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HomeMy WebLinkAboutPSD-109-05 Cl!J!illgfOn REPORT PLANNING SERVICES Meeting: GENERAL PURPOSE AND ADMINISTRATION Date: Tuesday, September 6, 2005 Report #: PSD-109-05 File #: PLN 37.1.1 By-law #: Subject: ORONO COMMUNITY IMPROVEMENT PROJECT IMPLEMENTATION COMMUNITY LIAISON GROUP RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report PSD-109-05 be received; 2. THAT the terms of reference for the Implementation of the Orono Community Improvement Plan, Community Liaison Committee be accepted and that a Council Liaison be appointed; and 3. THAT all interested parties listed for this report and any delegations be advised of Council's decision. Submitted by: D vi J. Crome, M.C.I.P.,R.P.P. Director, Planning Services Reviewed by: F IinWu -1t' Chief Administrative Officer FL*DC*df 26 August 2005 CORPORATION OF THE MUNICIPALITY OF ClARINGTON 40 TEMPERANCE STREET, BOWMANVllLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-0830 REPORT NO.: PSD-109-05 PAGE 2 1.0 BACKGROUND th 1.1 On September 15, 2003 Council approved the preparation of a Community Improvement Plan (CIP) for Orono. The terms of reference for the study called for a community focus group, which was formed in October of 2003 and has guided the study since that time. 1.2 The Community Focus Group assisted in guiding the study to its completion in th early 2005. Council adopted the Community Improvement Plan on March 7, 2005 and submitted it to the Ministry of Municipal Affairs and Housing for approval thereafter. MMAH approved the Community Improvement Plan with minor modifications on July 14, 2005. 1.3 This Community Improvement Plan allows the Municipality to provide incentives to business owners and property owners in the Orono BIA. It also includes recommendations for works by the Municipality. 1.4 Part of the recommendations of the CIP was the formation of a community liaison group that would continue to advise the Municipality during implementation and act as a conduit for communication with Orono residents and business operators. 2.0 DESCRIPTION OF THE COMMUNITY LIAISON GROUP 2.1 The community liaison committee is structured in a similar way to the community focus group; however, given that the mandate is quite different the recommended size of the group is smaller and it is only anticipated that the group would meet 3- 4 times per year over the next 3 years. 2.2 Part of the implementation of the Community Improvement Plan is the ongoing co-ordination between the various community organizations. The Municipality of Clarington and Board of Trade have developed a working relationship and communication with many of the stakeholders during the process, this communication is essential to the ongoing implementation. 2.3 The terms for reference for the community liaison group (attachment 1) is provided for information. The terms of reference provide Council with the option of appointing a Council representative. 2.4 Advertisements have been placed in the Canadian Statesman, Orono Times and municipal website for volunteers willing to serve on the community liaison group. As per the terms of reference the Director of Planning Services has invited volunteers representing a cross-section of the community and agencies to serve on the liaison group. REPORT NO.: PSD-109-05 PAGE 3 2.5 Council could appoint a council liaison to assist with the ongoing implementation of the Orono CIP. It is anticipated that the first meeting of the community liaison group will be held in early fall. Attachments: Attachment 1 – Terms of Reference for the Implementation of the Orono Community Improvement Plan, Community Liaison Group TERMS OF REFERENCE FOR THE COMMUNITY LIAISON GROUP For the Implementation of the ORONO COMMUNITY IMPROVEMENT PLAN BACKGROUND In February of 2005, Clarington Council approved the Community Improvement Plan (CIP) for the Orono area. The Ministry of Municipal Affairs and Housing was also required to approve the CIP. The approved CIP for Orono describes the vision statement as: “Building on its unique natural setting, varied cultural events and history, Orono is a vibrant community where residents enjoy an exceptional quality of life and visitors are always welcome.” To ensure that the implementation of the CIP is successful, it was determined that a cross-section of community volunteers would be sought from Orono stakeholder groups, property and business owners, and residents, including those that live outside the core urban area of Orono. Representatives with knowledge of environmental, social/historic, cultural/recreational and economic issues associated with Orono will also be welcomed. MANDATE The Orono CIP Community Liaison Group (OCLG) will ensure that the recommendations identified in the Orono CIP are being pursued. The OCLG will provide advice to the Director of Planning Services, from a community perspective, regarding the implementation of the Community Improvement Plan and will bring to the table their unique interests and perspectives. The OCLG will assist in communication with the public, both residents and business owners in Orono, to ensure that the implementation tools permitted in the CIP are known and utilized in the community. In performing these functions, the OCLG will be expected to represent the views of both present and future residents of Orono and the municipality as a whole. The members of the group shall work cooperatively and in partnership with the Municipality and the Clarington Board of Trade to help implement the CIP in Orono. SCOPE OF ACTIVITIES The OCLG, in fulfilling its mandate, is to provide advice to the Municipality and communicate information back to their respective stakeholder groups, where appropriate regarding the CIP implementation. The Committee will review information associated with the implementation of the CIP and provide comment on the success of the CIP implementation. Further to this, the OCLG members will be active in the community, ensuring that both residents and business owners are well-aware and able to access the implementation tools outlined in the CIP. While individual members of the OCLG may represent various interest groups, the opinions and positions taken by the members and the OCLG are not binding, in whole or in part, on either Clarington Council or the groups they represent. MEMBERSHIP The OCLG is a volunteer Committee and shall consist of 6 citizen members. The Director of Planning Services shall seek to appoint members representing a variety of interests from Orono stakeholders, including, but not limited to: Orono Fair Board o Orono BIA o 35/115 Business Operator o Orono Business Operator o Orono Crown Land Trust o Orono Town Hall o Great Canadian Town Band Festival o Orono Property Owner and Resident o LACAC o Orono Horticultural Society o Durham County Senior Citizens Lodge o Clarington Resident o Members may represent more than one specific interest. Council may appoint a Council Liaison to serve on the OCLG. Staff representatives from both the Planning Services Department and the Clarington Board of Trade shall be appointed to sit on the . Committee as non-voting membersOther staff members will be asked to assist at specific stages of the CIP implementation. Members appointed to sit on the OCLG must be willing to commit the time required to understand and evaluate the information provided, as well as be open-minded to various opinions and perspectives of other members of the OCLG. Openings for membership shall be sought from stakeholder groups and also from the community focus group who assisted with the CIP. Members will be formally appointed by the Director of Planning Services. The Council representative shall sit as the interim Chair. The OCLG will select a Chair and Vice-Chair from among its membership. The Chair shall provide leadership to the OCLG, ensure that the OCLG carries out its mandate, and acts as the primary liaison between the OCLG and Staff. If an individual member is unable to attend a meeting, he/she may request permission from the Chair to send an alternate, at least 24 hours in advance of the meeting. The Chair shall advise the Director of Planning Services of any member who is absent for three consecutive meetings, and may request that the member be removed from the Committee. The Chair shall also advise the Director of the resignation of any member. The Director may appoint new members to the OCLG to fill any vacancies as required. TECHNICAL SUPPORT Municipal staff will provide clerical, administrative and technical assistance to the OCLG. Staff will share technical information and assist in the interpretation of this material. TERM OF THE COMMITTEE st The term of the Committee is for three years beginning on the 1 of September 2005 th and ending on the 31 of August 2008. MEETINGS OCLG meetings shall be held at the Orono Town Hall. The OCLG shall meet at the call of the chair approximately four times per calendar year. The Chair in consultation with staff shall set the agenda for each meeting. The OCLG will attempt to work on a consensus basis; quorum shall be half the membership (4). In the event that a consensus cannot be reached and there are divergent opinions on issues, formal votes may be called by the Chair, with each member having one vote. Decisions will be carried by a majority of the members present. REPORTING The OCLG indirectly reports to Council through the Director of Planning Services. The OCLG will be expected to review and make comments from time to time regarding the degree of success to which the CIP is achieving. The OCLG’s comments may be included in staff reports forwarded to or presented to Council on matters pertaining to the CIP area. CONFLICT OF INTEREST AND CONFIDENTIALITY It is understood that OCLG members who are residents of Orono will be affected by the proceedings and topics of discussion regarding the implementation of the CIP; this in itself does not constitute a conflict of interest. However, where an improvement would be of an individual rather than a collective benefit(s), the member should declare a conflict of interest and refrain from the debate and decision on that matter. It is further understood that the discussion and individual opinions of the members will be held in confidence by all members of the OCLG. DELEGATIONS TO OCLG Orono Community Liaison Group meetings are open to the public. Should a member of the public wish to make representation to the OCLG they will be required to register in advance of the meeting and will be allowed a 10 minute presentation, question and answer period on the agenda. Participation of the public at the meeting will be at the discretion of the Chair.