The Corporation of the Town of Ajax GENERAL GOVERNMENT COMMITTEE Tuesday, February 16, 2021 Open Meeting at 1:00 p.m. Closed Session to follow immediately after open session Electronic Meeting 65 Harwood Avenue South AGENDA Alternative formats available upon request by contacting: [email protected] or 905-619-2529 ext. 3347 Electronic Meeting: Due to the COVID-19 emergency and requirements for physical distancing, in- person attendance is not permitted at this meeting of the General Government Committee. This meeting will be livestreamed for viewing at ajax.ca/live. Electronic participation is permitted pursuant to the Municipal Act and Council's Procedure By- law. Online Agenda: Anything in blue denotes an attachment/link. By clicking the links on the agenda page, you can jump directly to that section of the agenda. A. Khan, Chair L. Bower, Vice Chair Open Meeting 1. Call To Order 2. Disclosure of Pecuniary Interest 3. Adoption of Minutes 3.1 Capital & Operating Budget Workshop Meeting – January 11, 2021 ..................... 3 3.2 Regular Meeting – January 18, 2021 ........................................................................ 5 3.3 Closed Session Meeting – January 18, 2021 .......................... (circulated separately) • Any discussion will be held in the Closed Session 4. Consent Agenda – Considered to be routine, these items may be approved by one motion. Items may be separated and referred to the Discussion Agenda 4.1 Diversity and Inclusion Update, S. Baker, Chief Administrative Officer / N. Sharma, Diversity & Inclusion Coordinator ................................................................................ 9 4.2 Pickering Village Community Improvement Plan: 2020 Façade Improvement Grant and Sign Grant Program Summary, G. Romanowski, Director of Planning & Development Services / M. Sawchuck, Senior Planner ............................................. 17 4.3 Boys & Girls Club of Durham License Agreement, C. Vida, Interim Director, Recreation, Culture & Community Development / R. Gruber, Manager, Community & Cultural Development / A. McDermott, Facility Manager, Ajax Community Centre & Satellite Facilities ...................................................................................................... 24 4.4 2022 Municipal & School Board Elections: Approval of Alternative Voting Methods, N. Cooper, Director of Legislative & Information Services/Clerk / A. Harras, Manager of Legislative Services/Deputy Clerk .......................................................... 30 5. Discussion None. 6. Presentations None. Closed Session 7. Authority to Hold a Closed Meeting and Related In-Camera Session 7.1 Confidential Personnel Matter • Personal matters about an identifiable individual, including municipal or local board employees [Sec. 239 (2)(b), Municipal Act, 2001, as amended] 8. Adjournment DRAFT MINUTES - Subject to Approval Minutes of the General Government Committee Meeting Held Electronically at 1:00 p.m. on January 11, 2021 Alternative formats available upon request by contacting: [email protected] or 905-619-2529 ext. 3347 ____________________________________________________________________________ Present: Chair - Councillor A. Khan Regional Councillors M. Crawford S. Lee J. Dies Councillors R. Tyler Morin L. Bower Mayor S. Collier 1. Call to Order Chair Khan called the meeting to order at 1:00 p.m. 2. Disclosure of Pecuniary Interest There were no disclosures of pecuniary interests. 3. Reports 3.1 Staff Reports 3.1.1 2021 Capital & Operating Budget Workshop Dianne Valentim, Director of Finance / Treasurer, delivered a presentation regarding the upcoming 2021 Operating Budget. D. Valentim provided an overview of the operating budget including process and timelines for development of the budget. D. Valentim discussed budget framework, tax calculation, revenues by source, operating budget development, operating budget impacts, Safe Restart Funding, and operating budget outlook. Nicole Cooper, Director of Legislative & Information Services / Clerk, provided an update on the Information Technology Strategic Plan. N. Cooper identified ways in which technology is contributing to the 2021 budget, project overview and timelines, delivery of services, and staffing requirements. Geoff Romanowski, Director of Planning & Development Services, provided an update regarding the Automated Speed Enforcement (ASE) project, including project costs, supports for the program, staffing requirements, and reduced anticipated revenues. 3 General Government Committee: 2021 Capital & Operating Budget Workshop – January 11, 2021 _________________________________________________________________________________________ John Grieve, Transportation Supervisor, discussed costs associated with the program, revenues, and how each contribute to the 2021 budget. Members of the Committee asked questions regarding the ASE project, percentage of property taxes reflected by residential class, the Library Grant, eliminating Library fines, stabilization reserve transfer and investment returns on reserves, annualization of 2020 approved positions, assessment growth, deficit position, operating budget impacts, and taxation revenues. D. Valentim, G. Romanowski, J. Grieve, Sarah Vaisler, Chief Librarian and Executive Officer, Ajax Public Library, and Shane Baker, Chief Administrative Officer, responded to questions from Committee Members. Committee Members requested that the study related to eliminating Library fines and a summary of staff positions filled in 2020 be circulated to Committee Members. The Committee recessed at 2:13 p.m. The Committee resumed at 2:20 p.m. D. Valentim delivered a presentation and overview of the upcoming 2021 Capital Budget and 2022-2025 Long Range Capital Forecast. D. Valentim discussed capital budget funding, the Financial Sustainability Plan, capital reserve allocations, long-term debt, current Studies and Master Plans impacting the capital budget, the Medallion Development, and Asset Management Plan. D. Valentim reviewed the 2021 Draft Capital Budget, including project funding sources, Storm Water Management, and Federal Gas Tax funding details, and concluded the presentation with a review of multi-year/pre-budget approval projects, capital budget highlights, and a summary of next steps in the budget process. Members of the Committee asked questions regarding debenture interest rates, additional facilities required by the Town, electric vehicle charging stations, Storm Water Management and pressures on the Capital Budget. D. Valentim and Dave Meredith, Director of Operations & Environmental Services, responded to questions from the Committee. Moved by: L. Bower That the 2021 Capital & Operating Budget Workshop presentation be received for information. CARRIED 4. Adjournment (2:55 p.m.) Moved by: S. Lee That the January 11, 2021 meeting of the General Government Committee be adjourned. CARRIED _____________________ Chair _____________________ Acting D-Clerk 4 DRAFT MINUTES - Subject to Approval Minutes of the General Government Committee Meeting Held Electronically at 1:00 p.m. on January 18, 2021 Alternative formats available upon request by contacting: [email protected] or 905-619-2529 ext. 3347 ____________________________________________________________________________ Present: Chair - Councillor R. Tyler Morin Regional Councillors M. Crawford S. Lee J. Dies Councillors L. Bower A. Khan Mayor S. Collier 1. Call to Order Chair Tyler Morin called the meeting to order at 1:00 p.m. and provided an overview of the electronic meeting format. 2. Disclosure of Pecuniary Interest There were no disclosures of pecuniary interests. 3. Adoption of Minutes 3.1 Regular Meeting Moved by: L. Bower That the Minutes of the regular meeting of the General Government Committee held on December 14, 2020 be adopted. CARRIED 4. Consent Agenda Members separated items 4.1, 4.2, and 4.3 for discussion. Moved by: M. Crawford That the balance of the consent agenda be adopted. CARRIED 5 General Government Committee, January 18, 2021 _________________________________________________________________________________________ 4.1 Ajax Pickering Hospital Foundation Annual Gift Committee members asked questions regarding government funding for COVID-19 supports including hospital beds, budget impacts and current spending pressures, and estimated time for procurement of the hospital beds. Rachael Matheson, Senior Advisor – Government & Stakeholder Relations, responded to questions from Committee members. Main Motion That Council select option 1 (3 ICU beds at $35,000/each) as the annual TOA commitment of $125,000 to the Lakeridge Health Ajax Pickering Hospital through the Ajax Pickering Hospital Foundation. Motion to Defer Moved by: S. Collier That Item 4.1 Ajax Pickering Hospital Foundation Annual Gift be deferred to the February 22, 2021 Council Meeting. CARRIED 4.2 Grants & Partnerships Update Committee members asked questions regarding grant opportunities available to the Town outside the scope of the Safe Restart Funding program, time restrictions associated with grant funds received to date, oversubscribed funding, an update on the Corporate Sponsorship Policy, the application process including the procedure for applications that are denied, and an overall update on the status of grants identified within the report. Kassandra Cruciano, Grants and Strategic Initiatives Coordinator, responded to questions from Committee Members. Moved by: M. Crawford That Council receive the Report entitled “Grants and Partnerships Update”