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HomeMy WebLinkAboutCLD-012-14 Clarington DEPORT MUNICIPAL CLERK'S DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: May 5, 2014 Resolution#: OPR /51 By-law#: N/A Report#: CLD-012-14 File#: C12.AG C12.OL Subject: APPOINTMENTS TO THE AGRICULTURAL ADVISORY COMMITTEE OF CLARINGTON AND OLDER ADULT STRATEGY STEERING COMMITTEE RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CLD-012-14 be received; 2. THAT be appointed to the Agricultural Advisory Committee of Clarington for a term ending December 31, 2016; and 3. THAT the following two members of the public be appointed to the Older Adult Strategy Steering Committee for a term ending upon the submission of the Committee's Final Report: 4. THAT all interested parties listed in Report CLD-012-14 be advised of Council's decision. Submitted by- I l Reviewed by: _ Patti L. Barrie, CMO Franklin Wu, Municipal Clerk Chief Administrative Officer PLB/jeg CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 REPORT NO.: CLD-012-14 PAGE 2 1. BACKGROUND 1.1 Agricultural Advisory Committee of Clarington (AACC) The AACC was established in 2001. The purpose of AACC is to assist the Municipality of Clarington in its efforts to identify, review, discuss and make recommendations to Council on agricultural and related issues. The AACC provides Municipal Council and staff with an agricultural perspective, providing advice on many issues including municipal policy and by-laws. The AACC is comprised of 10 volunteers (1 of which is from the Durham Federation of Agriculture) + 1 Council Rep. The members are selected to provide an appropriate representation of various farming interests (dairy, beef, apple, greenhouse, cash crops, hog, poultry, etc.). 1.2 Older Adult Strategy Steering Committee (OASSC) In February, 2014, Council considered Report CSD-002-14 regarding the "Older Adult Strategy—Terms of Reference". At a meeting held on February 10, 2014, the Council of the Municipality of Clarington approved the following Resolution #GPA-061-14: "THAT Report CSD-002-14 be received; and THAT funding for the development of an Older Adult Strategy be referred to the 2014 Budget Process." Report CSD-002-14 outlined the Older Adult Strategy project and included the attached (Attachment 1) Terms of Reference for the OASSC. 1 2. CURRENT SITUATION 2.1 AACC - Vacancy Gary Jeffery was last appointed to the AACC in 2011 for a term concurrent with Council. On February 17, 2014, the Municipal Clerk's Department received correspondence, from Faye Langmaid, Manager of Special Projects and staff representative on the AACC, advising that Mr. Jeffery had passed away and requesting a new member. Mr. Jeffery was a "non-farm" rural member with agricultural experience who provided assistance with nutrient management plans and provided training of pesticide license courses. The AACC has suggested that someone with similar experience would be desirable. REPORT NO.: CLD-012-14 PAGE 3 Following Council's appointments in 2011, all unsuccessful applicants were advised that their applications would remain on file for consideration should a vacancy occur on the AACC. Accordingly, the Municipal Clerk's Department contacted previous applicants to the AACC to determine whether they wish to put their name forward for consideration. From the pool of previous applicants, only Todd Taylor confirmed that he wished to be considered for appointment to the AACC. Mr. Taylor's application was considered at the March 17, 2014 General Purpose and Administration Committee meeting and the following Resolution #GPA-193-14 was approved by Council on March 25, 2014: "THAT the vacancy on the Agricultural Advisory Committee of Clarington for a term ending December 31, 2016 be readvertised in the local newspapers." Accordingly, an advertisement was placed in the Clarington This Week and Orono Weekly Times three times (on April 2, April 9, and April 16), on the Municipality of Clarington's website, and social media, with a deadline of noon on Friday, April 25, 2014. At the time of writing this report, a total of four applications were received as follows: • Robert Denard • Elgin Greenham • Garett Hazelwood • Anna McQuaid Applications have been circulated under separate cover (Attachment 2) as they contain personal information. 2.2 AACC — Term of Office The AACC Terms of Reference were approved by Council in 2001. On March 25, 2015, Council considered correspondence from the AACC advising Council that on March 14, 2013, the Agricultural Advisory Committee adopted the following resolution and requesting Council's endorsement: "WHEREAS the Agricultural Advisory Committee of Clarington was formed in 2001 and has provided valuable advice to Council and staff on numerous issues; and WHEREAS the terms of reference for the committee identify that the membership be drawn from the different agricultural sectors (dairy, beef, apple, greenhouse, cash crops, hog, poultry, etc.); and that members should also possess; relevant farm experience, technical training in an agriculture-based field, and/or currently involved in agricultural community activities; and REPORT NO.: CLD-012-14 PAGE 4 WHEREAS the Agricultural Advisory Committee of Clarington has benefitted greatly from members that have been on the committee for a number of years such that the knowledge is transferred from one committee to the next; however, it is also recognized that there is the need of continual renewal within the membership and the fostering of younger members; and WHEREAS the Council Protocol for Advisory Committees sets out the term of Advisory Committees to be the same as that of Council; and WHEREAS the timing of the election in October combined with Council taking office in December effectively meant Committee appointments were delayed until March; NOW THEREFORE BE IT RESOLVED THAT the Agricultural Advisory Committee recommend Council stagger the terms of members, by appointing half of the membership every two years, for four year terms and that the work of the committee continue until the new members are appointed." After consideration of the above item, Council passed the following Resolution #C-105-13: "THAT the resolution from the Clarington Agricultural Advisory Committee with respect to staggering terms of appointment be endorsed." The AACC is interested in starting the staggering of terms with this new appointment and request that the term end on December 31, 2016. 2.3 Older Adult Strategy Steerinq Committee — Call for Applications An advertisement was placed in the Clarington This Week and Orono Weekly Times four times (on April 2, April 9, April 16 and April 23), on the Municipality of Clarington's website and social media, with a deadline of noon on Friday, April 25, 2014. At the time of writing this report, a total of five applications were received as follows: • Anne Black • John Coffey • Anna McQuaid • Julie Michalejko-Earlel • Louise Williams NOTES: 'Julie Michalejko-Earle is currently appointed to the Clarington Accessibility Advisory Committee. REPORT NO.: CLD-012-14 PAGE 5 Applications have been circulated under separate cover (Attachment 3) as they contain personal information. 3. CONCURRENCE: Joe Caruana, Director of Community Services concurs with the recommendations contained in this report. 4. CONCLUSION In order to fulfil the requirements of the AACC Terms of Reference, it is recommended that one of the following applicants be appointed to the AACC for a term ending December 31, 2016:  Robert Denard  Elgin Greenham  Garett Hazelwood  Anna McQuaid In order to fulfil the requirements of the OASSC Terms of Reference, it is recommended that two of the following applicants be appointed to the OASSC for a term ending upon the submission of the Committee’s Final Report:  Anne Black  John Coffey  Anna McQuaid  Julie Michalejko-Earle  Louise Williams CONFORMITY WITH STRATEGIC PLAN – Not Applicable Staff Contact: Anne Greentree, Deputy Clerk Attachments: Attachment 1: Terms of Reference for the Older Adult Strategy Steering Committee Attachment 2: AACC Confidential Application(s) (Distributed Separately) Attachment 3: OASSC Confidential Application(s) (Distributed Separately) List of interested parties to be advised of Council's decision: Applicants Cathie Ward, President, Clarington Older Adult Association Angie Darlison, Executive Director, Clarington Older Adult Association Ted Watson, Chair, Agricultural Advisory Committee of Clarington F. Langmaid, Manager of Special Projects, Staff Liaison to the AACC ATTACHMENT# TO REPORT# LA2" � Clarington Older Adult Strategy Attachment 1 to Report CSD-002-14 Project Management: The consultant will be selected by the Project Team and shall report to the Recreation Services Manager, who will be the Project Lead and will work in conjunction with the Project Team (outlined below). Project Team: The Project Team will consist of: Manager, Recreation Services, Municipality of Clarington Community Development Coordinator, Municipality of Clarington Executive Director, Clarington Older Adult Centre Board The role of the Project Team will be to: • Select consultant with assistance of Purchasing in accordance with Purchasing By-Law; • Solicit Steering Committee Members (as outlined below); • Initial meeting with the selected Consultant to outline project deliverables and expectations; • Arrange meeting locations and resources; • Manage the project and project team on a day to day basis; • Monitor and track time and status of scheduled tasks; • Address any issues or challenges that may arise, provide trouble shooting and problem solving; • Review draft report/ results for concurrence; • Ensure the success of the project from the project initiation through to the planning, delivery and close out phases; • Achieve the defined project objectives within the allocated cost and schedule; • Review proposed changes and assess their impact on the project costs and schedule; • Schedule and conduct status meetings during the entire project. Steering Committee: The project will be directed by a Steering Committee (outlined below). The Chair will be determined at the first meeting of the Committee. Municipality of Clarington (3) • Director, Community Services • Manager, Recreation Services • Community Development Coordinator Clarington Older Adult Strategy Attachment 1 to Report CSD-002-14 Clarington Older Adult Centre Board(3) • Executive Director, Clarington Older Adult Centre Board • 2 Members (Board Member and / or General Membership) General Public (2) • Adult or Older Adult • Clarington resident • Available for daytime meetings • Cannot be currently employed by the Municipality of Clarington or COACB • Cannot be a current member of the Clarington Older Adult Centre Board Regional Municipality of Durham— Social Services (1) Manager, Diversity and. Immigration Steering Committee members (General Public) will be solicited using a standard format through: • Clarington This Week and Orono Weekly Times • Municipality of Clarington website • Clarington Older Adult Centre Board website • Municipality of Clarington social media • Program and Recreation & Leisure Guides • Facility signage Roles and Responsibilities of Steering Committee Members • Participate in project meetings as requested by the Steering Committee Chair; • Represent stakeholders that do not directly sit on the Steering Committee; • Ensure equality and impartiality in decision-making; • Act as a project champion throughout their representative organizations / stakeholder groups; • Inform the discussion and provide input to the development of the strategy based on their representative organizations / stakeholder groups; • Communicate project purpose and value to representative organizations / stakeholders. Clarington Older Adult Strategy Attachment 1 to Report CSD-002-14 Terms of Reference - Scope: Consultant services are required to develop an Older Adult Strategy that addresses the current challenges and future needs including timelines for the provision of staffing, facilities, programs and services for Older Adults within the Municipality of Clarington. Leadership The Consultant shall provide leadership in every aspect of the project with support from the Project Team and Steering Committee; Meet with the Steering Committee in a manner that fosters participation and ownership; Review and consider documentation including, but not limited to: • COACB Strategic Plan 2010 • Municipality of Clarington, Community Services Department Strategic Plan, 2008 • Municipality of Clarington, Strategic Plan, 2011-2014 • Municipality of Clarington, Official Plan • Review Clarington Community Forecast Update 2012 • A Profile of Older Adult Centres in Ontario 2013 - OACAO • Living Longer, Living Well - Report Submitted to the Minister of Health and Long- Term Care and the Minister Responsible for Seniors on recommendations to inform a Seniors Strategy for Ontario, Dr. Samir K. Sinha, MD, DPhil, FRCPC, Provincial Lead, Ontario's Seniors Strategy • Building Bridges to Tomorrow 2009 — OACAO • Finding the Right Fit: Age Friendly Community Planning, 2013 • And others... Review similar strategies in other municipalities that share Clarington's demographics and note their successes and best practices; Identify emerging trends relating to older adults and facilities, programs and services offered for older adults; Hold stakeholder and general public information session(s) (3 meetings); meeting format and structure to be determined by Consultant with input from Steering Committee in order to maximize community feedback; Constant communication with the Project Lead and Project Team to manage project logistics, verify outcomes; Prepare a draft report and present to the Project Team and Steering Committee; Deliver a final report to Council (1 meeting) with the preferred plan and implementation process with timelines and anticipated costs. Clarington Older Adult Strategy Attachment 1 to Report CSD-002-14 Facilities Review the existing facilities which house the Clarington Older Adult Centre Board and its programs; Look at facility options, both immediate and long-term, which address the current challenges and future growth anticipated within Clarington (discuss and compare options which may include current facilities, relocation, new construction opportunities, .dedicated space, shared / multi-generational / multi-purpose facilities, satellite programming with a focus on accessibility, safety, practicality, sustainability); Include options which address transportation to and from older adult activities for older adults in both urban centres and rural communities within Clarington (focus on accessibility, safety, practicality, sustainability). Staffing/Volunteer Resources Review existing staffing for the Clarington Older Adult Centre Board and provide recommendations for current challenges, future growth and planning as it relates to all locations within the Municipality of Clarington according to the current and proposed programming model; Include a proposed staffing structure for the development and implementation of recommended programming enhancements and opportunities, identifying recommendations for implementation timelines; Review current opportunities and identify future opportunities for volunteering within the Clarington Older Adult Centre Board. Identify any strategies that could be used to encourage and retain volunteers with the Clarington Older Adult Centre Board. Programming Review older adult programming, taking into consideration demographic data as well as facility utilization patterns; Look at older adult programming options, both immediate and long-term, which address current challenges and future growth anticipated within Clarington (discuss and compare different program delivery models which includes the current delivery model, municipal program delivery, other program / service delivery providers or any other models used in other similar municipalities); Ensure programming meets the needs of the community, identifying any gaps in programming which may not engage or does not seem to include various demographic groups (based on culture, gender, etc); Clarington Older Adult Strategy Attachment 1 to Report CSD-002-14 Conduct an inventory of programs and services currently available within the Municipality of Clarington and identify opportunities for partnerships with providers that are not currently affiliated with the Municipality or the Clarington Older Adult Centre Board; Project Deliverables An Older Adult Strategy outlining recommendations for the following: • Future options for the Clarington Older Adult Centre Board facility location including a timeline to be considered within the Municipality's capital budget forecast; identifying any impacts to the COACB operating budget; An innovative framework and implementation plan outlining the Clarington Older Adult Centre Board's and Municipality of Clarington's roles in service delivery for a vast age span (50+) including priorities and implementation actions for the next: 0 1-5 years (short term) 0 5-10 years (medium term) and 0 10+ years (long term) • Identification of any partnership potential in the community; • Identification of capital and operating impacts including cost / benefit analysis for each phase of implementation (short, medium and long term). Study Budget: The study budget is $60,000 plus HST. CONFIDENTIAL REPORTS GPA  REPORT NO . CLD-012-14 Attachment Only Resolution#: By-law#: DATE OF REPORT: May 5, 2014 Attachment Only – Applications to Agricultural Advisory Committee and Older Adult Strategy Steering Committee