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HomeMy WebLinkAboutCLD-017-01 Addendum - .. , UNFINISHED BUSINESS Cfmil!gtOO REPORT CLERK'S DEPARTMENT Meeting: COUNCIL Date: June 24, 2002 Report #: ADDENDUM TO REPORT CLD-017 -01 File #: By-law #: Subject: PROCEDURAL BY-LAW RECOMMENDATIONS: It is respectfully recommended to Council the following: 1. THAT the Addendum to Report CLD-017-01 be received; 2. THAT Report CLD-017-01 be received; 3. THAT the Council procedures be amended to allow for individuals who contact the Municipal Clerk's Department by 5:00 p.m. Friday to appear as a delegation at the following Committee or Council meeting; 4. THAT the appropriate by-law, included as Attachment NO.2 to the Addendum to Report CLD-017 -01, be forwarded to Council for approval; and 5. THAT all interested parties and any delegations be advised of Council's decision. Submitted by o v-aJ?-Q.. ~ 0~ Reviewed by: Franklin Wu, Chief Administrative Officer PLS*hk CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T 905-623-3379 F 905-623-6506 REPORT NO.: ADD CLD-017-01 PAGE 2 of 4 REPORT At the General Purpose and Administration Committee meeting held on November 5, 2001, the Committee considered Report CLD-017-01 which recommended the passing of a by-law to amend the municipality's procedural by-law by changing the method by which individuals could register as delegates at Council and Committee meetings. The report recommended that delegations be added at the commencement of the meeting based on the following criteria: . only in the instance where the meeting is the final approval stage of an issue, ie., at the Council meeting or when a recommendation is being made to the General Purpose and Administration Committee FORTHWITH . the delegate must register with the Municipal Clerk's Department by 3:00 p.m. Friday prior to the Monday meeting . the delegation be limited to five minutes, rather than the ten minutes allocated for delegations registered by noon Wednesday During the meeting, delegations were received from Linda Gasser and Jessica Markland. Subsequently, the report was referred back to staff to review the comments of the delegates. Each of the three points above were addressed by Ms. Gasser and are expanded upon below: . Final Approval Stage - Ms. Gasser states that this negates all the benefits of having the information early and, if the input is detailed or complex, staff is denied the opportunity to evaluate the input and make recommendations to Council. Staff agree with Ms. Gasser's comment and recommend that this initial recommendation not be included in the new procedure. . Registering with the Municipal Clerk's Department by 3:00 p.m. Friday - The original report indicated that the agenda pages are posted on the municipality's web site by noon Friday and the 3:00 p.m. timeframe allows residents time to view the site and allows staff time to prepare for the Monday meeting. Ms. Gasser suggests that the three hour window is not enough time for the average citizen to look at the agenda and sign up to speak if they wish to do so, as many people are at work between noon and three and may not have Internet access or the opportunity to call in to register. Friday noon is the very latest the agenda pages will be posted on the web site. Generally they are posted by Thursday noon, thereby giving residents Thursday evening to view the site and Friday to register. However, since the original report was prepared, the hours of the Municipal Administrative Centre have been extended to 8:00 a.m. to 5:00 p.m. These new hours allow staff more time on Monday morning to prepare for the meeting. Therefore, it is recommended that individuals be allowed to register delegations up to 5:00 p.m. Friday prior to the Monday meeting. REPORT NO.: ADD CLD-017-01 PAGE 3 OF 4 . Limiting delegation to five minutes - Ms. Gasser does not understand why these individuals are being penalized and suggests that this action seems arbitrarily punitive. Since the original report was prepared, there have only been two or three occasions when an individual has requested to be added to the list of delegations following the Wednesday deadline. Given the few number of times that this will happen, it is staffs belief that by allowing the addition of the later delegations, the length of the meetings will not be increased significantly. It is therefore recommended that the added delegations be allowed to speak for the full ten minutes. During her delegation, Ms. Markland suggested that agendas be circulated four weeks prior to a meeting and that interested parties be contacted prior to the meeting. Presently, staff do attempt to contact interested parties prior to the meetings, if they are aware of those individuals. The procedural by-law states that the agendas must be distributed a minimum of 48 hours prior to the meeting, however, we strive to have the agendas ready for distribution the Thursday noon prior to the Monday meeting (93.5 hours prior to the General Purpose and Administration Committee meeting, 103 hours prior to the Council meeting). Given the timeframes which staff work under, attempting to circulate the agendas earlier than this is not feasible. It is felt that the adoption of the above recommendations will provide a process which is more accessible to the residents of the municipality. Should anyone register as a delegation following the Wednesday noon deadline, a memorandum will be circulated to the members of Council on the morning of the meeting to advise of the additions. The by-law that is attached for Council's consideration also includes a provision to delete Section 21.5 of the procedural by-law. This section states that the General Purpose and Administration Committee minutes are to be included in the Council agenda. This practice changed some time ago, however, the by-law was never amended to reflect it. Attachment NO.1 - By-law to amend By-law 95-55 Attachment No.2 - Report CLD-017-01 . REPORT NO.: ADD CLD-017 -01 PAGE 4 OF 4 Interested parties to be advised of Council's decision: Linda Gasser 7421 Best Road Orono, Ontario LOB 1 MO laqasser@netrover.com Sandy Cook 8733 Leskard Road Orono, Ontario LOB 1 MO cookilburrow@hotmail.com Jessica Markland 2377 Highway #2 Apr. 444 Bowmanville, Ontario L 1 C 5E2 Jmmark1@vahoo.com Irv Harrell 1414 Harmony Road North Oshawa, Ontario L 1 H 7K5 . THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2002- Being a by-law to amend By-law 95-55, a by-law to govern the proceedings of the Council of the Municipality of Clarington, any of its Committees, the conduct of its Members, and the calling of meetings WHEREAS at their meeting held on June 24, 2002, Council adopted the recommendations contained in the Addendum to Report CLD-017-01; THEREFORE BE IT RESOLVED THAT By-law 95-55, being a by-law to govern the proceedings of the Council of the Municipality of Clarington, any of its Committees, the conduct of its Members, and the calling of meetings, be amended as follows: 1. THAT Section 17.4 be amended by adding the following thereto: "If an individual has missed the Wednesday noon deadline to register a delegation, the delegation will be added to the agenda at the commence- ment of the meeting, provided the delegate has registered with the Municipal Clerk's Department by 5:00 p.m. the Friday prior to the meeting." 2. THAT Section 21.5 be deleted. By-law read a first and second time this 24th day of June 2002. By-law read a third time and finally passed this 24th day of June 2002. John Mutton, Mayor Patti L. Barrie, Municipal Clerk