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HomeMy WebLinkAboutOctober 7, 2024 Draft Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 1 Present: Mayor Kevin Ashe Councillors: M. Brenner S. Butt L. Cook M. Nagy D. Pickles L. Robinson Also Present: M. Carpino - Chief Administrative Officer K. Bentley - Director, City Development & CBO P. Bigioni - Director, Corporate Services & City Solicitor B. Duffield - Director, Operations J. Eddy - Director, Human Resources L. Gibbs - Director, Community Services R. Holborn - Director, Engineering Services S. Cassel - City Clerk J. Halsall - Division Head, Finance C. Rose - Chief Planner N. Surti - Division Head, Development Review & Urban Design N. Robinson - Deputy Fire Chief L. Arshad - Manager, Economic Development & Marketing J. Litoborski - Manager, Municipal Law Enforcement Services K. Senior - Manager, Accounting Services C. Whitaker - Manager, Sustainability & Strategic Environmental Initiatives A. Dunn - Principal Planner, Development Review S. Marsh - Senior Accounting Analyst, Internal Audit J. Currie - Legislative Coordinator 1. Call to Order/Roll Call The City Clerk certified that all Members of Council were present and participating in- person. 2. Disclosure of Interest No disclosures of interest were noted. Draft Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 2 There were no requests from credentialed media for filming in Council Chambers. 3. Delegations 3.1 John Henry, Regional Chair, The Regional Municipality of Durham (In Person) Elaine Baxter-Trahair, CAO, The Regional Municipality of Durham (In Person) Re: Region of Durham Annual Update John Henry, Regional Chair, and Elaine Baxter-Trahair, CAO, The Regional Municipality of Durham, appeared before the Committee to provide the Region of Durham’s Annual Update. Through the aid of a PowerPoint presentation, J. Henry noted that this was a milestone year and highlighted several initiatives to commemorate Durham Region’s 50th Anniversary. J. Henry noted four key themes including the Region’s growth, safe and healthy communities, mobility and transit, and economic development. A question and answer period ensued between Members of the Committee and J. Henry and E. Baxter-Trahair regarding: • updates on partnerships with other levels of government concerning homelessness, addiction and mental health, as well as failures in the criminal justice system pertaining to bail rights; • clarification that there were ongoing consultations regarding the transitional home at 1635 Dundas and what services were provided there; • increasing access to transit in Durham Region and Durham Region Transit (DRT) offering on-demand services; • the status of the Durham-Scarborough Bus Rapid Transit Project (BRT) at Kingston Road; and, • concerns of increased car theft and what measures the Durham Regional Police Services were taking in this regard. 3.2 Shaun Rickard, Pickering Resident (Virtual) Re: Report FIN 19-24 2023 Year End Audit and Financial Statements (Final) Shaun Rickard, Pickering Resident, did not join the meeting via electronic connection and did not provide a delegation. 4. Matters for Consideration Draft Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 3 4.1 Director, Finance & Treasurer, Report FIN 19-24 2023 Year End Audit and Financial Statements (Final) Lilian Cheung, Partner, Deloitte, appeared before the Committee via electronic connection to provide an overview of the 2023 Year End Audit and Financial Statements. A question and answer period ensued between Members of the Committee and L. Cheung regarding: • how many municipal audits Deloitte performs across the province and whether the audits were standardized across municipalities; • whether Deloitte found any evidence of corruption, bribery, or collusion through the Audit and whether there were any significant deficiencies to report; • whether Deloitte was privy to In-Camera meeting proceedings as part of the audit function; and, • whether the Audit included individual audits of Members of Council. Recommendation: Moved by Mayor Ashe Seconded by Councillor Butt 1. That the Report FIN 19-24 regarding the results of the 2023 Audit, as submitted by Deloitte LLP, be received for information; and, 2. That the 2023 draft Audited Consolidated Financial Statements for the City of Pickering be approved. Carried 4.2 Director, Finance & Treasurer, Report FIN 20-24 2024 Year End Audit (Interim) Lilian Cheung, Partner, Deloitte, appeared before the Committee via electronic connection to provide an overview of the interim 2024 Year End Audit Plan. L. Cheung noted that the Audit Plan included preliminary risk assessments and clarified that every audit was risk based and the City of Pickering’s Audit Plan was in line with all other municipal audits. A brief discussion ensued between Members of the Committee and staff regarding whether Deloitte was aware of the amalgamation of reserve funds at the time of Draft Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 4 the amalgamation with questions being posed as to why Deloitte was not involved during the process and only aware after the amalgamation had occurred. Recommendation: Moved by Councillor Butt Seconded by Councillor Brenner 1. That the 2024 Audit Service Plan as submitted by Deloitte LLP, set out in Attachment 1 to this report, be received for information; and, 2. That the Chief Administrative Officer and the Director, Finance & Treasurer be authorized to sign the Engagement Letter, set out in Attachment 2 to this report, on behalf of the City. Carried 4.3 Director, Corporate Services & City Solicitor, Report BYL 02-24 Toys for Tickets and Food for Fines Holiday Parking Fine Program Recommendation: Moved by Councillor Brenner Seconded by Councillor Pickles 1. That parking tickets issued between Monday, November 25, 2024 through Wednesday, December 18, 2024 be eligible for the Toys for Tickets/Food for Fines program; 2. That the Toys for Tickets/Food for Fines program be implemented from November 25, 2024 through December 18, 2024; and, 3. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.4 Director, Community Services, Report CS 31-24 Shower Program Renewal - DARS Inc. Agreement Renewal A question and answer period ensued between Members of the Committee and staff regarding: Draft Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 5 • the number of users for the Shower Program and clarification that the data reflected number of times used, not the number of individuals; • clarification of who administered the Program and how the Program was coordinated; • whether individuals were limited in their use of the Shower Program; and, • whether there was sufficient awareness of the Program. Recommendation: Moved by Councillor Brenner Seconded by Councillor Pickles 1. That Report CS 31-24 regarding the agreement renewal for the DARS Inc. Shower Program be received; 2. That the Mayor and City Clerk be authorized to execute the Memorandum of Understanding with DARS Inc., set out in Attachment 1 to this report, for use of the Chestnut Hill Developments Recreation Complex Arena Dressing Room shower facilities, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Carried 4.5 Director, Community Services, Report CS 32-24 Lakeridge Health License Agreement - Chronic Obstructive Pulmonary Disease Community Exercise Clinic A question and answer period ensued between Members of the Committee and staff regarding: • whether there was medical equipment required for the Program and where it would be stored; • clarification that this was the first time the City of Pickering was undertaking a partnership with Lakeridge Health for this Program; • clarification that the Clinic was for those already diagnosed with COPD and that it would also include preventive education services; and, • whether the program was promoted and accessible to at risk and lower income users. Draft Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 6 Recommendation: Moved by Councillor Brenner Seconded by Councillor Pickles 1. That Report CS 32-24 regarding Lakeridge Health License Agreement be received; 2. That the Mayor and City Clerk be authorized to execute the License Agreement with Lakeridge Health, set out in Attachment 1 to this report, for use of the Chestnut Hill Developments Recreation Complex Meeting Rooms 2 & 3, for the Chronic Obstructive Pulmonary Disease Community Exercise Clinic, subject to minor revisions as may be required by the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 3. That the appropriate officials of the City of Pickering be authorized to take necessary actions as indicated in this report. Carried 4.6 Director, Community Services, Report CS 33-24 Community Festivals & Events - Policy Update Recommendation: Moved by Councillor Brenner Seconded by Councillor Pickles 1. That Council endorse the updated Community Festivals and Events Policy CUL 070, as set out in Attachment 1 to this report, subject to minor revisions acceptable to the Director, Community Services; and, 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this report. Carried 4.7 Director, Finance & Treasurer, Report FIN 21-24 Investment Portfolio Activity for the Year Ended December 31, 2023 Ontario Regulation 438/97 under the Municipal Act, 2001 Draft Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 7 A brief discussion ensued between Members of the Committee and staff regarding the estimated percentage of the rate of return on investments and what the total value of the City’s Investment Portfolio was. Recommendation: Moved by Councillor Brenner Seconded by Councillor Pickles It is recommended that Report FIN 21-24 of the Director, Finance & Treasurer regarding Investment Portfolio Activity for the Year Ended December 31, 2023 be received for information. Carried 4.8 Director, City Development & CBO, Report PLN 25-24 Sign By-law Review Recommendation: Moved by Councillor Brenner Seconded by Councillor Butt 1. That Report PLN 25-24 be referred back to staff to undertake engagement with industry stakeholders; and, 2. That staff be directed to report back to the December 2, 2024, Executive Committee Meeting. Carried 4.9 Director City Development & CBO, Report SUS 09-24 Update on Diabetes Canada Textile Drop Box Initiative A brief discussion ensued between Members of the Committee and staff regarding concerns of safety and whether individuals were prevented from getting into the Drop Boxes and whether the Drop Boxes were being used for dumping of waste. Recommendation: Moved by Councillor Butt Seconded by Councillor Robinson Draft Executive Committee Meeting Minutes October 7, 2024 Hybrid Electronic Meeting – 2:00 pm Chair: Councillor Cook 8 That Report SUS 09-24 be received for information. Carried 5. Member Updates on Committees 5.1 There were no updates from Members on Committees. 6. Other Business 6.1 Councillor Pickles requested that the promotion of City events include information regarding restrictions or allowances pertaining to the event, the reasons for such restrictions or allowances, and that this information be proactively communicated to the public. 6.2 Councillor Cook gave Notice of a Motion regarding Veteran’s parking designation. 6.3 Councillor Robinson enquired how many Police Officers were hired for the Executive Committee Meeting and what the deciding factors were to determine the number of Police hired. Staff provided that two paid Officers were the standard practice, and that the decision was made based on the circumstances of each meeting. 7. Adjournment Moved by Councillor Pickles Seconded by Councillor Nagy That the meeting be adjourned. Carried The meeting adjourned at 3:25 pm.