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Home My WebLink AboutENG 13-23Report to Council Report Number: ENG 13-23 Date: August 16, 2023 From: Richard Holborn Director, Engineering Services Subject: Waterfront Visionary Advisory Committee - Revised Terms of Reference - File: A-1440 Recommendation: 1. That Report ENG 13-23, regarding approval of revised Terms of Reference for the Waterfront Advisory Committee, be received; 2. That the revised Terms of Reference for the Waterfront Visionary Advisory Committee, as set out in Attachment #1 to ENG 13-23, be approved; and, 3. That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: At the Council Meeting of March 27, 2023, City Council passed Resolution #131/23, approving the establishment of a Waterfront Visionary Advisory Committee. At the first Waterfront Visionary Advisory Committee meeting, held on June 19, 2023, the Committee passed a motion to revise the Terms of Reference. The proposed changes in the Terms pertain to an increase in the Committee composition from three Members to up to five Members, and that Frenchman’s Bay Yacht Club be added as a Stakeholder Member. This will increase the number of Committee Members from eleven to up to fourteen. The changes to the Terms of Reference are included in Attachment #1 to this Report and have been highlighted for ease of reference. The purpose of this report is to seek Council’s approval of the revised Terms of Reference for the Waterfront Visionary Advisory Committee. Financial Implications: There are no financial implications associated with this report. Discussion: At the Council Meeting of March 27, 2023, City Council passed Resolution #131/23, approving the establishment of a Waterfront Visionary Advisory Committee. The mandate of the Waterfront Visionary Advisory Committee is to advise on best practices to preserve the nautical village marine theme and the implementation/restoration of a waterfront that is environmentally sustainable and accessible. ENG 13-23 August 16, 2023 Subject: Waterfront Visionary Advisory Committee Page 2 At the first Waterfront Visionary Advisory Committee Meeting, held on June 19, 2023, the Committee passed a motion that the Terms of Reference be amended to increase the Committee composition from three Members to up to five Members, and that Frenchman’s Bay Yacht Club be added as a Stakeholder Member. This will increase the number of Committee Members from eleven up to fourteen. Increasing the number of community citizen members from three to up to five allows the Committee to continue conducting business in the event a vacancy arises that needs to be filled. With additional community citizen members the Committee benefits from increased public input. The addition of the Frenchman’s Bay Yacht Club as a Stakeholder Member allows for valuable input from this well established, long standing commercial operation that resides on the shores of Frenchman’s Bay. The original call for applications to sit on the Waterfront Visionary Advisory Committee occurred from April 17, 2023 to May 7, 2023. The number of applications received from interested individuals was more than what was required to fill the original Committee composition of three community citizens. Should Council approve the change in the Committee composition through the revised Terms of Reference, staff will utilize Section 08.05 of Policy ADM 040, Committees and Taskforces of Council and will consider the applicants from the April/May recruitment who were unsuccessful in being appointed to the Committee in lieu of initiating a new recruitment process. This process is recommended so that individuals can be brought forward for appointment by Council as quickly as possible so that the Committee can continue their work. Should the original applicants no longer be interested in serving on the Committee, and there are not enough additional applications to fill the additional seats, Engineering staff will work with the Clerk’s Office to advertise and solicit applications as per the typical process outlined in Policy ADM 040. This Report seeks Council’s approval of the revised Terms of Reference for the Waterfront Visionary Advisory Committee as set out in Attachment #1 to this Report. Attachments: 1.Waterfront Visionary Advisory Committee Revised Terms of Reference Prepared By: Approved/Endorsed By: Arnold Mostert, O.A.L.A. Richard Holborn, P.Eng. Manager, Landscape & Parks Development Director, Engineering Services AM:mjh Original signed by:Original signed by: ENG 13-23 August 16, 2023 Subject: Waterfront Visionary Advisory Committee Page 3 Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original signed by: Terms of Reference Waterfront Visionary Advisory Committee 1.0 Mandate The Waterfront Visionary Advisory Committee is a committee of Council appointees who work in partnership with the community and City staff to provide information, advice and assistance on matters relating to the City of Pickering’s waterfront, specifically best practices to preserve the nautical village marine theme, and the implementation/restoration of a waterfront that is environmentally sustainable and accessible. 2.0 Goals, Objective and Responsibilities The Waterfront Visionary Advisory Committee will identify and recommend actions to fulfill the following goals and objectives: 1. Undertake to research and recommend initiatives that promote the waterfront and nautical village. 2.Look for opportunities to provide advice and/or recommendations to Council regarding the promotion, advocacy and awareness of the matters involving Pickering’s Waterfront. 3.Provide input into designs for future Waterfront projects that promotes the nautical village marine theme, environmental sustainability, and accessibility. 4.Further the themes/topics that emerged from the Pickering Waterfront and Nautical Village Community Engagement within the framework of the mandate of the Committee. 5.Liaise with the other appropriate Committees such as Cultural Advisory Committee and Accessibility Advisory Committee. 6.Undertake initiatives which will help raise the profile of Pickering’s Waterfront and the Nautical Village. 7.Report to Council on an annual basis, documenting the Committee’s activities, and accomplishments. Attachment #1 to Report ENG 13-23 3.0 Composition The Committee shall comprise of fourteen (14) members as follows: 1 – Fairport Beach Neighbourhood Association 1 – West Shore Community Association 1 – Alkame Dragon Boat Services 1 – Frenchman’s Bay Yacht Club Up to 5 – Broader Pickering Community Citizens 3 – Subject Expert Agencies/Organizations (TRCA, OPG, Region of Durham) 2 – Council Members (1 each from Ward 1, and Ward 2) All members will have voting rights except for the two Council Members. 4.0 Member Qualifications As per City Policy ADM 040, resident members must be a minimum of 18 years of age, and reside in Pickering. Committee members shall contribute time, knowledge, skill and expertise to the fulfillment of the committee’s mandate. 5.0 Meeting Schedule The Waterfront Visionary Advisory Committee shall meet quarterly on a date to be determined by the Committee. Meetings will not be held in the months of July, August or December unless determined by the Committee that a meeting is necessary to meet the mandate or work plan of the Committee. 6.0 Budget The Director, Engineering Services shall be responsible for the Waterfront Visionary Advisory Committee budget, which shall be submitted annually in accordance with established City budget guidelines. The Director, Engineering Services will present a draft budget for review by the Waterfront Visionary Advisory Committee on an annual basis, prior to submission to the Chief Administrative Officer for approval.