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Staff Report
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Report To: General Government Committee
Date of Meeting: January 25, 2021 Report Number: LGS-007-21
Submitted By: Rob Maciver, Director of Legislative Services
Reviewed By: Andrew C. Allison, CAO Resolution#: GG-064-21
File Number: By-law Number:
Report Subject: Active Transportation and Safe Roads Advisory Committee —
Aaaointments and Chanaes to Terms of Reference
Recommendations:
1. That Report LGS-007-21 be received;
2. That Section D of the Terms of Reference be updated to change the composition of
the Clarington Active Transportation and Safe Roads Advisory Committee from:
"shall be comprised of up to 10 voting members who must be Clarington
residents, and one (1) voting member of Council."
TO
"shall be comprised of a minimum of eight voting members to a maximum of
ten voting members who must be Clarington residents, and one voting
member of Council, with quorum being five members."
3. That Section D of the Terms of Reference be updated to change the composition of
the Clarington Active Transportation and Safe Roads Advisory Committee to add the
following words:
"Clarington's appointee on the Durham Active Transportation Committee be
appointed to the Clarington Active Transportation and Safe Roads Advisory
Committee as a voting member in addition to the resident appointees and the
Member of Council."
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Report LGS-007-21
4. That the following members be appointed to the Clarington Active Transportation
and Safe Roads Advisory Committee for a term ending December 31, 2022 or until a
successor is appointed:
Jeanne Winters
Arnold Mostert
Rick Stockman
Bart Kreps
James Boate
Melissa Claxton-Oldfield
Richard Claxton-Oldfield
Councillor Janice Jones
5. That the following members, who recently resigned, be thanked for their
contributions:
Frank Barter
Angela Bramley
Jerry Petryshyn
6. That Staff be directed to advertise for the current vacancies; and
7. That all interested parties listed in Report LSD-007-21 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report LGS-007-21
Report Overview
To provide Members of Council with information on changes to the Clarington Active
Transportation and Safe Roads Advisory Committee, as requested by the Committee.
1. Background
Page 3
1.1 It has recently come to Staff's attention that the Clarington Active Transportation and
Safe Roads Advisory Committee's term ended December 31, 2020. Staff had planned
to bring this forward for consideration at the January 4, 2021 General Government
Committee (GGC) meeting. However, Staff subsequently heard that the Committee
may want to make other changes to the Terms of Reference, so the memo was pulled
from the GGC agenda and the Municipal Clerk attended a recent meeting of the
Committee.
1.2 Additionally, since the Terms of Reference indicate that number of members is "up to
10", there is no clarity on what constitutes a quorum.
2. Committee's Term
2.1 Arising out of Report EGD-001-18, Council established the Clarington Active
Transportation and Safe Roads Advisory Committee (ATSRAC) on January 15, 2018, at
which time Council also approved the Terms of Reference, which stated:
Considering that the initial formation of the Committee will occur in 2018 and only
two or three meetings might be held in advance of the 2018 municipal election, it
is recommended that the initial term of the Committee extend until the end of
2020. Subsequent appointments to the Committee will run concurrent with the
term of Council.
2.2 It is unclear why 2020 was chosen for the end date instead of 2022, considering the
actual Terms of Reference indicates:
Appointments will run concurrent with the term of Council or until their
successors are appointed.
2.3 Accordingly, the appointment letters were sent out, with 2020 as the end date, or until a
successor is appointed. The current members are operating on the "until a successor is
appointed" basis.
2.4 The ATSRAC considered staggering the terms and considered changing all the
members' terms to two-year terms, but the Committee is recommending no staggering
and four-year terms concurrent with the term of Council. This is consistent with the
current Terms of Reference and therefore no changes are required.
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Report LGS-007-21
3. Committee's Composition
3.1 The current composition is:
The committee shall be comprised of up to 10 voting members who must be
Clarington residents, and one (1) voting member of Council.
3.2 In order to give clarity on quorum, the Committee discussed the composition and are
recommending a minimum of eight and maximum of ten community members, so that
the minimum can be used to determine quorum.
3.3 Since the Member of Council is a voting member, quorum is calculated on 9 members
with five being quorum.
4. Committee Crossover with Durham Active Transportation
Committee
4.1 The Committee expressed an interest in the Clarington appointee to the Durham Active
Transportation Committee also sitting on the Clarington Committee. Accordingly, the
Municipal Clerk contacted the appointee, Connie Kobelka (formerly Connie Gray), and
has confirmed that she agrees to sit on both Committees.
4.2 Staff are recommending that the Terms of Reference be changed to allow the Durham
appointee to be a voting member, without affecting the quorum of five members.
5. Committee Appointments
5.1 As a result of three recent resignations, there are currently seven community members
on the Committee. The current members have indicated a desire to continue.
Therefore, Staff are recommending the reappointment of the existing members and
advertising for the vacancies.
5.2 After Council ratification of the recommended change in composition, Staff will proceed
to advertise for three additional members to bring the Committee up to 10 resident
members, if there are enough applicants.
6. Committee's Mandate
6.1 The role of the ATSRAC is to:
"Advise Council on matters related to active transportation, trails, cycling
networks, pedestrian connectivity and transportation safety. The committee will
also provide input into the implementation of The Clarington Transportation
Master Plan and encourage, promote and participate in the planning of active
transportation policies, programs and facilities."
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Report LGS-007-21
6.2 There are an additional 14 points explaining the scope of the Committee.
6.3 The ATSRAC recently considered the possibility of expanding the Committee's mandate
to include the review and recommendation of changes to road speeds, etc., a matter
brought forward to address a Member of Council's concerns. As a result of a full
discussion, for reasons outlined in their January 14, 2021 minutes, the Committee
passed the following recommendation:
Whereas there are several other Committees and organizations covering these
issues;
And whereas the Active Transportation and Safe Roads Advisory Committee has
a full mandate,
The Committee recommends to Council that there is not a need to take on further
mandate regarding traffic and speed issues.
7. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
8. Conclusion
It is respectfully recommended that Council provide staff direction on extending the
appointment of members; and that Council update the Terms of Reference to change
the composition.
Staff Contact: June Gallagher, Municipal Clerk, 905-623-3379 ext. 2102 or
jgallagher@clarington.net.
Attachments:
Not Applicable
Interested Parties:
The following interested parties will be notified of Council's decision:
Durham Active Transportation Committee
Clarington Active Transportation and Safe Roads Advisory Committee
Connie Kobelka