Loading...
HomeMy WebLinkAboutCAO-003-23Clarftwn Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: January 9, 2023 Reviewed By: Mary -Anne Dempster, CAO File Number: Report Number: CAO-003-23 Resolution#: GG-008-23 By-law Number: Report Subject: Outstanding Motions from Council Term 2018-2022 Recommendations: 1. That Report CAO-003-23 and any related delegations or communication items, be received; 2. That Council support continued resources to fulfill Resolution # GG-426-21, # GG- 254-21, #C-344-21, # JC-073-21, # GG-023-22, # GG-018-22, # GG-227-22; 3. That Council direct staff to close Resolution # GG-066-21 and # GG-112-22 with no further action; 4. That the CAO report semi-annually a status update on outstanding Resolutions of Council; and 5. That all interested parties listed in Report CAO-003-23 and any delegations be advised of Council's decision. Municipality of Clarington Report CAO-003-23 Report Overview Page 2 At the end of the 2018-2022, staff had received 632 resolutions of Council on various matters to action; 9 resolutions remained outstanding. This report provides a complete list of the outstanding resolutions with recommendations on moving forward. Many of the outstanding resolutions are in progress and are recommended to remain. Two are recommended to be closed with no further action due to the rationale provided within this report. With staff work plans for 2023 in draft with some capacity remaining for items identified as part of the 2022-2026 strategic plan, it is important to ensure that the current Council wants to dedicate staff resources whether human, financial or both to these items. 1. Background 1.1 Over the 2018-2022 Council Term 632 Council resolutions were passed providing direction to Council. 1.2 At the end of the 2018-2022 Council Term, 9 (1.4%) outstanding resolutions remain outstanding. 1.3 This report identifies the outstanding resolutions of the previous Council term, a status update for each, scheduled timeframe for completion and recommendations for Council consideration. 1.4 In addition to the motions/resolutions passed by Council that require action by staff in the form of reports and meetings, we also receive daily requests from individual Councillors on different topics raised by their constituents that require a formal reply. Council motions/resolutions and requests from citizens through Councillors are given a priority; given the increasing number of requests, staff may need to delay work on other projects and applications. 2. Outstanding Motions, Status Updates and Recommendations 2.1 CAO-001-21 Strategic Plan Update At the January 25, 2021 General Government Committee, the following motion was carried: Resolution # GG-066-21 That Report CAO-001-21 be received; That the Municipality of Clarington advertise for a Steering Committee regarding municipal branding strategies; Municipality of Clarington Page 3 Report CAO-003-23 That the Steering Committee be composed of local individuals who have a connection to branding and marketing; That the Steering Committee work in conjunction with the Tourism Advisory Committee, Clarington Board of Trade, and Business Improvement Areas, to assist in achieving a branding identity. This initiative was commenced, but consensus was not achieved, as such it was put on hold. Council will develop a four-year strategic plan during the first half of 2023, it may be prudent to remove this motion and determine if it is a priority of the current Council which would be identified in the 2022-2026 Strategic Plan. Recommendation: That Council direct staff to close the outstanding motion with no further action. 2.2 Memo from Stephen Brake, Director of Public Works - Signalization of Highway 401 ramps at Duke Street and Baseline Road At the March 29, 2021 General Government Committee, the following motion was carried: Resolution # GG-254-21 That the status quo be maintained at this time; and That Staff continue to review and consider other options that may help improve traffic flow and vehicular safety at the Highway 401, Baseline Road and Duke Street intersection. The matter is still under review, but options are limited until such time that the Highway 401 Westbound on -ramp is permanently closed. Recent concerns for short-cut traffic from Baseline onto Duke Street are being investigated. Recommendation: That Council support the resolution to continue conducting the review and report back to Council in 2023. 2.3 Memo from Stephen Brake, Director of Public Works Regarding Granville Dr. / William Ingles Dr. — Courtice — Three Way Stop Control Investigation At the June 21, 2021, General Government Committee, the following motion was carried: Resolution # GG-426-21 That Unfinished Business Item 19.1, Memo from Stephen Brake, Director of Public Works, Regarding Granville Dr./William Ingles Dr. - Courtice - Three Way Stop Control Investigation, be received; and Municipality of Clarington Page 4 Report CAO-003-23 That the speed limit on Granville Drive be reduced to 40 km/hour. The investigation has not been actioned at this time. The traffic volumes were different during COVID and the reduction in speed to 40km would also impact traffic patterns. The investigation is scheduled to be completed spring 2023 as traffic is expected to normalize by then. A GGC report to Council will be provided following the investigation. Recommendation: That Council support the resolution to conduct the investigation and report back to Council by the end of the second quarter 2023. 2.4 Council Request for Staff Report - Toolbox to Address Traffic Issues At the October 18, 2021, General Government Committee, the following motion was carried: Resolution #C-344-21 That Staff be requested to prepare a report on a toolbox to address traffic issues, based on Mr. Brake's report he had previously prepared for the City of Pickering. A Policy is currently under development with a report expected to be submitted to the General Government Committee in early Spring 2023. Recommendation: That Council support the development of a policy to address traffic issues with a report back to Council by the end of second quarter 2023. 2.5 FSD-049-21 Roadmap for Community Board Sustainability At the October 25, 2021, General Government Committee, the following motion was carried: Resolution # JC-073-21 That Report FSD-049-21 and any related communication items, be received; That Staff work with the hall and arena boards to determine the preferred structure of a Municipal Services Board or a Municipal Facility and bring back to Council the appropriate by-laws; That Staff include in the 2022 budget for consideration the costs to fund, and if necessary, procure, winter control, grass-cutting/garden maintenance, pest control and waste management services at the hall and arena boards; That Council approves in principle the four -step roadmap for Community Board Sustainability; and Municipality of Clarington Report CAO-003-23 Page 5 That all interested parties listed in Report FSD-049-21 and any delegations be advised of Council's decision. Staff have worked with the Community Hall boards to obtain information on current operations, conducted benchmarking and assessment, but some necessary information remains outstanding and must be collected prior to moving to the next phase. A status report to Council for further direction is scheduled to be provided by the end of first quarter 2023. Recommendation: That Council support maintaining the existing motion with a status update provided to Council by the end of first quarter 2023. 2.6 Council Request for Staff Report - Exploring Paid Parking at Waterfront Municipal Lots At the January 10, 2022, General Government Committee, the following motion was carried: Resolution # GG-023-22 That the Director of Public Works report back on the possibility of installing paid parking meters at the municipal waterfront parking lots. This resolution has been transferred to Legislative Services (Municipal Law Enforcement) to conduct a review of costs and benefits, as well as the overall feasibility of paid parking in our waterfront lots. The review is underway and preliminary results should be available by the end of the second quarter 2023. Recommendation: That Council support the resolution and Staff report back to Council in 2023. 2.7 FSD-003-22 Obtaining Valuation of Elexicon Investment At the January 10, 2022, General Government Committee, the following motion was carried: Resolution # GG-018-22 That Report FSD-003-22 and any related communication items, be received; That Staff be directed to procure the services of a business valuator for the purposes of determining an En Bloc Fair Market Value of the equity of Elexicon Corporation provided that the cost is equally shared between the Town of Ajax, Town of Whitby and the City of Belleville; and That all interested parties listed in Report FSD-003-22 and any delegations be advised of Council's decision. Municipality of Clarington Report CAO-003-23 Page 6 Baker Tilly has been contracted to conduct the valuation as a cost shared initiative with the other municipal shareholders of Elexicon. Recommendation: That Council support the resolution and Staff report back to Council in 2023. 2.8 Council Request for Staff Report - Trudeau Drive Walkway At the February 28, 2022, General Government Committee, the following motion was carried: Resolution # GG-112-22 That Item 8.1.6, regarding New Business - Trudeau Walkway, be referred to Staff to report back at the April 11, 2022, General Government Committee meeting, for options on how to proceed on addressing the issues with the Trudeau Drive Walkway. The following is the referred motion, Resolution# GG-106-22: That Report PWD-013-22, and any related communication items, be received; That Staff prepare a written notice, with input from the Ward 3 Local Councillor and Regional Councillor for Wards 3 and 4, for delivery to all residents who live on Trudeau Drive, Marchwood Crescent, and surrounding areas, advising of a public meeting to be held via Microsoft Teams to address long-term solutions for the issues arising from the Trudeau Drive Walkway; That based on the outcome of the Public Meeting, Clarington Staff including Public Works and By -Law, the Local Councillor for Ward 3, the Regional Councillor for Wards 3 and 4 and the Local Councillor for Ward 2 meet with the Bowmanville High School Principal to discuss future steps and report back to Council before the summer recess; and That all interested parties listed in Report PWD-013-22, and any delegations, be advised of Council's decision. Staff provided Report PWD-013-22 included in GGC April 11, 2022 meeting, the following Resolution #GG-192-22 was carried: That Report PWD-013-22, and any related communication items, be received; That Staff prepare a written notice, with input from the Ward 3 Local Councillor and Regional Councillor for Wards 3 and 4, for delivery to all residents who live on Trudeau Drive, Marchwood Crescent, and surrounding areas, advising of a public meeting to be held via Microsoft Teams to address long-term solutions for the issues arising from the Trudeau Drive Walkway; Municipality of Clarington Report CAO-003-23 Page 7 That based on the outcome of the Public Meeting, Clarington Staff including Public Works and By -Law, the Local Councillor for Ward 3, the Regional Councillor for Wards 3 and 4 and the Local Councillor for Ward 2 meet with the Bowmanville High School Principal to discuss future steps and report back to Council before the summer recess; and That all interested parties listed in Report PWD-013-22, and any delegations, be advised of Council's decision. Staff were not able to schedule a meeting with the schools due to timing constraints and the Municipal Election in the fall. The motion left questions concerning what would be in the written notice and communicated as part of the public meeting, it was decided that the meetings should occur prior to any public communication on the matter. In addition, Council did not provide a budget to have this work conducted, which is required to do the public consultation piece. Staff continue to not support closing this pedestrian walkway between Trudeau Drive and the Bowmanville High School. The Municipality has not received any complaints in recent years and due diligence would require a public consultation and meetings with the schools, police, and other interested parties. This would put a strain on our limited financial and human resources in multiple areas. At this time, staff would prefer to track any complaints/concerns identified to the municipality from residents to evaluate the extent of the issue and address accordingly. Recommendation: That Council direct staff to close the outstanding resolution. 2.9 New Business - Newcastle Service Club Sign (Councillor Zwart) At the June 6, 2022, General Government Committee meeting, the following motion was carried: Resolution # GG-227-22 Whereas the four Newcastle "service club" main signs are in need of replacement; And whereas the main part of the sign is municipally -owned, but the individual service club signs are the responsibility of each service club; And whereas the replacements were not part of the Clarington 2022 budget; And whereas the Council of the Municipality of Clarington wishes to present Newcastle at its best; Now therefore be it resolved that Staff be authorized to replace, in 2022, the four municipally -owned Newcastle "service club" main signs at an approximate total cost of $15,000 to be funded from the Tax Rate Stabilization Reserve Fund account. Municipality of Clarington Report CAO-003-23 Page 8 Vendor is currently mobilizing to install the new Service Club Signs. Work is expected to be completed by the end of 2022. Recommendation: That Council support the original motion as this is expected to be complete prior to January 9, 2023 but remains outstanding at the timing of drafting this report. 3. Financial Considerations No additional financial resources are being requested. 4. Concurrence This report has been reviewed by the applicable Directors who concur with the recommendations. 5. Conclusion It is respectfully recommended that staff recommendations contained within this report are supported by Council to provide direction on these matters as we begin the new term of Council. Staff Contact: Mary -Anne Dempster, CAO, mdempster@clarington.net. Attachments: Not Applicable Interested Parties: There are no interested parties to be notified of Council's decision.