Loading...
HomeMy WebLinkAbout2024-11-19-20 SpecialCbr• ngton If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Special General Government Committee Minutes Date: November 19, 2024 Time: 9:30 AM Location: Off -Site Location 595 Mt. Julian Viamede Road, North Kawartha, ON Members Present: Mayor A. Foster, Councillor G. Anderson, Councillor L. Rang, Councillor M. Zwart Regrets: Councillor S. Elhajjeh, Councillor C. Traill, Councillor W. Woo Staff Present: M. Dempster, J. Gallagher, T. Pinn, M. Chambers, J. Newman, L. Turcotte, L. Reck, D. Lyons Other's Present: H. Anderson, C. MacDonald, J. O'Meara, P. Pirri 1. Day 1 -November 19, 2024 1.1 Call to Order and Welcome Mayor Foster called the meeting to order at 9.31 a.m. 1.2 Land Acknowledgement Statement Mayor Foster led the meeting in the Land Acknowledgement Statement. 1.3 Declaration of Interest There were no disclosures of interest stated at this meeting. 1.4 Meeting Overview by Mary -Anne Dempster, CAO Mary -Anne Dempster, CAO, provided an overview of the format and matters to be discussed during this two-day meeting. 1.5 Parks, Recreation, and Culture Master Plan - Presented by Darryl Lyons, Deputy CAO/Planning & Infrastructure, Lee -Ann Reck, Deputy CAO/Public Services, Monika Machacek, CEO, Clarington Library, Museums and Archives Darryl Lyons, Deputy CAO/Planning & Infrastructure, made an electronic and verbal presentation on the Parks, Recreation, and Culture Master Plan (PRCMP), facilitating a discussion regarding implementation. Darryl provided an overview of the presentation: the overview of the PRCMP; current state; and key actions. 1 Special General Government Committee Minutes November 19, 2024 D. Lyons explained that the PRCMP evaluates current resources and assets, provides a vision of future spaces and services, ensures fiscal and environmental sustainability, includes over 100 actions, and reflects the unique needs of the community for the next 10-15 years. Darryl explained that the PRCMP is needed for the following reasons: Clarington is the fastest -growing municipality in Durham Region, there is a need for service level standards, it provides support for communities, and establishes a picture of current and future resources. Darryl expanded on the Planning & Infrastructure key actions by incorporating a new park hierarchy as part of the Municipality's Official Plan Review to ensure it reflects existing or planned parks; maximizing parking land dedication opportunities, particularly in Secondary Plans; exploring alternate parkland acquisition strategies; acquiring 105 hectares of additional parkland; and initiating a site selection process to identify and purchase a minimum of 30 hectares of land to create a sports complex to address long-term sports field needs. Lee -Ann Reck, Deputy CAO/Public Services continued with the electronic presentation by explaining the Public Services key actions including: prioritizing the implementation of a Facility Development Plan and creating a facilities renewal plan; building approved service levels to inform resource requirements for additional amenities; building policies (use of space)and shared use agreements to maximize facility use. Lee -Ann noted that some actions are currently underway: building an engagement structure with sport users; South Bowmanville Aquatic Facility; converting turf at Indoor Soccer to Gymnasium; increasing multi -purpose space; full-size indoor soccer dome; increasing data analytics in driving facility improvements and staffing requirements. Monika Machacek, CEO, Clarington Library, Museums and Archives, continued the presentation by outlining the CLMA key actions including: increasing access to library resources in smaller hamlets and the rural areas of Clarington; exploring alternative historical and/or cultural uses for the Sarah Jane Williams Heritage Centre following completion of renovations. Monika noted that some of the CLMA action items are currently underway. Darryl provided details on the current state of parks, including explaining that there are currently 220 hectares of parks and 30 hectares that were developed in the last 10 years. D. Lyons noted that there is a need to acquire 105 hectares of parkland to implement the PRCMP by 2036. Mary -Anne Dempster, CAO, noted that, although we have had increases in parks, we have not had a commensurate increase in the number of Public Works staff over the years to support the parks. Members of Council asked questions about the park deficit, including as it relates to the current level of service. Staff explained that they were looking for direction from Council regarding prioritization, which will lead to decisions about parks and resources, including specialized skilled labour, and communicating those decisions and achievements. 2 Special General Government Committee Minutes November 19, 2024 Darryl explained more about locating a 30-hectare park site, including recommended criteria and potential amenities such as multiple fields, field house with washrooms, parking, and supporting amenities. Lee -Ann provided details on the current state of Clarington's recreation facilities. L. Reck noted that we do a good job regarding indoor recreation facilities but there are some gaps that Staff are working on. Lee -Ann stated that the Darlington Sports Centre has been renewed after an "end of life review" and it will be reviewed again in five to seven years. Other facilities will be reviewed based on Space Use Policies. Members of Council asked questions about certain uses, and programming, for indoor facilities, and communicating with the residents. Monika explained the current state of the CLMA and noted that a Maker's Space operates inside the Courtice Library. M. Machacek reviewed the space considerations. Monika noted that the Sarah Jane Williams Centre and the Bowmanville Library branch are within 200m of each other but one is the busiest and one is the least busy — so Staff are actively reviewing how to use the Sarah Jane Williams Centre differently. M. Machacek provided details on alternate considerations for space for Libraries. Recess Resolution # GG-183-24 Moved by Councillor Rang Seconded by Councillor Zwart That the Committee recess for 15 minutes. Carried The meeting reconvened at 10:48 a.m. with Mayor Foster in the Chair. Darryl L. continued the presentation by facilitating areas for discussion, including: • What outdoor and indoor facilities do you think are needed in each ward? What are the priorities based on timelines set out in the Plan? Members of Council asked questions of Staff on the waterfront, including vision and funding stream. Darryl explained that options will be brought to Council to make choices. A suggestion was put forward regarding possibly making a spit (similar to the Leslie Street Spit) and the amenities surrounding it. Other options would be to focus less on the costly waterfront and more on venues. The CAO reminded Members of Council that the Zoo has already been identified by Council as the top priority. Members of Council noted that there is a gap for a performing arts space in Clarington. Staff noted that it could be a priority, but that all performing arts 3 Special General Government Committee Minutes November 19, 2024 spaces run at a deficit — so Council would need to be creative about funding (i.e partnerships) or be prepared to support the centre. On behalf of Ward 4, Councillor Zwart indicated support for a performing arts centre and seniors programming. Mayor Foster noted that the last few strategic plans included a cultural space, and more research could indicate what cultural deficit exists. Members of Council noted that some solutions for space might be the use of churches for programming and cultural spaces, combined with affordable housing. Other discussions included the possibility of public -private partnerships or other business models with developers to achieve both a public space and affordable housing. Monika moved on to the next question: How do you perceive the CLMA services supporting the community and what can be improved upon? Members of Council noted that digital services, being part of a cultural centre, and better use of the Sarah Jane Williams and Kirby Museums as items to be improved upon. 1.6 Parks, Recreation, and Culture Master Plan - Legal and Real Estate - Presented by Mary -Anne Dempster, CAO Mary -Anne Dempster made a verbal and electronic presentation regarding the current properties owned by the Municipality. The CAO reminded Council that the CAO had been directed to develop a five-year action plan, inclusive of a financing strategy, to address the top short-term priorities identified in the PRMCP. Mary -Anne displayed maps of each of the large seven municipal properties totalling 31.55ha (78 acres). M. Dempster summarized that there are currently owned potential park properties and that they are included at a very high level with only preliminary feasibility investigations carried out. Members of Council asked questions on the worth of the lands. Staff stated that this is just a preliminary review, and their value will be evaluated as part of future reviews. Mary -Anne asked that Members send information and questions about current lands be sent to Rob Maciver, Deputy CAO/Solicitor. 12 Special General Government Committee Minutes November 19, 2024 Closed Session Resolution # GG-184-24 Moved by Councillor Anderson Seconded by Councillor Rang That, in accordance with Section 239 (2) of the MunicipalAct, 2001, as amended, the meeting be closed for the purpose of discussing a matter that deals with proposed or pending acquisition or disposition of land by the municipality or local board. Carried Rise and Report The meeting resumed in open session at 11:50 a.m. Mayor Foster advised that one item was discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. The Committee recessed for their one hour scheduled break in accordance with the Procedural By- law. The meeting reconvened at 1:00 p.m. with Mayor Foster in the Chair. 1.7 High Functioning Team Training Session focusing on Council/Staff Relations - Facilitated by Rob Adams, Town Hall Consulting Resolution # GG-185-24 Moved by Councillor Rang Seconded by Councillor Zwart That, in accordance with Section 239 (3.9) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of educating or training the members. Carried Rise and Report The meeting resumed in open session at 4.31 p.m. Mayor Foster advised that one item was discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001 and one resolution was passed to provide direction to staff. 5 Special General Government Committee Minutes November 19, 2024 Recess Resolution # GG-186-24 Moved by Councillor Anderson Seconded by Councillor Zwart That the Committee recess until Wednesday, November 20, 2024, at 9:30 a.m. Carried 2. Day 2 - November 20, 2024 The meeting reconvened at 9:30 a.m. with Mayor Foster in the Chair. Monika Machacek was unable to attend Day 2. 2.1 Financial Update, Finance and Technology - Presented by Trevor Pinn, Deputy CAO/Treasurer Trevor Pinn, Deputy CAO/Treasurer, gave a verbal and electronic presentation on Clarington's current financial position, Development Charges (DC), and the Asset Management Plan as it relates to how Clarington will make choices on large projects, particularly those in the PRCMP. Trevor provided details on: • Debt Servicing Costs Forecasted. • Upcoming Debt to be Financed, including indicating which ones are DC eligible, the limits and demands of debt, the instability of DCs, and the current DC balances. • DC update including: financing growth infrastructure; legislative changes to the DC Act; current DC Act requirements; eligible capital costs; and DC Study Process. • Keys to Consider regarding DCs. • Timeline for DC and Community Benefits Charge (CBC). Members of Council contributed to the discussion about the use of DCs T. Pinn continued the presentation by providing the roadmap of asset management, the requirements for July 1, 2025, non -core assets and conditions, non -core service levels, core asset replacement costs, and annual shortfall. Staff and Members of Council discussed aspects of the levels of service for roads. Trevor concluded the presentation with information on the long-term financial planning funnel. Members of Council asked questions of the Deputy CAO/Treasurer regarding the vacant home tax. n Special General Government Committee Minutes November 19, 2024 T. Pinn explained a roadmap of long-term financial planning, including the pillars of financial planning and a long-term financial plan funnel. Recess Resolution # GG-187-24 Moved by Councillor Anderson Seconded by Councillor Zwart That the Committee recess for 15 minutes. Carried The meeting reconvened at 10:40 a.m. with Mayor Foster in the Chair. 2.2 Strategic Plan and Communications Update - Presented by Justin MacLean, Director, Strategic Initiatives, Melissa Westover, Manager, Communications, Jennifer O'Meara, Policy and Communications Advisor Melissa Westover, Manager, Communications, Justin MacLean, Director, Strategic Initiatives, and Jennifer O'Meara, Policy and Communications Advisory, made a verbal and electronic presentation on the strategic plan and communications update. Justin noted that their team met with all Members of Council on the status of the strategic plan and presented common responses from Members. J. MacLean provided an overview and details of the priorities and actions of the Strategic Plan, including the measures of progress. Justin added that the quarterly reports have been posted on the internal Hub so that all Staff can see the progress. J. MacLean provided the timeline of the implementation of the Strategic Plan, including creating a Communications document to let the community know what has been done on the Strategic Plan. Melissa Westover continued the presentation speaking on the Communications update, including information on the changing communications landscape, how Clarington is adapting, and the Service Delivery Review. M. Westover highlighted six recommendations from the Review and their plans for 2025 regarding the strategic priorities. Melissa noted that they will be working on Council public engagement in 2025. Jennifer O'Meara continued the presentation by providing more details on how Staff are going to improve Council public engagement. Melissa suggested a proposal that there could be Town Hall meetings in each ward (Local and Regional Councillor + Mayor = ensuring that there is not quorum). Members of Council provided feedback on the Town Hall proposal and additional ideas for public engagement, including regular Mayor videos and packages for Members to take into schools, individual Councillor's newsletters. 7 Special General Government Committee Minutes November 19, 2024 M. Westover noted that there was more to discuss with Members of Council regarding a Council Engagement Campaign but, in the interest of time, Staff will circle back to Members of Council at a later date. 2.3 Closing Remarks by Mary -Anne Dempster, CAO Mary -Anne Dempster, CAO, concluded by thanking everyone for attending the meeting and engaging in each session. Members of Council echoed the thanks to both Staff and Members of Council. 2.4 Adjournment Resolution # GG-188-24 Moved by Councillor Anderson Seconded by Councillor Rang That the meeting adjourn at 11:39 a.m. Carried n.