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HomeMy WebLinkAbout2019-03-29 Minutes - Strat Plan WorkshopClarington Special General Government Committee Minutes March 29, 2019 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 Friday, March 29, 2019 at 9:00 AM at Garnet B. Rickard. Present Were: Mayor A. Foster, Councillor G. Anderson, Councillor R. Hooper, Councillor J. Jones, Councillor J. Neal, Councillor C. Traill (arrived at 9:15 AM) and Councillor M. Zwart Staff Present: A. Allison, T. Cannella, J. Caruana, M. Seaman, A. Greentree, F. Horvath, M. Marano, R. Maciver, T. Pinn, G. Weir 1 Call to Order Mayor Foster called the meeting to order at 9:30 AM. 2 Adopt the Agenda Resolution #GG -192-19 Moved by Councillor Hooper, seconded by Councillor Anderson That the Agenda for the Special General Government Committee meeting of March 29, 2019 be adopted as presented. Carried 3 Presentations 4 Declaration of Interest There were no declarations of interest stated at this meeting. 4.1 Peter Spratt, Facilitator, Baker Tilly, Regarding Facilitation of the Strategic Planning Workshop to establish a strategic planning framework, set priorities and goals, consider community input priorities, establish core values / guiding principles, and establish a vision and mission Andrew Allison introduced Peter Spratt, the consultant facilitating the workshop. Mr. Spratt welcomed those present. He advised today's activities are the starting point for moving the Municipality forward for this Term and possibly beyond. He reviewed the agenda and established discussion guidelines. - 1 - Clariiw-n Special General Government Committee Minutes March 29, 2019 Strategic Planning Framework and Process Mr. Spratt provided an overview of the presentation and the importance of how the strategic plan will be used. The Facilitator explained that the strategic plan will provide a clear and consistent focus on a common set of organizational priorities, will serve as a touchstone for identifying and communicating what is important to Clarington, will facilitate increased collaboration throughout the organization, and guide decisions on the allocation of resources. Mr. Spratt reviewed the approach and timeline of the project of developing a strategic plan. It was launched on February 6t", followed by today's workshop. Two additional workshops are scheduled in April and May with no date yet for Council's consideration of the final plan. Consideration may be given to validating the plan with the public before Council's consideration for final approval. Community Input to Priorities Basia Radomski, Manager of Communications, provided an overview of the public engagement process. Mr. Spratt highlighted the results of the public survey which was conducted in January 2019. He explained that there were six priority themes identified through the survey response analysis. Clarington Identity / Core Values Through consensus, the Committee agreed to use the six priority themes as the basis for setting strategic priority themes. The group participated in a brainstorming exercise which resulted in the development of a number of key focus areas within each of the six strategic priority themes. Councillor Neal left the meeting at approximately 10:30 AM. The Committee continued to work through several activities lead by the facilitator, which assisted in narrowing the scope of the key areas of focus. Recess Resolution #GG -193-19 Moved by Councillor Zwart, seconded by Councillor Hooper That the Committee recess for 15 minutes. Carried The meeting reconvened at 11:01 AM with Mayor Foster in the Chair. -2- Clariiw-n Special General Government Committee Minutes March 29, 2019 Vision and Mission Mr. Spratt led the group through a discussion on the municipality's vision, priorities and assisted members in determining the level of importance for each priority. Suspend the Rules Resolution #GG -194-19 Moved by Councillor Hooper, seconded by Councillor Jones That the Rules of Procedure be suspended to consider an alternate lunch break. Carried Recess Resolution #GG -195-19 Moved by Councillor Jones, seconded by Councillor Traill That the Committee recess for 30 minutes. Carried Councillor Traill left the meeting at 12:00 PM. The meeting reconvened at 12:30 PM with Mayor Foster in the Chair. Vision and Mission (Continued) The setting of the Vision did not reach consensus between the four remaining members of Council present in the meeting, it was determined that this discussion would be considered at a later point in the project process. Strategic Priorities and Goals The group brainstormed priorities based on the vision concepts contemplated earlier in the meeting. Councillor Neal returned to the meeting at 12:45 PM. Staff and Council worked on identifying a variety of priorities to be considered. Councillor Traill returned to the meeting at 2:00 PM. Members of Council narrowed the focus of key priorities. The group highlighted what they aspire to achieve over this term of Council. -3- Clurington Recess Resolution #GG -196-19 Special General Government Committee Minutes March 29, 2019 Moved by Councillor Hooper, seconded by Councillor Anderson That the Committee recess for 15 minutes. Carried Councillor Traill left the meeting at 3:00 PM. The meeting reconvened at 3:30 PM with Mayor Foster in the Chair. Strategic Priorities and Goals (Continued) The workshop continued with Mr. Spratt clarifying the priority areas of focus. The following key priorities were identified: legacy projects, engaging the community, economic development, and sustainable infrastructure growth. The workshop concluded with Mr. Spratt summarizing the next steps in developing the 2019-2022 Strategic Business Plan for Clarington. Mr. Spratt will undertake to summarize the key objectives identified within each priority. Mr. Allison agreed to work with Mr. Spratt to compress the project timeline to better leverage the momentum. The outcomes of the exercises and discussions will be provided to staff who will report back on the feasibility of the key focus areas. 5 Adjournment Resolution #GG -197-19 Moved by Councillor Jones, seconded by Councillor Zwart That the meeting adjourn at 4:30 PM. I Mayor Carried sE Municipal Clerk