Corporate Services, Strategy, Risk and Accountability Committee Meeting

Minutes

Meeting #:

Date:

Wednesday, October 04, 2023

Time:

9:30 a.m. and 6:30 p.m. (if required)

Location:

Hybrid meeting- virtual and Council Chambers, City Hall

Members Present:

• Kelvin Galbraith (Chair), 
• Lisa Kearns, 
• Rory Nisan, 
• Paul Sharman, 
• Shawna Stolte, 
• Angelo Bentivegna, 
• and Mayor Marianne Meed Ward 

Staff Present:

• Tim Commisso, 
• Joan Ford, 
• Sheila Jones, 
• Allan Magi, 
• Brynn Nheiley, 
• Blake Hurley, 
• David Thompson (Audio/Video Specialist), 
• Richard Bellemare (Audio/Video Specialist), 
• and Lisa Palermo (Clerk) 

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1.

Declarations of Interest:

None.

2.

Delegation(s):

2.1

Gord Pinard representing CORE Burlington spoke regarding Confidential legal update on a litigation matter regarding Nelson Aggregates (L-59-23)

2.2

Emma Sankey and Susan Busby spoke regarding motion memorandum on the Art Gallery of Burlington -Facility Master Plan and Future Needs Feasibility Study (CSSRA-09-23)

3.

Consent Items:

3.1

Council Expense Manual update (F-41-23)

• Moved by Councillor Stolte

  Approve the proposed amendment to the Council Member Expense Manual as referenced in finance department report F-41-23.

  CARRIED

3.2

Cisco DUO Multifactor Authentication Multiyear Renewal (BDS-11-23)

• Moved by Councillor Stolte

  Approve the single source purchase of Cisco DUO through licensing partner CDW Canada for the term and costing further outlined in this report; and
  
  Authorize the Chief Financial Officer to execute the CDW Canada contract as outlined in Burlington Digital Service report BDS-11-23 regarding renewal of Cisco DUO, multifactor authentication service, with the content satisfactory to the Executive Director of Legal Services and Corporation Counsel.

  CARRIED

4.

Regular Items:

4.1

Standing Committee Structure Options (CL-18-23)

• Moved by Mayor Meed Ward

  Receive and file clerks department report CL-18-23 entitled Standing Committee Structure Options; and
  
  Provide feedback to the Mayor regarding the proposed new Standing Committee structure.

  CARRIED

4.2

Vision to Focus (V2F) The City of Burlington’s 4-Year Workplan - Final Draft (CS-12-23)

• Moved by Councillor Sharman

  Endorse in principle the final draft 2022-2026 Vision to Focus (V2F) The City of Burlington’s 4-year Workplan contained in Appendix A of the corporate strategy report CS-12-23; and

  Direct the Executive Director Strategy, Risk and Accountability to report back to the Corporate Services, Strategy, Risk and Accountability Committee meeting on Dec. 4, 2023 with the updated 2022-2026 Vision to Focus (V2F) The City of Burlington’s 4-year workplan.

  CARRIED

• Amendment:

  Moved by Mayor Meed Ward

  In the first paragraph, add the words "in principle" after the word "endorse" and in front of the words "the final draft".

  Add a second paragraph; Direct the Executive Director Strategy, Risk and Accountability to report back to the Corporate Services, Strategy, Risk and Accountability Committee meeting on Dec. 4, 2023 with the updated 2022-2026 Vision to Focus (V2F) The City of Burlington’s 4-year workplan.

  CARRIED

4.3

Proposed Pipeline to Permit Housing Committee (MO-01-23)

• Moved by Mayor Meed Ward

  Endorse the new Pipeline to Permit Standing Committee; and

  Direct the Mayor and City Manager to incorporate input from Council, staff and stakeholders and bring a Terms of Reference to the Nov. 1 Corporate Services Strategy Risk & Accountability Committee for final approval at the Nov. 14 Council meeting.

  CARRIED

4.4

Motion Memorandum regarding the Art Gallery of Burlington – Facility Master Plan and Future Needs Feasibility Study (CSSRA-09-23, SD-33-23)

• Moved by Councillor Kearns

  Direct the City Manager and the Chief Financial Officer to review funding options to assist the Art Gallery of Burlington in their request of $100,000 towards the one-time cost of a Facility Master Plan and Future Needs Feasibility Study; and

  Direct the City Manager and the Chief Financial Officer to report back at the November 1, 2023, Corporate Services, Strategy, Risk & Accountability Committee with funding options, pre-conditions (ie confirmation of matching funding from other levels of government), and recommended funding. (SD-33-23)

  CARRIED

5.

Confidential Items and Closed Session:

Note: Items 5.1 and 5.5 were considered at the October 5, 2023 Council meeting.

• Moved by Councillor Nisan

  Proceed into closed session on October 4, 2023 at 1:03 p.m. in accordance with the following provision under the Municipal Act:

  Pursuant to section 239(2)(e), litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board regarding items 5.1, 5.2, 5.3, 5.4 and 5.5.

  Pursuant to Section 239(2)(a) of the Municipal Act, personal matters about an identifiable individual, including municipal or local board employees regarding item 5.6.

  CARRIED

5.1

Confidential legal update on a litigation matter regarding Nelson Aggregates (L-59-23)

a.

Delegation from Gord Pinard representing CORE Burlington regarding Confidential legal update on a litigation matter regarding Nelson Aggregates (L-59-23)

5.2

Confidential status report on the contingency reserve fund - August 31, 2023 (F-31-23)

5.3

Confidential triannual litigation update (L-43-23)

5.4

Confidential legal update on a litigation matter regarding 1396 Guelph Line (L-44-23)

5.5

Confidential legal update on a litigation matter regarding 5135, 5155 Fairview Street and 720, 735, 740 Oval Court (L-60-23)

5.6

Confidential verbal update regarding an HR matter. (CSSRA-08-23)

6.

Rise and Report from Closed Session:

Committee reconvened into open session at 3:25 p.m.  

The committee provided instructions to legal department staff in closed session for the following 4 items:

• 5.1    Confidential legal update on a litigation matter regarding Nelson Aggregates (L-59-23)
• 5.3    Matter 24 in confidential triannual litigation update (L-43-23)
• 5.4    Confidential legal update on a litigation matter regarding 1396 Guelph Line (L-44-23)
• 5.5    Confidential legal update on a litigation matter regarding 5135, 5155 Fairview Street and 720, 735, 740 Oval Court (L-60-23)

• Moved by Mayor Meed Ward

  Receive and file finance department report F-31-23, providing the confidential status report on the contingency reserve – August 31, 2023.

  CARRIED
• Moved by Councillor Stolte

  Receive and file matters 1 through 23, 25 and 26, and matters 28 through 43, contained in legal department report L-43-23 providing the triannual litigation update; and

  Direct the Executive Director of Legal Services or his designate to proceed in accordance with the instructions sought in Matter 27.

  CARRIED
• Moved by Mayor Meed Ward

  Receive and file the confidential verbal update regarding an HR matter (CSSRA-09-23).

  CARRIED

7.

Procedural Motions:

• Motion to waive the rules

  Moved by Councillor Kearns

  Waive section 36.2 of the Procedure By-law 31-2021, as amended, to allow discussion of item 4.4 Motion Memorandum regarding the Art Gallery of Burlington – Facility Master Plan and Future Needs Feasibility Study (CSSRA-09-23)

  CARRIED

8.

Information Items:

8.1

Office of the City Clerk memo providing forecast of standing committee agendas (CSSRA-07-23)

8.2

Correspondences from Victoria Mortelliti representing BiLD regarding Proposed Pipeline to Permit Housing Committee (MO-01-23)

8.3

Correspondence from Michelle Diplock representing West End Home Builders' Association regarding Proposed Pipeline to Permit Housing Committee (MO-01-23)

8.4

Delegation notes from Gord Pinard representing CORE Burlington regarding Confidential legal update on a litigation matter regarding Nelson Aggregates (L-59-23)

8.5

Delegation presentation from Emma Sankey and Susan Busby regarding Motion memorandum on the Art Gallery of Burlington -Facility Master Plan and Future Needs Feasibility Study (CSSRA-09-23)

9.

Staff Remarks:

10.

Committee Remarks:

11.

Adjournment:

9:32 a.m. (start), 11:29 a.m. (recessed), 11:35 a.m. (reconvened), 11:55 a.m. (recessed), 1:01 p.m. (reconvened), 1:03 (closed), 2:43 p.m. (recessed), 2:49 p.m. (reconvened), 3:25 p.m. (open)

Councillor Sharman arrived at 9:58 a.m. and left at 11:29 a.m.

Councillor Kearns left at 1:51 p.m. and returned at 2:18 p.m.

Chair adjourned the meeting at 3:29 p.m.