HomeMy WebLinkAboutLGS-003-23Staff Report
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Report To: General Government Committee
Date of Meeting: January 9, 2023 Report Number: LGS-003-23
Submitted By:
Reviewed By:
File Number:
Report Subject:
Rob Maciver, Deputy CAO/Solicitor
Mary-Anne Dempster, CAO Resolution#: GG-013-23, C-007-23, C-010-23
By-law Number:
Appointments to Various Boards and Committees
Recommendations:
1.That Report LGS-003-23 and any related communication items, be received;
2.That the Terms of Reference for the Accessibility Advisory Committee, as outlined in
Section 1.3 to 1.5, updating the frequency of meetings and selection of a Secretary,
be approved;
3.That the appointment of a Municipal Liaison to the Bethesda House Board be
discontinued;
4.That Staff be directed to prepare a by-law amendment to By-law 2008-037 to
change the Terms of Reference for the Newcastle Memorial Arena Board to change
the number of Members of Council from two to one;
5.That Staff be directed to prepare a by-law amendment to By-law 2014-094 to
change the Terms of Reference for the Newcastle Village Community Hall Board to
change the number of Members of Council from two to one, that being EITHER the
Ward 4 Local Councillor or the Regional Councillor for Wards 3 and 4;
6.That Staff be directed to prepare a by-law amendment to By-law 2008-038 to
change the Terms of Reference for the Solina Town Hall Board to change the
number of Members of Council from two to one;
7.That the Terms of Reference for the Task Force on Affordable Housing be amended
to change the minimum Council representation from “two” to “one” and to replace the
words “The Task Force will generally meet monthly” to “The Task Force will
generally meeting quarterly”;
8.That the Terms of Reference for the Tourism Advisory Committee be amended to
remove the Member of Council as part of the composition;
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9. That the Committee consider the applications for appointments to the various
Boards and Committees, and that the vote be conducted to appoint the citizen
representatives, in accordance with the Appointment to Boards and Committees
Policy;
10. That Staff be authorized to advertise for any remaining vacancies; and
11. That all interested parties listed in Report LGS-003-23 and any delegations be
advised of Council’s decision.
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Report Overview
This report is intended to provide background information, regarding the vacancies on
various boards and committees to assist in the appointment process.
1. Review of Boards & Committees
General
1.1 With the start of the new Council term, Staff have evaluated the current Boards and
Advisory Committees in an effort to identify opportunities for efficiencies.
Accessibility Advisory Committee Terms of Reference Review
1.2 The Accessibility Advisory Committee’s Terms of Reference state that the Committee
must meet on the first Wednesday of the month or at the call of the Chair. Having the
Committee meet monthly was more than the requirement and not providing a lot of
value. Changing the frequency of meetings would also reduce the commitment of the
Council member. The Site Plan Review Subcommittee will remain unchanged.
1.3 Staff are recommending the following amendment to the Terms of Reference:
“The Committee will meet once per quarter or at the call of the Chair. Exceptions
may include:
July and August
During a regular municipal election, where meetings may be cancelled in the
last quarter of the year
Where a quorum is not reached, and
When circumstances warrant special consideration”.
1.4 The Committee’s Terms of Reference state that they shall select a chair and vice-chair
among its members. Currently, there is no selection of a secretary. At each meeting, the
Staff Liaison seeks a volunteer each meeting to complete the minutes. The majority of
the time, the Staff Liaison completes the duties of the secretary, which makes it
challenging to capture the minutes when steering the conversation, answering
questions, and/or sharing documents.
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1.5 Staff are recommending the following addition to the Terms of Reference:
“The Committee shall select a recording secretary at the first meeting. Duties of
the secretary shall include the taking of meeting minutes and providing these
minutes to the Staff Liaison for review before submitting the minutes to the Clerk
for Council’s information”.
Agricultural Advisory Committee
1.6 Staff have reviewed this Committee and recommend that one Council representative
remain. Additionally, the Terms of Reference state that “the Agricultural Advisory
Committee shall determine the location and frequency of meetings.” Currently they meet
monthly on the second Thursday of every month at 7:30 pm. Staff are recommending
that they meet quarterly. No changes are required to the Terms of Reference.
Bethesda House Municipal Liaison Review
1.7 The appointment of the Bethesda House Member of Council arose in 2002 as a request
from the Chair for a Municipal Liaison.
1.8 Staff have contacted Bethesda House for their input and found the following:
The Member of Council is not a Board Director and does not have voting rights.
The Member is usually invited to attend one board meeting a year but is welcome
to ask to attend other meetings if there is information/questions.
Bethesda House has asked, several times over the years, for a role description.
In the absence of a role description, they have informally developed their own.
They see the member as a supporter of the organization; someone who will
attend their events; will speak up on behalf of the organization if needed; and will
check in to see if anything is needed.
They were under the impression that the appointment of a Municipal Liaison was
a municipal program to support charities. In reality this is the only instance of a
“Municipal Liaison” with a charity.
Bethesda House understands that Members of Council have limited time
resources and they don’t see an overwhelming problem with not having a
Municipal Liaison.
Bethesda House believes that they currently have a “very good, and open
relationship with the Municipality”. Bethesda House would welcome
safeguards/processes to ensure a continued good relationship.
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1.9 Staff are recommending the discontinuation of a Municipal Liaison to Bethesda House.
To address Bethesda House’ note on a continued relationship, Staff are suggesting:
o That Bethesda House be invited to provide an annual report/update, either
in person or in writing, to a General Government Committee meeting. This
could be done at any time of the year that is convenient for the Board.
o Regular communications from Bethesda House to Members of Council to
advising of upcoming events. This communication could also include our
Communications Division so that they could support the events via social
media.
o Continue to include Bethesda House on the Clarington Connection
Newsletter organization group.
o Proactive check-ins from Clarington’s Communications Division with
Bethesda House to [in the words of Jaki Mackinnon, Executive Director]
“see if there is any way consistent communication linkages can connect
the community leaders, the people who work at the Municipality, and the
charities that contributed to the community”.
Bowmanville Santa Claus Parade Committee
1.10 Staff reviewed the Bowmanville Santa Claus Parade Committee from the standpoint of
whether it needs to remain a Committee of Council and whether a Member of Council
needs to be included. Report CLD-21-04 established this as a Committee of Council
arising out of the Committee’s need for insurance coverage. The report makes it clear
that the insurance carrier would cover them if, among other things, it was a Committee
of Council and a Member of Council sits on it. Additionally, this allows the Parade
Committee to issue tax receipts.
Staff have confirmed with the insurance company that these conditions need to remain
in place, therefore staff are recommending no change at this time.
Clarington Active Transportation
1.11 Staff have reviewed this Committee and recommend that one Council representative
remain.
Clarington Heritage Committee
1.12 Staff have reviewed this Committee and recommend that one Council representative
remain. Additionally, the Terms of Reference state that “the Clarington Heritage
Committee shall determine the location and frequency of meetings.” Currently they
meet monthly on the third Tuesday of the month (unless there is a Special Meeting),
except July, August or December. Staff are recommending that they meet quarterly. No
changes are required to the Terms of Reference.
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Committee of Adjustment
1.13 The Committee of Adjustment is driven by applications and legislated timeframes,
therefore Staff don’t recommend any changes at this time.
Diversity Advisory Committee Review
1.14 Staff are recommending the continuance of the Diversity Advisory Committee (DAC).
Until the Staff team is more representative of our community, the DAC has been
invaluable in providing guidance on some key sensitive discrimination/racism and
inclusion issues. Some of the Committee’s accomplishments include a Land
Acknowledgement Statement, contributing to the Inclusive Spaces Policy, developing
holidays, and recognition calendars, and assisting in hosting community events to
support diverse celebrations. Their future work plan will continue and will provide
valuable input to the development of an Anti-Racism/Anti-Discrimination strategy.
Samuel Wilmot Nature Area Management Advisory Committee (SWNAMAC)
1.15 Staff recommend the continuation of this SWNAMAC. Members include volunteers, a
Member of Council, Clarington Staff, and Conservation authorities and are very
engaged with the preservation and enhancement of the Nature Area and the
surrounding environment. Naturalist efforts include watershed protection, pollinator
plantings, butterfly conservation, and birdhouse installations. Volunteers o n the
Committee are predominantly local residents that have a mandate of improving access
and creating a connection between the lands, the local community, and for visitors to
the area. The Samuel Wilmot Nature Area is supported by funding from Municipal
Budgets, fundraisers, and grants through Ontario Power Generation (OPG).
Task Force on Affordable Housing
1.16 The current composition is:
“a maximum of 14 voting members including at least 2, but not more than 3,
members of Council. A maximum of 11 citizen members may be appointed.
Citizen appointments should represent a broad range of interests in the
community.”
1.17 Staff have reviewed the Committee composition and recommend changing the
minimum number of Members of Council from “two” to “one”.
1.18 Additionally, the Terms of Reference state that “the Task Force will generally meet
monthly. Additional meetings may be required based on the work of the Task Force.”.
Staff are recommending that they meet quarterly. Therefore a change to the Terms of
Reference is required and noted in this report’s recommendations.
Tourism Advisory Committee
1.19 Staff have reviewed the Committee composition and advised that a Member of Council
is not required. As we are moving toward an in-house model for Economic
Development, the value of this committee will be reviewed and reconsidered at that
time.
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Municipal Services Boards (Newcastle Town Hall, Newcastle Arena Board, Solina
Community Hall, and Tyrone Community Hall Board)
1.20 Staff have reviewed the Member of Council requirements on the boards and advised
that the majority of Boards do not have the Council representation. Staff have clear lines
of communication and are quick to respond to any concerns that may arise. Most
requests received are of a repair and maintenance nature and do not wait to receive the
requests through a Member of Council. Staff advised that they would support a
reduction in Council representation.
1.21 Clarington currently has four “Municipal Services Boards” (MSBs) which were created in
2008 and replaced the former “Community Centre Boards”: Newcastle Memorial Arena
Board; Solina Hall Board; Tyrone Hall Board; and Newcastle Community Hall Board.
1.22 In the recommendation section of this report, Staff have included recommendations for
reductions in the number of Council representatives for the MSBs (excluding Tyrone
which only has the single Member of Council). Council will need to choose whether to
change the terms of reference to appoint either the Ward 4 Local Councillor or the
Regional Councillor for Wards 3 and 4.
2. Background, Advertising, and Applications for Appointments
2.1 Most of the Municipality of Clarington Board and Committee members’ terms expire with
the term of Council.
2.2 Staff placed an advertisement in local papers and on the Municipality’s website,
www.clarington.net/Commitees.
2.3 In an effort to extend the reach of our advertisements for vacancies, Staff created a
profile on the www.claringtonvolunteers.ca website. Vacancies for the Boards and
Committee’s were listed on the Clarington Volunteers website.
2.4 The description of all committees, including terms of reference, history, and minutes are
located www.clarington.net/committees.
3. List of Applicants
3.1 In accordance with the “Appointment to Boards and Committees Policy”, a confidential
application package has been attached at the front of the applications.
3.2 Please note that an asterisk after the applicant’s name indicates that the person is
presently a member of the Board or Committee.
3.3 “Late” following the name indicates the application was received past the deadline of
December 2, 2022, at 2:00 p.m.
3.4 A space has been left to indicate the necessary Council representative appointments.
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3.5 Below is a listing of the various Boards and Committees and applicable information:
a. Accessibility Advisory Committee
(7 to 10 members of which the majority of the Committee members shall be
persons with disabilities; and 1 Council Representative)
b. Agricultural Advisory Committee
(6 citizens for a four-year term who provide an appropriate representative of
various farming interests (dairy, beef, apple, greenhouse, cash crops, hog,
poultry, etc.); and 1 Council Representative)
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c. Bowmanville Santa Claus Parade Committee
(Members are nominated then appointed by Council, 1 Council
Representative)
d. Clarington Active Transportation and Safe Roads Advisory Committee
(Minimum 8 up to a maximum 10 citizens; and 1 Council Representative who
represent a broad diversity of the community including cyclists, hikers,
runner, seniors, etc.)
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e. Clarington Heritage Committee
(Minimum 5 up to a maximum 12 citizens, including a representative from
Newcastle Village and District Historical Society and Clarington Museums and
Archives; and 1 Council Representative. Committee members shall possess
knowledge of cultural heritage issues within Clarington, relevant heritage
conservation experience, technical training in a heritage planning field, and/or
current involvement in cultural heritage community activities.)
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f. Clarington Task Force on Affordable Housing
(11 citizen members and 1-3 Council Representative. Citizen appointments
must represent a broad range of interests in the community)
g. Committee of Adjustment
(6 citizens)
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h. Diversity Advisory Committee
(4 citizens, including 2 youth (ages 16 to 24); and 1 Council Representative)
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i. Ganaraska Forest Recreational User Committee
(1 member appointed annually by the Municipality of Clarington)
j. Livestock Valuer
(2 citizens for a four-year term)
k. Newcastle Arena Board
(7 citizens; 1 Council Representative)
l. Newcastle Village Community Hall Board
(3 citizens for a two-year term; 1 Council Representative)
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m. Property Standards Committee
(6 citizens)
n. Public Library Board
(7 citizens; 2 Council Representatives)
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o. Samuel Wilmot Nature Area Management Advisory Committee
(Minimum 8 citizens; 1 Council Representative)
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p. Tourism Advisory Committee
(8 citizens who must be a tourism stakeholder with a tourism market-ready
business in Clarington)
q. Durham Active Transportation Committee
(1 member nominated by the Municipality of Clarington)
r. Energy from Waste – Waste Management Advisory Committee
(4 members appointed by the Municipality of Clarington, 2 year term)
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s. Solina Community Hall Board
(Members are nominated then appointed by Council, 1 Council
Representative)
4. Appointments of Councillor Representatives
4.1 The following Boards/Committees of Council require Council representatives only (no
citizens are appointed from the Municipality of Clarington). NOTE: Resident members
of the CIP are appointed by the Director of Planning and Development Services.
Board/Committee # of Council Representatives Required
Bowmanville BIA 1
Bowmanville CIP 1
Newcastle BIA 1
Newcastle CIP 1
Orono BIA 1
Orono CIP 1
Tyrone Hall Board 1
4.2 The following are not Boards/Committees of Council but require Council representatives
only (no citizens are appointed from the Municipality of Clarington):
Board/Committee # of Council Representatives Required
Visual Arts Centre 1
St. Marys Community Relations Committee 1
5. Financial Considerations
Not applicable
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6. Concurrence
Not Applicable.
7. Conclusion
It is respectfully recommended that Committee consider the vote to make the
appointments to the various boards and committees. Regarding the lack of applicants to
some of the boards and committees, it is recommended that Staff be authorized to
advertise for any remaining vacancies.
Staff Contact: Lindsey Patenaude, Committee Coordinator, 905-623-3379 ext. 2106 or
lpatenaude@clarington.net.
Attachments:
Attachment 1 – Confidential Application Package (Distributed Under Separate Cover)
Attachment 2 – Board and Committee Council Appointment Preferences
Interested Parties:
All Applicants
All Board/Committee Appointment Contacts
Attachment 2 to Report LGS-003-23
2022-2026 Term of Council
Appointment of Members of Council
To Larger List of Boards and Committees
Individual Member Preferences
Please complete the following form and submit to clerks@clarington.net prior to noon
on Tuesday, January 3, 2022. A summary of Members’ preferences will be included in
the report going to the General Government Committee meeting of January 9, 2023 .
Details of the committees’ history, terms of reference, composition, etc. can be found on
our website.
Please indicate if your preference in sitting on any of the following Boards/Committees.
Your preference selection should be based on the entire list.
Board/Committee 1st 2nd 3rd
4th 5th 6th No
Preference
Clarington’s Boards and Committees
Accessibility
Advisory
Committee
Anderson Elhajjeh Zwart
Active
Transportation
and Safe Roads
Advisory
Committee
Elhajjeh Anderson Woo Zwart
Agricultural
Advisory
Committee
Zwart Woo Elhajjeh
Traill
Diversity Advisory
Committee
Anderson Woo Elhajjeh Zwart
Heritage
Committee
Woo Zwart
Newcastle Arena
Board
Woo Zwart
Newcastle Village
Community Hall
Board
Woo Zwart
Public Library
Board
Anderson Zwart
Woo
Samuel Wilmot
Nature Area
Management
Advisory
Committee
Zwart Traill
Attachment 2 to Report LGS-003-23
2022-2026 Term of Council
Appointment of Members of Council
To Larger List of Boards and Committees
Individual Member Preferences
Board/Committee 1st 2nd 3rd
4th 5th 6th No
Preference
Solina Hall Elhajjeh Anderson
Task Force on
Affordable
Housing
Traill Woo Anderson
Tourism Advisory
Committee
Woo Elhajjeh Zwart
Tyrone Hall Traill Woo
Community Improvement Program (CIP)
Committees
Bowmanville CIP Anderson Elhajjeh Woo
Newcastle CIP Woo Zwart Elhajjeh
Orono CIP Zwart Woo Elhajjeh
Bowmanville BIA Elhajjeh Anderson
Orono BIA Zwart Elhajjeh
Woo
Newcastle BIA Woo Elhajjeh Zwart
External Boards and Committees
Bowmanville
Santa Claus
Parade
Elhajjeh Woo Zwart
Visual Arts Centre Elhajjeh Zwart Woo
St. Marys
Community
Relations
Committee
Elhajjeh Woo Zwart
Durham Active
Transportation
Elhajjeh
Anderson
Woo Zwart