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HomeMy WebLinkAboutCS 07-23 Report to Council Report Number: CS 07-23 Date: March 27, 2023 From: Sarah Douglas-Murray Director, Community Services Subject: Community Safety and Well-Being Advisory Committee -Terms of Reference -File: A-1440-001 Recommendation: 1. That the Community Safety and Well-Being Advisory Committee be established and the Terms of Reference as set out in Attachment #1 to CS 07-23 be approved; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: At the Council Meeting of January 23, 2023, City Council passed Resolution #59/23 and directed staff to review the creation of a Community Safety and Well- Being Advisory Committee (CSWBAC) made up of a cross section of community representation including Neighbourhood Watch and Road Watch groups. Its purpose is to advise on local community needs and suggested best practices; and that the group shall be responsible for the creation of a Homelessness Task Force that will work in a co-ordination with Durham Region to look at how best to address the needs of the homeless population to include services for mental health, substance abuse and the creation of transitional/supportive housing in Pickering. The purpose of this report is to seek Council’s approval for the establishment of the Community Safety and Well-Being Advisory Committee (CSWBAC) and approve its Terms of Reference. As per the Terms of Reference (Attachment 1) the CSWBAC will identify and coordinate opportunities for stakeholder and community engagement and provide community input on matters relating to the City of Pickering Community Safety and Well-Being (CSWB) Plan. The CSWBAC will also assist City staff with the development, consultation, and implementation of the City of Pickering CSWB Plan. The CSWBAC will develop Terms of Reference for a Homelessness Task Force that will work in co-ordination with Durham Region to look at how best to address the needs of the homeless population to include services for mental health, substance abuse and the creation of transitional/supportive housing in Pickering. Financial Implications: With respect to the on-going work of the CSWBAC, $5,000 in annual funding is recommended beginning in 2024 to support the work of the Committee. The CSWBAC will be responsible to provide an action plan with related budget expenditures for Council approval each year, and to report annually to Council on their activities. CS 07-23 March 27, 2023 Subject: Community Safety and Well-Being Advisory Committee Page 2 The City Clerk has prepared Report CLK 03-23 to amend Policy ADM 040, Boards and Committees, and part of that Report speaks to the possibility of implementing stipends for the City’s Boards and Committees. Should Council approve stipends for Boards and Committees as part of the recommendations of Report CLK 03-23, the Terms of Reference for the newly established CSWBAC will be updated to reflect such stipends and the necessary funds will be included in the 2023 Community Services Operating Budget. Discussion: As per the Safer Ontario Act, 2018, S.O. 2018, c. 3 – Bill 175, CSWB Plan came into enactment in the current Police Services Act, R.S.O. 1990, c.p15. Following an extension due to COVID-19, all municipalities (except lower tier) were to create and by resolution adopt a CSWB Plan by July 1, 2021. In two tier municipalities, such as the Region of Durham, it is the responsibility of the upper tier to develop and implement the Plan, through the creation of measurable goals and objectives. Lower tier municipalities play an instrumental role to facilitate those efforts. On February 25, 2019, Community Services staff were directed by Council to begin work on development of a CSWB Plan, as per Resolution #43/19. The City’s plan will identify strategies to support and help implement the Region’s CSWB Plan and other locally identified issues. At the January 23, 2023 Meeting of Council, through Resolution #59/23, City staff were directed to review the creation of a Community Safety and Well-Being Advisory Committee (CSWBAC) made up of a cross section of community representation including Neighbourhood Watch and Road Watch groups (see Attachment 2). The purpose of the advisory committee is to advise on local community needs and suggested best practices; and that the group shall be responsible for the creation of a Homelessness Task Force that will work in a co-ordination with Durham Region to look at how best to address the needs of the homeless population to include services for mental health, substance abuse and the creation of transitional/supportive housing in Pickering. The particulars of the CSWBAC are set out in the Terms of Reference appended as Attachment 1. The CSWBAC shall have a membership of up to 10 Citizen Appointments selected from the public, and Citizen Appointments will be voting members. The CWSBAC may also include participation from a representative of Stakeholder Organizations. Representatives from Stakeholder Organizations including Durham Regional Police Service, City of Pickering Fire Services, Christian Faith Outreach Centre, CAREA Community Health Centre, DARS Inc. and The Ajax Hub will be invited to participate by providing one Representative to sit on the Committee. Stakeholder Organization representatives shall not be voting members. The Committee will include participation of one member of Council as a non- voting member. The Committee will meet quarterly and will be supported by the Community Safety and Well- Being Advisor as the Staff Liaison. Committee responsibilities include: a) Assist and Advise staff on the development and implementation of the CSWB Plan within the City of Pickering; CS 07-23 March 27, 2023 Subject: Community Safety and Well-Being Advisory Committee Page 3 b) Assist and advise staff on the development and review of policy relating to Community Safety and Well-Being; c) Advocate for CSWB and promote community-wide Safety and Well-Being initiatives; d) Encourage and promote effective communication between Durham Region, community groups, individuals and the City; e) Develop Terms of Reference for a Homelessness Task Force to best address the needs of the homeless population in Pickering; f) Advise and develop working relationships with owners of businesses and stakeholder organizations; g) Review and update the Terms of Reference for the Committee, as needed; h) Advocate and promote the value and benefit of CSWB activities for all; and i) Report annually to Council on the Committee’s achievements during the year and their work plan for the next year. Generally the duration of Advisory Committee appointments are the same as the Term of Council. The Board and Advisory Committee Policy (ADM 040) allows for Advisory Committee appointments to be staggered to ensure experience and consistency in following the Committee’s goals and mandate. The CSWBAC is recommended for the term of Council. This will allow the CSWBAC to undertake a mandate to support the development of the CSWB Plan in the first term of the committee. At the conclusion of the initial term of this committee, the structure will be evaluated and measured for success and staff will report back to Council in this regard. Attachment: 1. Terms of Reference for the Community Safety and Well-Being Advisory Committee 2. Council Resolution #59/23 Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Laura Gibbs MBA, MSc. Division Head, Culture & Community Programming Sarah Douglas-Murray Director, Community Services Original Signed By Sharon Milton Manager, Recreation Services SDM:sm CS 07-23 March 27, 2023 Subject: Community Safety and Well-Being Advisory Committee Page 4 Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Attachment 1 to Report CS 07-23 Terms of Reference – Community Safety and Well-Being Advisory Committee 1.0 Mandate The Community Safety and Well-Being Advisory Committee (CSW BAC) will identify and coordinate opportunities for stakeholder and community engagement and provide community input on matters relating to the City of Pickering Community Safety and Well-Being (CSWB) Plan. The CSW BAC will also assist City staff with the development, consultation, and implementation of the City of Pickering CSWB Plan. The Committee will develop Terms of Reference for a Homelessness Task Force that will work in co-ordination with Durham Region to look at how best to address the needs of the homeless population to include services for mental health, substance abuse and the creation of transitional/supportive housing in Pickering. 2.0 Goals, Objectives and Responsibilities As per the Safer Ontario Act, 2018, S.O. 2018, c. 3 – Bill 175, the CSWB Plan came into enactment in the current Police Services Act, R.S.O. 1990, c.p15. In two tier municipalities, such as the Region of Durham, it is the responsibility of the upper tier to develop and implement the Plan, through the creation of measurable goals and objectives. Lower tier municipalities play an instrumental role to facilitate those efforts. On February 25, 2019, Community Services staff were directed by Council to begin work on development of a CSWB Plan, as per Resolution #43/19. The City’s plan will identify strategies to support and help implement the Region’s CSWB Plan and other locally identified issues. Pickering’s CSWB Plan will be based on the seven priority risk factors outlined in the Region of Durham Community Safety and Well-Being Plan: 1. Mental Health 2. Substance Use 3. Homelessness and Basic Needs 4. Criminal Involvement 5. Victimization 6. Social isolation 7. Experiences of Racism Committee responsibilities include: a) Support and participate in the development and implementation of the CSWB Plan within the City of Pickering; b) Assist and advise staff on the development and review of policy relating to Community Safety and Well-Being c) Advocate for CSWB and promote community-wide Safety and Well-Being initiatives; Terms of Reference – March 27, 2023 Community Safety and Well-Being Advisory Committee d) Encourage and promote effective communication between Durham Region, community groups, individuals and the City; e) Develop Terms of Reference for a Homelessness Task Force to best address the needs of the homeless population in Pickering; f) Advise and develop working relationships with owners of businesses and stakeholder organizations; g) Review and update the Terms of Reference for the Committee, as needed; h) Advocate and promote the value and benefit of CSWB activities for all; and i) Report annually to Council on the Committee’s achievements during the year and their work plan for the next year. The CSWBAC will not be responsible for the following: 1. Program delivery; 2. Budget approval; 3. Day-to-day operations of City-owned facilities and programs; and 4. Administrative matters including direction given to staff. 3.0 Composition The CSWBAC shall have a membership of up to 10 Citizen Appointments selected from the public. Citizen Appointments from the public must reside in Pickering and represent a broad range of interests and experience. The CSWBAC will include the following as voting members: • one youth (13 years old – 19 years old) • one senior (over 65 years old) • one resident of the Neighbourhood Watch group from Ward 2 • one resident of the Neighbourhood Watch group from Ward 1 • up to XX Citizen Members from the Community The CWSBAC may also include participation from a representative of Stakeholder Organizations. Representatives from Stakeholder Organizations shall not be voting members on the CSWBAC. The Following Stakeholder Organizations will be invited to participate by providing one Representative to sit on the CSWBAC: -Durham Regional Police Service - City of Pickering Fire Services -Christian Faith Outreach Centre -CAREA Community Health Centre -DARS Inc. -The Ajax Hub The Committee will include participation of one member of Council as a non-voting member. Page |2 Terms of Reference – March 27, 2023 Community Safety and Well-Being Advisory Committee The CSWB Advisor will be the staff Liaison for the CSWBAC and will be a staff member from the Community Services Department selected by the Director, Community Services. . The term of the CSWBAC is the term of Council. At the conclusion of the term, structure will be evaluated and measured for success. 4.0 Member Qualifications Qualifications include the skills, knowledge, and experience suitable to contribute in one or more of the Priority Risk Areas identified as part of the Region of Durham CSWB Plan. Membership will be sought on the basis of broad interest, understanding and commitment to CSWB development in the municipality. 5.0 Meeting Schedule The CSWBAC meets quarterly, on a set week and day to be determined by the CSWBAC at its first meeting of the term. The meetings shall commence at 7:00 pm. Established meeting dates and times shall not be changed unless circumstances warrant special consideration. During a Municipal election year, meetings shall not be held after September 30th unless determined by the CSWBAC that a meeting is necessary to meet the mandate or work plan of the CSWBAC. Page |3 Attachment 2 to Report CS 07-23 Legislative Services Division Clerk’s Office Directive Memorandum January 30, 2023 To: Marisa Carpino Chief Administrative Officer Susan Cassel City Clerk From: Susan Cassel City Clerk Subject: Direction as per Minutes of the Meeting of City Council held on January 23, 2023 Amendments to Boards and Committees/Taskforce Policy Council Decision Resolution #59/23 WHEREAS Section 05.01 of Policy ADM 040, Boards & Advisory Committees of Council, requires early in each new Council term, that Council shall review all Boards and Advisory Committees including, membership, composition and level of expertise or specialization required by Committee members for the selection process; And Whereas, Section 03.01 of ADM 040 provides that Boards and Advisory Committees are proposed by resolution of Council and established by a confirming by- law; And Whereas, each resolution shall incorporate the Terms of Reference for the specific Board/Advisory Committee; And Whereas, an Advisory Committee means a committee created by Council to provide input, advice and technical expertise on particular matters, act as a vehicle for public consultation on issues of municipal interest and make recommendations to Council; And Whereas, Council values the work of the members of Pickering’s Advisory Committees/Boards, as they provide Council and staff with important insight into the concerns and ambitions through a community lens; And Whereas, Section 02.01 of ADM 040 provides that “Council, under certain circumstances, may deem it necessary for Council representation on some Boards and Advisory Committees”, and the composition of each Committee, including whether a Member of Council is appointed to that Committee, is included in the individual Terms of Reference for each Committee; Now therefore be it resolved that that the Council of The Corporation of the City of Pickering directs the City Clerk to work with the Office of the CAO to conduct a review of all Boards and Advisory Committees reporting to Council and that this review include: 1. The creation of 3 new Advisory Committees being: a) Waterfront Visionary Advisory Committee to advise on best practices to preserve the nautical village marine theme and the implementation/restoration of a Waterfront that is environmentally sustainable and accessible; b) Community Safety and Wellbeing Advisory Committee that will be made up of a cross section of community representation including Neighbourhood Watch, Road Watch groups to advise on local community needs and suggested best practices; and that the group shall be responsible for the creation of a Homelessness Task Force that will work in co-ordination with Durham Region to look at how best to address the needs of the homeless population to include services for mental health, substance abuse and the creation of transitional/supportive housing in Pickering; c) Local & Small Business Advisory Committee that will advise on impacts of City Policy implications such as parking in the Nautical Village, relationships with City Economic Development and the measures that will assist businesses impacted by the intensification along Kingston Road; 2. Revisions to the Terms of Reference for the makeup of all Advisory Committees and or Task Forces that currently do not have an elected official representative to include the appointment of no greater than 2 members of Council whose role would be to act as a conduit between Council and their appointed committee as non-voting members; 3. Revisions to the Terms of Reference/Policies, of the Pickering Public Library, to enable the appointment of an additional member of Council to ensure Ward representation; 4. Establishing per meeting honorariums for the non-elected members of all advisory committees including the Pickering Library Board; 5. That the appointed Council Member(s) to all Advisory Committees/Boards be required to update the Members of Council on a monthly basis and that the Procedural By-law governing Council meetings and or Executive Meetings be amended to include an item enabling such reporting; 6. That the City Clerk and CAO report back no later than the end of Q1 with the findings of the review and the associated changes to Policy ADM 040 for Council’s consideration; and, 7. That the previous direction provided to staff, to report back on the legislated process to establish a BIA for the Nautical Village, through Resolution 930/22 and 931/22 be rescinded, as the businesses in the Nautical Village would be better served by the establishment of the new Local/Small Business Advisory Committee. Please take any action deemed necessary. Susan Cassel