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HomeMy WebLinkAboutEGD-36-03 ..... .....:J." CliJIje II Leadingt~ REPORT ENGINEERING SERVICES Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE """i6'2> ~Pr-4-\1o-03 Date: Monday, October 6, 2003 Report #: EGD-36-03 File#: By-law #: Subject: CLARINGTON TRAFFIC MANAGEMENT ADVISORY COMMITTEE - REVISED CONSTITUTION RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report EGD-36-03 be received; 2. THAT the revised Constitution of the Clarington Traffic Management Advisory Committee be adopted. 3. THAT the Clarington Traffic Management Advisory Committee continue to review traffic related. issues in the Municipality. ~L O~~-G~ Submitted by: Anthony Cannella, C.E.T. Reviewed by: Franklin Wu, Director of Engineering Services Chief Administrative Officer ASC/LJB/jw September 26, 2003 CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T 905-623-3379 F 905-623-9282 701 ,~ ."_J RE~ORT NO.: EGD-36-03 PAGE 2 1.0 BACKGROUND 1.1 At its September 18, 2003 regular meeting, the Clarington Traffic Management Advisory Committee (CTMAC) reviewed and updated its constitution. The attached draft was discussed, prepared and unanimously agreed to at the meeting. The original constitution was revised to reflect the following changes: . Confirmation of the number of community members (maximum twelve, minimum eight). . Changing the Road Watch Committee member to a voting member. . Providing for a non-voting member representing the Durham Region Traffic Engineering and Operations Division. . Establishing the third Thursday of each month as the meeting date unless otherwise called by the Chair. . Establishing what constitutes a quorum. . Stating that the Chair and Vice Chair will be elected each January. 2.0 CONCLUSION 2.1 The CTMAC will continue to meet each month with Council appointed community representatives from each ward, a Council appointed member of Council, a member from each of the Road Watch Committee, Durham Regional Police and the Regional Municipality of Durham as well as staff members to review, investigate and recommend solutions for traffic management in Clarington. Attachments: Attachment 1 - Committee Constitution - Revised September 2003 702 CLARINGTON TRAFFIC MANAGEMENT ADVISORY COMMITTEE PART A COMMITTEE CONSTITUTION REVISED SEPTEMBER 2003 Background: Pursuant to Report WD-48-99, dated December 6, 1999 to Clarington Council, that a Traffic Management Advisory Committee be formed to review, investigate, and recommend solutions for traffic management within Clarington, such a committee has been established. The need for operating policies and procedures were quickly identified so that the committee's work could be focused and directed towards specific goals, acceptable to Council, staff and the community. Recent motions presented to and passed by the Committee, as documented in the Minutes of June 19,2003 meeting, indicate the need for revising and updating this Committee Constitution to alter its composition in order to improve its effectiveness. Committee Composition: The CTMAC should be composed of the following people: . Twelve voting members (minimum of eight) of the community, three (minimum of two) from each of the four wards, with a proportional balance of representation between urban and rural within each ward and with a good variety of backgrounds, skills, and work experiences. . A Road Watch Committee member appointed by Council with voting privileges. . A representative provided by the Regional Municipality of Durham Traffic Engineering and Operations Division as a liaison but non-voting privileges. . The Director of Engineering Services or designate(s) . Council member appointed by Council . Representative of the Durham Regional Police . In addition, other staff members may be requested to participate in specific investigations so that the benefit of their expertise, advice or assistance may be obtained. Meetings: The committee shall schedule 12 regular meetings per year with attendance by at least one staff member from Engineering Services. Meetings shall be held on the third Thursday of each month, unless otherwise decided by the Chair. A quorum for the Committee shall consist of a majority of the voting members. 7u3 , . Voting: The community members representing the various wards and the Road Watch Committee representative have voting privileges. Resolutions will be passed by a simple majority of votes. Attendance: The chair will encourage regular attendance and constructive participation by all members. When a member is unable to attend a scheduled meeting for any reason, every effort should be made by that member to advise the chair or vice-chair of their unavailability. If a member's attendance becomes problematic, the chair will take steps to resolve the matters with the member and failing which, bring the matter to the committee for recommendation. Committee Tenure: Voting members of the CTMAC shall be appointed by Council at the beginning of each Council term. If a member should leave the Committee, a replacement will be sought that represents the ward from which the vacancy exists, keeping in mind the proportional balance of representation between urban and rural within that ward. If no replacement can be found, the ward position will remain vacant. Election of Chair and Vice Chair: The voting members on the Committee shall elect each January from their number a chairperson and vice-chairperson. The chair (and in the absence of the dlair, the vice- chairperson) will be responsible for the following: . Chair the committee meetings in a suitable businesslike manner. . Work with Clarington staff to develop Committee agendas, and meeting schedules. . Report to Council on Committee activities and progress on a regular basis . Speak to Councilor delegate a spokesperson to represent the Committee on Committee matters. . Speak to the media or appoint a spokesperson if necessary. The Committee wishes to authorize only the chair or his/her authorized representative to speak to the media on Committee issues. IU4