemic. Winners from each of the four partners received gift baskets composed of items purchased from local businesses. In 2022 the awards were presented again in a virtual format and the video was posted to the City’s website.

Transit service levels

Council approved deferring recommended Peterborough Transit service changes that would implement the decision to hold the 2023 Transit operating budget at the 2022 Transit operating budget level until after the Transit Liaison Committee meets to consider options.

After Transit Liaison Committee meets, its recommendations would go to Council for Council's consideration.

At its meeting of January 17, 2023, in considering the Proposed 2023 Transit Operating Budget, Finance Committee resolved that staff reduce the 2023 Proposed 2023 Transit Operating Budget by $1,051,456 (5.8%), in gross spend or 0.56% on the 2023 All-Inclusive Rate. An estimated reduction in revenue from ridership related to service level adjustments of $110,000 was approved, reducing the net savings requirement to $951,456.00 in net spend or 0.50% on the All-Inclusive Rate.

To achieve the $951,456 in reduced expenses, it is recommended that the following changes be implemented:

That Transit Service be discontinued at 8:00 p.m. on Saturday evenings, representing four hours of service operation reduction across all services except the Route 5 and Route 6;
That Statutory Holiday Service be eliminated;
That all Weekday Community Bus Service be discontinued;
That all Weekend Community Bus Service be discontinued;
That Transit Service be discontinued on Sundays except the Route 5 and Route 6; and
That staff explore additional options to achieve savings in consultation with the Transit Liaison Committee.

The increased cost of wages ($289.000), fuel ($667,000) and vehicle-related maintenance and materials to ensure state of good repair and an increase to insurance were the primary drivers of the proposed 2023 budget increase that was not approved. Fuel costs are showing some early reductions, which is welcome news, however, given the volatility of the worldwide markets, the budgetary pressure and the associated risk of depending on a reduction in fuel prices alone to meet budget, remains unlikely.

If no changes are made to reduce service levels, net costs will likely begin to exceed the approved budget by late September – early October 2023, as service levels increase to meet the demands of ridership returning to work and school.

A reduction in service levels can be expected to have a significant affect on customers at a time when transit is working to rebuild ridership and there is community demand for increased service. Reducing the net requirement only through service level reductions represents approximately 12,500 service hours, compressed over a six-month period, equaling at least 12 full time equivalent operating position hours. An additional impact to staff will be that 2 consecutive days off will not be available to approximately 20 drivers.

Lansdowne Street reconstruction

Council approved awarding a contract for the construction of Lansdowne Street West from Park Street South to George Street South, including a new signalized intersection at Aylmer Street and new storm sewer, sanitary sewer, water main, streetlights, tree plantings, storm water management infrastructure, sidewalk on the north side, and a multi-use trail on the south side of the street.

The contract for $7.6 million plus tax would be awarded to Drain Bros. Excavating Limited. The project includes $1,275,000 from Peterborough Utilities Group for the water main portion of the work.

This first phase of the larger Lansdowne Street West reconstruction project from Park Street to the Otonabee River is proposed to complete the works adjacent to the new arena site and prepare the Lansdowne Street and Aylmer Street intersection prior to the new arena opening.

The contractor is tentatively scheduled to commence work in June 2023, and it is anticipated that the work will be substantially completed by the fall of 2023.

During the work, Lansdowne Street West will be reduced to one lane in each direction and a centre turn lane from Park Street South to George Street South including one pedestrian facility on the south or north side of Lansdowne Street West. Adjustments to the centre turning lane will be required at times to facilitate specific construction operations.

Future phases of the project will address upgrades at the Park Street and George Street intersections with Lansdowne Street and upgrades on Lansdowne Street east of George Street to the Otonabee River.

Parkhill Road reconstruction

Council approved awarding a contract for the reconstruction of Parkhill Road from Rubidge Street to Water Street, including new storm sewer, sanitary sewer, water main, curbs, sidewalks, streetlights, tree plantings, storm water management infrastructure and an additional east bound queuing lane at George Street North.

The contract or $5.8 million plus tax would be awarded to 614128 Ontario Ltd., operating as Trisan Construction. The project includes $2.1 million from Peterborough Utilities Group for the water main portion of the work.

The contractor is tentatively scheduled to commence work in June 2023, and it is anticipated that the work will be substantially completed by the fall of 2023.

During the work, Parkhill Road West will be closed from Reid Street to George Street North for the duration of the contract. Access to local properties will be maintained.

The east bound traffic detour on Parkhill Road is Reid Street to McDonnel Street to Water Street to Parkhill Road. The west bound traffic detour on Parkhill Road is George Street to McDonnel Street to Reid Street to Parkhill Road. The alternate detour route for George Street south bound traffic is Barnardo Avenue to Wolsely Street to Chemong Road to Reid Street to Parkhill Road. Elcombe Crescent will be closed from Water Street to Parkhill Road West for the duration of the detour routes. Access to local properties will be maintained.

Zoning change for 823 Park St. S.

Council approved changing the zoning for 823 Park St. S. to add office and clinic, except for a veterinary clinic, to the list of permitted uses for the property.

The zoning for the property would be changed to a modified SP.4 - Commercial District from its current Special District 4 (SP.4) - Commercial District land use designation.

The property is at the southwest corner of Park Street South and Brioux Avenue. There is a one-storey commercial building on the property, which was formerly the location of a branch of the Ganaraska Financial Credit Union and is now vacant.

The property's current zoning limits its use to a bank.

The proposed zoning amendment would allow the applicant to relocate the offices of its accounting practice to the property.

A minor change to the parking layout on the property is proposed to move an accessible parking space that is currently located in the Brioux Avenue road allowance to an area next to the building with an appropriate pedestrian aisle. A reduction in the minimum drive aisle has been requested to facilitate the new parking layout.

Wastewater Treatment Plant equipment

Council approved awarding a contract for Wastewater Treatment Plant equipment to C & M Environmental Technologies Inc. for $324,180 plus tax for the supply of Brentwood Polychem Chain and Flight Equipment.

The Peterborough Waste Water Treatment Plant (WWTP) uses many pieces of specialized equipment to process up to 68 ML/D of wastewater as per ECA 001107542 version 1.2. The Brentwood chain and Flight system is one of those specialized and proprietary systems and is used to collect Raw sludge and deposit it into the Primary hoppers. This system has been in service since 2008 and runs 24 hours a day, 7days a week, 365 days a year.

To remain compliant with the above listed ECA and to continue to produce a high-quality effluent, Brentwood is the sole source for the parts needed to refurbish the flight Assemblies. Due to the proprietary parts needed for the system, a non-standard procurement is recommended. Replacement of the entire system would be significantly more expensive than the parts needed for this repair.

Airport pumping station generator repair

Council supported transferring funds between capital projects to create a new project to repair the pumping station generator at the Peterborough Airport.

The City will transfer $71,400 from the previously approved project for the Field Electrical Generator to create a new project for the airport pumping station generator repair.

In late 2020, an inspection conducted by Technical Safety Standards Authority (TSSA) identified several repairs required to bring the existing airport pumping station generator into compliance with current legislation. No immediate hazards were identified following inspection by a Licenced Oil Burner Technician, and as a result a temporary variance was issued to permit continued operation of the system.

The existing generator is approaching the end of its life cycle, the proposed repairs will extend the usability of this unit until such time that firm direction is received from council for the future development and expansion of the water and sanitary infrastructure at Peterborough Airport.

The airport pumping station generator is considered critical infrastructure providing back-up power to Peterborough Airport’s fire suppression system, and wastewater system that is connected to the City of Peterborough’s servicing network.

2024 Preliminary Budget Guideline

Council supported receiving notice of a public meeting on the 2024 Preliminary Budget Guideline that will be held starting at 6 p.m. on Wednesday, May 31, 2023 with the final version of the 2024 Budget Guideline expected to be presented to Finance Committee on June 19, 2023.

During the public meeting on May 31, members of the public can make presentations or comment to Council about the proposed Guideline. They may also take the opportunity to comment on other aspects of the City’s Operating and Capital Budgets that are not specifically addressed in the Guideline Report.

The Guideline is used to give direction to staff on putting together the Draft 2024 Budget, which is then reviewed by Council prior to considering approval of the final document toward the end of the year.

Consultation on the 2024 Budget was conducted through two drop-in style sessions that were part of a community engagement approach that also included a survey and the traditional interaction between Council, City staff and the community that takes place outside of organized consultation.

The 2024 Preliminary Budget Guideline reflects that the current estimate for setting the 2024 Budget to maintain current levels of service and meet previously approved directions from Council would require an all-inclusive rate increase of 4.8% in 2024, which would add $83.59 for every $100,000 of assessment for residential properties.

Factors related to the increase include employee compensation, annualization of new police hires in 2023, general inflationary costs, insurance costs, fuel prices, and the Transit budget.

Personnel costs are a major component of the operating budget. Contracts for ATU L169, CUPE L126, CUPE L504, and CUPE L1833 are currently under negotiation. Contract increase placeholders have been built into the budget to facilitate the budget process. As contracts are settled the contract rates will be incorporated into the budget.

Next steps:

May 31 - Public meeting on preliminary budget guideline
June 19 - Finance Committee considers 2024 Budget Guideline
June 26 - City Council considers approving 2024 Budget Guideline
November 6 - Draft 2024 Budget presented to Finance Committee
November 9 and 14 - Public engagement drop-in sessions
November 14 - Public meeting on Draft 2024 Budget
November 15 - Outside organizations attend Finance Committee Budget deliberations
November 20 to 23 - Finance Committee deliberates on the Draft 2024 Budget
December 11 - City Council considers approving the 2024 Budget

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