Council overview package for July 6, 2020

full bike rack

Downtown next to river

City Council endorsed the following items during its General Committee meeting ton Monday, July 6, 2020:

The items will go to the regular Council session on July 27, 2020 for Council's consideration for final approval.

City Council meeting agenda

Council is holding its meetings over video conference due to the COVID-19 emergency. While City Hall is closed to the public and Council members are attending their meetings remotely using their computers or phones, residents can watch or listen to the livestream of the meetings at peterborough.ca/watchcouncil.

Watch Council

Zoning By-law change for 303 Stewart St.

Council supported changing the land use designation for 303 Stewart St. with a zoning by-law amendment to allow the property to be used for a group home with up to 12 residents.

The property is located on the west side of Stewart Street, between Charlotte Street and King Street. There's a mix of multi-unit dwellings and former residential buildings that have been converted to office and commercial uses.

The two-storey building on the property is used as the administrative office for the John Howard Society. 

The John Howard Society is proposing to establish a group home - a dwelling where residents reside under responsible supervision consistent with their particular needs. The group home is intended to serve adult males transitioning to community life following incarceration. It would provide accommodation for up to 10 residents along with on-site supervisory staff. The main floor would contain five staff offices, a training room, and a kitchen and dining room. All residential bedrooms would be on the second floor and attic level.

New 76-unit residential building

Conceptual rendering of a seven storey residential building

Council endorsed amending the Official Plan and zoning by-law designations for 1176 and 1182 Armour Rd. to allow the properties to be used for a new residential building with as many as 76 units on seven-storeys.

The properties are at the northeast corner of Armour Road and Cunningham Boulevard. The land is currently designated for commercial uses. The area is made up of mostly low-density residential uses, vacant development land, and open space uses.

When the applicant held a public meeting in the neighbourhood in August 2019 about 50 people attended with questions and concerns such as increased traffic along Armour Road and the interface of the proposed Armour Road driveway and the Rotary Trail connection with Armour Road, unsafe crossing of Armour Road at the existing trail connection, the height of the proposed building and compatibility with the surrounding neighbourhood, and landscape treatment of the proposed parking area, downstream sanitary sewer constraints, tree removal and placement of fill on the property.

The applicant submitted a revised concept site plan to address some of the comments received after circulated its application for public comments. The revised concept site plan shows a proposed environmental buffer area, elimination of the proposed vehicular access to Armour Road, increase in the number of proposed parking spaces on site, provides for a revised fire access route, depicts a garbage truck route, and deletes the three-space tandem parking layout.

Peterborough Museum and Archives building roof replacement

Council supported receiving a report for information on a roof replacement for the Peterborough Museum and Archives curatorial building.

The work was awarded to Trinity Roofing Ltd. for $190,250 plus tax under the emergency procurement provisions with work starting in November 2019 and finishing in May 2020.

The roof started leaking in 2016. The original general contractor for the roof returned on several occasions to try to repair the roof and the City hired another contractor to try to repair the roof up to August 2019. It became clear that the roof was in worse condition than originally thought and there was concern that the damaged roof could threaten the condition of the collection inside the building.

A review of the roof found that a new roof membrane cap sheet should be installed over the existing roof assembly to stop the leaks that could lead to the need to replace the entire roofing system. With a new roof membrane cap sheet, the roof should fulfill its expected 20-year life cycle.

The roof continued to leak after every rainstorm and with winter snow loads and melting on the way, it was determined that emergency action needed to be taken to recover the roof with a new roofing membrane prior to winter.

Providing police services in Lakefield

Council endorsed supporting a new five-year agreement, from January 2021 to December 2025, for Peterborough Police Services providing policing services in Lakefield Ward in Selwyn Township.

For the year 2020, the Township will pay $607,596 for Contract Services. Contracted Services provided include, at a minimum, crime prevention, law enforcement, assistance to victims of crime, public order maintenance and emergency responses. The annual fees paid by the Township cover such cost categories as, human resources, tech support, fleet and communication costs. The fees in subsequent years will be adjusted based on inflationary factors set out in the agreement.

The Police Services Act permits the councils of two municipalities to enter into an agreement for the provision of police services for one municipality by the police services board of the other municipality, on the conditions set out in the agreement, if the municipality that is to receive the police services is contiguous to the municipality that is to provide the police services.

10-year Housing and Homelessness Plan update

Council endorsed the updated 10-year Housing and Homelessness Plan that establishes new targets for ending chronic homelessness and building more affordable housing.

The Plan has gone to Council previously for its review, but couldn't be approved until the Province completed its review of the document, which has now been done.

A Home for All: Housing and Homelessness Plan 2019

The City of Peterborough, as part of Built For Zero, is committed to ending chronic homelessness in the City and County of Peterborough by the end of 2025. An end to chronic homelessness would mean that homelessness is prevented whenever possible, and when it does occur, it is brief and non-recurring.

In November 2019, Built For Zero Peterborough achieved what is known as a Quality By-Name Priority List, which means that there is quality system-wide data that is reliable, accurate, and up to date. Having a Quality By-Name List allows Built For Zero Peterborough to understand the scope of homelessness in the community and how people move in and out of the homelessness system on an ongoing basis. It provides accurate information to set goals to reduce homelessness and understand whether progress is being made in ending homelessness in the City and County of Peterborough.

The next step for Built For Zero Peterborough is to use the data from the By-Name Priority List to make changes in the system to more quickly move people from homelessness to housed. Significant achievements are already being made:

  • the City and its community partner agencies matched 193 households with housing between the months of January and March 2020
  • 12 additional individuals have been identified for move-in through a Rapid Rehousing Initiative which is prioritizing access to housing with housing benefits for existing shelter clients. This initiative includes vulnerable individuals who are identified through the Coordinated Access System.

Parkhill Road West reconstruction project

Council supported increasing the contract with D.M. Wills for the engineering design and contract administration for the Parkhill Road West Reconstruction project by $203,725.44 including tax to $1,762,580.78 from $1,558,855.34 due to changes to the scope of work and the construction schedule.

The funding is available within the previously approved budget for the overall project. Council would allocate a portion of that funding to this part of the project.

There are a number of areas where the project has deviated from the originally anticipated schedule and scope of work. The main areas include utility relocation, winter inspections, and additional construction time.

In 2019 construction progress was delayed due to significant utility relocation and in particular, relocation of the gas main which feeds the Jackson Creek Meadows Subdivision. The gas main relocation was not contemplated as part of the work; however, conflicts resulting from improper burial depth (during initial installation) required the gas main to be lowered and caused delay to the contract.

Over the winter months, there were many large rainfall events which required management by D.M. Wills to ensure environmental compliance was maintained over this period while the Contractor was not on site. Typically, the construction sites are frozen ground, snow covered, and do not require maintenance over the winter months. This was not the case this year, as changing weather conditions required almost constant work to maintain the site and provide update reports to agencies overseeing environmental compliance.

The contract administration and construction inspection contract with D.M. Wills represents about 4.5% of the full Stage 3 construction value for the project, which is well below industry average for similar work.

Urban forest canopy conservation

People sitting at a bench under a tree overlooking a lake

Council supported an update on the urban forest canopy conservation consultation including recommendations on guiding principles for developing a regulatory framework to protect and enhance the urban forest tree canopy.

Staff would return in spring 2021 with recommendations for a new regulatory framework for protecting and enhancing the urban forest tree canopy.

The proposed guiding principles for the regulatory framework are:

  • Pruning should not be part of a regulatory framework
  • Pre-qualification of tree care professionals is part of the regulatory framework
  • Permits are part of a regulatory framework
  • Incentives are part of a regulatory framework
  • Penalties should be considered in developing the regulatory framework
  • A balanced approach to any requirement for replanting trees to replace removal of healthy trees should be considered in developing the regulatory framework
  • Education is a key element of the regulatory framework
  • Costs associated with administering and enforcing a Tree Conservation Bylaw should be covered by fees and tax supported programs

Before returning to Council in the spring with recommendations on a new regulatory framework, the recommendations would go to the Peterborough Environmental Advisory Committee for its consideration.

Given the many benefits of having trees in an urban setting, there is a legislative requirement for the municipality to protect and enhance the tree canopy of the urban forest.

Subsection 270 (1) of the Municipal Act, 2001 (Act) (clause 7) requires the municipality to adopt and maintain policies that outline “the manner in which the municipality will protect and enhance the tree canopy and natural vegetation in the municipality”.

To inform the consideration of how to protect and enhance the urban forest tree canopy, the City worked with external consultants during November and December of 2019 to consult with the community and stakeholders. The consultation process used a multi-faceted engagement process and included five public meetings, an online survey, stakeholder interviews, and interviews with tree care professionals.

In 2015, the tree canopy of the urban forest in Peterborough was 29.8%, representing approximately 18.6 square kilometers. In 2018, the tree canopy of the urban forest in Peterborough was 27.9%, representing approximately 17.4 square kilometres. This represents a net loss of 1.9% canopy over the period, which equates to 1.26 square kilometres of trees.

Urban forest canopy conservation consultation summary report

The consultation process confirms that the community recognizes the importance of trees, their contribution to our well-being and their role in mitigating climate change. Education about the value of trees, the ways they can be managed and what is lost when they are removed needs to be proactively promoted by the City.

Contracted recycling services transition

Recyclable materials piled in a collection facility

Council supported receiving a report for information on the transition of the contracted recycling services to a new provider starting in November 2019.

Prior to November 1, 2019 there were two separate contractors providing recycling collection and processing services for the City. HGC Management (HGC) was responsible for the processing of recyclables at the City material recovery facility (MRF) and operated the household hazardous waste (HHW) and electronic waste collection depots. Curbside collection of City recycling was performed by Waste Connections Canada. Both contracts had been awarded in 2008 and extended twice in the past five years, as municipalities anticipated the long-promised transition to a recycling system to be run entirely by the product stewards under full cost extended producer responsibility program. Because of this anticipated change, neither contractor was prepared to upgrade collection vehicles or MRF processing equipment. Also, in 2018, HGC had received an emergency increase in processing fees to enable them to address potential liquidity concerns. In spring 2019, the City, according to the procurement process, was required to tender the Recycling collection and processing services contract, which ultimately was awarded to a new provider.

Typical to similar service contract change, the City anticipated a three-month transition period. During this transition period, the expectation was the new contractor would orientate collection vehicle drivers to City routing and implement brand new vehicles and instill a higher level of compliance towards enforcement of residential requirements to refrain from bagging container type items. During this initial three-month transition period (November 2019 to January 2020), the City received an average of 641 missed collection incidents per month (with November totalling 1,306) and 42 days in which routes were not completed. Upon internal (City) and contractor (Emterra) investigation, it was determined that a number of calls related to late set out of material by residents as the time of day that recyclable material was collected changed from the previous contractor routes.

The number of missed collection incidents captured by the City is now lower than the average number reported during the last two months of the previous contractor (Waste Connections). Between September and October 2019, Waste Connections averaged 60 incidents per month. Since February 1, 2020, Emterra has averaged 30 incidents per month.

The number of missed collection incidents (residential blue boxes, multi-residential, and businesses) reported to the City’s Waste Info line has dropped from 1,306 in November 2019 to 23 in April 2020. Similarly, the incidents of missed stops reported to the City each week has decreased from 540 in early November to 8 during the last week of April.

Included in the 2021 Budget Survey, the City engaged with residents to gather feedback on services provided, including waste management and recycling. An overwhelming number of replies ranked recycling as very important or somewhat important. A majority of respondents rated recycling service received as somewhat satisfied or very satisfied.