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HomeMy WebLinkAboutSeptember 5, 2023 Executive Committee Meeting Agenda September 5, 2023 Electronic Meeting – 2:00 pm Chair: Councillor Butt For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca Due to the Council Chamber dome roof replacement and in accordance with the City’s Procedure By-law, the City of Pickering is holding electronic Council and Committee Meetings. Members of the public may observe the meeting proceedings by viewing the livestream. A recording of the meeting will also be available on the City’s website following the meeting. Page 1. Call to Order/Roll Call 2. Disclosure of Interest 3. Delegations Due to the Council Chamber dome roof replacement, and the need to meet electronically, members of the public looking to provide a verbal delegation to Members of Committee may do so through a virtual connection into the meeting. For more information, and to register as a delegate, visit www.pickering.ca/delegation, and complete the on-line delegation form or email clerks@pickering.ca. The list of delegates who have registered to speak will be called upon one by one by the Chair in the order in which they have registered. Delegates are allotted a maximum of 5 minutes to make their delegation. Please be advised that your name will appear in the public record and will be posted on the City’s website as part of the meeting minutes. 3.1 Vidal Chavannes, Director – Strategy, Research & Organizational Performance, Durham Regional Police Service (Virtual) Amanda Couture-Carron, Senior Strategic Planner, Durham Regional Police Service (Virtual) Re: Durham Regional Police Service's 2024 Strategic Plan 4. Matters for Consideration 4.1 Director, Corporate Services & City Solicitor, Report CLK 08-23 1 2024 Committee and Council Meeting Schedule Recommendation: Executive Committee Meeting Agenda September 5, 2023 Electronic Meeting – 2:00 pm Chair: Councillor Butt For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 1. That the 2024 Committee and Council Meeting Schedule appended as Attachment #1 to Report CLK 08-23 be approved; and, 2. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this Report. 4.2 Director, Community Services, Report CS 24-23 5 Draft Community Festivals and Events Policy, CUL 070 - Amendments to Community Festivals and Events Policy, CUL 070 Recommendation: 1. That Council endorse the revisions in CUL 070 Community Festivals and Events Policy, as set out in Attachment 1 to this report, subject to minor revisions acceptable to the Director, Community Services; and, 2. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. 4.3 Director, Community Services, Report CS 25-23 27 City of Pickering Volunteer Program Update - 2022/2023 Activities Recommendation: That Report CS 25-23, regarding the City of Pickering Volunteer Program Update, be received for information. 4.4 Director, Finance & Treasurer, Report FIN 14-23 32 Bill 23, More Homes Built Faster Act, 2022 - Development Charge Revenue Loss as of July 31, 2023 Recommendation: That Report FIN 14-23 regarding an updated financial assessment related to Bill 23 be received for information. 5. Member Updates on Committees 6. Other Business Executive Committee Meeting Agenda September 5, 2023 Electronic Meeting – 2:00 pm Chair: Councillor Butt For information related to accessibility requirements please contact: Committee Coordinator 905.420.4611 clerks@pickering.ca 7. Adjournment Pl(KERJNG Report to Executive Committee Report Number: CLK 08-23 Date: September 5, 2023 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: 2024 Committee and Council Meeting Schedule -File: A-1440 Recommendation: 1.That the 2024 Committee and Council Meeting Schedule appended as Attachment #1 to Report CLK 08-23 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 8019/23, the 2024 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 2024 Meeting Schedule. Discussion: In the spirt of openness, transparency, and accountability, the adoption and posting of the annual Committee and Council Meeting dates 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. 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. - 1 - CLK 08-23 September 5, 2023 Subject: 2024 Committee and Council Meeting Schedule Page 2 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 a majority of Members. In addition to regular Standing Committee and Council meetings, and in coordination with Community Services Staff, a date has been included for the annual Civic Awards Ceremony being May 13, 2024. Education and Training Sessions, In-Camera Meetings, and other Special Council Meetings are not included in the Meeting Schedule, however these meetings can be called by the Mayor, or by petition of a majority of Members of Council if required. Statutory holidays have been included on the Meeting Schedule for reference. On September 8, 2022, Bill 3, Strong Mayors, Building Homes Act, 2022, S.O. 2022, c. 18 received Royal Assent. Bill 3 amended the Municipal Act, 2001 S.O. 2001, c. 25 and granted Heads of Council certain powers including the ability for the Head to prepare and propose the annual budget. Originally, the Strong Mayor powers were only provided to the City of Toronto and the City of Ottawa. On July 1, 2023, through O. Reg. 530/22, the Strong Mayor powers were extended to an additional 26 Ontario municipalities, including the City of Pickering. Through Mayoral Direction #01-2023, Mayor Ashe has directed staff to prepare the 2024 Current and Capital Budget and has indicated that he intends on exercising his powers in this regard. To that end, the traditional Executive Committee Budget meeting that occurred annually prior to the Strong Mayor powers being extended to the City of Pickering, is no longer required. Therefore, no budget dates have been included in the draft 2024 Committee and Council Meeting Schedule. A subsequent report with more details surrounding Strong Mayor Powers will be forthcoming to Council from the City Clerk this fall. In conclusion, staff are seeking Council approval of the 2024 Committee and Council Meeting Schedule included as Attachment #1 to this Report. 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: 1.2024 Committee and Council Meeting Schedule - 2 - CLK 08-23 September 5, 2023 Subject: 2024 Committee and Council Meeting Schedule Page 3 Prepared By: Approved/Endorsed By: Susan Cassel City Clerk Paul Bigioni Director, Corporate Services & City Solicitor Rumali Perera Deputy Clerk SC:rp Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By:Original Signed By: Original Signed By: Original Signed By: - 3 - Attachment #1 to Report # CLK 08-23 Committee & Council Meeting Schedule 2024 January February March April 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 5 6 1 2 3 1 2 1 2 3 4 5 6 7 8 9 10 11 12 13 4 5 6 7 8 9 10 3 4 5 6 7 8 9 7 8 9 10 11 12 13 14 15 16 17 18 19 20 11 12 13 14 15 16 17 10 11 12 13 14 15 16 14 15 16 17 18 19 20 21 22 23 24 25 26 27 18 19 20 21 22 23 24 17 18 19 20 21 22 23 21 22 23 24 25 26 27 28 29 30 31 25 26 27 28 29 24 25 26 27 28 29 30 28 29 30 31 May June July August 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 1 2 3 4 5 6 1 2 3 5 6 7 8 9 10 11 2 3 4 5 6 7 8 7 8 9 10 11 12 13 4 5 6 7 8 9 10 12 13 14 15 16 17 18 9 10 11 12 13 14 15 14 15 16 17 18 19 20 11 12 13 14 15 16 17 19 20 21 22 23 24 25 16 17 18 19 20 21 22 21 22 23 24 25 26 27 18 19 20 21 22 23 24 26 27 28 29 30 31 23 24 25 26 27 28 29 28 29 30 31 25 26 27 28 29 30 31 30 September October November December - ----- ---- -- - - 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 5 6 7 1 2 3 4 5 1 2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 6 7 8 9 10 11 12 3 4 5 6 7 8 9 8 9 10 11 12 13 14 15 16 17 18 19 20 21 13 14 15 16 17 18 19 10 11 12 13 14 15 16 15 20 21 22 23 24 25 26 27 28 20 21 22 23 24 25 26 17 18 19 20 21 22 23 22 16 17 18 19 23 24 25 26 30 31 27 28 29 30 27 28 29 30 31 24 25 26 27 28 29 30 29 Committee Meetings Council Meetings Civic Awards Statutory Holidays 13 - 4 - Report to Executive Committee Report Number: CS 24-23 Date: September 5, 2023 From: Sarah Douglas-Murray Director, Community Services Subject: Draft Community Festivals and Events Policy, CUL 070 -Amendments to Community Festivals and Events Policy, CUL 070 -File: A-1440-001 Recommendation: 1.That Council endorse the revisions in CUL 070 Community Festivals and Events Policy, as set out in Attachment 1 to this report, subject to minor revisions acceptable to the Director, Community Services; 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: Staff have made revisions to update the policy to allow the Chief Administrative Officer (CAO) or designate to consider and approve events in Esplanade Park in extenuating or emergency circumstances. The purpose of this report is to seek Council’s endorsement of this policy update. Financial Implications: There are no financial implications. Discussion: The Community Festivals and Events Policy (CUL 070) originated in 2017. This policy was reviewed by staff and updated in May 2023 and approved by Council through Resolution #199/23. Since the approval of the revised Policy in May 2023, there have been several requests for use of Esplanade Park for which staff were unable to obtain Council approval due to summer recess or immediate event timelines. This report recommends updates to the policy that would enable the CAO or designate to consider and approve events in Esplanade Park during the summer recess and in extenuating or emergency circumstances. At this time, staff are requesting Council approval of this Policy update. Attachment: 1.Draft Community Festivals and Events Policy, CUL 070 – Clean Copy 2.Draft Community Festivals and Events Policy, CUL 070 – Track Changes - 5 - CS 24-23 September 5, 2023 Subject: Draft Community Festivals and Events Policy, CUL 070 Page 2 Prepared By: Approved/Endorsed By: Original Signed ByOriginal Signed By Laura Gibbs Sarah Douglas-Murray Division Head, Culture and Community Director, Community Services Programming Prepared By: Original Signed By Krystal Roberts Acting Supervisor, Cultural Services LG:kr Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 6 - DR A F T Attachment #1 to Report CS 24-23 Policy Procedure Title: Community Festivals and Events Policy Policy Number CUL 070 Reference Access to Recreation Policy CUL120 Res. 387/18 Date Originated (m/d/y) December 6, 2017 Date Revised (m/d/y) January 30, 2018 May 1, 2023 Pages 10 Approval: Chief Administrative Officer Point of Contact Supervisor, Cultural Services Policy Objective The purpose of this document is to outline the criteria and process by which permit requests for private and/or public events in City parks and facilities are considered and approved. Community Events are key in developing community identity and pride and enhancing cultural experiences within a community. The objectives of this policy are: •To establish clear and consistent methods for individuals/organizations to request space in City parks for private and/or public events; •To ensure that individuals/organizations interested in hosting an event in City parks are aware of processes, requirements and available resources; •To define the City’s role in the support of Community Events; •To identify event categories and the allocation of resources; •To outline the financial implications so that events and fees can be planned/considered accordingly; •To enhance communication between applicants and the City of Pickering; and •To ensure Festival and Event Permit Conditions and Regulations are followed during events in City parks and facilities including applicable City policies, by-laws, health and safety requirements, rental contract agreements and provincial regulations. Index 01 Purpose 02 Scope 03 Application - 7 - DR A F T 04 Definitions 05 Delegation of Authority 06 Community Festivals and Events Approvals and Restrictions 07 Administrative Requirements 01 Purpose The City of Pickering recognizes that community led public events significantly contribute to the community’s sense of place and are an important form of public celebration. Community Events are an integral part of creating a vibrant and diverse City. This policy provides a framework to support community led public events in parks and public open spaces, and establishes objectives to ensure that events are compatible with the City’s vision for a vibrant and sustainable community. 02 Scope The Community Festivals and Events Policy is designed to: •Establish the process for supporting, and/or administering events held within City parks, utilizing Municipal facilities; •Provide guidelines for fair, equitable, transparent and consistent decision making and access; •Establish uniform criteria and procedures for the use of parks for special events; •Promote a diverse range of organized activities; and •Ensure that the City’s parks and facilities are used for the benefit of the entire community. To ensure that events are compatible with the City’s vision for a vibrant, sustainable community, the City supports and manages events in order to meet the following objectives: •Balance the needs of event participants, parks users and neighbours; •Ensure that events are compatible with event venues; •Ensure the protection of the natural environment; •Promote a diverse range of activities and opportunities; and, •Encourage participation and inclusion of all members of the community. 03 Application This Policy applies to the operation of Community Festivals and Events in Pickering. Policy Title: Community Festivals and Events Policy Page 2 of 10 Policy Number: CUL 070 - 8 - DR A F T 04 Definitions 04.01 City-led Events are facilitated by the City of Pickering staff and can take place on municipally owned property (facility, park, or permitted space), or road within Pickering. The Director, Community Services will approve City-led events, 04.02 Community Events occur on City of Pickering property, are open to the public, have an estimated attendance of 20 -999 guests per day and include one or more of the following criteria: alcohol sales, staking, generators, industrial cooking, raffles, amplified sound, carnival or fair, food vendors and may include use of a Signature Park. Community Event organizers are required to submit a Community Festivals and Events Application to the City. Event operation is subject to approval of the Community Events Committee. Community Event requests for Esplanade Park are approved by Council, however the CAO, or their designate, may approve Events in Esplanade Park during summer recess and/or in extenuating or emergency circumstances where time does not allow for Council approval within the normal Council/Committee meeting cycle. 04.03 Community Events Committee is responsible for the approval of Community Festivals and Events and the development of community event guidelines. The Committee is comprised of City staff representatives from Traffic, By-law, Finance, Community Services, Planning, and Fire Services. The team meets monthly to consider event requests, and upcoming events. 04.04 Community Festivals occur on City of Pickering property, are open to the public, have an estimated attendance of 1,000 to 4,999 attendees per day, and include one or more of the following criteria: alcohol sales, staking, generators, electrical hook ups, industrial cooking, road closures, raffles, amplified sound, carnival or fair, food vendors and may include use of a Signature Park. Community Festival organizers are required to submit a Community Festivals and Events Application to the City. Event operation is subject to approval of the Community Events Committee, and the Director, Community Services. Community Festival requests for Esplanade Park are approved by Council, however the CAO, or their designate, may approve Festivals in Esplanade Park during summer recess and/or in extenuating or emergency circumstances where time does not allow for Council approval within the normal Council/Committee meeting cycle. 04.05 Filming Event is filming, videotaping, photography, or any other form of visual recording, except in a film studio or film laboratory, for a feature film; television film, program or series; documentary; paid advertisement, including a commercial, music video, educational film, be it pre-production and post- production activities associated therewith, but does not include; news media activities in the dissemination of information; press conferences; location scouting; or recording personal movies or photographs or visual recordings for personal purposes only. Policy Title: Community Festivals and Events Policy Page 3 of 10 Policy Number: CUL 070 - 9 - DR A F T 04.06 Independent Events occur entirely on private property within Pickering. Organizers of Independent Events are required to follow all applicable City by- laws and gather applicable licenses, permits and insurances. Independent Events are not required to submit a Community Festivals and Events Application to the City. 04.07 Non-commercial Photography is the professional or amateur collection of images through photography for personal use, where the images will not be distributed or made available for sale/profit. Non-commercial Photography can be booked directly with Facility Bookings. 04.08 Partner Events occur on City of Pickering property, are open to the public with estimated attendance of 5,000 guests or more per day. A Partner Event has one or more of the following criteria: takes place in Esplanade Park, includes fireworks, is a parade. Partner Event organizers are required to submit a Community Festivals and Events Application to the City. Event operation is subject to approval of the Community Events Committee, the Director of Community Services and CAO. Partner Event requests for Esplanade Park are approved by Council, however the CAO, or their designate, may approve Partner Events in Esplanade Park during summer recess and/or in extenuating or emergency circumstances where time does not allow for Council approval within the normal Council/Committee meeting cycle 04.09 Private Events occur on public property in the City of Pickering, and have a private guest list of under 1,000 guests. Organizers of Private Events are required to follow all City By-laws and gather applicable licenses, permits and insurances. A Community Festivals and Events Application is not required to be submitted to the City for Private Events. 04.10 Road Races/Bike Rides event categories encompass runs, walks or biking races on trails or roads that may include road closures and traffic disruptions. Event attendance and permit requirements will determine the event scale and application timelines. 04.11 Signature Parks are parks located within the City of Pickering that have a special set of approval and booking criteria set out in Procedure CUL 070-001, due to their profile and location. Signature Parks are Esplanade Park, Millennium Square, Alex Robertson Park and Bruce Hanscombe Park. Event requests for Esplanade Park must be approved by Council, however the CAO, or their designate, may approve events in Esplanade Park during summer recess and/or in extenuating or emergency circumstances where time does not allow for Council approval within the normal Council/Committee meeting cycle. a)Requests for use of a Signature Park for commercial film, television, or still photography uses are subject to the City’s policies and procedures for rental of municipal land to the film/photography industry, and do not require Council approval. Policy Title: Community Festivals and Events Policy Page 4 of 10 Policy Number: CUL 070 - 10 - DR A F T 05 Delegation of Authority 05.01 Chief Administrative Officer to: a)support the allocation of staff resources to coordinate the Community Festivals and Events Policy; and b)consider and approve, as appropriate, City staff recommendations to permit Partner Event applications. c)Consider and approve, as appropriate permit requests for Events and Festivals in Esplanade Park during summer recess and/or in extenuating or emergency circumstances where time does not allow for Council approval within the normal Council/Committee meeting cycle. When such approval is granted by the CAO, the CAO shall advise Council of the approval and Event/Festival particulars. 05.02 The Mayor and Members of Council to: a)direct inquiries related to Community Festivals and Events to the appropriate City staff; and, b)consider and approve, as appropriate, City staff reports to Council recommending a permit be issued for Events and Festivals at Esplanade Park. 05.03 Directors & Division Heads to: a)support the allocation of staff resources to participate in the Community Events Committee; b)ensure their department meets the corporations obligations related to a City issued park permit and/or event agreement; and c)Director, Community Services to consider and approve, as appropriate, City staff recommendations to permit Community Festival applications. 05.04 Managers & Supervisors to: a)assign staff resources to coordinate Community Festivals and Events; and b)oversee revenue accounts and conditions of the agreement/permit to ensure that the obligations of all parties are being met. 05.05 The Community Events Committee to: a)attend monthly meetings to consider event applications for City parks; Policy Title: Community Festivals and Events Policy Page 5 of 10 Policy Number: CUL 070 - 11 - DR A F T b)screen applications and provide timely responses; c)recommend the approval or denial of an application, considering the guidelines of this procedure, to the applicant, Director, CAO and/or Council, as is applicable; d)keep an up-to-date listing of all current and available permits and existing agreements; e)track and report on annual community use of City parks for public special events; f)ensure that all agreements safeguard the Corporation; g)act as a liaison between department staff; h)assist department staff in the tracking of program participants in support of the program; i)promote the park permitting programs; j)serve as a centralized resource for any park permitting activities throughout the City; and k)collect feedback from the community, partners, and City staff on initiatives to maintain a positive program reputation, and enhance revenue outcomes. 05.06 Employees to: a)adhere to the guidelines as set out in Section 05. a.Non-Compliance with Guidelines b.Failure to comply with this Procedure may result in disciplinary action. 05.07 refer to all associated Procedures and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. 06 Community Festivals and Event Approvals & Restrictions 06.01 A Community Festival and Event Application submitted to the City for approval must meet certain criteria to be eligible for a permit, including compatibility with the provisions of municipal, provincial and federal laws as well as in accordance with rules and regulations administered by the City’s by-laws, Durham Regional Police and Durham Region Public Health. Policy Title: Community Festivals and Events Policy Page 6 of 10 Policy Number: CUL 070 - 12 - DR A F T 06.02 Applications will be evaluated by the Community Events Committee to ensure a varied mix and range of activities and interests which reflect the community and to ensure the request does not duplicate existing events. 06.03 To be considered for a permit, Community Festivals/Events must provide a meaningful benefit to the community and must have a direct impact on one or more of the following areas: •Arts and Culture; •Environment; •Culture; •Diversity; •Heritage Promotion; •Environmental Benefit; •Education; •Health and Wellness; •Physical Fitness; •Enrich the character and identity of the City; •Create unique or innovative experiences; •Contribute to programming in slow seasons; •Extend the overall range and mix of programming in the City; and •Be openly accepting, inclusive and accessible of all community members. 06.04 Event approvals will be granted in a fair and equitable manner. When requests are submitted, the criteria used will be based on a number of different considerations: •Nature and type of activity; •Nature and type of the user requesting the event; •Space/staff/equipment availability the date requested; and •Benefit and/or enhancement of the community. 06.05 The City of Pickering will consider applications to host Community Festivals/Events based on the following criteria: •There is a need within the community to host the event. Need is assessed by the following factors: it supports the initiatives of an official plan, the City does not offer similar programs/events and, the event model has a proven track record for success and/or degree of community interest/engagement. •That City resources are being allocated to a variety of event types, representative of all cultural aspects. •The City has the resources to reasonably assign to the event without impacting City operations. •Organizers have the capacity and resources to execute the proposed festival or event including human resources, financial stability, and a solid plan for marketing, public safety, accessibility, traffic, and parking control. Policy Title: Community Festivals and Events Policy Page 7 of 10 Policy Number: CUL 070 - 13 - DR A F T 06.06 The City of Pickering will decline Community Festival & Event requests if (but not limited to): •The proposed event will create a hardship for the City or the surrounding community. •Any event component is contrary to City of Pickering policies. •The organizing group cannot provide surety of their ability to be responsible for event operations, associated event costs and damages. 06.07 The City will not accept event applications from any individual/organization that endorses views or ideas that promote discrimination, contempt or hatred. The purposes, practices and event proposals of applicant groups must be consistent with the Human Rights Code. The following events or activities are not permitted in City parks or public open spaces: •Events that conflict with the City’s values or that are deemed to impact negatively on the City’s identity as being family friendly. •Events that contribute to the sale of tobacco, marijuana, pornography or support the production, distribution, and sale of weapons and other life- threatening products. •Events that endorse views and ideas that are likely to promote discrimination, contempt or hatred for any person on the basis of race, national or ethnic origin, citizenship, religion, age, gender, marital status, family status, sexual orientation, disability, political affiliation, economic status or level of literacy. •Activities that exclude persons from participation in or enjoyment of the event on the basis of race, national or ethnic origin, citizenship, religion, gender, marital status, family status, sexual orientation, or disability. 06.08 The City will not permit events provided by organizations whose reputation could prove detrimental to the City’s public image and/or whose main business is derived from: •The sale of tobacco or other addictive substances; •Pornography; and, •The support of, or involvement in the production, distribution, and sale of weapons and other life-threatening products. 06.09 The City will not permit events which, either directly or through third party arrangements (i.e. vendors, sponsors), that: •violate any City policy; •convey a negative religious message that might be deemed prejudicial to religious groups; Policy Title: Community Festivals and Events Policy Page 8 of 10 Policy Number: CUL 070 - 14 - DR A F T •promote alcohol and other addictive substances, at venues geared primarily to children; •present demeaning or derogatory portrayals of individuals or groups or contain anything, which in light of generally prevailing community standards, is likely to cause deep or widespread offence; or •is in direct competition with City of Pickering services, programs or initiatives. 06.10 The City reserves the right to reject or revoke permits for public events and to refuse to enter into agreements for partnership events or public events that originally may have been openly solicited by the City. 06.11 Due to the risk of severe injury to patrons, the use of inflatable amusement devices at events or activities held on City property are prohibited if any of the following apply: •the device has an inflated floor or surface which patrons interact with, play on, or jump on (e.g., bouncy castles); •the device utilizes bungee cords as a means to assist or inhibit the movement of a patron; or •the device includes an inflated slide or roof. 06.12 The City may, at its discretion, bring any proposals to Council for their approval even if they do not meet the guidelines of this Policy. 07 Event Applications and Permitting 07.01 When applying to conduct an event, a Community Festivals and Events Application must be completed in accordance with the guidelines set out in the Community Festivals and Events Manual and submitted for consideration to the Corporate Events Committee. To ensure availability of resources, the application is to be completed in order to be considered. •Approvals will take into consideration the size of event and what is being requested; the availability of equipment and space; other event currently scheduled for the day requested. •The organizers will be held responsible to pay for all direct fees related to the event including licenses, permits, and City staff during event operations, rentals and any damage or replacement of equipment. •The organizers will be responsible for picking up and returning equipment borrowed (except for large items such as picnic tables and garbage containers, barricades for road closures). 07.02 Resources and In-Kind Services may be provided to support events upon request. These services include: Policy Title: Community Festivals and Events Policy Page 9 of 10 Policy Number: CUL 070 - 15 - DR A F T •Event area inspection, grass cutting and prep, parking and traffic plans and set-up, City promotions, or electrical access. •In some cases for Partner Events, City staff will be present during event operations to clean facility washrooms adjacent to Park, remove garbage, assist with set-ups and respond to unanticipated requests from the event promoters. •Limited printing assistance. •Staff assistance in an advisory capacity during the planning. •For Community Festivals and Partner Events, a staff liaison may be arranged to: o assist with arrangements for City resources, e.g. equipment, deliveries, etc. o confirm availability and assist with the booking of City facilities, equipment and services. o obtain site maps for road or park locations. 07.03 If approved, application will form the basis of a permit, referred to as a Parks or Facility Permit. The permit provides permission for event organizers to conduct their event. The applicant will be responsible for all costs associated with the event. 07.04 The permit includes the specific conditions for the use of the site, and the required fees (refer to current City User Fees and Charges By-law, and Conditions of Community Events Permit). Policy Title: Community Festivals and Events Policy Page 10 of 10 Policy Number: CUL 070 - 16 - DR A F T Attachment #2 to Report CS 24-23 Policy Procedure Title: Community Festivals and Events Policy Policy Number CUL 070 Reference Access to Recreation Policy CUL120 Res. 387/18 Date Originated (m/d/y) December 6, 2017 Date Revised (m/d/y) January 30, 2018 May 1, 2023 Pages 10 Approval: Chief Administrative Officer Point of Contact Supervisor, Cultural Services Policy Objective The purpose of this document is to outline the criteria and process by which permit requests for private and/or public events in City parks and facilities are considered and approved. Community Events are key in developing community identity and pride and enhancing cultural experiences within a community. The objectives of this policy are: To establish clear and consistent methods for individuals/organizations to request space in City parks for private and/or public events; To ensure that individuals/organizations interested in hosting an event in City parks are aware of processes, requirements and available resources; To define the City’s role in the support of community events; To identify event categories and the allocation of resources; To outline the financial implications so that events and fees can be planned/considered accordingly; To enhance communication between applicants and the City of Pickering; and To ensure Festival and Event Permit Conditions and Regulations are followed during events in City parks and facilities including applicable City policies, by-laws, health and safety requirements, rental contract agreements and provincial regulations. Index 01 Purpose 02 Scope 03 Application - 17 - DR A F T 04 Definitions 05 Delegation of Authority 06 Community Festivals and Events Approvals and Restrictions 07 Administrative Requirements 01 Purpose The City of Pickering recognizes that community led public events significantly contribute to the community’s sense of place and are an important form of public celebration. Community events are an integral part of creating a vibrant and diverse City. This policy provides a framework to support community led public events in parks and public open spaces, and establishes objectives to ensure that events are compatible with the City’s vision for a vibrant and sustainable community. 02 Scope The Community Festivals and Events Policy is designed to: Establish the process for supporting, and/or administering events held within City parks, utilizing Municipal facilities; Provide guidelines for fair, equitable, transparent and consistent decision making and access; Establish uniform criteria and procedures for the use of parks for special events; Promote a diverse range of organized activities; and Ensure that the City’s parks and facilities are used for the benefit of the entire community. To ensure that events are compatible with the City’s vision for a vibrant, sustainable community, the City supports and manages events in order to meet the following objectives: Balance the needs of event participants, parks users and neighbours; Ensure that events are compatible with event venues; Ensure the protection of the natural environment; Promote a diverse range of activities and opportunities; and, Encourage participation and inclusion of all members of the community. 03 Application This Policy applies to the operation of Community Festivals and Events in Pickering. Policy Title: Community Festivals and Events Policy Page 2 of 10 Policy Number: CUL 070 - 18 - DR A F T 04 Definitions 04.01 City-led Events are facilitated by the City of Pickering staff and can take place on municipally owned property (facility, park, or permitted space), or road within Pickering. The Director, Community Services will approve City-led events, 04.02 Community Events occur on City of Pickering property, are open to the public, have an estimated attendance of 20 - 999 guests per day and include one or more of the following criteria: alcohol sales, staking, generators, industrial cooking, raffles, amplified sound, carnival or fair, food vendors and may include use of a Signature Park. Community Event organizers are required to submit a Community Festivals & Events Application to the City. Event operation is subject to approval of the Community Events Committee. Community Event requests for Esplanade Park are must be approved by Council, however. the CAO, or their designate, may approve Events in Esplanade Park during summer recess and/or in extenuating or emergency circumstances where time does not allow for Council approval within the normal Council/Committee meeting cycle.events may be approved by the CAO or designate. 04.03 Community Events Committee is responsible for the approval of Community Festivals & Events and the development of community event guidelines. The Committee is comprised of City staff representatives from Traffic, By-law, Finance, Community Services, Planning, and Fire Services. The team meets monthly to consider event requests, and upcoming events. 04.04 Community Festivals occur on City of Pickering property, are open to the public, have an estimated attendance of 1,000 to 4,999 attendees per day, and include one or more of the following criteria: alcohol sales, staking, generators, electrical hook ups, industrial cooking, road closures, raffles, amplified sound, carnival or fair, food vendors and may include use of a Signature Park. Community Festival organizers are required to submit a Community Festivals & Events Application to the City. Event operation is subject to approval of the Community Events Committee, and the Director, Community Services. Community Festival requests for Esplanade Park are must be approved by Council, however the CAO, or their designate, may approve Festivals in Esplanade Park during summer recess and/or in extenuating or emergency circumstances where time does not allow for Council approval within the normal Council/Committee meeting cyclein extenuating or emergency circumstances events may be approved by the CAO or designate.. 04.05 Filming Event is filming, videotaping, photography, or any other form of visual recording, except in a film studio or film laboratory, for a feature film; television film, program or series; documentary; paid advertisement, including a commercial, music video, educational film, be it pre-production and post- production activities associated therewith, but does not include; news media activities in the dissemination of information; press conferences; location scouting; or recording personal movies or photographs or visual recordings for personal purposes only. Formatted: Keep lines together Policy Title: Community Festivals and Events Policy Page 3 of 10 Policy Number: CUL 070 - 19 - DR A F T 04.06 Independent Events occur entirely on private property within Pickering. Organizers of Independent Events are required to follow all applicable City by- laws and gather applicable licenses, permits and insurances. Independent events are not required to submit a Community Festivals & Events Application to the City. 04.07 Non-commercial Photography is the professional or amateur collection of images through photography for personal use, where the images will not be distributed or made available for sale/profit. Non-commercial photography can be booked directly with the Assistant Coordinator, Parks & Facility Bookings. 04.08 Partner Events occur on City of Pickering property, are open to the public with estimated attendance of 5,000 guests or more per day. A Partner Event has one or more of the following criteria: takes place in Esplanade Park, includes fireworks, is a parade. Partner Event organizers are required to submit a Community Festivals & Events Application to the City. Event operation is subject to approval of the Community Events Committee, the Director of Community Services and CAO. Partner Event requests for Esplanade Park are must be approved by Council, however the CAO, or their designate, may approve Partner Events in Esplanade Park during summer recess and/or in extenuating or emergency circumstances where time does not allow for Council approval within the normal Council/Committee meeting cyclein extenuating or emergency circumstances events may be approved by the CAO or designate. 04.09 Private Events occur on public property in the City of Pickering, and have a private guest list of under 1,000 guests. Organizers of Private Events are required to follow all City By-laws and gather applicable licenses, permits and insurances. A Community Festivals & Events Application is not required to be submitted to the City for Private Events. 04.10 Road Races/Bike Rides event categories encompass runs, walks or biking races on trails or roads that may include road closures and traffic disruptions. Event attendance and permit requirements will determine the event scale and application timelines. 04.11 Signature Parks are parks located within the City of Pickering that have a special set of approval and booking criteria set out in Procedure CUL 070-001, due to their profile and location. Signature Parks are Esplanade Park, Millennium Square, Alex Robertson Park and Bruce Hanscombe Park. Event requests for Esplanade Park must be approved by Council, however the CAO, or their designate, may approve events in Esplanade Park during summer recess and/or in extenuating or emergency circumstances where time does not allow for Council approval within the normal Council/Committee meeting cyclein extenuating or emergency circumstances events may be approved by the CAO or designate. a)Requests for use of a Signature Park for commercial film, television, or still photography uses are subject to the City’s policies and procedures for rental Policy Title: Community Festivals and Events Policy Page 4 of 10 Policy Number: CUL 070 - 20 - DR A F T of municipal land to the film/photography industry, and do not require Council approval. 05 Delegation of Authority 05.01 Chief Administrative Officer to: a)support the allocation of staff resources to coordinate the Community Festivals and Events Policy; and b)consider and approve, as appropriate, City staff recommendations to permit Partner Event applications. b)c) Consider and approve, as appropriate permit requests for eEvents and Festivals in Esplanade Park during summer recess and/or in extenuating or emergency circumstances where time does not allow for Council approval within the normal Council/Committee meeting cyclein extenuating or emergency circumstances. When such approval is granted by the CAO, the CAO shall advise Council of the approval and Event/Festival particulars. 05.02 The Mayor and Members of Council to: a)direct inquiries related to Community Festivals and Events to the appropriate City staff; and, b)consider and approve, as appropriate, City staff reports to Council recommending a permit be issued for Partner Events and Festivals at Esplanade Park. 05.03 Directors & Division Heads to: a)support the allocation of staff resources to participate in the Community Events Committee; b)to ensure their department meets the corporations obligations related to a City issued park permit and/or event agreement; and c)Director, Community Services to consider and approve, as appropriate, City staff recommendations to permit Community Festival applications. 05.04 Managers & Supervisors to: a)assign staff resources to coordinate Community Festivals & Events; and b)oversee revenue accounts and conditions of the agreement/permit to ensure that the obligations of all parties are being met. Formatted: List Paragraph, No bullets or numbering Policy Title: Community Festivals and Events Policy Page 5 of 10 Policy Number: CUL 070 - 21 - DR A F T 05.05 The Community Events Committee to: a) attend monthly meetings to consider event applications for City parks; b) screen applications and provide timely responses; c) recommend the approval or denial of an application, considering the guidelines of this procedure, to the applicant, Director, CAO and/or Council, as is applicable; d) keep an up-to-date listing of all current and available permits and existing agreements; e) track and report on annual community use of City parks for public special events; f) ensure that all agreements safeguard the Corporation; g) act as a liaison between department staff; h) assist department staff in the tracking of program participants in support of the program; i) promote the park permitting programs; j) serve as a centralized resource for any park permitting activities throughout the City; and k) collect feedback from the community, partners, and City staff on initiatives to maintain a positive program reputation, and enhance revenue outcomes. 05.06 Employees to: a) Aadhere to the guidelines as set out in Section 05. a. Non-Compliance with Guidelines Failure to comply with this Procedure may result in disciplinary action. 05.07 Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. 06 Community Festivals and Event Approvals & Restrictions 06.01 A Community Festival and Event Application submitted to the City for approval must meet certain criteria to be eligible for a permit, including compatibility with the provisions of municipal, provincial and federal laws as well as in accordance Commented [SC1]: Should this be a sub-bullet under a. (Non-Compliance with Guidelines)? Policy Title: Community Festivals and Events Policy Page 6 of 10 Policy Number: CUL 070 - 22 - DR A F T with rules and regulations administered by the City’s by-laws, Durham Regional Police and Durham Region Public Health. 06.02 Applications will be evaluated by the Community Events Committee to ensure a varied mix and range of activities and interests which reflect the community and to ensure the request does not duplicate existing events. 06.03 To be considered for a permit, community festivals/events must provide a meaningful benefit to the community and must have a direct impact on one or more of the following areas: Arts and Culture; Environment; Culture; Diversity; Heritage Promotion; Environmental Benefit; Education; Health and Wellness; Physical Fitness; Enrich the character and identity of the City; Create unique or innovative experiences; Contribute to programming in slow seasons; Extend the overall range and mix of programming in the City; and Be openly accepting, inclusive and accessible of all community members. 06.04 Event approvals will be granted in a fair and equitable manner. When requests are submitted, the criteria used will be based on a number of different considerations: Nature and type of activity; Nature and type of the user requesting the event; Space/staff/equipment availability the date requested; and Benefit and/or enhancement of the community. 06.05 The City of Pickering will consider applications to host community festivals/events based on the following criteria: There is a need within the community to host the event. Need is assessed by the following factors: it supports the initiatives of an official plan, the City does not offer similar programs/events and, the event model has a proven track record for success and/or degree of community interest/engagement. That City resources are being allocated to a variety of event types, representative of all cultural aspects. That tThe City has the resources to reasonably assign to the event without impacting City operations. Policy Title: Community Festivals and Events Policy Page 7 of 10 Policy Number: CUL 070 - 23 - DR A F T That oOrganizers have the capacity and resources to execute the proposed festival or event including human resources, financial stability, and a solid plan for marketing, public safety, accessibility, traffic, and parking control. 06.06 The City of Pickering will decline Community Festival & Event requests if (but not limited to): The proposed event will create a hardship for the City or the surrounding community. Any event component is contrary to City of Pickering policies. The organizing group cannot provide surety of their ability to be responsible for event operations, associated event costs and damages. 06.07 The City will not accept event applications from any individual/organization that endorses views or ideas that promote discrimination, contempt or hatred. The purposes, practices and event proposals of applicant groups must be consistent with the Human Rights Code. The following events or activities are not permitted in City parks or public open spaces: Events that conflict with the City’s values or that are deemed to impact negatively on the City’s identity as being family friendly. Events that contribute to the sale of tobacco, marijuana, pornography or support the production, distribution, and sale of weapons and other life- threatening products. Events that endorse views and ideas that are likely to promote discrimination, contempt or hatred for any person on the basis of race, national or ethnic origin, citizenship, religion, age, gender, marital status, family status, sexual orientation, disability, political affiliation, economic status or level of literacy. Activities that exclude persons from participation in or enjoyment of the event on the basis of race, national or ethnic origin, citizenship, religion, gender, marital status, family status, sexual orientation, or disability. 06.08 The City will not permit events provided by organizations whose reputation could prove detrimental to the City’s public image and/or whose main business is derived from: The sale of tobacco or other addictive substances; Pornography; and, The support of, or involvement in the production, distribution, and sale of weapons and other life-threatening products. 06.09 The City will not permit events which, either directly or through third party arrangements (i.e. vendors, sponsors), that: Policy Title: Community Festivals and Events Policy Page 8 of 10 Policy Number: CUL 070 - 24 - DR A F T Vviolate any City policy; Cconvey a negative religious message that might be deemed prejudicial to religious groups; Ppromote alcohol and other addictive substances, at venues geared primarily to children; Ppresent demeaning or derogatory portrayals of individuals or groups or contain anything, which in light of generally prevailing community standards, is likely to cause deep or widespread offence; or Iis in direct competition with City of Pickering services, programs or initiatives. 06.10 The City reserves the right to reject or revoke permits for public events and to refuse to enter into agreements for partnership events or public events that originally may have been openly solicited by the City. 06.11 Due to the risk of severe injury to patrons, the use of inflatable amusement devices at events or activities held on City property are prohibited if any of the following apply: the device has an inflated floor or surface which patrons interact with, play on, or jump on (e.g., bouncy castles); the device utilizes bungee cords as a means to assist or inhibit the movement of a patron; or the device includes an inflated slide or roof. 06.12 The City may, at its discretion, bring any proposals to Council for their approval even if they do not meet the guidelines of this Policy. 07 Event Applications and Permitting 07.01 When applying to conduct an event, a Community Festivals and Events Application must be completed in accordance with the guidelines set out in the Community Festivals & Events Manual and submitted for consideration to the Corporate Events Committee. To ensure availability of resources, the application is to be completed in order to be considered. Approvals will take into consideration the size of event and what is being requested; the availability of equipment and space; other event currently scheduled for the day requested. The organizers will be held responsible to pay for all direct fees related to the event including licenses, permits, and City staff during event operations, rentals and any damage or replacement of equipment. Policy Title: Community Festivals and Events Policy Page 9 of 10 Policy Number: CUL 070 - 25 - DR A F T The organizers will be responsible for picking up and returning equipment borrowed (except for large items such as picnic tables and garbage containers, barricades for road closures). 07.02 Resources and In-Kind Services may be provided to support events upon request. These services include: Event area inspection, grass cutting and prep, parking and traffic plans and set-up, City promotions, or electrical access. In some cases for partner events, City staff will be present during event operations to clean facility washrooms adjacent to Park, remove garbage, assist with set-ups and respond to unanticipated requests from the event promoters. Limited printing assistance. Staff assistance in an advisory capacity during the planning. For Community Festivals and Partner Events, a staff liaison may be arranged to: o to assist with arrangements for City resources, e.g. equipment, deliveries, etc. o to confirm availability and assist with the booking of City facilities, equipment and services. o to obtain site maps for road or park locations. 07.03 If approved, application will form the basis of a permit, referred to as a Parks or Facility Permit. The permit provides permission for event organizers to conduct their event. The applicant will be responsible for all costs associated with the event. 07.04 The permit includes the specific conditions for the use of the site, and the required fees (refer to current City User Fees and Charges By-law, and Conditions of Community Events Permit). Policy Title: Community Festivals and Events Policy Page 10 of 10 Policy Number: CUL 070 - 26 - Report to Executive Committee Report Number: CS 25-23 Date: September 5, 2023 From: Sarah Douglas-Murray Director, Community Services Subject: City of Pickering Volunteer Program Update -2022/2023 Activities -File: A-1440-001 Recommendation: That Report CS 25-23, regarding the City of Pickering Volunteer Program Update, be received for information. Executive Summary: On September 23, 2019, as per Council Resolution #131/19, the City’s first Volunteer Policy (CUL 080) was approved to establish rules and guidelines governing the recruitment, training, retention, management and recognition of volunteers. The Policy ensures that volunteers have work that is safe, significant, fulfilling and appreciated. The City of Pickering relies on the talent and skills of volunteers and values their contributions. In February 2020, the Volunteer Procedure (CUL 080-001) was approved. The Volunteer Procedure requires that staff report annually on volunteerism initiatives with recommendations, highlights, opportunities, and risks (CUL 080-001; Section 02.02). Therefore, this report provides Council with an update on volunteer activities from May 2022 through June 2023 and serves to form the basis for volunteer program improvements in the coming year; thus meeting the requirements outlined in the Volunteer Procedure. The City actively encourages participation by its residents in order to make our City a better place for all to live, work, and play. Volunteers are traditionally used in a number of City departments: programs, events, aquatics, animal services, sustainability, and at Pickering Museum Village. Financial Implications: There is no financial impact resulting from the adoption of the recommendations in this report. Discussion: Volunteerism plays a vital role in the development of healthy, sustainable communities. Volunteerism is a requirement for all secondary school students and is often considered a priority of older adults. The development of skilled volunteers benefits both the corporation and the community. The following volunteer activities took place from May 2022 through June 2023: - 27 - CS 25-23 September 5, 2023 Subject: City of Pickering Volunteer Program Update Page 2 1.Recreation Services •PAC4Teens was was active from August 2022 to May 2023, and will be returning in September 2023. This group of 15+ youth volunteers participated in many City events and their own endeavours. This includes running their own booth at Artfest and Hip Hop in the Park, walking costumed in the Easter Parade, and creating hygiene kits for those using the shower program at the Chestnut Hills Developments Recreation Complex. They also ran their annual food drive in September 2022 for the St. Paul’s on the Hill food bank. PAC4Teens will be designing a float and marching in the 2023 Santa Claus Parade. •Counsellor in Training – Two sessions were offered in 2022, the first with 15 participants, the second with 12 participants. The second week of each program includes volunteer hours within the Camp program setting, with all 27 participants acquiring 35 hours of community service. All participants received emergency first aid and CPR training through St John’s Ambulance, YMCA provided job preparations and The Youth Centre provided leadership and team building concepts. The City of Pickering provided a summary of High Five Principles of Healthy Child Development, Communication and various hands on activities. •Assistant Counsellor Program – Two training and orientation sessions were offered in 2022, with 47 Assistant Counsellors participating in this program. Participants learned what it is like to work in a Summer Camp Environment. Training focused on developing leadership, communication, professionalism and program planning skills. Participants are evaluated weekly so they can learn what it takes to become a successful camp counsellor. At the end of the summer, participants receive a letter with their total hours volunteered that can be used toward community service hours for high school graduation. 2.Cultural Services •Pickering Events – Three events in 2022 included volunteers: Artfest, Cultural Fusion, and Winter Nights, City Lights. Artfest had 11 volunteers working 3 hours each (33 volunteer hours). Cultural Fusion had 15 volunteers working 6 hours each (90 volunteer hours). Winter Nights City Lights had 39 volunteers working 11 hours each (429 volunteer hours). Winter Nights, City Lights was a three day event that also included volunteer orientation. The total volunteer hours totalled 552 hours. Some of the volunteer tasks at each of these events included: greeting attendees, supporting event activations, assisting with photo taking, and supporting food and toy donations. Volunteers have been key contributors to City of Pickering Events. •Pickering Museum Village (PMV) – Over 100 volunteers contributed over 5,500 hours to the efficient operation of PMV programs. Behind the scenes, volunteers faithfully tended the gardens, baked scones for programs, made a variety of items for the gift shop including jams, knitted and crocheted items, and wood crafted kitchen gifts, to name a few. Volunteers repaired and built reproduction items for the buildings, sewed, cleaned and packed the costume collection, created décor to- 28 - CS 25-23 September 5, 2023 Subject: City of Pickering Volunteer Program Update Page 3 support the programs including fairy houses, fairy doors, toadstools, holiday garlands and swags. Upfront, volunteer’s animated programs, greeted and assisted guests in the Fairy Tour, Haunted Ghost and Christmas programs. •Volunteers attended a variety of training workshops and completed fire safety training in the spring. •The 25th Anniversary production of Spirit Walk in September 2022 was a huge success. With 75 volunteers contributing almost 3,000 hours of rehearsals, performances, and behind the scenes set-up, props, costuming and baking. The volunteer cast and crew enjoyed the process from start to finish and ended with a wonderful feeling of accomplishment and success. 3.Animal Services •The 2022/23 Animal Services Volunteer Program consisted of 47 Volunteers (25 Animal Service Satellite Adoption Centre Volunteers and 22 Volunteer Foster Families, 10 of which were new for 2022 and 8 for 2023). •Volunteers were responsible for the feeding, cleaning and socializing of animals while at the satellite adoption site at PetSmart in Pickering. Volunteers play an integral part of the adoption program and contribute to the success of our program. •In 2022, the Animal Services Satellite Adoption Centre Volunteers collectively contributed to 888 hours of volunteer work. Volunteers were scheduled for a minimum 2 hour shift in the PetSmart stores daily from April – December 2022. •In 2023, the Animal Services Satellite Adoption Centre Volunteers have collectively contributed to 728 hours of volunteer work. Volunteers were scheduled for a minimum 2 hour shift in the PetSmart stores daily from January – June 2023. •Animal Services volunteers also helped out at many animal services related events including Petapolooza. 4.Sustainability •Earth month activities normally include volunteer participation for tree planting, shrub giveaways, and compost event and outreach. Volunteers will be re-engaged in Spring and Fall 2023. •Volunteers will support the Farmer’s Market (running June to October 2023). •Volunteers received training on the purpose of pollinator gardens and how to maintain them. Volunteers have been assisting with maintenance of the gardens. •Sustainability staff will engage volunteers in the Sustainable Pickering booth for events in Fall 2023. 5.Other •A centralized application process was developed for all City of Pickering volunteers. Documents are collected, recorded and maintained in one register then distributed to staff leads once all documents have been submitted and an initial interview completed. - 29 - CS 25-23 September 5, 2023 Subject: City of Pickering Volunteer Program Update Page 4 • The City of Pickering employs a Volunteer Coordinator to oversee program resources and the management, recruitment, recognition, and training of volunteers. Goals for 2023/24: 1. As outlined in the Volunteer Procedure (CUL 080-001; Section 02.02), a volunteer management software has been procured. It was implemented in July 2023. Evaluation and training for all staff leads on effective use of software will take place September 2023 through March 2024. 2. As outlined in the Volunteer Procedure (CUL 080-001; Section 10), the City of Pickering will dedicate resources for the appreciation and recognition of volunteers and a recognition strategy will be developed for implementation in 2024. 3. As outlined in the Volunteer Procedure (CUL 080-001; Section 02.03) staff leads will work collaboratively with other City staff and other professional associations in order to encourage and sustain the effectiveness of the City volunteer program. The volunteer committee will be re-established in Fall 2023 to create opportunities for greater collaboration and centralization of the volunteer program, identifying opportunities to expand opportunities to volunteer, reduce barriers to volunteering, and improve volunteer processes across City departments. Attachments: 1. None Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Amber Cockburn Volunteer Coordinator Sarah Douglas-Murray Director, Community Services SDM:ac - 30 - CS 25-23 September 5, 2023 Subject: City of Pickering Volunteer Program Update Page 5 Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer - 31 - Report to Executive Committee Report Number: FIN 14-23 Date: September 5, 2023 From: Stan Karwowski Director, Finance & Treasurer Subject: Bill 23, More Homes Built Faster Act, 2022 -Development Charge Revenue Loss as of July 31, 2023 -File: F-1000-001 Recommendation: That Report FIN 14-23 regarding an updated financial assessment related to Bill 23 be received for information. Executive Summary: Bill 23, More Homes Built Faster Act, 2022, which received royal assent on November 28, 2022 will have significant implications on the role, function, capacity and fiscal health of municipalities, conservation authorities, and on the planning and development process in Ontario. The purpose of the legislation is to help address the Province’s plan of building 1.5 million homes over the next ten years by increasing the supply of housing. One of tools introduced in the legislation is the reduction of Development Charge (DC) fees over a five year period. This legislation also exempted affordable and non-profit developments from the payment of DC fees. Further to Report FIN 05-23, which provided the estimated financial impact of Bill 23 for the City, this report provides an update on the actual DC revenues that have been lost due to Bill 23 and it’s phase-in requirement for the first seven months of this year. Financial Implications: As of July 31, 2023, the City has lost $1,881,639 of DC revenues due to the mandatory phase-in of DC fees as a result of Bill 23. The City was required to reduce its DC fee set in our by-law passed in July 2022 to 80 percent of the maximum rate. As of July 12, 2023 the City will now be able to charge 85 percent of the maximum DC fee. The City will be allowed to charge the maximum DC fee in July 2026. The graph below illustrates the monthly loss this year due to Bill 23: - 32 - FIN 14-23 September 5, 2023 Subject: Bill 23, More Homes Built Faster Act, 2022 Page 2 – Development Charge Revenue Loss as of July 31, 2023 Chart One DC Revenue Loss by Month Discussion: The majority of the DC revenue loss for the first seven months of 2023 are from the Seaton area, contributing to $1,825,266 of the total loss of $1,881,639, or 97 percent of the total loss. The spike in revenue loss for the month of June may be due to the introduction of the new higher Durham Region DC fee rate effective July 1, 2023 and the development community trying to avoid the increase . In addition, the City’s DC phase-in rate was being increased in early July and the development community may have also wanted to avoid this increase. Chart Two below presents the revenue losses by Development Charge area (City-wide and Seaton) and by dwelling type. $50,000 $100,000 $150,000 $200,000 $250,000 $300,000 $350,000 $400,000 $450,000 $500,000 $550,000 Jan Feb Mar Apr May Jun Jul Seaton Rest of Pickering - 33 - FIN 14-23 September 5, 2023 Subject: Bill 23, More Homes Built Faster Act, 2022 Page 3 – Development Charge Revenue Loss as of July 31, 2023 Chart Two Revenue Loss by Area and Dwelling Type Table One: DC Loss by Area and Dwelling Type Area/Type Loss ($) Units Single/Semi Detached (Seaton) $1,069,520 290 Other Multiples (Seaton) 755,706 266 Single/Semi Detached (Citywide) 56,413 9 Total $1,881,639 565 The phrase “Other Multiples” refers to housing structures such as triplex, quadplex and row housing. In terms of the DC categories, the Parks & Recreation category has seen the largest financial loss in terms of lost revenue. For the first seven months of 2023, this category has lost $1,337,393 of DC revenues due to Bill 23, which equates to 71 percent of the total loss. Chart Three below illustrates the loss by DC categories: $- $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 Single/Semi Detached (Seaton) Other Multiples (Seaton)Single/Semi Detached (Citywide) - 34 - FIN 14-23 September 5, 2023 Subject: Bill 23, More Homes Built Faster Act, 2022 Page 4 – Development Charge Revenue Loss as of July 31, 2023 Chart Three Loss by DC Category It is important to note that development in Seaton is exempt from paying the transportation component of the DC fee. This is due to the fact that Seaton Landowner’s Group (SLG) Financial Impact Agreement (FIA) stipulates that the SLG will be constructing the transportation needs in Seaton. 2024 Estimated Budget Provision The 2023 budget estimated that the Bill 23 DC shortfall for the year would be $3.5 million. Based on the 7 months of actual data up to July 31st, the estimated full year DC “reduced fee” loss for 2023 is approximately $3.2 million. This projection excludes the additional fee losses associated with affordable and non-profit housing. As part of the 2023 accounting year end process, accounting staff will transfer funds from the casino reserve to the various DC components to address or “fix” the Bill 23 DC funding hole. At this time, the preliminary estimate for the 2024 DC loss is approximately $2.5 million due to the reduced “DC “haircut” fee. However, it should be noted, that affordable housing developments are 100 percent exempt from the Region and City DC fees. If the City receives any affordable housing application, the financial estimate for the DC fee revenue loss will have to be revised for the remainder of the year. The City is currently in a high growth phase, and will continue to be in this phase over the next 10 to 15 years, and the City is expected to hit a population target of 138,000 by 2032. With $75,118 $118,374 $1,337,393 $246,416 $23,622 $46,380 $23,804 $10,532 Other Services Related to a Highway Fire Protection Services Parks & Recreation Services Library Services Growth-Related Studies Storm Water Management Transportation By-Law Enforcement Services - 35 - FIN 14-23 September 5, 2023 Subject: Bill 23, More Homes Built Faster Act, 2022 Page 5 – Development Charge Revenue Loss as of July 31, 2023 high population growth, comes higher demand for City “Growth Related” infrastructure. The City has a very aggressive and correspondingly expensive capital forecast plan and requires every DC dollar to fund these growth projects. The City continues to hope that the Province wil l make us “whole” and assist the City in funding this critical revenue loss. Prepared By: Approved/Endorsed By: Original Signed By: Original Signed By: Jason Bekramchand, CPA Stan Karwowski, CPA, CMA, MBA Senior Financial Analyst – Capital & Director, Finance & Treasurer Debt Management Recommended for the consideration of Pickering City Council Original Signed By: Marisa Carpino, M.A. Chief Administrative Officer - 36 -