HomeMy WebLinkAboutCLK 03-20 Report to
Executive Committee
Report Number: CLK 03-20
Date: October 5, 2020
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: 2021 Committee and Council Meeting Schedule
File: A-1440
Recommendation:
1.That the 2021 Committee and Council Meeting Schedule appended as Attachment #1 to
Report CLK 03-20 be approved; and,
2.That the appropriate City of Pickering officials be authorized to take the necessary actions as
indicated in this report.
Executive Summary: In accordance with Section 238 (2) of the Municipal Act, 2001, S.O
2001, c.25, every municipality shall pass a procedure by-law for governing the calling, place and
proceedings of meetings and the procedure by-law shall provide for public notice of meetings.
To comply with the provisions of the Municipal Act and Procedure By-law 7665/18, as amended,
the 2021 Committee and Council Meeting Schedule is presented to Council for approval.
Financial Implications: There are no financial implications associated with this Report or the
adoption of the 2021 Meeting Schedule.
Discussion: In the spirt of openness, transparency and accountability, the adoption
and posting of the annual Committee and Council Schedule is an important exercise to ensure as
much advance notice is provided to the public for upcoming Committee and Council Meetings.
Section 04.02 of the Procedure By-law provides for all regular meetings of Council to be held on
the fourth Monday of each month at 7:00 pm and if a Council Meeting falls on a public or civic
holiday, the Council shall meet at the same hour on the next following day, which is not a public or
civic holiday, unless otherwise provided by resolution of the Council.
Section 04.05 states the Executive Committee shall meet on the first Monda y of each month at
2:00 pm and the Planning & Development Committee shall meet on the first Monday of each
month at 7:00 pm in the Council Chambers, unless otherwise provided by resolution of the
Council.
Every effort has been made to adhere to the above noted provisions of the Procedure By-law and
any variances or adjustments are due to statutory holidays and/or significant events or dates.
CLK 03-20 October 5, 2020
Subject: 2021 Committee and Council Meeting Schedule Page 2
In addition to regular Committee and Council meetings, and in coordination with Community
Services Staff, a date has been included for the annual Civic Awards Ceremony being May 10,
2021. This date is tentative with the understanding that the ability to hold the event is dependent
on the circumstances surrounding the COVID-19 Pandemic and the ability to have members of
the public physically attend City Hall. Statutory holidays have also been included on the Meeting
Schedule for ease of reference.
At the request of the Director, Finance & Treasurer, 2 dates have been included on the Meeting
Schedule for the Executive Committee Budget Meeting dates. The new Financial SAP program is
slated to launch in January 2021 which would provide for the April 15th and 16th Budget Meeting
dates. Should the Financial System be delayed, Budget Meeting dates would be scheduled for
February 11 and 12, 2020. The Treasurer has also stated that with the ongoing uncertainty
surrounding COVID-19, it may be more advantageous to schedule the Budget Meetings for April
due to the uncertainty of COVID 19 and its related financial challenges. Historic ally, the Federal
Budget is presented in late February with the Provincial Budget following several weeks later.
Sometimes, there is an advantage of knowing the two senior level governments’ fiscal plans and
strategies as it relates to the development of the local municipal budget. It is requested that
Council adopt the Schedule as presented with the understanding that Staff will remove one of the
Budget Meeting dates as needed based on the statu s of the scenarios noted above.
Once approved by Council, the Meeting Schedule dates will be posted on the City’s Event
Calendar and circulated to Members of Council and Staff in accordance with Standard Operating
Procedures.
Attachments:
1.2021 Committee and Council Meeting Schedule
Prepared By: Approved/Endorsed By:
Susan Cassel Paul Bigioni
City Clerk Director, Corporate Services & Solicitor
SC:rp
CLK 03-20 October 5, 2020
Subject: 2021 Committee and Council Meeting Schedule Page 3
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Interim Chief Administrative Officer
S M T W T F S S M T W T F S S M T W T F S S M T W T F S
1 2 1 2 3 4 5 6 1 2 3 4 5 6 1 2 3
3 4 5 6 7 8 9 7 8 9 10 11 12 13 7 8 9 10 11 12 13 4 5 6 7 8 9 10
10 11 12 13 14 15 16 14 15 16 17 18 19 20 14 15 16 17 18 19 20 11 12 13 14 15 16 17
17 18 19 20 21 22 23 21 22 23 24 25 26 27 21 22 23 24 25 26 27 18 19 20 21 22 23 24
24 25 26 27 28 29 30 28 28 29 30 31 25 26 27 28 29 30
31
S M T W T F S S M T W T F S S M T W T F S S M T W T F S
1 1 2 3 4 5 1 2 3 1 2 3 4 5 6 7
2 3 4 5 6 7 8 6 7 8 9 10 11 12 4 5 6 7 8 9 10 8 9 10 11 12 13 14
9 10 11 12 13 14 15 13 14 15 16 17 18 19 11 12 13 14 15 16 17 15 16 17 18 19 20 21
16 17 18 19 20 21 22 20 21 22 23 24 25 26 18 19 20 21 22 23 24 22 23 24 25 26 27 28
23 24 25 26 27 28 29 27 28 29 30 25 26 27 28 29 30 31 29 30 31
30 31
S M T W T F S S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 1 2 1 2 3 4 5 6 1 2 3 4
5 6 7 8 9 10 11 3 4 5 6 7 8 9 7 8 9 10 11 12 13 5 6 7 8 9 10 11
12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18 19 20 12 13 14 15 16 17 18
19 20 21 22 23 24 25 17 18 19 20 21 22 23 21 22 23 24 25 26 27 19 20 21 22 23 24 25
26 27 28 29 30 24 25 26 27 28 29 30 28 29 30 26 27 28 29 30 31
31
Committee Meeting Civic Awards
Council Meeting Statutory Holiday
2021 Committee & Council Meeting Schedule
May June July August
January February March April
September October November December
Tentative Budget Meeting Dates (one set of dates to be removed once confirmed)