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HomeMy WebLinkAbout2018-01-22Clarington General Government Committee Minutes January 22, 2018 If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Minutes of a meeting of the General Government Committee held on Monday, January 22, 2018 at 9:30 AM in the Council Chambers. Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper, Councillor J. Neal, Councillor W. Partner, Councillor Traill and Councillor W. Woo Staff Present: A. Allison, T. Cannella, J. Caruana, D. Crome, A. Greentree, F. Horvath, M. Marano, R. Maciver, N. Taylor, G. Weir, J. Gallagher, S. Gray 1 Call to Order Mayor Foster called the meeting to order at 9:30 AM. 2 New Business — Introduction Councillor Neal asked that a new business item, regarding Computer Passwords, be added to the New Business — Consideration section of the agenda Councillor Woo asked that a new business item, regarding the Municipality of Clarington's Community Event Sponsorship Program, be added to the New Business — Consideration section of the agenda Councillor Cooke asked that a new business item, regarding a Public Meeting, be added to the New Business — Consideration section of the agenda 3 Adopt the Agenda Resolution #GG -030-18 Moved by Councillor Neal, seconded by Councillor Woo That the Agenda for the General Government Committee meeting of January 22, 2018 be adopted with the addition of the following new business items: x Computer Passwords x Municipality of Clarington's Community Event Sponsorship Program x Public Meeting Carried - 1 - Clariiw-n 4 Declaration of Interest General Government Committee Minutes There were no declarations of interest stated at this meeting. 5 Announcements January 22, 2018 Members of Committee announced upcoming community events and matters of community interest. 6 Adoption of Minutes of Previous Meeting Resolution #GG -031-18 Moved by Councillor Hooper, seconded by Councillor Partner That the minutes of the regular meeting of the General Government Committee meeting held on January 2, 2018, be approved. Carried 7 Delegations 7.1 Janice Jones, Regarding the Courtice Youth Centre Janice Jones, local resident, was present regarding starting a youth centre in Courtice. Ms. Jones stated that Courtice residents have wanted a youth centre for years. She explained that, since 2013, there has been many online discussions in support of a youth centre in Courtice. Ms. Jones stated that, as the population of Courtice grows each year, a youth centre is needed more, at the moment teens congregate around Tim Horton's and the Plaza on the corner of Townline and Highway 2. She explained that the teens in Courtice are looking for a place to be with their friends and there is no other options. Ms. Jones mentioned that youth centres help communities, by providing increased employment opportunities, volunteer opportunities, developing leadership skills, reducing risky behaviour, improving classroom behaviour, reducing dropout rates, and supporting teens in making healthy choices. She stated that Courtice needs a safe place for teens to hang out and safely socialize. Ms. Jones explained that the Firehouse Youth Centre in Bowmanville is a fantastic example of a youth centre. She added that the proposed Courtice youth centre could learn from them and hopes that they can work together to help Courtice develop the youth centre. Ms. Jones explained that, in discussion with residents, they would like to see the youth centre located in the Highway 2 corridor. She stated that it would be necessary to have staff involvement, volunteers, and someone with experience working with teens to help facilitate the Youth Centre in a positive manner. Ms. Jones outlined the possibly programs a Courtice youth centre could run. She provided the Committee with comments from Courtice residents regarding opening a youth centre. Ms. Jones stated that they would like to be open by the end of the 2018 school year. She stated that, with support from the Municipality of Clarington staff, the community can come together to get the youth -2- Clariiw-n General Government Committee Minutes January 22, 2018 centre up and running. Ms. Jones explained that they would be open to a pilot project, starting small and if successful, expanding. She mentioned that they have not created a budget or costs but it is a necessary next step. Ms. Jones explained that they are asking for financial help from the Municipality, and will be asking for donations, and have plans to fundraise. She concluded by asking the Committee for support in developing the youth centre in Courtice. Resolution #GG -032-18 Moved by Councillor Neal, seconded by Councillor Cooke That Staff be directed to report back at the General Government Committee Meeting of Monday April 16, 2018 on establishing a youth centre in Courtice in 2018; and That this be referred to consideration for the 2018 budget. Carried 7.2 Jim Mackenzie and Jeff Mitchell, Port Darlington Community Association, Regarding Port Darlington Community Association Update Jim Mackenzie and Jeff Mitchell, Port Darlington Community Association (PDCA), were present regarding a Port Darlington Community Association Update. They made a verbal presentation to accompany an electronic presentation. Mr. Mitchell provided the Committee with a background of the Port Darlington community and introduced the Port Darlington Community Association Board. Mr. Mackenzie continued by outlining the mandate of the association, as well as the other areas of interest. He reviewed the PDCA's recent activity and accomplishments. Mr. Mackenzie thanked staff, the Committee and all those involved for their help and support. He outlined the lessons learned from the flood in 2017. Mr. Mackenzie stated that the Association's 2018 aspirations include, shoreline protection, marsh flooding, flood emergency response and internet service. Mr. Mitchell concluded by providing the Committee with a summary of the PDCA. Resolution #GG -033-18 Moved by Councillor Traill, seconded by Councillor Woo That the delegation of Jim Mackenzie and Jeff Mitchell, Port Darlington Community Association, regarding Port Darlington Community Association Update, be received with thanks. Carried -3- Clarington General Government Committee Minutes January 22, 2018 8 Communications - Receive for Information 8.1 Minutes of the Bowmanville Business Improvement Area dated January 9, 2018 8.2 Christopher Harris, Town Clerk, Town of Whitby — Regarding Pollinator Habitat and Bee City Canada 8.3 Minutes of the Central Lake Ontario Conservation Authority Committee dated January 16, 2018 Resolution #GG -034-18 Moved by Councillor Woo, seconded by Councillor Neal That the Communication Items 8.1 to 8.3 be received for information. Carried 9 Communications — Direction 9.1 Rod McArthur — Regarding Naming the Bridge Over Wilmot Creek Resolution #GG -035-18 Moved by Councillor Woo, seconded by Councillor Traill Whereas the Municipality of Clarington has a Memorial Tribute Policy; And Whereas Section B of Clarington's Memorial Tribute Policy States: Members of the Community At Large: recognition on an ad-hoc basis by Council, as requests are received, by the naming of any park, street or facility, based on the length and degree of service to the community; And Whereas Melanie McArthur has served on the Samuel Wilmot Nature Area Advisory Committee (SWNA) for many years up until her passing on November 9, 2017; And Whereas Melanie McArthur was a passionate outdoors person and environmentalist which she imparted to her children when they crossed the bridge over Wilmot Creek by playing Pooh Sticks by dropping two sticks or pine cones on one side of the bridge and then running to the other side to see which had won the race in the flowing water; And Whereas Roderick McArthur has made a request to the Municipality to consider that a plaque at the SWNA bridge over the Wilmot Creek be placed in memory of his late wife Melanie and Mr. McArthur has committed to cover all expenses for the plaque; Clar-ington- General Government Committee Minutes January 22, 2018 And Whereas at the SWNA Committee Meeting of January 9, 2018, the Committee unanimously passed the following resolution: "SWNA Management Advisory Committee supports the request for a memorial plaque in memory of Melanie McArthur with the final location and wording to be determined through consultation between Rod McArthur and municipal staff"; Now Therefore Be It Resolved that the Clarington's Memorial Tributes policy be waived and that Council direct staff to implement the request. Carried The foregoing Resolution was then put to a vote and Carried on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Neal X Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Mayor Foster X 9.2 Joyce Kufta, Chair, Parkview Board of Directors — Regarding Regular Bus Services into the Downtown area of Newcastle Resolution #GG -036-18 Moved by Councillor Partner, seconded by Councillor Woo That Communication Item 9.2 be received for information. Carried Recess Resolution #GG -037-18 Moved by Councillor Neal, seconded by Councillor Cooke That the Committee recess for 5 minutes. Carried The meeting reconvened at 10:28 AM with Mayor Foster in the Chair. -5- Clarington 10 Presentations General Government Committee Minutes January 22, 2018 10.1 Peter Windolf, Manager of Park Development and Sean Bagshaw, Capital Works Engineer, Engineering Services Department, Regarding Active Transportation in Clarington Peter Windolf, Manager of Park Development and Sean Bagshaw, Capital Works Engineer, Engineering Services Department made a verbal presentation to accompany an electronic presentation regarding Active Transportation in Clarington. Mr. Windolf defined active transportation as walking, jogging, riding a bike, skate boarding, non - powered wheel chairing or anything that helps you get around the community using human power. He displayed a map of the trails form the Clarington Transportation Master Plan for the Committee. Mr. Windolf provided the Committee with an update on recent trail projects, upcoming trail projects, trails to be included with subdivisions and future Capital trail projects. Sean Bagshaw continued the presentation by discussing active transportation on roadways. He explained that the Municipality of Clarington was approved for provincial funding of $313,899.53 in 2018 through the Ontario Municipal Commuter Cycling (OMCC) Funding Program. Mr. Bagshaw highlighted the Ontario Traffic Manual Book 18, and other considerations for active transportation on roadways. He provided examples of "on road active transportation" in Clarington. Mr. Bagshaw explained active transportation connectivity and provided examples within Clarington. He concluded the presentation by reviewing pedestrian crossovers. Resolution #GG -038-18 Moved by Councillor Hooper, seconded by Councillor Cooke That the presentation from Peter Windolf, Manager of Park Development and Sean Bagshaw, Capital Works Engineer, Engineering Services Department, Regarding Active Transportation in Clarington, be received with thanks. Carried 10.2 Tom McHugh, Executive Vice President Patient Services and Regional Vice President Cancer Services, Lakeridge Health - Regarding Master Planning and Stakeholder Engagement in the Community Tom McHugh, Executive Vice President Patient Services and Regional Vice President Cancer Services, Lakeridge Health, was present regarding Master Planning and Stakeholder Engagement in the Community. He made a verbal presentation to accompany an electronic presentation. Mr. Murphy reviewed Lakeridge Health and provided the Committee with an update on their locations. He outlined the master planning process, and identified a completion date of March, 2019. Mr. Murphy described the key principles of the Master Plan as well as the community engagement approach. He concluded by stating that it will be a local focus approach to ensure they reach groups that represent key communities. M Clarington General Government Committee Minutes January 22, 2018 Resolution #GG -039-18 Moved by Councillor Woo, seconded by Councillor Hooper That the presentation from Tom McHugh, Executive Vice President Patient Services and Regional Vice President Cancer Services, Lakeridge Health - Regarding Master Planning and Stakeholder Engagement in the Community, be received with thanks. Carried 11 Engineering Services Department No Reports for this section of the Agenda. 12 Operations Department No Reports for this section of the Agenda. Councillor Cooke chaired this portion of the meeting. 13 Emergency and Fire Services Department 13.1 ESD -001-18 Review of the Emergency Management By-law and Respond to Resolution #C-135-17 Resolution #GG -040-18 Moved by Councillor Hooper, seconded by Councillor Partner That Report ESD -001-18 be received; and That the proposed Emergency Management By-law (Attachment 1 to Report ESD -001-18) be adopted by Council. Carried 14 Community Services Department No Reports for this section of the Agenda. Councillor Traill chaired this portion of the meeting. -7- Clarington 15 Municipal Clerk's Department General Government Committee Minutes January 22, 2018 15.1 CLD -004-18 Appointment to the Samuel Wilmot Nature Area Management Advisory Committee Resolution #GG -041-18 Moved by Councillor Partner, seconded by Councillor Woo That Report CLD -004-18 be received; That Rod McArthur be appointed to the Samuel Wilmot Nature Area Management Advisory Committee for a term ending December 31, 2018 or until a successor is appointed; and That all interested parties listed in Report CLD -004-18 and any delegations be advised of Council's decision by the Department. Carried 15.2 CLD -005-18 2017 Accessibility Annual Status Update Resolution #GG -042-18 Moved by Councillor Partner, seconded by Councillor Woo That Report CLD -005-18 be received for information. Carried 15.3 CLD -006-18 Impacts of Cannabis Legislation Resolution #GG -043-18 Moved by Mayor Foster, seconded by Councillor Partner That Report CLD -006-18 be received for information. Carried Mayor Foster chaired this portion of the meeting. Clarington- 16 Corporate Services Department General Government Committee Minutes January 22, 2018 16.1 COD -002-18 Preventative Maintenance Contract and HVAC Services Resolution #GG -044-18 Moved by Councillor Neal, seconded by Councillor Cooke That Report COD -002-18 be received; That Xtra Mechanical Limited, with an annual bid in the amount of $189,395.71 (Net of HST), being the low, compliant bidder meeting all terms, conditions and specifications of CL2017-37 for Preventative Maintenance and HVAC Services be awarded the contract for an initial three year term, as required by the Community Services Department and the Operations Department; That pending satisfactory performance the Purchasing Manager be given the authority to extend the contract for this service for up to two additional one year terms; That funds required for this project in the amount of $189,395.71 (Net of HST) be drawn from the respective operating accounts; and That all interested parties listed in Report COD -002-18 and any delegations be advised by the Corporate Services Department of Council's decision regarding the award. Carried 17 Finance Department No Reports for this section of the Agenda. 18 Solicitor's Department 18.1 LGL -001-18 Assumptions of Road Widenings Resolution #GG -045-18 Moved by Councillor Neal, seconded by Councillor Hooper That Report LGL -001-18 be received; and That the By-law attached, as Attachment 1, to Report LGL -001-18 be approved. Carried Clarington General Government Committee Minutes January 22, 2018 19 Chief Administrative Office 19.1 CAO -001-18 Service Review -Animal Shelter Services Resolution #GG -046-18 Moved by Councillor Neal, seconded by Councillor Woo That Report CAO -001-18 be received; That Council endorse the action items set out in sections 2.3 and 2.4 of Report CAO -001-18; and That staff continue to consider opportunities for continuous improvement, which may include implementing further recommendations set out in the consultant's Service Delivery Review of Animal Shelter Services. Carried Suspend the Rules Resolution #GG -047-18 Moved by Councillor Neal, seconded by Councillor Cooke That the Rules of Procedure be suspended to extend the meeting for an additional 15 minutes. Carried 20 New Business — Consideration 20.1 Municipal Conflict of Interest Act (MCIA) Resolution #GG -048-18 Moved by Councillor Neal, seconded by Councillor Partner Whereas Modernizing Ontario's Municipal Legislation Act, 2017, S.O. 2017, c. 10 (Bill 68) includes a number of amendments to the Municipal Conflict of Interest Act (MCIA) which have a proclamation date of March 1, 2019; -10- Clartw-n General Government Committee Minutes January 22, 2018 Whereas, the following principles, in relation to the duties of members of Council and local boards under the MCIA, will be proclaimed as endorsed by the Province of Ontario: 1. The importance of integrity, independence and accountability in local government decision-making. 2. The importance of certainty in reconciling the public duties and pecuniary interests of members. 3. Members are expected to perform their duties of office with integrity and impartiality in a manner that will bear the closest scrutiny. 4. There is a benefit to municipalities and local boards when members have a broad range of knowledge and continue to be active in their own communities, whether in business, in the practice of a profession, in community associations, and otherwise. Whereas Bill 68 further amends the MCIA, (section 5.1 of MCIA) to require a member who discloses an interest under section 5 of the MCIA at the meeting, or as soon as possible afterwards, to file a written statement of the interest and its general nature with the clerk of the municipality or the secretary of the committee or local board, as the case may be; Whereas the Municipality will be required to establish and maintain a registry, which shall include a copy of each statement filed and a copy of each statement which was recorded in the minutes (section 6.1 of MCIA), and make them available for public inspection in a manner and during the time that the municipality may determine; and Whereas Council supports the principles and the new sections 5.1 and 6.1 are recognized as good practices, Now Therefore Be it Resolved that the Procedural By-law be amended, effective February 5, 2018, to implement sections 5.1 and 6.1 of the MCIA, as follows: a) requiring members to file a written statement at the meeting, in the form as determined by the Municipal Clerk, of the interest claimed under section 5 of the MCIA with the Municipal Clerk, or designate; and b) requiring the Municipal Clerk to establish and maintain the Registry ; and c) providing public access to the registry through the Municipal website or through an alternative means as requested from time to time. Carried - 11 - Clariiw-n 20.2 Computer Passwords Resolution #GG -049-18 General Government Committee Minutes Moved by Councillor Neal, seconded by Councillor Hooper January 22, 2018 That the Municipality of Clarington amend the IT protocol to allow options for an extended period before password changes are required. Carried 20.3 Municipality of Clarington's Community Event Sponsorship Program Resolution #GG -050-18 Moved by Councillor Woo, seconded by Councillor Partner Whereas the Municipality of Clarington's Community Event Sponsorship Program is in place to assist individuals and organizations to provide opportunities for hosting special events that promote community engagement; And whereas the Community Event Sponsorship Program may provide funding for community special events to a max of $2,000 per successful application; And whereas the application period for events occurring January 1 to June 30, 2018 closed October 1, 2017; And whereas the submitted applications were considered by Council on November 6, 2017; And whereas the Community Event Sponsorship Program has an annual budget of $35,000, of which the funds are divided between two application intake periods at $17,500; And whereas $11,820 was awarded to events through the first intake period, the remaining $5,680 would traditionally be made available to applications received thorough the second intake period; Now therefore be i W resolved that $2,000 from the remaining 2018 first intake funds be awarded to the event being coordinated be Carlton and Sheri Plummer on June 23, 2018 at Pearce Farm Park in Newcastle to host the 1 st Annual "Welcome to Summer — Under the Stars" event to invite individuals and families to come out to get to know your neighbours in a relaxed atmosphere in a park like setting with danceable music by DJ Carlton from 7:00 — 10:30 PM for people to dance to under the stars, entertainment to cease at 10:30 PM, security will be on site as well as picnic tables and porta-potty. Carried -12- General Government Committee Minutes January 22, 2018 Councillor Cooke withdrew his New Business Item regarding a Public Meeting. Suspend the Rules Resolution #GG -051-17 Moved by Councillor Partner, seconded by Councillor Woo That the Rules of Procedure be suspended to allow the meeting to be extended for an additional two minutes. Carried 21 Unfinished Business 22 Confidential Reports There were no items considered under this section of the Agenda. 23 Adjournment Resolution #GG -052-18 Moved by Councillor Partner, seconded by Councillor Traill That the meeting adjourn at 12:15 PM. May Carried -13- reputy Clerk