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Staff Report
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Report To: General Government Committee
Date of Meeting: June 21, 2021 Report Number: LGS-022-21
Submitted By: Rob Maciver, Director of Legislative Services
Reviewed By: Andrew C. Allison, CAO Resolution#: GG-420-21, C-237-21
File Number: By-law Number:
Report Subject: Meeting Schedule — Updated to Reflect Changes to Procedural By-law
Recommendations:
1. That Report LGS-022-21 be received;
2. That the meeting schedule for the remainder of the term of Council 2018 to 2022,
attached as Attachment 1 to Report LGS-022-21, be approved; and
3. That all interested parties listed in Report LGS-022-21, and any delegations, be
advised of Council's decision.
Municipality of Clarington
Report LGS-022-21
Report Overview
Page 2
Clarington's Procedural By-law sets out the notice provisions regarding the regular meeting
schedule for General Government Committee, Planning and Development Committee, and
Council meetings. Council recently approved changes to the procedural by-law to allow for
"gap weeks" on weeks when a statutory holiday falls on a Monday. This Report presents, for
Council approval, the meeting schedule for the 2018-2022 Term of Council (detailed in
Attachment 1) to address the changes.
1. Background
1.1 Clarington's schedule of meetings are set for each new term of Council and only
changes if special meetings are called or Council changes it by resolution (as per
subsection 4.1.1 of the Procedural By-law). The current schedule was approved by
Resolution C-246-18 in July, 2018 for the term 2018-2022 arising out of Report CLD-
018-18.
1.2 On June 14, 2021 Council approved the recommendations, arising out of Report LGS-
017-21, which changed the Procedural By-law, effective September, 2021. Part of the
changes include changing the meeting schedule to a "gap week" approach which, in
general, means that if there is a statutory holiday on the Monday, the meeting would
take place the following week (rather than the current practice of scheduling it for the
following day).
1.3 The resolution reads, in part:
"That Staff be directed to prepare a report recommending the new meeting
schedule to reflect the changes approved in the new Procedural By-law, effective
September 1, 2021."
1.4 As a result of the foregoing, the meeting schedule needs to be updated and approved
by Council.
2. Proposed New Meeting Schedule
Budget Meetings
2.1 In consultation with the Director of Financial Services/Treasurer, Staff are
recommending the following approach to the budget meetings, which has been
incorporated in the proposed new meeting schedule (Attachment 1). These dates are in
accordance with the approved budget policy, as amended by Resolution JC-111-19,
which states the budget ratification be targeted for the second Council meeting of any
given year.
Municipality of Clarington
Report LGS-022-21
Page 3
2.2 The budget meetings have been scheduled into the calendar for 2022, including
scheduling "spillover meetings" (which were unscheduled in 2021, but were necessary),
as follows, all of them starting at 9:30 am:
• Friday, January 28 — This will be a General Government Committee (GGC) meeting
to hear from the external agencies and the Director of Financial Services/Treasurer's
report.
• Monday, January 31 — This will be the "main GGC Budget meeting"
• Friday, February 4 — This will be the "spillover" of the main GGC Budget meeting. It
will be cancelled if Committee deems it not necessary on January 31 st
• Monday, February 7 — Joint Committee meeting (will only include regular GGC and
Planning items, not budget items).
• Monday, February 14 — This will be a regular Council meeting to consider the
recommendations of the Joint Committee meeting of February 71" as well as the
Budget GGC meetings of January 31 st and February 4t"
• Friday, February 18 — This will be the "spillover" of the February 14t" meeting. It will
be cancelled if Council deems it not necessary on February 14tn
Regular Committee and Council Meetings
2.3 Attachment 1 contains the recommended meeting schedule to address the situation
where the meeting falls on a holiday. The attached schedule also includes the hiatus for
the 2022 Municipal Elections, as per past practice.
I Timing of Approval
3.1 The changes to the by-law are to take effect on September 1, 2021. This is mainly to
provide enough time for the implementation of the changes to the schedule. There also
needs to be enough lead time for the scheduling of statutory public meetings for the
purposes of the Planning Act.
4. Website
4.1 In accordance with past practice, the meeting schedule will be published on Clarington's
website, www.clarington.net/calendar.
4.2 As per subsection 4.10.1 of the Procedural By-law, the following year's meeting
calendar will be published in the newspaper.
Municipality of Clarington Page 4
Report LGS-022-21
5. Concurrence
This report has been reviewed by all Department Heads who concur with the
recommendations.
6. Conclusion
It is respectfully recommended that Committee recommend the approval of the updated
meeting schedule (Attachment 1).
Staff Contact: June Gallagher, Municipal Clerk, 905-623-3379 ext. 2102 or
jgallagher@clarington.net.
Attachments:
Attachment 1 — Proposed 2021-2022 Meeting Schedule
Interested Parties:
There are no interested parties to be notified of Council's decision.
Clarington
If this information is required in an alternate format, please contact
the Accessibility Coordinator at 905-623-3379 ext. 2131.
2021-22 Council and Committee Meeting Schedule
Calendar Legend
Blue = General Government Committee
Green = Planning & Development
Committee
Yellow = Council
Red = Holidays
Brown = Joint Committee Meeting
Orange = Special Budget Meeting
Purple = Special Meeting
2021
Meeting Start Times
General Government Committee - 9:30 a.m.
Planning and Development Committee — 6:30 p.m.
Council - 6:30 p.m.
Joint Committee Meeting - 9:30 a.m.
Special Meeting Start Times:
February 11, 2021 — 5 p.m.
April 22 & May 27, 2021 — 6 p.m.
May 31, 2021 — Following GGC
January
Su Mo Tu We Th Fr Sa
Eg& 2
3 6 7 8 9
February
Su Mo Tu We Th Fr Sa
1 2 3 4 5 6
7 81 9 10 12 13
March
Su Mo Tu We Th
1 2 3 4 5
708 9 10 11 12
14 15 16 17 18 19
21 22 23 24 25 26
6
13
10
k261
13
14
15
16
14
17
18
19
20
20
17
20
21
22
23
21
23
24
25
26
27
27
24
27
28
30
28
28 9 30
31
31
April
Su Mo Tu We Th Fr Sa
1 3
7 8 9 10
4M20
ir May
Su Mo Tu We Th Fr Sa
1
2 4 5 6 7 8
June
Su Mo Tu We Th Fr
1 2 3 4 5
6 8 9 10 11 12
11
4
15
16
17
9 11
12
13
14
15
13 14 15
16
17
18
19
18
1
23
30
24
16 18 19 20
23 _ 25 26
30 31
21
22
20 22
23
24
25
26
25 27
28
29
28
29
27 29
30
July
Su Mo Tu We Th Fr Sa
2 3
4 5 6 7 8 9 10
11 12 13 14 15 16 17
18 19 20 21 22 23 24
25 26 27 28 29 30 31
August
Su Mo Tu We Th Fr Sa
1 2 3 4 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30 31
September
Su Mo Tu We Th Fr S�
1 2 3 4
5 7 8 9 10 11
12 �:3 14 15 16 17 18
19 20
21
22
23
24
25
26
28
29
30
October
Su Mo Tu We Th Fr Sa
1 2
November
Su Mo Tu We Th Fr Sa
1 2 3 4 5 6
December
Su Mo Tu We Th Fr
Sa
1
2
3
4
3 5
6
7
8
9
7 9
10
11
12
13
5
7
8
9
10
11
10 12
13
14
15
16
14 16
17
18
19
20
12
13
14
15
16
17
18
17 19
20
21
22
23
21 23
24
25
26
27
19
20
21
22
23
25
24 26
27
28
29
30
28 30
26
28
29
30
31
31
Clarington
2021 Council and Committee Meetings
Council Meetings — 6:30 p.m.
• Monday, January 18 • Monday, May 3 • Monday, October 18
• Monday, February 8 • Tuesday, May 25 • Monday, November 1
• Monday, March 1 • Monday, June 14 • Monday, November 22
• Monday, March 22 • Monday, July 5 • Monday, December 13
• Monday, April 12 • Monday, September 20
General Government Committee Meetings — 9:30 a.m.
• Monday, January 4
• Monday, March 29
• Monday, June 21
• Monday, January 25
• Monday, April 19
• Monday, September 27
• Tuesday, February 16
• Monday, May 10
• Monday, November 8
• Monday, March 8
• Monday, May 31
• Monday, November 29
Planning and Development Committee Meetings — 6:30 p.m.
• Monday, January 11
• Tuesday, April 6
• Monday, June 28
• Monday, February 1
• Monday, April 26
• Monday, October 4
• Monday, February 22
• Monday, May 17
• Monday, November 15
• Monday, March 15
• Monday, June 7
• Monday, December 6
Joint Committee Meetings — 9:30 a.m.
• Monday, September 13
• Monday, October 25
Special Budget Meetings — 9:30 a.m.
• Friday, January 29
• Monday, February 1
Special Meetings
• Thursday, February 11 — 5 p.m.
• Thursday, April 22 — 6 p.m.
• Thursday, May 27 — 6 p.m.
• Monday, May 31 — Following General Government Committee Meeting
Clarington
If this information is required in an alternate format, please contact
the Accessibility Coordinator at 905-623-3379 ext. 2131.
Calendar Legend
Blue = General Government Committee
Green = Planning & Dev. Committee
Yellow = Council
Red = Holidays
Brown = Joint Committee Meeting
Orange = Special Budget Meeting
Purple = Special Meeting
2022
Meeting Start Times
General Government Committee - 9:30 a.m.
Planning and Development Committee — 6:30 p.m.
Council — 6:30 p.m.
Joint Committee Meeting - 9:30 a.m.
Special Meeting Start Times:
*February 14 — 9:30 a.m.*
Su
2
1
Mo
January
Tu We Th
41 5 6
Fr
7
Sa
8
Su I Mo
6M
13 *14*
February
Tu
1
8
15
We
2
9
16
Th
3
10
17
Fr
11
Sa
5
12
19
Su
Mo
March
Tu
We
Th
I Fr
I Sa
1
2
3
4
5
6 8
9
10
11
12
9 11
12
13 14 15
13 15
16
17
18
19
16
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20
21
22
20M
22
23
24
25
26
20
22
23
24
25
26
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24
25
6
27
29
27
27
29
30
31
30
Su
A24C26,
Mo
April
Tu We Th
6 7
13 14
20 21
Fr
1
8
22
Sa
2
9
16
23
Su
1
8
15
22
29
Mo
2
9
Tu
3
10
17
24
31
May
We
1
18
2
Th
�56
19
26
Fr
20
27
1 1
Sa
7i--
14
21
28
Su
5
Mo
Tu
7
June
We
1
8
In
2
9
3
101
17
24
a
4
11
18
25
12 14
15
16
19 20 21
22
23
27
28 29 30
26 27 281
29
30
Su
3
10
17
24
31
Mo
4
11
18
25
Tu
5
12
19
26
July
We
6
13
20
27
Th
7
14
21
28
Fr
1
8
15
22
29
Sa
2
9
16
23
30
Su
7
14
21
28
Mo
8
15
22
29
August
Tu We Th
2 3 4
9 10 11
16 17 18
23 24 25
30 31
Fr
5
12
19
26
Sa
6
13
20
27
Su
Mo
September
Tu We Th,
1 2
Sa
3
4 6
7
8
9
10
11 13
14
15
16
17
18 19 20
21
22
23
24
25 26
27
28
29
30
Su
2
9
16
23
30
Mo
3
10
17
24
31
October
Tu We Th
4 5 6
11 12 13
18 19 20
25 26 27
Fr
7
14
21
28
Sa
1
8
15
22
29
Su
6
13
20
27
Mo
7
14
21
November
Tu We Th
1 2 3
8 9 10
16 17
22 23 24
29 30
Fr
4
11
18
25
Sa
5
12
19
26
Su
Mo
December
Tu We Th Fr
I 1 21
Sa
3
4 6
7
8
9
10
11 13
14
15
16
17
18 19 20
21
22
23
24
25
28
29
30
31
Clarington
2022 Council and Committee Meetings
Council Meetings — 6:30 p.m.
• Monday, January 24 • Tuesday, April 4
• Monday, February 14 • Monday, May 2
(9:30 a.m.) • Monday, May 30
• Monday, March 14 • Monday, June 20
General Government Committee Meetings — 9:30 a.m.
• Monday, January 10
• Monday, February 28
• Monday, March 21
• Monday, April 11
• Monday, May 9
• Monday, June 6
Planning and Development Committee Meetings — 6:30 p.m.
• Monday, January 17
• Monday, March 7
• Monday, March 28
• Monday, April 25
• Monday, May 16
• Monday, June 13
Joint Committee Meetings — 9:30 a.m.
• Monday, February 7
• Monday, September 12
Special Budget Meetings — 9:30 a.m.
• Friday, January 28
• Monday, January 31
• Friday, February 4 (Only if needed)
Special Meetings — 9:30 a.m.
• Friday, February 18 Special Council meeting (Only if needed)
• Monday, September 19
• Monday, November 21
• Monday, December 12
• Monday, November 28
• Monday, December 5