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Home My WebLink About12/08/2014 General Purpose and Administration Committee Minutes December 8, 2014 Minutes of a meeting of the General Purpose and Administration Committee held on Monday, December 8, 2014 at 9:30 a.m. in the Council Chambers. ROLL CALL Present Were: Mayor A. Foster Councillor S. Cooke Councillor R. Hooper Councillor J. Neal Councillor W. Partner arrived at 9:32 AM Councillor C. Traill arrived at 9:32 AM Councillor W. Woo arrived at 9:31 AM Also Present: Acting Chief Administrative Officer, M. Marano Municipal Solicitor, A. Allison Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana Deputy Fire Chief, M. Berney Director of Planning Services, D. Crome Municipal Clerk, A. Greentree Director of Operations, F. Horvath Director of Finance/Treasurer, N. Taylor Deputy Clerk, J. Gallagher Committee Coordinator, M. Chambers Mayor Foster chaired this portion of the meeting. DISCLOSURES OF PECUNIARY INTEREST Councillor Hooper declared a pecuniary interest in the matter of “Free Parking in Downtown Bowmanville for the Christmas Season” at the end of the Clerk’s Department portion of the Agenda. ANNOUNCEMENTS Councillor Neal announced the Courtice Santa Claus Parade on Sunday, December 7, 2014. Councillor Hooper announced the following:  Attended several retirement celebrations for Clarington Firefighters. - 1 - General Purpose and Administration Committee Minutes December 8, 2014  Annual Bowmanville Tree Lighting Ceremony and Moonlight Madness Event on Friday, December 5, 2014.  Clarington Big Brothers and Big Sisters of Clarington, Silent Auction on Saturday, December 13, 2014 at the Clarington Eagles Game between 7:30 PM to 10:00 PM, at the Garnet B. Rickard Recreation Complex.  Clarington AAA Toro’s Day of Hockey on Saturday, December 13, 2014, at the Garnet B. Rickard Recreation Complex.  Clarington AAA Toro’s, Second Annual Christmas Dance on Saturday, December 13, 2014 at 8:00 PM, at Garnet B. Rickard Recreation Complex.  Clarington Public Library is offering Food for Fines from December 1 to the 15, 2014. Non-perishable food items can be provided in place of library fines.  Clarington Public Library has oversized Holiday Cards available to be signed, until December 16, 2014, and forwarded to patients at the Lakeridge Health Bowmanville Hospital.  Grand Opening of Granville Anderson’s constituency office on Saturday, December 6, 2014. Councillor Cooke announced the following:  Courtice Santa Claus Parade on Sunday, December 7, 2014.  Courtice Tree Lighting Ceremony on Wednesday, November 26, 2014, at White Cliffe Terrace.  Clarington Board of Trade’s Holiday Simply Social on Tuesday, December 16, 2014 at the Meridian Credit Union from 5:30 PM to 7:30 PM. Councillor Woo announced the following:  Durham Hospice Holiday Volunteer Appreciation Brunch on Sunday, December 7, 2014 at Carruthers Creek Golf and Country Club.  172 Clarington Squadron, Sixth Annual Cadet & Parent Mess Dinner & Dance on Saturday, December 13, 2014 at 6:00 PM, at the Newcastle Community Hall.  Toronto Maple Leafs are hosting the Inaugural Canadian Women’s Hockey All-Star Game on Tuesday, December 16, 2014 at the Air Canada Centre.  Official Opening of the Lake Road extension in Bowmanville on Monday, December 15, 2014 at 2:00 PM.  Encouraged everyone to visit a Canadian Blood Services Clinic over the holiday season.  A reminder to donate to local food banks over the holidays. Councillor Traill announced the Tyrone Breakfast with Santa on Saturday, December 13, 2014 at the Tyrone Community Centre between 10:00 AM and 2:00 PM. - 2 - General Purpose and Administration Committee Minutes December 8, 2014 Councillor Partner announced the following upcoming events:  Newcastle Hearing Solutions Ltd. Grand Opening on Wednesday, December 10, 2014 located at 97 King Ave East, Unit 3, between 10:00 AM and 2:00 PM.  Newcastle Village Seniors Christmas Dinner on Friday, December 12, 2014 at 5:30 PM at St. George’s Anglican Church.  172 Clarington Squadron, Sixth Annual Cadet & Parent Mess Dinner & Dance on Saturday, December 13, 2014 at 6:00 PM at the Newcastle Community Hall.  Orono United Church’s Room for a Little One Sunday School Christmas Pageant & White Gift on Sunday, December 13, 2014 at 10:30 AM.  Orono’s St. Saviours Anglican Church Annual Heritage Dinner on Sunday, December 13, 2014 beginning at 5:30 PM.  Newtonville Community Hall’s Annual Santa’s Pancake Breakfast on Sunday, December 14, 2014 between 9:00 AM and 12:00 PM. Mayor Foster announced the following:  Clarington Board of Trade’s Christmas Breakfast on Wednesday, December 10, 2014 from 7:30 AM to 9:00 AM at the Clarington Board of Trade Office.  Bowmanville Navy League Ship’s Company Dinner on Wednesday, December 10, 2014 at the Baseline Community Centre at 7:00 PM.  Clarington East Men’s Breakfast on Saturday, December 13, 2014 at 8:00 AM at St. George’s Anglican Church. MINUTES Resolution #GPA-537-14 Moved by Councillor Hooper, seconded Councillor Neal That the minutes of the regular meeting of the General Purpose and Administration Committee held on September 22, 2014, be approved. CARRIED DELEGATIONS There were no delegations. PRESENTATIONS There were no presentations. - 3 - General Purpose and Administration Committee Minutes December 8, 2014 PLANNING SERVICES DEPARTMENT There were no reports to be considered under this section of the Agenda. ENGINEERING SERVICES DEPARTMENT There were no reports to be considered under this section of the Agenda. OPERATIONS DEPARTMENT There were no reports to be considered under this section of the Agenda. EMERGENCY AND FIRE SERVICES DEPARTMENT There were no reports to be considered under this section of the Agenda. COMMUNITY SERVICES DEPARTMENT There were no reports to be considered under this section of the Agenda. CLERK’S DEPARTMENT DURHAM LAND DIVISION COMMITTEE APPOINTMENT Resolution #GPA-538-14 Moved by Councillor Woo, seconded by Councillor Partner That Report CLD-025-14 be received; That Robert Malone be nominated as the Municipality of Clarington’s appointee to the Durham Region Land Division Committee; and That all interested parties listed in Report CLD-025-14 be advised of Council’s decision. CARRIED - 4 - General Purpose and Administration Committee Minutes December 8, 2014 CLOSED SESSION Resolution #GPA-539-14 Moved by Councillor Neal, seconded by Councillor Traill That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing a matter that deals with personal matters about an identifiable individual, including municipal or local board employees. CARRIED RISE AND REPORT The meeting resumed in open session at 9:54 AM with Mayor Foster in the Chair. 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. DURHAM LAND DIVISION COMMITTEE APPOINTMENT - Continued Resolution #GPA-540-14 Moved by Councillor Neal, seconded by Councillor Traill That the foregoing Resolution #GPA-538-14 be amended by adding the following at the end: That a letter of thanks be sent to the previously appointed member of the Durham Land Division Committee, Jean-MichelKomarnicki. CARRIED The foregoing Resolution #GPA-538-14 was then put to a vote and carried as amended. CIVIL MARRIAGE CEREMONIES Resolution #GPA-541-14 Moved by Councillor Traill, seconded by Councillor Hooper That Report CLD-026-14 be received; That Council lift the restrictions regarding the Municipality of Clarington’s provision of civil marriage ceremonies to allow them to take place outside of the Council Chambers, and at times other than Monday to Friday, at the discretion of the Municipal Clerk; and - 5 - General Purpose and Administration Committee Minutes December 8, 2014 That the draft by-law attached to Report CLD-026-14, as Attachment 2, be approved, providing for the above changes. CARRIED LATER IN THE MEETING (See following motion) SUSPEND THE RULES Resolution #GPA-542-14 Moved by Councillor Neal, seconded by Councillor Traill THAT the Rules of Procedure be suspended to allow Members of Committee to speak to the matter of the foregoing Resolution #GPA-541-14 a second time. MOTION LOST The foregoing Resolution #GPA-541-14 was then put to a vote and carried. ACCESSIBILITY INITIATIVES UNDERTAKEN FOR 2014 MUNICIPAL ELECTIONS Resolution #GPA-543-14 Moved by Councillor Partner, seconded by Councillor Traill That Report CLD-028-14 be received; and That a copy of Report CLD-028-14 be forwarded to Elections Ontario, Elections Canada, and the Ministry of Municipal Affairs and Housing. CARRIED CONSERVATION AUTHORITY APPOINTMENTS Resolution #GPA-544-14 Moved by Councillor Woo, seconded by Councillor Traill That Report CLD-029-14 be received; - 6 - General Purpose and Administration Committee Minutes December 8, 2014 That the following three Members of Council be appointed to the Central Lake Ontario Conservation Authority: Mayor Foster Councillor Neal Councillor Hooper That the following Member of Council be appointed to the Kawartha Conservation Authority: Councillor Hooper That the following two Members of Council be appointed to the Ganaraska Conservation Authority: Councillor Partner Councillor Woo ; and That all interested parties listed in Report CLD-029-14 be advised of Council’s decision. CARRIED VERIDIAN APPOINTMENTS Resolution #GPA-545-14 Moved by Councillor Neal, seconded by Councillor Traill That Report CLD-030-14 and the appointment of the representatives for Veridian Corporation and Veridian Connections be deferred to the December 15, 2014 Council Meeting, and that Peter Spratt be invited to attend the Council Meeting. CARRIED CLARINGTON ANIMAL SHELTER VOLUNTEER PROGRAM Resolution #GPA-546-14 Moved by Councillor Traill, seconded by Councillor Hooper That Report CLD-031-14 be received for information. CARRIED - 7 - General Purpose and Administration Committee Minutes December 8, 2014 RECESS Resolution #GPA-547-14 Moved by Councillor Woo, seconded by Councillor Partner That the Committee recess for five minutes. CARRIED The meeting reconvened at 10:19 a.m. with Mayor Foster in the Chair. FREE PARKING IN DOWNTOWN BOWMANVILLE FOR CHRISTMAS SEASON Councillor Hooper declared a pecuniary interest as he is a downtown Bowmanville property owner. Councillor Hooper left the room and refrained from discussion and voting on this matter. Resolution #GPA-548-14 Moved by Councillor Neal, seconded by Councillor Cooke Whereas By-law 2014-059, Section 34 (3) allows that, Council, by resolution, may designate an area or areas for a certain period to be exempt from the payment of parking fees and any areas so designated shall be denoted by a parking meter cover place over the meter; and Now therefore be it resolved that the area in downtown Bowmanville regulated by parking meters be designated as a Free Parking area effective immediately until January 5, 2015. CARRIED Councillor Hooper returned to the meeting. MUNICIPAL ELECTION SIGN PLACEMENT Resolution #GPA-549-14 Moved by Councillor Cooke, seconded by Councillor Traill Whereas during the recent Municipal Election, comments from the public indicated a desire to limit the placement of candidates signs; and - 8 - General Purpose and Administration Committee Minutes December 8, 2014 Therefore be it resolved that staff consider and report back on potential additional future restrictions on Municipal Election signs placed on public property including:  That signs be limited to regional road allowances.  That candidates erect signs only in the ward(s) in which they are running  That acclaimed candidates not erect election signs. CARRIED AS AMENDED (See following motion) Resolution #GPA-550-14 Moved by Councillor Neal seconded by Councillor Partner That the foregoing Resolution #GPA-549-14 be amended by deleting the following from paragraph two: That signs be limited to regional road allowances. CARRIED The foregoing Resolution #GPA-549-14 was then put to a vote and carried as amended. CORPORATE SERVICES DEPARTMENT CONTRACT AWARDS DURING COUNCIL RECESS Resolution #GPA-551-14 Moved by Councillor Partner, seconded by Councillor Traill That Report COD-018-14 be received for information. CARRIED FINANCE DEPARTMENT There were no reports to be considered under this section of the Agenda. SOLICITOR’S DEPARTMENT There were no reports to be considered under this section of the Agenda. CHIEF ADMINISTRATIVE OFFICER There were no reports to be considered under this section of the Agenda. - 9 - General Purpose and Administration Committee Minutes December 8, 2014 UNFINISHED BUSINESS There were no items to be considered under this section of the Agenda. OTHER BUSINESS APPOINTMENT OF DEPUTY MAYOR Resolution #GPA-552-14 Moved by Councillor Neal, seconded by Councillor Hooper That in accordance with Section 226 of the Municipal Act, 2001, c.25, during the four- year term of Council (2014 through to 2018), Regional Councillor Wards 3 and 4, Willie Woo be appointed, as the Deputy Mayor for the Municipality of Clarington until December 31, 2015. CARRIED DESIGNATION OF MEMBERS OF COUNCIL AS DEPARTMENT LIAISONS Resolution #GPA-553-14 Moved by Councillor Neal, seconded by Councillor Traill That the Members of Council be designated as a Department Liaison for the term ending December 31, 2018, as follows: Planning Services Department Councillor Woo Engineering Services Department Councillor Neal Operations Department Councillor Partner Emergency Services Department Councillor Cooke Community Services Department Councillor Hooper Municipal Clerk’s Department Councillor Traill Finance, Corporate Services & Mayor Foster Solicitor’s Department & Administration CARRIED (See following motion) - 10 - General Purpose and Administration Committee Minutes December 8, 2014 Resolution #GPA-554-14 Moved by Councillor Neal, seconded by Councillor Traill That paragraph one of the foregoing Resolution #GPA-553-14 be amended to the following: That the Member of Council be designated as a Department Liaison for the first two years of their term, expiring December 31, 2016. MOTION LOST The foregoing Resolution #GPA-553-14 was then put to a vote and carried. OFF-SITE CIVIL MARRIAGE CEREMONIES Resolution #GPA-555-14 Moved by Councillor Neal, seconded by Councillor Traill That Staff report back on whether anyone performing civil marriage ceremonies on their own time off-site can be requested to sign an acknowledgement that they are not in the course of their employment. CARRIED CORPORATE MEDIA RELATIONS POLICY Resolution #GPA-556-14 Moved by Councillor Traill, seconded by Councillor Neal That the policy for any requests from the press be processed as per the existing policy until a report can be provided to Council on processing these requests through the Communications Division. WITHDRAWN LATER IN THE MEETING (See following motion) - 11 - General Purpose and Administration Committee Minutes December 8, 2014 RECESS Resolution #GPA-557-14 Moved by Councillor Neal seconded by Councillor Traill THAT the Committee recess for 15 minutes. CARRIED The meeting reconvened at 11:32 AM. CORPORATE MEDIA RELATIONS POLICY - Continued The foregoing Resolution #GPA-556-14 was withdrawn by Councillor Traill. Resolution #GPA-558-14 Moved by Councillor Traill, seconded by Councillor Neal That Staff be directed that all inquiries from the media will be dealt with by Department Heads in accordance with Media Relations Policy F2 until such time as the policy has been amended by Council. CARRIED LATER IN THE MEETING (See following motion) SUSPEND THE RULES Resolution #GPA-559-14 Moved by Councillor Neal, seconded by Councillor Partner That the Rules of Procedure be suspended to allow Members of Committee to speak to the matter of the foregoing Resolution #GPA-558-14 a second time. CARRIED The foregoing Resolution #GPA-558-14 was then put to a vote and carried. COMMUNICATIONS There were no items considered under this section of the Agenda. - 12 - General Purpose and Administration Committee Minutes December 8, 2014 CONFIDENTIAL REPORTS There were no items considered under this section of the Agenda. ADJOURNMENT Resolution #GPA-560-14 Moved by Councillor Partner, seconded by Councillor Neal That the meeting adjourn at 11:59 AM. CARRIED MAYOR DEPUTY CLERK - 13 - General Purpose and Administration Committee Minutes December 8, 2014 CONFIDENTIAL REPORTS There were no items considered under this section of the Agenda. ADJOURNMENT Resolution #GPA-560-14 Moved by Councillor Partner, seconded by Councillor Neal That the meeting adjourn at 11:59 AM. CARRIED OR PUTY CLERK j I i I - 13 -