HomeMy WebLinkAboutCLK 05-24Report to
Executive Committee
Report Number: CLK 05-24 Date: September 3, 2024
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: 2025 Committee and Council Meeting Schedule
-File: A-1440
Recommendation:
1.That the 2025 Committee and Council Meeting Schedule, appended as Attachment 1 to
Report CLK 05-24, be approved; and,
2.That the appropriate City of Pickering officials be authorized to take the necessaryactions as indicated in this report.
Executive Summary: The purpose of this report is to present the 2025 Committee and Council Meeting Schedule to Council for approval. 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.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Fostering an Engaged & Informed Community.
Financial Implications: There are no financial implications associated with this report or the
adoption of the 2025 Committee and Council Meeting Schedule.
Discussion: The purpose of this report is to present the 2025 Committee and Council
Meeting Schedule to Council for approval. 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. In the spirit of openness, transparency, and accountability, the adoption and posting of the annual Committee and Council Meeting Schedule is an important exercise
to ensure as much advance notice is provided to the public for upcoming Standing Committee and Council Meetings.
Section 05.02 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 unless otherwise provided by resolution of
Council. If a Council Meeting falls on a public or civic holiday, Council shall meet at the same
hour on the next following day, which is not a public or civic holiday.
CLK 05-24 September 3, 2024
Subject: 2025 Committee and Council Meeting Schedule Page 2
Section 05.03 states the Executive Committee shall meet on the first Monday 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, unless otherwise provided by resolution of Council. If an Executive
Committee and Planning & Development Committee Meeting falls on a public or civic holiday, the Committee shall meet at the same hour on the next following day, which is not a public or civic holiday.
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 that impact Members. Variances of note include pushing out the January Standing Committee Meetings to January 13, 2025, to allow additional time following the 2024 Christmas and New Year holidays and changing the September Council Meeting to September 29, 2025, to avoid holding the meeting during the observance of Rosh Hashanah, which will be
observed from September 22 to September 24, 2025. Statutory holidays have been included
on the Meeting Schedule for reference and the only meetings impacted by a statutory holiday in 2025 are the September Executive and Planning & Development Committee Meetings which have been moved to September 2, 2025.
Education and Training Sessions, In-Camera Meetings, and other Special Council Meetings
are not included in the Meeting Schedule. If required, these meetings can be called by the
Mayor, or by petition of a majority of Members of Council in accordance with the provisions of the Procedure By-law.
It should be noted that no date has been included on the 2025 Meeting Calendar for the Civic
Awards Event. The Civic Awards do not meet the definition of a Meeting under the Procedure
By-law and therefore have been removed from the Schedule. Staff in Community Services who are responsible for coordinating the Civic Awards Event will provide separate communication to Members of Council with the particulars of the event, including “save the date” particulars so that the event can be entered into Members’ calendars.
Similar to the 2024 Committee and Council Meeting Schedule, no dates have been included on the Meeting Schedule for an Executive Committee Budget Meeting. Through Mayoral Direction 03-2024, Mayor Ashe has directed staff to prepare the draft 2025 Current and Capital Budgets in accordance with his Strong Mayor Powers. The budget process will follow the
Strong Mayors, Building Homes Act, and Council will receive the budget materials in
accordance with the timelines set out by the Mayor in the Mayoral Direction being no later than November 29, 2024. Any meetings that are required to consider amendments to the Mayor’s budget will be scheduled as special meetings of Council in accordance with the Procedure By-law.
In conclusion, staff are seeking Council approval of the 2025 Committee and Council Meeting Schedule included as Attachment 1 to this report. Once approved by Council, the meeting dates will be posted on the City’s Event Calendar and circulated to Members of Council and Staff in accordance with Standard Operating Procedures.
CLK 05-24 September 3, 2024
Subject: 2025 Committee and Council Meeting Schedule Page 3
Attachment:
1. 2025 Committee and Council Meeting Schedule
Prepared By: Approved/Endorsed By:
Andy MacGillivray Susan Cassel Council & Committee Coordinator (Acting) Director, Corporate Services
SC:am
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A. Chief Administrative Officer
Original Signed By:Original Signed By:
Original Signed By:
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DRAFT2025
Attachment 1 to Report CLK 05-24