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HomeMy WebLinkAboutFebruary 3, 2025Executive Committee Meeting Minutes February 3, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Butt 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 S. Boyd -Fire Chief B. Duffield -Director, Operations L. Gibbs -Director, Community Services R. Holborn -Director, Engineering Services F. Jadoon -Director, Economic Development & Strategic Projects S. Karwowski -Director, Finance & Treasurer S. Cassel -City Clerk C. Rose -Chief Planner D.Quaife -Division Head, Information Technology A. Jagdeo -Senior Project Manager, Digital Services R. Perera -Deputy Clerk 1.Call to Order/Roll Call The City Clerk certified that all Members of Council were present and participating electronically. 2.Disclosure of Interest No disclosures of interest were noted. 3.Delegations There were no delegations. Executive Committee Meeting Minutes February 3, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Butt 2 4.Matters for Consideration 4.1 Director, Corporate Services & City Solicitor, Report IT 01-25 Approval of Microsoft Dynamics 365 Platform Proceed with a Request for Proposal (RFP) to Select an Implementation Partner Discussion and a question and answer period ensued between Members of the Committee and staff regarding: •whether the City would be restricting the RFP process to Canadian vendors in light of the potential tariffs that could be imposed by the United States; •whether the City had acquired any new software since February 2024 to address security surrounding the privacy of information of residents online; •whether there was a detailed inventory of the City’s current software assets which had been identified as a high risk in the MNP Digital Readiness Assessment and Strategy conducted in 2024; •whether Microsoft Dynamics 365 platform was a new software that the City was acquiring; •other comparator municipalities that have acquired the platform and whether any had implemented the platform without a consultant; •whether staff were comfortable with the level of security provided to both staff and resident data; •confirmation that all staff and Members of Council were required to undertake cyber security awareness training; and, •clarification that the City needed such software to enhance effective customer relations with its residents. Recommendation: Moved by Councillor Brenner Seconded by Councillor Pickles 1.That Council endorses the selection of the Microsoft Dynamics 365 platform as the City’s primary Customer Relationship Management (CRM) solution to enhance operational efficiency, customer service delivery and resident engagement capabilities; and, 2.That appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendation in this report. Carried on a Recorded Vote as Follows: Yes: Councillor Brenner No: Councillor Robinson Executive Committee Meeting Minutes February 3, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Butt 3 Councillor Butt Councillor Cook Councillor Nagy Councillor Pickles Mayor Ashe 4.2 Director, Corporate Services & City Solicitor, Report LEG 02-25 Final Assumption of Plan of Subdivision -Kindwin (Brock) Development Corporation – Plan of Subdivision 40M-2571 -Lots 1 to 60 and Blocks 61 to 73 and 77, Plan 40M-2571 Recommendation: Moved by Councillor Brenner Seconded by Councillor Pickles 1.That Usman Road, Saffron Drive, Sunflower Road, Jade Street, Azure Mews and Magenta Road within Plan 40M-2571 be assumed for public use; 2.That works and services required by the Subdivision Agreement, dated March 15, 2016, within Plan 40M-2571, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 3.That Kindwin (Brock) Development Corporation be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M-2571; and, 4.That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Carried 4.3 Director, Corporate Services & City Solicitor, Report LEG 03-25 Final Assumption of Plan of Subdivision -Averton (Brock) Limited – Plan of Subdivision 40M-2568 -Block 5 and Rex Heath Drive, Plan 40M-2568 Recommendation: Moved by Councillor Brenner Executive Committee Meeting Minutes February 3, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Butt 4 Seconded by Councillor Pickles 1.That Rex Heath Drive within Plan 40M-2568 be assumed for public use; 2.That works and services required by the Subdivision Agreement, dated March 1, 2016, within Plan 40M-2568, which are constructed, installed or located on lands dedicated to, or owned by the City, or on lands lying immediately adjacent thereto, including lands that are subject to easements transferred to the City, be accepted and assumed for maintenance; 3. That Averton (Brock) Limited be released from the provisions of the Subdivision Agreement and any amendments thereto relating to Plan 40M- 2568; and, 4.That the appropriate City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Carried 5.Member Updates on Committees There were no updates from Members on Committees. 6.Other Business 6.1 Councillor Brenner gave Notice of Motion regarding the symbol of swastika as a symbol of hate. 6.2 Councillor Brenner inquired about potentially requiring the City to limit RFPs to Canadian companies and whether this would require an amendment to the City’s Purchasing Policy with S. Karwowski, Director, Finance & Treasurer, advising that staff would review fair trade agreements and update Council as new information came to light. 6.3 Councillor Brenner advised that the Province would no longer be working with Starlink, an internet provider for rural communities, and inquired whether this would have any effect in Pickering, with D. Quaife, Division Head, Information Technology, advising that although Starlink was not used by the City, residents could individually use the software. 6.4 Councillor Brenner inquired whether there would be a financial strategy in place to provide an extension to those residents who may not be able to pay their property taxes in light of the current financial situation in Canada due to the possible tariffs Executive Committee Meeting Minutes February 3, 2025 Electronic Meeting – 2:00 pm Chair: Councillor Butt 5 imposed by the United States. S. Karwowski, Director Finance & Treasurer, stated that the City would look into implementing similar strategies that were in place during the COVID-19 pandemic and that Members of Council would be updated as things progressed. 6.5 Councillor Cook enquired about the possibility of a shop local strategy with F. Jadoon, Director, Economic Development & Strategic Projects, advising that staff would provide an update on such a strategy at the February 24, 2025 Council meeting under Other Business and that staff would be reaching out to local businesses through the Board of Trade. 7.Adjournment Moved by Councillor Cook Seconded by Councillor Nagy That the meeting be adjourned. Carried The meeting adjourned at 2:51 p.m.