PUBLIC MINUTES

GOVERNANCE AND PRIORITIES COMMITTEE

Wednesday, September 13, 2023 at 9:30 A.m. - 5:30 P.m.

Council Chamber, City Hall

PRESENT:

• Deputy Mayor Z. Jeffries, Chair
• His Worship Mayor C. Clark
• Councillor C. Block
• Councillor T. Davies
• Councillor R. Donauer
• Councillor B. Dubois
• Councillor S. Gersher
• Councillor H. Gough
• Councillor D. Hill
• Councillor D. Kirton
• Councillor M. Loewen

ALSO PRESENT:

• City Manager J. Jorgenson
• City Solicitor C. Yelland
• City Clerk A. Tittemore
• Deputy City Clerk S. Bryant

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1.

CALL TO ORDER

The Chair called the meeting to order on Treaty 6 Territory and the Traditional Homeland of the Métis People and confirmed roll call.

2.

CONFIRMATION OF AGENDA

• Moved By: Councillor Block
  1. That the letter from Sherry Tarasoff, dated September 10, 2023 be added to Item 8.2.2
  2. That the following letters submitting comments be added to Item 8.3.1:
     • David Crowell, Saskatoon Public Schools, dated September 7, 2023;
     • Glenn Thorpe, dated September 7, 2023;
     • Megan Van Buskirk, Saskatchewan Environmental Society, dated September 7, 2023;
     • Melanie Sydiaha, dated September 7, 2023;
     • Pam Belcher, dated September 8, 2023;
     • Sara Stone, dated September 8, 2023;
     • Alisa Rogers, dated September 9, 2023;
     • Ari Avivi, dated September 11, 2023;
  3. That the following letters submitting comments be added to Item 8.3.2:
     • Sherry Tarasoff, dated September 10, 2023;
     • Keith Moen, NSBA, dated September 11, 2023; and
  4. That the agenda be confirmed as amended.

   

  
  

  In Favour (10)	Councillor Hill, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Davies

  
  
  
  CARRIED UNANIMOUSLY

3.

DECLARATION OF CONFLICT OF INTEREST

There were no declarations of conflict of interest.

4.

ADOPTION OF MINUTES

• Moved By: Councillor Dubois

  That the minutes of the following meetings of the Governance and Priorities Committee be adopted:

  • Special Meeting - August 15, 2023
  • Regular Meeting - August 16, 2023
  • Special Meeting - August 30, 2023
  • Special Meeting - August 31, 2023
  
  

  In Favour (10)	Councillor Hill, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Davies

  
  
  
  CARRIED UNANIMOUSLY

5.

UNFINISHED BUSINESS

6.

REQUESTS TO SPEAK (new matters)

7.

COMMUNICATIONS (requiring the direction of the Committee)

8.

ADMINISTRATIVE AND LEGISLATIVE REPORTS

8.1

Decision Reports

8.1.1

Governance Review – Other Bodies – Appeal Boards [GPC2023-0601]

The City Clerk reported that the Governance and Priorities Committee at its June 14, 2023 meeting tabled the attached report of the City Solicitor for consideration at the September 13, 2023 meeting.  In addition, a supplemental report of the City Solicitor's Office, dated September 13, 2023 was also provided.  

City Solicitor Yelland presented the report with a PowerPoint and responded to questions of Committee.

• Moved By: Councillor Dubois

  That the Governance and Priorities Committee recommend to City Council that:

  1. The Property Maintenance Appeal Board, Saskatoon Private Swimming Pools Appeal Board, Environmental Management Appeal Board, Fire Appeal Board, Saskatoon License Appeal Board, Access Transit Appeal Board and City Mortgage Appeal Board be combined into one Appeal Board, with the membership being different than the Board of Revision and maintain the Development Appeals Board as a separate entity (Option 2: Combine All Appeal Boards Established under The Cities Act into One Appeal Board and Maintain the Development Appeals Board as a Separate Appeal Board);
  2. The Administration report back to City Council through the Governance and Priorities Committee with Terms of Reference for the new Appeal Board that includes seven members and qualifications outlined in this report;
  3. The compensation provided to members of the new Appeal Board be increased and provided to Appeal Board members on a per meeting basis upon approval of the new Terms of Reference (Option 2: Increase the Compensation Provided to Appeal Board Members and Provide on a Per Meeting Basis);
  4. The current recruitment strategy remain unchanged;
  5. The City Solicitor bring forward any required bylaw amendments to implement the new Appeal Board structure;
  6. The Administration amend all policies as required to implement the new Appeal Board Structure; and
  7. The Governance Subcommittee be instructed to amend Policy No. C01-003, Appointment to Civic Boards, Commissions, Authorities and Committees to add flexibility to the prohibition against a member participating on more than one board at a time.
  
  

  In Favour (10)	Councillor Hill, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Davies

  
  
  
  CARRIED UNANIMOUSLY

8.1.2

Governance Review – Other Bodies – Albert Community Centre Management Committee and Marr Residence Management Board [GPC2023-0902]

A report of the City Solicitor's Office was provided.  City Solicitor Yelland advised the report was tabled at this meeting to be considered at the December 12, 2023 meeting of the Committee. 

• Moved By: Mayor Clark

  That the report of the City Solicitor's Office dated September 13, 2023 entitled "Governance Review - Other Bodies - Albert Community Centre Management Committee and Marr Residence Management Board", be tabled and considered at the December 12, 2023 meeting of the Governance and Priorities Committee.

  
  

  In Favour (10)	Councillor Hill, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Davies

  
  
  
  CARRIED UNANIMOUSLY

8.2

Approval Reports

8.2.1

2024 Appointments of Deputy Mayor [GPC2023-0901]

A report of the City Clerk's Office was provided.

City Clerk Tittemore presented the report.

• Moved By: Councillor Gersher

  That a report be submitted to City Council’s Organizational Meeting, as part of the September 27, 2023 Regular Business Meeting, recommending approval of the 2024 appointments of Deputy Mayor, as described in the September 13, 2023 report of the City Clerk and detailed in Appendix 1.

  
  

  In Favour (10)	Councillor Hill, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Davies

  
  
  
  CARRIED UNANIMOUSLY

8.2.2

2024 City Council and Committee Meeting Schedule [GPC2023-0908]

A report of the City Clerk's Office was provided along with a letter from Sherry Tarasoff, dated September 10, 2023.

City Clerk Tittemore presented the report.

• Moved By: Councillor Dubois

  That the Governance and Priorities Committee recommend to City Council that the 2024 Council and Committee meeting schedule as contained in Option 1 in the September 13, 2023 report of the City Clerk be approved.

  
  

  In Favour (10)	Councillor Hill, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Davies

  
  
  
  CARRIED UNANIMOUSLY

8.3

Information Reports

Councillor Davies entered the meeting at 10:11 a.m. during consideration of Item 8.3.1 and Councillor Hill excused himself from the meeting at 11:14 a.m. during consideration of Item 8.3.2.

• Moved By: Councillor Kirton

  That the reports submitted as Items 8.3.1 to 8.3.6 be received as information.

  
  

  In Favour (10)	Councillor Davies, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Hill

  
  
  
  CARRIED UNANIMOUSLY

8.3.1

2024 and 2025 Prioritized Budget Options [GPC2023-0909]

A report of the Corporate Financial Services Division was provided along with the following letters submitting comments:

• David Crowell, Saskatoon Public Schools, dated September 7, 2023;
• Glenn Thorpe, dated September 7, 2023;
• Megan Van Buskirk, Saskatchewan Environmental Society, dated September 7, 2023;
• Melanie Sydiaha, dated September 7, 2023;
• Pam Belcher, dated September 8, 2023;
• Sara Stone, dated September 8, 2023;
• Alisa Rogers, dated September 9, 2023;

Chief Financial Officer Hack presented the report and together with City Clerk Tittemore responded to questions of Committee.

• Moved By: Councillor Gough
  1. That remaining budget line and information reports be deferred to the November 28 - 30, 2024 Business Plan and Budget deliberations for consideration through the typical business line process;
  2. That a Notice of Motion process be utilized for the September 27 Council and October 11 Governance and Priorities Committee meetings for additional budget report requests to be brought to budget; and
  3. That remaining special Governance and Priorities budget meetings (September 20 and October 18) be cancelled.
  
  

  In Favour (11)

  Councillor Davies, Councillor Hill, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton

  
  
  
  CARRIED UNANIMOUSLY

8.3.2

Downtown Event and Entertainment District – Revenue Instruments [GPC2023-0904]

A report of the Corporate Financial Services Division was provided along with the following letters submitting comments:

• Sherry Tarasoff, dated September 10, 2023; and
• Keith Moen, NSBA, dated September 11, 2023.

Chief Financial Officer Hack presented the report and together with City Manager Jorgenson and Director of Major Projects and Preservation Willems responded to questions of Committee.

Councillor Hill excused himself from the meeting at 11:14 a.m.  The meeting recessed at 11:14 a.m. and reconvened at 11:29 a.m. with all members present (Councillors Davies and Donauer virtual), with the exception of Councillor Hill.

8.3.3

2023 Civic Services Survey Results [GPC2023-0905]

A report of the Strategy and Transformation Division was provided.

Director of Communications & Public Engagement Blumers presented the report and responded to questions of Committee.

8.3.4

2026-2029 Strategic Plan: Public Engagement Approach and Funding Plan [GPC2023-0906]

A report of the Strategy and Transformation Division was provided.

Director of Communications & Public Engagement Blumers presented the report.

8.3.5

Delivering on the 2022-2025 Strategic Plan: 2022 Progress Report [GPC2023-0907]

A report of the Strategy and Transformation Division was provided.

Director of Organizational Strategy Execution Okochi presented the report and responded to questions of Committee.

8.3.6

City Council Strategic Priority and Leadership Initiative – 2023 Q3 Update [GPC2023-0903]

A report of the City Clerk's Office was provided.

City Clerk Tittemore presented the report.

9.

MOTIONS (notice previously given)

9.1

Councillor M. Loewen - Saskatoon's Business Tax Ratio and Other Related Business Property Tax Measures [GPC 2023-0810]

The City Clerk reported that Councillor Loewen provided the following Notice of Motion at the Governance and Priorities Committee meeting held on August 16, 2023.

"TAKE NOTICE that at the next meeting of the Governance & Priorities Committee, I will move the following motion:

'That the Administration provide a report to the special budget meeting process regarding Saskatoon’s business tax ratio and any other related business property tax measures, including comparisons to other jurisdictions.'"

Councillor Loewen adjusted her motion to reflect the resolution to cancel the future special Governance & Priorities Committee budget meetings under Item 8.3.1.

• Moved By: Councillor Loewen

  That the Administration provide a report to the 2024/25 Preliminary Corporate Business Plan and Budget deliberations in November regarding Saskatoon’s business tax ratio and any other related business property tax measures, including comparisons to other jurisdictions.

  
  

  In Favour (10)	Councillor Davies, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Hill

  
  
  
  CARRIED UNANIMOUSLY

10.

URGENT BUSINESS

11.

GIVING NOTICE

12.

VERBAL UPDATES

12.1

Council Members - His Worship the Mayor, FCM/SUMA, Boards, Committees and Commissions

Councillor M. Loewen - provided an update regarding the upcoming Women Leading: Civic Engagement Forum for Immigrant & Refugee Women event on Saturday, September 16, 2023

12.2

Administration

13.

IN CAMERA SESSION

• Moved By: Councillor Dubois

  That the Committee move In Camera to consider the following items.

  
  

  In Favour (10)	Councillor Davies, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Hill

  
  
  
  CARRIED UNANIMOUSLY

  The public portion of the meeting recessed at 12:10 p.m.

  
  

13.1

Financial Matter

[In Camera - Solicitor/Client Privilege - Section 21 of LAFOIP]

13.2

Verbal Updates

13.2.1

Council Members - His Worship the Mayor; FCM/SUMA; Boards, Committees & Commissions; Personnel Subcommittee (if required)

13.2.2

Administration

13.2.2.1

City Manager Updates

[In Camera - Sections 13, 14(1), 15(1), 16(1), 17(1), 18(1), 19 and 20 of LAFOIP]

13.3

Appointments - Boards, Commissions and Committees [CK 225-4-3]

In Camera - Consultations/Deliberations; Personal Information - Sections 16(1)(b) and (d) and 28 of LAFOIP]

13.3.1

Appointment - Municipal Planning Commission

13.3.2

Resignation - Saskatoon Accessibility Advisory Committee

13.3.3

2024 Appointments - Members of City Council to Standing Policy Committees

13.3.4

2024 Appointments - City Agency Recruitment and Evaluation Committee (CARE)

14.

RISE AND REPORT

The Committee convened In Camera at 12:16 p.m. The following were in attendance as noted: 

• All Committee members, with the exception of Councillor Hill (Councillors Davies and Donauer virtual)
• City Manager Jorgenson
• City Solicitor Yelland
• City Clerk Tittemore
• Deputy City Clerk Bryant
• Chief Financial Officer Hack
• General Manager, Transportation and Construction Schmidt
• General Manager, Environment and Utilities Gardiner
• Director of Water and Waste Stream Lemke
• General Manager, Community Services Lacroix
• Chief of Saskatoon Fire Hackl
• Chief Strategy and Transformation Officer Anger
• Chief of Staff Beveridge (virtual)
• Chief of Public Policy and Government Relations Officer Jordan
• Land Development Manager Schmidt (Item 13.1 only)

The In Camera session recessed at 1:00 p.m. and reconvened at 1:40 p.m. with all members in attendance, with the exception of Councillor Hill.  (Councillors Block, Davies, and Donauer virtual)

All members of Administration were excused following item 13.2.2.1, with the exception of the City Solicitor, City Manager, City Clerk and Deputy City Clerk.

The Committee moved to rise and report. The In Camera portion of the meeting recessed at 3:03 p.m.

Committee reconvened publicly, and reported as follows:

• 13.1    Financial Matter

  [In Camera - Solicitor/Client Privilege - Section 21 of LAFOIP]

  Moved By: Councillor Kirton

  That the information and discussion remain In Camera under Section 21 of LAFOIP.

  
  

  In Favour (10)	Councillor Davies, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Hill

  
  
  
  CARRIED UNANIMOUSLY

• 13.2    Verbal Updates

  13.2.1 Council Members - His Worship the Mayor; FCM/SUMA; Boards, Committees & Commissions

  [In Camera - Sections 13, 14(1), 15(1), 16(1), 17(1), 18(1), 19, 20 and 21 of LAFOIP]

  Moved By: Councillor Kirton

  That the information and the discussion remain In Camera under Sections 13, 14(1), 15(1), 16(1), 17(1), 18(1), 19, 20 and 21 of LAFOIP.  

  
  

  In Favour (10)	Councillor Davies, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Hill

  
  
  
  CARRIED UNANIMOUSLY

• 13.2.2.1          City Manager Updates

  [In Camera - Sections 13, 14(1), 15(1), 16(1), 17(1), 18(1), 19 and 20 LAFOIP]

  Moved By: Councillor Kirton

  That the information and the discussion remain In Camera under Sections 13, 14(1), 15(1), 16(1), 17(1), 18(1), 19 and 20 of LAFOIP.

  
  

  In Favour (10)	Councillor Davies, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Hill

  
  
  
  CARRIED UNANIMOUSLY

• 13.3    Appointments - Boards, Commissions and Committees [CK 225-4-3]

  In Camera - Consultations/Deliberations; Personal Information - Sections 16(1)(b) and (d) and 28 of LAFOIP]

  13.3.1 Appointment - Municipal Planning Commission

  Moved By: Councillor Kirton
  1. That Joshua Delainey be appointed as a civic representative to the Municipal Planning Commission to the end of 2026; and
  2. That the information be received and remain In Camera under Sections 16(1)(b) and (d) and 28 of LAFOIP.
  
  

  In Favour (10)	Councillor Davies, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Hill

  
  
  
  CARRIED UNANIMOUSLY

• 13.3.2 Resignation - Saskatoon Accessibility Advisory Committee

  Moved By: Councillor Kirton

  That the information be received and remain In Camera under Sections 16(1)(b) and (d) and 28 of LAFOIP.

  
  

  In Favour (10)	Councillor Davies, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Hill

  
  
  
  CARRIED UNANIMOUSLY

• 13.3.3 2024 Appointments - Members of City Council to Standing Policy Committees

  Moved By: Councillor Kirton

  1.  That the 2024 appointments of Members of City Council to the Governance and Priorities Committee and Standing Policy Committees as follows, be submitted to City Council’s organizational meeting to be held as part of its Regular Business meeting on September 27, 2023:

  Governance & Priorities Committee – All members of City Council

  Standing Policy Committee on Environment, Utilities and Corporate Services (same as 2023)

  Councillor T. Davies
  Councillor S. Gersher
  Councillor H. Gough
  Councillor D. Hill
  Councillor M. Loewen

  Standing Policy Committee on Transportation (same as 2023)

  Councillor R. Donauer
  Councillor B. Dubois
  Councillor D. Hill
  Councillor S. Gersher
  Councillor D. Kirton

  Standing Policy Committee on Planning, Development and Community Services (same as 2023)

  Councillor C. Block
  Councillor T. Davies
  Councillor H. Gough
  Councillor Z. Jeffries
  Councillor M. Loewen

  Standing Policy Committee on Finance (same as 2023)

  Councillor C. Block
  Councillor R. Donauer
  Councillor B. Dubois
  Councillor Z. Jeffries
  Councillor D. Kirton; and

  2.  That the discussion remain In Camera under Section 16(1)(b) of LAFOIP. 

  
  

  In Favour (10)	Councillor Davies, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Hill

  
  
  
  CARRIED UNANIMOUSLY

• 13.3.4 2024 Appointments - City Agency Recruitment and Evaluation Committee (CARE)

  Moved By: Councillor Kirton
  1. That the CARE Committee consist of Mayor Clark and Councillors Dubois and Jeffries; and
  2. That the discussion remain In Camera under Section 16(1)(b) of LAFOIP.

   

  
  

  In Favour (10)	Councillor Davies, Councillor Jeffries, Mayor Clark, Councillor Donauer, Councillor Loewen, Councillor Gough, Councillor Block, Councillor Gersher, Councillor Dubois, and Councillor Kirton
  Absent (1)	Councillor Hill

  
  
  
  CARRIED UNANIMOUSLY

15.

ADJOURNMENT

The meeting adjourned at 3:10 p.m.