Emergency City Council Meeting Agenda Monday, March 23, 2020, 6:00 p.m. Council Chambers, Guelph City Hall, 1 Carden Street Changes to the original agenda are noted with an asterisk "*". Pages 1. Call to Order 2. Open Meeting 2.1 Disclosure of Pecuniary Interest and General Nature Thereof 3. Procedural Considerations Recommendation: 1. That by-law (2019)-20432 (the Procedural By-law) be amended as follows: Insert definition of Emergency City Council Meeting: “Emergency City Council Meeting” means any meeting of City Council called under Section 8.1 (d). Insert Section 4.1 (e): 4.1 Public Notice of Meetings e) Section 4.1 (d) shall not apply to emergency meetings called under Section 8.1 (d). The Clerk shall give public notice for emergency meetings called under Section 8.1 (d) by inclusion on the City’s website as soon as possible after the meeting is called. Insert Section 8.3: 8.3 Emergency City Council Meetings a) Where an emergency has been declared in all or part of the City of Guelph under Section 4 or 7.0.1 of the Emergency Management and Civil Protection Act: i. any member of City Council may participate in any open or closed City Council meeting electronically and be counted for the purpose of establishing quorum; ii. all votes shall be by show of hands; and iii. City Council shall have the discretion to consider any items previously considered by any committee of City Council, but not yet confirmed by City Council at the time the emergency was declared, as part of an emergency meeting called under Section 8.1 (d). 2. That Section 4.8 of the Procedural By-law be suspended to allow the March 23, 2020 Special City Council meeting called under Section 8.1 (d) to proceed without delegations. 4. Committee of the Whole Consent Report The following resolutions have been prepared to facilitate Council’s consideration of various matters and are suggested for consideration. If Council wishes to address a specific report in isolation of the Committee of the Whole Consent Report, please identify the item. It will be extracted and dealt with separately as part of the Items for Discussion. Recommendation: That the March 23, 2020 City Council Consent Agenda, as identified below, be adopted: 4.1 CAO-2020-02 Smart Cities Challenge Update and Confirmation of 4 Advisory Board of Management Governance Structure Recommendation: 1. That Council confirm its approval and support of the achievements to date under the Smart Cities Project, including all management, administrative, financial, and contractual aspects. 2. That Council appoint the Mayor to the Advisory Board of Management of the Our Food Future initiative and that this appointment be reviewed twice per term as part of Council's nomination committee process. 4.2 IDE-2020-22 Dolime Community Engagement Results for Proposed 18 Settlement Pathway Recommendation: That the settlement pathway outlined in the report titled "Dolime Community Engagement Results for Proposed Settlement Pathway," dated March 2, 2020, be approved and staff be directed to take the first steps in implementing the settlement pathway. Page 2 of 231 4.3 IDE-2020-24 2019 Water Services' Annual and Summary Report 24 Recommendation: 1. That Guelph City Council approves the 2019 Water Services' Annual and Summary Report. 2. That Guelph City Council endorse the updated Organizational Structure of the Operational Plan as defined in section o) of the 2019 Water Services' Annual and Summary Report and shown in Attachments 2 and 3. 5. Chief Administrative Officer Delegated Authority Recommendation: That the emergency language in the procurement by-law to delegate authority to the Chief Administrative Officer for emergency procurement be enacted. 6. Declarations and/or Delegations of Authority to Staff to Support Emergency Operations 7. By-laws Resolution to adopt the by-laws. (Councillor Allt) 8. Mayor’s Announcements Please provide any announcements, to the Mayor in writing, by 12 noon on the day of the Council meeting. 9. Adjournment Page 3 of 231 Staff Report To Committee of the Whole Service Area Office of the Chief Administrative Officer Date Monday, March 2, 2020 Subject Smart Cities Challenge Update and Confirmation of Advisory Board of Management Governance Structure Report Number CAO-2020-02 Recommendation 1. That Council confirm its approval and support of the achievements to date under the Smart Cities Project, including all management, administrative, financial, and contractual aspects. 2. That Council appoint the Mayor to the Advisory Board of Management of the Our Food Future initiative and that this appointment be reviewed twice per term as part of Council’s nomination committee process. Executive Summary Purpose of Report To provide Council with an update of the “Our Food Future” initiative and detail the proposed governance structure. Key Findings On May 14, 2019, Infrastructure Canada announced that the City of Guelph/County of Wellington’s proposal to create Canada’s first technologically enabled circular food economy was selected a winner of the Smart Cities Challenge, and a recipient of $10M. Over the succeeding months, staff have implemented a project plan to oversee the 5- year initiative. Activities included: setting up a Smart Cities office finalizing Agreements with the Federal Government and Project Collaborators hiring a firm to lead the communications and community engagement strategy developing a project management plan in accordance with the City of Guelph’s Project Management Office discipline confirming cross-sectoral membership on identified program delivery tables; and establishing early cross-functional pilots/projects that connect the three goals and demonstrate broad community impact A component of the governance structure includes the appointment of the Mayor as a member on the City/County Advisory Board of Management. This appointment is supported by the City Clerk’s Office, and will be maintained through the City’s nominating/striking process. Page 1 of 14 Page 4 of 231 On February 24, 2020, By-law Number: (2020)-20476 was adopted authorizing the City to enter and execute an agreement between Her Majesty the Queen in Right of Canada, as represented by the Minister of Infrastructure and Communities, and The Corporation of the City of Guelph, in respect of the Smart Cities Challenge. Financial Implications The $10 million grant from Infrastructure Canada is structured to allow for coverage of all expenses related to the establishment and execution of the Our Food Future initiative. One of the key deliverables of this initiative is to demonstrate the degree to which the $10 million grant is able to leverage additional investment within the community. To that end, reporting of this project will extend beyond actual expenditures and will include participants’ in-kind contributions. Report Accomplishments since June 24, 2019 Presentation to Council Smart Cities Office Established: On September 3, 2019, the Smart Cities Office officially opened. An in-kind contribution of the County, the dedicated office facility provides a space for City and County staff to work together to manage the initiative. City staff dedicated to the initiative include an Executive Director, Manager, Program Coordinator (2-year contract) and Administrative Coordinator (5-year contract). The Smart Cities Office provides a primary point of contact for the Our Food Future initiative; responsible for the overall issues, risks and change management requirements. It provides project management, administration and oversight for the execution of key project milestones and deliverables. Responsible for coordinating the governance system, financial administration and performance monitoring/reporting, it also coordinates and delivers the overall engagement, communication and management functions and guides the implementation of technology and data strategies, on behalf of all projects. Knowledge Sharing/Recognition: Since the announcement of the Infrastructure Canada Smart Cities Challenge win, members of the Smart Cities team have presented at 24 events, locally, nationally and internationally, reaching an audience of approximately 4,000 people; in addition to podcasts and radio broadcasts. Additionally, on April 6, 2020, in Denver, Colorado, the Our Food Future initiative will be recognized at the Smart 50 Awards, in collaboration with Smart Cities Connect, Smart Cities Connect Foundation, and US Ignite, in the category of community engagement. This prestigious award annually recognizes the 50 most influential and innovative projects in smart communities worldwide. Communications and Community Engagement Strategy Finalized: Following a competitive Request for Proposals process, which included a review of proposals by City and County staff, Dillon Consulting was selected as the consultant to Page 2 of 14 Page 5 of 231 develop and execute a communications and community engagement strategy for the Our Food Future initiative. Project Management Processes Instituted: During the project development stage of the Smart Cities Challenge application, the City and County held various roundtables to support decision-making, strategic direction, planning and development for the overall initiative and the nine specific pathfinder projects. Each of these teams included broad-based sectoral representation with collaborators, including participation from the University of Guelph, Conestoga College, health organizations, food security and social innovation agencies, businesses and school boards, as well as residents, data and