Council overview package for December 14, 2020

full bike rack

Park bench overlooking partly frozen river

City Council approved the following items at its meeting on Monday, December 14, 2020:

City Council agenda

General Committee agenda

Council meetings are livestreamed online at peterborough.ca/watchcouncil.

Watch Council

2021 Budget

The 2021 Budget reflects a 2.99% all-inclusive (municipal, education and sewer surcharge) property tax increase for the median residential property not on water, which would be an increase of $123.74 – or $10.31 a month.

The City faces significant budget pressures for 2021 as a result of the continued impacts of the COVID-19 pandemic, including reductions in revenues, increased costs, and reduced capital funding.

At the start of the budget process, the full estimated financial impacts of the budget pressures for 2021 would have resulted in an all-inclusive increase of 5.14% for the taxpayer if the City wasn’t able to offset those impacts.

As part of the efforts to respond to budget pressures, Council asked for a list of City services categorized as mandatory or non-mandatory services to assist with the review of budget priorities and considered fee increases as well as other measures to reduce the impact on taxpayers.

The budget reflects the community’s priorities as considered by Council as well as the City’s legislated requirements. Council considers the desires and needs for services and infrastructure alongside the responsibility of maintaining the City’s long-term financial health.

The 2021 Budget operating spending totals $292.7 million (includes revenue from the Province, Government of Canada, fees, and other sources) with the following components:

  • 29% or $85.1 million for Social Services, including social housing, rent supplements, and social assistance
  • 13% or $38.1 million for external agencies such as Police Services, Peterborough Paramedics, Fairhaven, and Public Health
  • 10% or $30.7 million for capital financing for major infrastructure and capital costs
  • 10% or $30.4 million for Environmental Services, which includes services such as garbage, recycling, and waste water treatment
  • 8% or $22.7 million for transportation services, which includes $17.5 million for public transit and $5.2 million for traffic management, parking, and transportation planning
  • 7% or $19.6 million for Arts, Culture and Heritage, Arenas, Recreation and Community Grants
  • 7% or $19.1 million for Engineering, Construction, Public Works, and Infrastructure Management
  • 6% or $18.6 million for Fire Services and Emergency Management
  • 3% or $9.5 million for Financial Services and City general contingency
  • 3% or $8.6 million for Planning, Building Services, and Peterborough Airport
  • 2% or $4.5 million for general administration such as Human Resources, Legal Services, and the City Clerk’s Office
  • 1% or $3.6 million for information technology services
  • 1% or $2.2 million for City Council, the Office of the Chief Administrative Officer and Communication Services

Rapid Housing Initiative

Council approved applying to the Canada Mortgage and Housing Corporation for funding through the Rapid Housing Initiative that would cover up to 100% of eligible project costs for building as many as 10 units of affordable housing on the City-owned property at 681 Monaghan Rd.

The federal government's Rapid Housing Initiative (RHI) is providing $1 billion in funding nationally to rapidly create new affordable rental housing. The program has extremely tight timelines with applications due by December 31, 2020 and occupancy in the new affordable housing rental units must be achieved by one year from the signing of the agreement.

RHI prioritizes projects that will provide housing for people experiencing or at risk of homelessness, in particular Black Canadians, women and their children and Indigenous People.

City Housing and Shelter information

The City purchased the property at 681 Monaghan Rd. in November 2020 the purpose of developing affordable housing. With thoughtful planning, community engagement and contributions from senior levels of government, there is real potential to leverage this opportunity to create a comprehensive larger scale development for individuals and families in need on this property. The short timelines and tight constraints on construction types under the RHI do not allow for this approach. It would be expected that any larger scale development on this property would require a multi-year planning process to determine the proper density, funding, potential development partners and for proper community consultation.

The RHI requires any new construction to be modular. Modular construction is defined in the program guidelines as “housing units that are partially or fully built in off-site (e.g. a factory, warehouse, or similar facility) by a qualified manufacturer and delivered to the site in whole or in parts and installed on an appropriately zoned and serviced lot.” Modular housing can be deployed quickly and has the potential to be re-deployed in a similar or different configuration, with minor alterations. The flexibility built into modular construction means that this could be an opportunity to create a rapid housing response while not limiting the potential on the site for a larger scale project in the future.

The proposed project would see up to 10 modular units placed on the site to provide housing for families, women and couples experiencing homelessness. These units would be temporary, in place for likely 2 to 5 years. Once plans and approvals for a larger build were complete and funding was secured, they could be removed to another location or multiple locations, depending on availability, interest and need.

This approach will allow the City to take advantage of both the short-term opportunity presented by RHI and longer-term opportunities through the CMHC Co-Investment Fund and future years of Ontario Priorities Housing Initiative. The units created through the RHI program could be redeployed elsewhere to ensure they remain available for their original purpose of affordable housing.

Council appointments

Council approved the following appointments of Council members to committees and boards:

 Standing committees
Finance Committee (all Members of Council) - Dean Pappas, Chair, Keith Riel, Vice Chair

General Committee (all Members of Council) - Andrew Beamer, Chair, Keith Riel, Vice Chair

 Deputy Mayor
 Andrew Beamer, First Deputy Mayor Kemi Akapo, Second Deputy Mayor
 Portfolios

Keith Riel, Chair of Arts, Culture and Heritage

Dean Pappas, Chair of Finance

Andrew Beamer, Chair of Fire Services

Kim Zippel, Vice-Chair of Fire Services

Don Vassiliadis, Chair of Public Works

Keith Riel, Chair of Social Services

Kemi Akapo, Chair of Transportation

Don Vassiliadis, Co-Chair of Transportation

Gary Baldwin, Chair of Waste Management

Don Vassiliadis, Chair of Diversity

Keith Riel, Chair of Seniors

Lesley Parnell, Chair of Arenas, Parks, & Recreation

Kemi Akapo, Chair of Youth

Don Vassiliadis, Chair of Economic Development

Stephen Wright, Vice-Chair of Economic Development

Kim Zippel, Chair of Planning

Diane Therrien, Vice-Chair of Planning

Henry Clarke, Chair of Housing

Keith Riel, Co-Chair of Housing

 

Diane Therrien, Chair of the following portfolios:

  • Intergovernmental Relations
  • Civic Engagement and Public Relations
  • Indigenous Relations and Consultation
 Advisory Committees
 
 Housing and Homelessness Advisory Committee

Henry Clarke

Keith Riel

 Arenas, Parks and Recreation Advisory Committee

Lesley Parnell

Gary Baldwin

 Arts, Culture and Heritage Advisory Committee

Keith Riel

Kemi Akapo

 Boundary Committee

Diane Therrien

Gary Baldwin

Dean Pappas

Don Vassiliadis

Kim Zippel

 Cenotaph Advisory Committee
 Henry Clarke
 Citizen Appointment Selection Committee

Diane Therrien

Gary Baldwin

Keith Riel

Dean Pappas

Kim Zippel

 Community Investment Grants Advisory Committee

Kemi Akapo

Keith Riel

 Museum and Archives Advisory Committee
Lesley Parnell
 Procedure By-law Review Committee

Diane Therrien

Gary Baldwin

 Youth Commission
 Kemi Akapo
 Age-friendly Peterborough Advisory Committee
 Keith Riel
 Environmental Advisory Committee
 Kim Zippel
Corporations and Legislatively Mandated Committees / Boards / Authorities
 Accessibility Advisory Committee
 Henry Clarke
 City/County Waste Management Committee

 Kemi Akapo

Gary Baldwin

Don Vassiliadis

 City of Peterborough Holdings Inc.

Diane Therrien

Keith Riel

 East City/Ashburnham Business Improvement Area
 Keith Riel
 Fairhaven Committee of Management

Stephen Wright

Keith Riel

 Peterborough Architectural Conservation Advisory Committee
 Kemi Akapo
 Peterborough Regional Liaison Committee

 Diane Therrien

Henry Clarke

Dean Pappas

Keith Riel

 Otonabee Region Conservation Authority

Gary Baldwin

Diane Therrien

Kim Zippel

 Peterborough Public Health

Gary Baldwin

Henry Clarke

Don Vassiliadis

 Peterborough Downtown Business Improvement Area
 Kemi Akapo
 Peterborough Public Library Board

Kemi Akapo

Henry Clarke

 Peterborough Utilities Commission

Diane Therrien

Gary Baldwin

Dean Pappas

Don Vassiliadis

Stephen Wright

 Peterborough Police Services Board

 Diane Therrien

Gary Baldwin

 Planning Advisory Committee
 Kim Zippel
 Liaison Committees
 
 Art Gallery of Peterborough, Board of Directors
 Lesley Parnell
 Canadian Canoe Museum
 Gary Baldwin
 Downtown Action Committee

 Diane Therrien

Kemi Akapo

Dean Pappas

 Greater Peterborough Chamber of Commerce
 Don Vassiliadis
 Liaison Committee with Fleming College

 Diane Therrien

Lesley Parnell

Kim Zippel

 Liaison Committee with Trent University

 Diane Therrien

Andrew Beamer

Gary Baldwin

Don Vassiliadis

 Market Hall Performance Centre
 Henry Clarke
Multicultural Canada Day Committee 
 Dean Pappas
 Peterborough Agricultural Society
 Dean Pappas
 Peterborough Green Up
 Kemi Akapo
 Peterborough Housing Corporation
 Keith Riel
 Official Plan Working Group

Diane Therrien

Lesley Parnell

 Showplace Performance Centre
 Dean Pappas

Naming Rights for Municipal Arena at 911 Monaghan Road

Council approved a proposal to rename the Evinrude Centre at 911 Monaghan Rd. as Healthy Planet Arena through a 10-year, $240,000 sponsorship agreement with Healthy Planet Canada.

The non-tax revenue would be allocated to the associated City program areas to support services and facilities.

From the City’s perspective, prospective sponsors need to be the right fit to be associated with a specific City asset and audience. While various current and prospective City sponsors have considered the opportunity for a naming right for an entire facility, only a handful of prospects have pursued detailed discussions on the possibility.

Healthy Planet Canada (Healthy Planet) was established in 1995. The business operates 28 retail stores in Ontario. It’s a growing chain of health and wellness stores specializing in vitamins, health foods, supplements, and bath and beauty products. Healthy Planet opened its store on Chemong Road in Brookdale Plaza in Peterborough in 2018. It became a corporate sponsor with the City at the beginning of 2019 and in September 2019 it started conversations with City staff to grow its existing sponsorship relationship.

City Staff recommended the naming rights opportunity as a good fit for a sponsorship of a community recreation facility by a retail business that specializes in health and wellness products.

The City has arena pad naming rights agreements with Leon’s Peterborough and Freedom Mobile at the Evinrude Centre as well as with Mr. Lube Peterborough at the Kinsmen Civic Centre. The City has also entered into a naming rights agreement with LLF Lawyers for the parkette next to the Peterborough Public Library, which is called Library Commons.

The City consulted with the Arenas, Parks and Recreation Advisory Committee on the selling of the naming rights for the arena. The Committee endorsed this sponsorship opportunity with Healthy Planet.

The Peterborough operation for the Outboard Marine Corporation (Outboard Marine) started in 1928. It produced Evinrude and Johnson brand motors at its factory on Monaghan Road until it closed the factory in 1990. Bombardier Recreation Products (BRP) acquired the Evinrude and Johnson brands in 2001 after Outboard Marine filed for bankruptcy in 2000. Earlier this year, BRP announced it was discontinuing the Evinrude brand.

The City purchased the property at 911 Monaghan Rd. from Outboard Marine for $300,000 in 1995 for the construction of a twin-pad arena.

The City will continue to recognize the history of Outboard Marine Corporation on the property through a plaque in the facility and is considering other opportunities to display the history of the Outboard Marine workforce in the facility.

Reorganizing Peterborough Utilities Inc. share capital

Council authorized the reorganization of the share capital of Peterborough Utilities Inc. and certain of its subsidiaries.

The City of Peterborough owns 100% of the shares of Peterborough Utilities. To address recent changes to the Income Tax Act, an accounting firm has recommended reorganizing the share capital of Peterborough Utilities and some of its subsidiaries so that they can declare and pay inter-corporate dividends through share redemptions.

Councillor compensation review

Council approved setting Council compensation increases for the 2022-2026 term of Council to the lesser of either inflation or staff and providing certain employee benefits to Council members effective December 2022.

Council also approved an annual car allowance to Councillors at 50% of the Mayor's car allowance rate and the City providing matching funds for Councillors' contributions to registered retirement plans up to 9% of the Councillor base compensation. A committee of Council will be set up to review the job of Councillor and create a recommended job description.

In 2017, Council directed that Council compensation be automatically reviewed in the second year of each Council term with any recommendations approved by Council taking effect for the following Council term. The next municipal election is scheduled to be on Monday, October 24, 2022.

In analyzing the data from comparator municipalities, staff reviewed base salaries, benefits offered, and would offer the following observations:

  • Of the 9 municipalities surveyed, compensation for the positions of Mayor and Councillor are both ranked 7 out of 9.
  • When factors such as median income and compensation per 1,000 people are considered, both the positions of Mayor and Councillor rank closer to the middle of the surveyed municipalities.
  • Most of the municipalities surveyed do not use a system of per diems.
  • 7 out of 8 municipalities provide benefits for both Mayor and Councillor.

Elected officials at the City of Peterborough do not receive benefits as part of their compensation with the exception that the Mayor who can participate in the OMERS Pension Plan.

The 2021 Operating Budget, remuneration for the Mayor is estimated to be $86,384 and for each Councillor $33,839.

The financial implications for the 2022-2026 term of Council will be budgeted in those respective years. In addition to Base Remuneration, the annual estimated cost for Benefits coverage is $1,800 for the Council member only (single) and $4,000 per Councillor if electing family coverage. Depending on the mix of single vs. family coverage, the annual incremental cost will range from $19,800 - $44,000.

Advisory committees virtual meetings

Council approved allowing electronic meetings of advisory committees starting in the new year based on the results of a survey of advisory committees on the use of virtual meetings.

In the spring, at the start of the COVID-19 pandemic Council made a change to the Procedure By-law, as permitted by Bill 187, to permit Council to meet electronically. Council members and senior staff have corporate devices and training was provided by staff from Peterborough Technology Services (PTS) to enable meetings to occur using Microsoft Teams.

In late summer the Council Chambers were fitted with tempered glass to enable in person meetings starting in September. During this process Peterborough Public Health was consulted by staff regarding both the physical changes to the Council Chambers, as well as the introduction of new processes undertaken for health and safety reasons. With the installation of the glass in Council Chambers, advisory meetings were restarted in the fall in the Chambers.

Staff surveyed advisory committee members on if they would be willing to participate in electronic meetings, if required. Responses were received from 46 of the 64 members. Only one respondent advised that they would not be willing to participate remotely.

While many of the comments received indicated a preference for in-person meetings, the majority of members advised, at this juncture, for health/personal reasons they would be willing to meet electronically.

Some members indicated that electronic meetings are easier/more convenient than attending in-person meetings. Some also stated that electronic meetings were less effective than in-person meetings. Individual’s circumstances including work, health and home life impact their preferences.

Not all committee members have the necessary equipment and/or experience using Teams. While the City is not in a position to provide hardware or software to individuals if the decision is made to undertake electronic meetings, if Teams is used, individuals may participate by phone using the Teams conference call-in number.

Video recording policy

Council approved updating the City's policy on the use of video recording/Closed-Circuit-Television (CCTV) in City facilities and assets, such as buildings, vehicles, and smart traffic signal equipment.

The overarching goal of CCTV program activities is to enhance the safety of the public and staff, improve efficiencies, and protect City of Peterborough assets. The City of Peterborough has had a Video Surveillance program and policy in place since 2007.

In 2019, staff began working on an updated policy and reaching out to divisions that were considering expanding the use of CCTV in their operations. The recommended policy update takes into consideration uses such as the Autonomous Vehicle Network Pilot Project, city buses, dash cameras, and Smart Traffic Signal Pilot Projects, which were not in use when the original policy was written in 2007.

Citizen appointments to boards and committees

Council approved extending existing citizen appointments to boards and committees that are due to expire in 2020.

Given the situation with COVID-19, the Citizen Appointment Advisory Committee agreed it would not be practical to advertise and recruit new citizen committee members at this time. Several citizen appointees to committees have moved on or resigned and their positions will not be filled at this time.

The appointments include:

  • That Dave McFadden, Kevin Duguay, Wayne Toms and Sarah Cullingham, have their terms extended to serve as members of the Planning Advisory Committee, until November 30, 2021.
  • That Shelley Fletcher-King have her term extended to serve as a member of the Age Friendly Advisory Committee, until November 30, 2021.
  • That Diane Sargent and Glen Payne have their terms extended to serve on the Arenas Parks and Recreation Advisory Committee, until November 30, 2021.
  • That Karen Carter-Edwards and Debbie Flieler have their terms extended to serve on the Museum and Archives Advisory Committee, until November 30, 2021.
  • That Stewart Hamilton have his term extended to serve on the Peterborough Architectural Conservation Advisory Committee, until November 30, 2021.
  • That Amy Barron be appointed as the representative from Fleming College on the Museum and Archives Advisory Committee.

Meal program and drop-in centre

Council approved awarding a contract to St. John's Anglican Church for the delivery of a community meal program and drop-in centre services for one year with the option for two two-year extensions as well as for providing warming and cooling room services (extended hours) when there are heat and cold alerts.

The one-year contract would be for $208,000 with additional payments of $400 per day for the delivery of warming and cooling service when heat and cold alerts occur.

The City issued a request for proposals in September for the service to operating a drop-in centre and meal program. St. John's was the only proponent that submitted a proposal for its One Roof drop-in centre service.

The City asked for the following:

  • A free daily lunch meal;
  • A drop-in centre available 4 hours per day;
  • An environment for social inclusion and interaction;
  • Engagement with a variety of local service providers and referrals to local agencies; and
  • A facility that becomes a cooling and warming centre during extreme weather alerts.

St. John's is the current provider of this service under a contract that expires on December 31, 2020. Service at One Roof has exceeded the contractual requirements of the City. One Roof undertook additional hours, services, and the associated costs to better serve the marginalized community that accesses its Centre.

Prior to the COVID-19 pandemic, One Roof was open from noon to 7 p.m. serving a lunch and supper meal 5 days per week and a lunch service on Saturdays and Sundays. On average, One Roof would deliver 115 lunches per day, 135 suppers per day, and extend hours for roughly 30 days per year due to extreme weather.

The onset of COVID-19 resulted in several program changes at One Roof. The drop-in service was canceled, and the meal program was changed from a sit-down meal to a take-away lunch. The supper meal, along with the Culinary Training Program were also cancelled. Any assistance and referrals provided by staff was conducted outside with no public access to St. John’s.

On July 25, 2020, One Roof reopened the 4-hour drop-in service at the request of the City. This coincided with the move of Brock Mission from the Peterborough Sport and Wellness Centre to St. Paul’s Church and Murray Street Baptist Church for shelter and overflow services. Reopening the drop-in services at One Roof gave people in the shelter system an additional daytime place to access, particularly those staying in the overflow shelter that is only open overnight.

Since opening the drop-in service, One Roof has enforced COVID-19 protocols, such as physical distancing, contact tracing and additional cleaning to protect the health and safety of clients, staff and volunteers. Volunteers are being used on a limited basis at One Roof during the pandemic. This has resulted in higher staffing costs. The City is using the Social Services Administrative Budget to provide an additional $500 per week to assist with these costs during the COVID-19 emergency.

Currently, One Roof is averaging 135 lunches per day and have opened for extended hours 27 days in 2020 for extreme weather. Average lunch service has steadily increased since May when they averaged 66 lunches per day. The modified drop-in service has not been used extensively, however, One Roof staff conduct many service and referral discussions with clients outside the main entrance of the Centre before and after the meal service.

Application for federal-provincial funding

Council approved submitting an application for federal and provincial funding through the Investing in Canada Infrastructure Fund - COVID-19 Resilience Infrastructure Stream for rehabilitation work at the Peterborough Sport and Wellness Centre.

The funding would be used for a project that includes replacing the heating, ventilation and air conditioning unit, renovating the changerooms, reconfiguring office space, and replacing the reception desk to meet accessibility standards and best practices related to COVID-19.

Project FAQs

The City would receive $1.05 million from the Investing in Canada Infrastructure Fund toward the $3.25-million project.

Among the benefits of the project, the renovations would support increased physical distancing in changerooms as well as improved air circulation in the building.

Estimated time for shutdown of the aquatic/changeroom/office space is approximately 4 to 6 months (April 2021 – September/October 2021), at which time the fitness centre, multiuse rooms and gymnasiums would remain online.

Green Municipal Fund application

Council approved receiving an update on the City's application to the Federation of Canadian Municipalities for the Green Municipal Fund Community Efficiency Financing program that provides funding for designing a home energy efficiency program.

The Green Municipal Fund Community Efficiency Financing program offers funding of up to 80% of eligible costs to a maximum of $175,000 towards designing a Home Energy Efficiency Program. Through the Community Efficiency Financing (CEF) program, municipalities can design a home retrofit incentive program that meets the local community needs. The CEF allows participants to develop the framework for a program and determine how it will be administered, financed, and monitored.

If successful for funding through the Community Efficiency Financing program, City staff would develop an incentive framework suitable for the Peterborough context that would be presented to Council for consideration at a future date.

Parking restrictions on Spillsbury Drive

Council approved putting in place new parking restrictions on Spillsbury Drive, including:

  • No Parking Anytime restrictions on the south side of Spillsbury Drive, between Airport Road and a point 386 metres east of Airport Road;
  • No Parking Anytime restrictions on the north side of Spillsbury Drive, between Airport Road and a point 77 metres east of Airport Road; and
  • No Parking Anytime restrictions on the north side of Spillsbury Drive, between the east and west legs of Clancy Crescent, a distance of 65 metres.

The lack of any parking restrictions on Spillsbury Drive, between Sir Sandford Fleming Drive and Airport Road, continues to create operational safety concerns for City services, particularly Waste Management and Transit, and private services with larger vehicles. The issues are created by on-street parking and the frequent parking of vehicles on both sides of the road, particularly through the curved section of Spillsbury Drive near Valleymore Park.

The City surveyed the neighbourhood on the proposed changes. The results indicate that 13.8% of residents support Calendar Parking, and 15.1% of surveyed residents requested that the restrictions be left as is. Approximately 71% of residents surveyed did not respond.

-30-