HomeMy WebLinkAboutLGS-004-22Staff Report
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Report To: General Government Committee
Date of Meeting: March 21, 2022 Report Number: LGS-004-22
Submitted By:
Reviewed By:
File Number:
Report Subject:
Rob Maciver, Director of Legislative Services
Mary-Anne Dempster, CAO Resolution#:
By-law Number:
2023-2026 Committee and Council Meeting Schedule
Recommendations:
1.That Report LGS-004-22, and any related communication items, be received; and
2.That the Meeting Schedule for 2023-2026, Attachment 1 to Report LGS-004-22, be
approved.
Municipality of Clarington Page 2
Report LGS-004-22
Report Overview
This Report presents, for Council approval, the meeting schedule for 2022-2026 (detailed in
Attachment 1).
1. Background
Three-Week Cycle
1.1 Since 2015, Clarington has operated with two standing Committees that meet on a
three-week cycle:
General Government Committee (GGC)
Planning and Development Committee (PDC)
Council
Previous Four-Year Schedule
1.2 Clarington’s schedule of meetings are set for each new term of Council and only
changes if special meetings are called, or Council changes it by resolution (as per
subsection 4.1.1 of the Procedural By-law). The previous four-year schedule was
approved, for the term 2018-2022, arising out of Report CLD-018-18.
Gap Week
1.3 Between 2015 and 2021, the meetings were scheduled on a Tuesday if Monday was a
holiday.
1.4 On June 14, 2021, Council approved the recommendations, arising out of Report LGS-
017-21, which changed the Procedural By-law, effective September, 2021. Part of the
changes include changing the meeting schedule to a “gap week” approach which, in
general, means that if there is a statutory holiday on the Monday, the meeting would
take place the following week (rather than the current practice of scheduling it for the
following day). This avoids problems with the Region’s meetings on Tuesdays and
avoids a time crunch for reporting and agenda deadlines for short weeks .
1.5 As a result of the above decision, Council approved the current meeting schedule
attached to Report LGS-022-21 for the remainder of 2021 and for 2022.
Municipality of Clarington Page 3
Report LGS-004-22
2. Budget Meetings
2.1 The 2022 budget meetings were as follows, over the three-week budget period:
Friday, Special GGC at 9:30 am= Treasurer presentation and Agency
presentation.
Monday, Special GGC at 9:30 am = Deliberation of the budget.
Friday, Special GGC at 9:30 am = Tentative – only if needed to complete budget
deliberations at the Committee level.
Monday, Joint Committee meeting at 9:30 am = for items unrelated to the budget.
Monday, Regular Council meeting at 9:30 am = ratification of Joint Committee
meeting and Special GGC budget meetings = Budget ratification .
Friday, Special Council meeting at 9:30 am = Tentative – only if needed to
complete the Council meeting
2.2 The above 2022 approach was based on the time required for the 2021 budget process.
Ultimately, in 2022, the “spillover” meeting for the Council ratification was not required
but Staff are recommending that it be kept in the schedule and can be cancelled if not
required.
2.3 In 2022, the Joint Committee meeting included a Planning Public Meeting which was
ultimately referred to a future Planning and Development Committee meeting for
completion. To avoid this in the future, and to provide for a “night meeting opportunity”
for public meetings, Planning and Development Services has committed to not bringing
a Public Meeting to this Joint Committee meeting in future years. Given this slight
change, Staff believe that the above approach is appropriate for future budget meetings
and have scheduled them on the above basis as detailed in Attachment 1.
3. Timing
3.1 The Procedural By-law sets out the notice provisions regarding the regular meeting
schedule for General Government Committee, Planning and Development Committee,
and Council meetings and notes that the schedule for the following year must be
advertised in the preceding December. Given the limited meetings in an election year,
Staff are bringing the meeting schedule at this time.
Municipality of Clarington Page 4
Report LGS-004-22
4. Concurrence
This report has been reviewed by the CAO, and Department Heads, who concur with
the recommendations.
5. Conclusion
It is respectfully recommended that the proposed Committee/Council meeting schedule
be adopted for the 2023-2026.
Staff Contact: June Gallagher, Municipal Clerk, 905-623-3379 ext. 2102 or
jgallagher@clarington.net.
Attachments:
Attachment 1 – Meeting Schedule for 2023-2026
Interested Parties:
There are no interested parties to be notified of Council's decision.
Clarington's Meeting Schedule Attachment 1
The following calendars are colour coded as follows:
Blue = General Government Committee Note:
Green = Planning & Dev. Committee General Government Committee - 9:30 AM start
Yellow = Council Planning & Development Committee - 6:30 PM start
Red = Holidays Council - 6:30 PM start
Brown = Joint Committee Meeting Joint Committee Meeting - 9:30 AM start
Orange = Special Budget Meeting Special Meeting Start Times:
Purple = Special Meeting 9:30 AM
If this information is required in an alternate accessible format,
please contact the Accessibility Coordinator at 905-623-3379 ext. 2131.
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2023
January February March
October November December
April May June
July August September
Clarington's Meeting Schedule Attachment 1
The following calendars are colour coded as follows:
Blue = General Government Committee Note:
Green = Planning & Dev. Committee General Government Committee - 9:30 AM start
Yellow = Council Planning & Development Committee - 6:30 PM start
Red = Holidays Council - 6:30 PM start
Brown = Joint Committee Meeting Joint Committee Meeting - 9:30 AM start
Orange = Special Budget Meeting Special Meeting Start Times:
Purple = Special Meeting 9:30 AM
If this information is required in an alternate accessible format,
please contact the Accessibility Coordinator at 905-623-3379 ext. 2131.
Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa
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2024
January
October November December
April May June
July August September
February March
Clarington's Meeting Schedule Attachment 1
The following calendars are colour coded as follows:
Blue = General Government Committee Note:
Green = Planning & Dev. Committee General Government Committee - 9:30 AM start
Yellow = Council Planning & Development Committee - 6:30 PM start
Red = Holidays Council - 6:30 PM start
Brown = Joint Committee Meeting Joint Committee Meeting - 9:30 AM start
Orange = Special Budget Meeting Special Meeting Start Times:
Purple = Special Meeting 9:30 AM
If this information is required in an alternate accessible format,
please contact the Accessibility Coordinator at 905-623-3379 ext. 2131.
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30 31
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26 27 28 29 30 31 23 24 25 26 27 28 29 28 29 30 31
30
October November December
April May June
July August September
2025
January February March
Clarington's Meeting Schedule Attachment 1
The following calendars are colour coded as follows:
Blue = General Government Committee Note:
Green = Planning & Dev. Committee General Government Committee - 9:30 AM start
Yellow = Council Planning & Development Committee - 6:30 PM start
Red = Holidays Council - 6:30 PM start
Brown = Joint Committee Meeting Joint Committee Meeting - 9:30 AM start
Orange = Special Budget Meeting Special Meeting Start Times:
Purple = Special Meeting 9:30 AM
If this information is required in an alternate accessible format,
please contact the Accessibility Coordinator at 905-623-3379 ext. 2131.
Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa
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2026