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Home My WebLink About2018-12-07 Council OrientationClarington Special Council Minutes December 7, 2018 If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Minutes of a regular meeting of Council held on December 7, 2018, at 8:00 AM, at Canadian Tire Motorsport Park Present Were: Mayor A. Foster, Councillor G. Anderson, Councillor R. Hooper, Councillor J. Jones, Councillor J. Neal, Councillor C. Traill until 2:35 PM, Councillor M. Zwart Staff Present: A. Allison, T. Cannella until 4:10 PM, J. Caruana until 4:10 PM, F. Horvath, F. Langmaid, M. Marano until 4:10 PM, R. Maciver, T. Pinn until 4:10 PM, G. Weir until 4:10 PM, A. Greentree, B. Radomski until 4:10 PM, H. Keyzers until 4:10 PM, L. Coutu until 4:10 PM, J. Pascoe until 4:10 PM, L. Kent, Clarington Library until 4:10 PM 1 Call to Order Mayor Foster called the meeting to order at 8:30 AM. 2 Declaration of Interest Later in the meeting, Councillor Jones declared an interest in Agenda Item regarding the Bowmanville Hospital Helipad. 3 Welcoming Remarks Andrew Allison, CAO welcomed Members of Council and staff to the Council Orientation meeting. Mr. Allison gave an overview of the agenda and order of business for the day. 4 Order of Business 4.1 Mr. Allison provided an overview of the Administrative structure and services. Referring to the presentation slides, he explained the organizational structure and how business is conducted through Council and the Administration. 4.2 -Accountability D❑G17ED❑VSDE-I❑FFFI� Guy Giorno, Integrity Commissioner, Municipality of Clarington Mr. Giorno discussed the Council Code of Conduct, Municipal Conflict of Interest Act, and Council/Staff Relations. He confirmed that the Integrity Commissioner is appointed by Council and can be removed by Council. Mr. Giorno advised that effective March 1, 2019, that there will be an opportunity for the Integrity Commissioner to initiate an investigation on his own. He explained that Members of Council may seek advice from - 1 - Clarington Special Council Minutes December 7, 2018 him and that the request and response are both required to be in writing. Mr. Giorno noted that his goal is to respond within 72 hours or sooner. He confirmed that he has an obligation to maintain confidentiality on his opinions that he provides members, with some exceptions. Mr. Giorno added that the Member of Council seeking his opinion are not bound to the same confidentiality rules as the rules applied to the Integrity Commissioner override the rules set out in the Municipal Conflict of Interest Act. Mr. Giorno provided an overview of &61L JVUVLCouncil Code of Conduct. He clarified that he typically does not investigate decorum related complaints as he is of the opinion that the matter should be dealt with at the time by the presiding chair. Mr. Giorno briefly discussed Council/Staff relations, primarily touching on harassment policy and council involvement in law enforcement matters. He confirmed that where harassment is included both in a Harassment Policy and the Council Code of Conduct, there needs to be clarity on when each policy may apply. Mr. Giorno reminded Council that Council is a collective law -making body and no individual can direct Staff. He also discussed the necessary division between elected officials and municipal law enforcement. He explained that Staff are accountable for efficiencies and the aggregate, and Council cannot delve into individual cases. Mr. Giorno advised that any Municipal Law Enforcement report should be aggregate and not individual cases. 0-mIR:LR- JKUKVdGMiiJLL RAR❑❑ROVI&R(3--D d the processing for reporting. Recess Resolution #C-315-18 Moved by Councillor Neal, seconded by Councillor Hooper That Council recess for 15 minutes. Carried The meeting reconvened at 11:00 AM with Mayor Foster in the Chair. 4.3 Election Priorities ❑ Mr. Allison, along with staff members (identified below) provided Council with updates on significant projects which remain on-going; including a brief history and next steps: ❑ Go Train Extension ❑ (A. Allison, F. Langmaid) ❑ Broadband Service Expansion ❑ Natural Gas Expansion ❑ Job Creation ❑ (S. Hall) ❑ Affordable Housing ❑ Responsible Taxation ❑ (T. Pinn) -2- Clarington 4.4 Basic Essentials (Part 1) Special Council Minutes December 7, 2018 Marie Marano, Director of Corporate Services provided a highlight of relevant Policies and By-laws as they particularly relate to members of Council: ❑ Council HR Matters ❑ Council Compensation & Benefits ❑ Cell phones and computer policies ❑ Purchasing By-law Andrew Allison advised that, as was mentioned earlier in the meeting during the , ❑ N [ MM RP P I1M4Rd-L V[3 +tM❑1UBt❑ -I1111 D1D\/VP HFWolicy will be reviewed to provide clarity between the Harassment Policy and the Council Code of Conduct. Trevor Pinn, Acting Director of Finance/Treasurer briefly spoke about Councillor liability through the Municipal Insurance Pool. Rob Maciver, Municipal Solicitor, highlighted a variety of legal cases, in the areas of breach of fiduciary duty, defamation of character, negligent misrepresentation, and liability for loss of profits, to assist members in understanding Councillor and Municipal liability. Recess Resolution #C-316-18 Moved by Councillor Hooper, seconded by Councillor Traill That Council recess for 10 minutes. Carried The meeting reconvened at 12:42 PM with Mayor Foster in the Chair. 4.5 [&R❑❑RCDEG W[O HGDTM Farah Tayabali and Jacqueline Demers, Redbrick Communications Ms. Tayabali and Ms. Demers, Redbrick Communications, presented tips and skills on communicating as a member of Council, including communicating with the media and to the public both in person and through social media. They highlighted the benefits, risks and challenges, in particular when using social media, as this type of communication takes a little more thought to ensure the messages are accurate and timely. The consultants used a series of social media posts to demonstrate good communication. In closing they suggested that when setting up a social media account one should set boundaries, and have plan in place to determine how to deal with negative comments. -3- Clarington 4.6 Basic Essentials (Part 2) Special Council Minutes December 7, 2018 Anne Greentree, Municipal Clerk, provided Council with details regarding the three Accountability Officers and their roles, being the Closed Meeting Investigator, the Integrity Commissioner and the Municipal Ombudsman. She explained and demonstrated the procedures for filing complaints to these Officers by referencing the Municipal Accountability and Transparency page on the Municipal Website. In addition, the Municipal Clerk highlighted how Councillor records are categorized and how their records may fall within the scope of requests for records under the Municipal Freedom of Information and Protection of Privacy Act. Trevor Pinn briefly reported that Councillor Expense Reporting is currently under review and he is looking to possibly increase to semi-annually. Recess Resolution #C-317-18 Moved by Councillor Anderson, seconded by Councillor Hooper That Council recess for 10 minutes. Carried Councillor Traill left the meeting at 2:35 PM. The meeting reconvened at 2:45 PM with Mayor Foster in the Chair. 4.7 Looking Forward Staff apprised Council of the following upcoming items or provided a brief status statement regarding the following matters: ❑ Strategic Plan 2019 2022 ❑ Cannabis Retailing ❑ Zone Clarington ❑ Web streaming Meetings ❑ Ward Boundary Review ❑ Emerald Ash Borer Infected Trees ❑ Sponsorship / Naming Rights ❑ Volunteerism ❑ Lean Continuous Service Improvement Process ❑ Cedar Crest Beach ❑ Veridian Merger ❑ 2020 Development Charges ❑ Regional Services M Clarin� Special Council Minutes December 7, 2018 Councillor Jones declared an interest in the agenda item regarding the Bowmanville Hospital Helipad as she is employed by Lakeridge Health. Councillor Jones refrained from discussions and voting on this matter. Bowmanville Hospital Helipad Councillor Jones returned to the meeting. Recess Resolution #C-318-18 Moved by Councillor Neal, seconded by Councillor Jones That Council recess for 5 minutes. Carried The meeting reconvened at 4:05 PM with Mayor Foster in the Chair. Closed Session Resolution #C-319-18 Moved by Councillor Zwart, seconded by Councillor Neal That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing proposed or pending acquisition of land, and third party financial information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization. Carried Rise and Report The meeting resumed in open session at 4:22 PM with Mayor Foster in the Chair. Mayor Foster advised that 2 items were G/F E]FgvF-�N [LLICDFFR:MEFH❑ with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. The CAO advised that a landuse training session will be scheduled by Planning Services Staff for new Council Members. -5- Clarin gtm Special Council Minutes December 7, 2018 5 Confirming By -Law Resolution #C-320-18 Moved by Councillor Hooper, seconded by Councillor Neal That leave be granted to introduce By-law 2018-095, being a by-law to confirm the proceedings of the Council of the Municipality of Clarington at a special meeting held on the 7t" day of December, 2018; and That the said by-law be approved. Carried 6 Adjournment Resolution #C-321-18 Moved by Councillor Neal, seconded by Councillor Anderson That the meeting adjourn at 4:24 PM. i Mayor Carried I Me F J `1Y r , rr' Municipal Clerk