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Home My WebLink About08/31/2009 Special Special Council Meeting Minutes AUGUST 31, 2009 Minutes of a special meeting of Council held on August 31, 2009, at 9:30 a.m., in the Council Chambers. Councillor Foster led the meeting in prayer. ROLL CALL Present Were: Mayor J. Abernethy Councillor A. Foster Councillor R. Hooper Councillor M. Novak Councillor G. Robinson Councillor C. Trim Councillor W. Woo Also Present: Chief Administrative Officer, F. Wu Facilities Manager, G. Acorn, attended until 12:26 p.m. Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana Manager of Communication and Marketing, J. Cooke Director of Planning Services, D. Crome Deputy Clerk, A. Greentree, attended until 11:05 a.m. Solicitor, D. Hefferon, attended until 12:30 p.m. Library Director, E. Hopkins Director of Corporate Services and Human Resources, M. Marano Roads Supervisor, L. Postill Operations Co-ordinator, K. Rand Director of Finance/Treasurer, N. Taylor Director of Emergency Services, G. Weir Administrative Assistant to the Municipal Clerk, C. Fleming Municipal Clerk, P. Barrie DISCLOSURES OF PECUNIARY INTEREST There were no disclosures of pecuniary interest stated for this meeting. STAFF REPORT(S) Report CAO-004-09 – Report on the Status of the 2009 Budget Shortfall and Proposed Remedial Measures Council Meeting Minutes - 2 - AUGUST 31, 2009 Resolution #C-471-09 Moved by Councillor Robinson, seconded by Councillor Trim THAT Report CAO-004-09 be received; THAT the budget shortfall remedial measures as contained in Appendix 2, 3, 4, 5, 6 and 7 to Report CAO-004-09 be approved and be deemed to be the policy direction of Council superseding all previous Council policies related thereto; THAT the projected cash flow shortfall from 2009 Development Charges collection applied to debenture debt repayments pertaining to Indoor Recreation facilities be interim financed with: a. $200,000 from Municipal Capital Works Reserve Fund, and b. Approximately $250,000 from interest payments from Veridian Promissory Notes to be adjusted proportionately based on the actual shortfall at year end 2009 THAT the projected cash flow shortfall from 2009 Development Charges collections applied to debenture debt repayments pertaining to Library facilities be interim financed with $200,000 from the Municipal Capital Works Reserve Fund and approximately $225,000 from the Library Capital Reserve Fund to be adjusted proportionately based on the actual shortfall at year end 2009; THAT appropriate interest be applied and charged to the Development Charges Reserve Funds requiring interim financing; THAT any projected shortfalls in the Development Charges for both Indoor Recreation and Library Reserve Funds for 2010 requiring debenture debt repayment be interim financed from the balances in the other Development Charges Reserve Funds with appropriate interest applied; and THAT, to the extent possible, it is the express intent of Council to recover interim financing of development charges debenture debt repayments from future development charges collections. “CARRIED AS AMENDED LATER IN THE MEETING” (See Following Motions) Council Meeting Minutes - 3 - AUGUST 31, 2009 Resolution #C-472-09 Moved by Councillor Foster, seconded by Councillor Woo THAT the Rules of Procedure be suspended to permit the introduction of a motion to recess the meeting. “CARRIED” Resolution #C-473-09 Moved by Councillor Foster, seconded by Councillor Robinson THAT Council recess for ten minutes. “CARRIED” The meeting reconvened at 11:15 a.m. Resolution #C-474-09 Moved by Councillor Foster, seconded by Councillor Robinson THAT the Rules of Procedure be suspended to permit the introduction of a motion to allow Members of Council to speak more than once to the same question. “MOTION LOST” Resolution #C-475-09 Moved by Councillor Novak, seconded by Councillor Woo THAT the Rules of Procedure be suspended and that Council recess for 30 minutes. “CARRIED” The meeting reconvened at 1:09 p.m. Councillor Foster and Councillor Woo entered the meeting at 1:10 p.m. Resolution #C-476-09 Moved by Councillor Foster, seconded by Councillor Robinson THAT Appendix 1 to Report CAO-004-09 be received for information. “CARRIED” Council Meeting Minutes - 4 - AUGUST 31, 2009 Resolution #C-477-09 Moved by Councillor Robinson, seconded by Councillor Hooper THAT Appendix # 2 to Report CAO-004-09 be amended by deleting Item #7 and replacing it with the following: “THAT the Chief Administrative Officer be directed to negotiate with the Board of Directors of the Clarington Board of Trade to investigate staffing the tourism office and keeping the centre open”. “CARRIED” Resolution #C-478-09 Moved by Councillor Trim, seconded by Councillor Hooper THAT Items #5 and #6 of Appendix #2 to Report CAO-004-09 be amended as follows: “WHEREAS www.clarington.net issues are delivered throughout Clarington; WHEREAS these publications allow for an excellent coming event column free to the many events organizations in Clarington; WHEREAS there are a number of local area newsletters, papers, etc. within Clarington; WHEREAS Metroland is currently the only newspaper servicing all Clarington; and, WHEREAS it is essential that the facts and key operation details of the Municipality are conveyed to all households; THEREFORE BE IT RESOLVED THAT the required government notices only be placed in the Metroland newspaper; and THAT www.clarington.net continue to be published as it provides an important communication vehicle to our citizens.” “MOTION LOST LATER IN THE MEETING” (See Following Motions) Council Meeting Minutes - 5 - AUGUST 31, 2009 Resolution #C-479-09 Moved by Councillor Novak, seconded by Councillor Foster THAT Resolution #C-478-09 be divided to vote on Item #5 of Appendix #2 - Service Category regarding the Clarington.net publication and Item #6 of Appendix 2 - Service Category regarding the Page 2 Advertising separately. “CARRIED” The foregoing Resolution #C-478-09 regarding Item #5 of Appendix #2 to Report CAO-004-09 regarding the Clarington.net publication was then put to a vote and LOST. The foregoing Resolution #C-478-09 regarding Item #6 of Appendix #2 to Report CAO-004-09 regarding Page 2 advertising was then put to a vote and LOST. Resolution #C-480-09 Moved by Councillor Woo, seconded by Councillor Hooper THAT Appendix # 2 to Report CAO-004-09 be amended by deleting Item #4 - Service Category of Animal Services. “CARRIED ON THE FOLLOWING RECORDED VOTE” Council Member Yes No Declaration of Pecuniary Interest Councillor Foster v Councillor Hooper v Councillor Novak v Councillor Robinson v Councillor Trim v Councillor Woo v Mayor Abernethy v Resolution #C-481-09 Moved by Councillor Trim, seconded by Councillor Robinson THAT Item #1 of Appendix # 3 to Report CAO-004-09 – Program Specifics – Staff Recognition/Long Term Service Program and Staff Appreciation be amended as follows: “WHEREAS the Mayor and Council wish to continue to recognize the Employee Service Award Program; Council Meeting Minutes - 6 - AUGUST 31, 2009 THEREFORE BE IT RESOLVED THAT the Chief Administrative Officer and Directors be directed to create a proper and special presentation event prior to November 1, 2009, for Council’s approval, at a maximum cost of $5000.” “CARRIED” Resolution #C-482-09 Moved by Councillor Foster, seconded by Councillor Woo THAT Item #3 of Appendix # 3 to Report CAO-004-09 – Program Specifics – Special Events service to Community Groups be deleted. “MOTION LOST” Resolution #C-483-09 Moved by Councillor Trim, seconded by Councillor Robinson THAT Appendix # 4 to Report CAO-004-09 - Staffing Adjustments be amended as follows: “WHEREAS the President of CUPE Union has approached the Mayor and Councillors expressing concerns with respect to three full-time employees to be laid off; NOW THEREFORE BE IT RESOLVED THAT the Chief Administrative Officer be authorized to meet with the CUPE and Fire Association Presidents to explore the opportunities that the employees are prepared to assist in the cost cutting exercise; THAT the Chief Administrative Officer review with the department Directors, the proposed non-bargaining staffing as outlined in Report CAO-004-09; THAT the Chief Administrative Officer report back to Council the results of the staffing position review; THAT the working notice provided to all part-time employees be extended; and THAT the Chief Administrative Officer report back at the next regular Council meeting.” “CARRIED” Council Meeting Minutes - 7 - AUGUST 31, 2009 Resolution #C-484-09 Moved by Councillor Foster, seconded by Councillor Trim THAT Appendix #5 to Report CAO-004-09 be amended to add $7,000 from the Municipal Grant Program to balance the 2009 Budget. "CARRIED" Resolution #C-485-09 Moved by Councillor Foster, seconded by Councillor Woo THAT Appendix #5 to Report CAO-004-09 be amended to add $16,600 from the Mayor's Office budget to balance the 2009 Budget. "CARRIED" The foregoing Resolution #C-471-09 was then put to a vote and CARRIED AS AMENDED. CONFIRMING BY-LAW Resolution #C-486-09 Moved by Councillor Foster, seconded by Councillor Hooper THAT leave be granted to introduce By-law 2009-117, being a by-law to confirm the proceedintgs of the Council of the Municipality of Clarington at a special meeting held on the 315 day of August, 2009; and THAT the said by-law be now read a first, second and third time and finally approved. °CARRI ED" ADJOURNMENT Resolution #C-487-09 Moved by Councillor Robinson, seconded by Woo "CARRIED" THAT the meeting adjourn at 3:11 p.m.