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HomeMy WebLinkAboutJanuary 12, 2004PICKEI qG Committee of the Whole Meeting Agenda Monday, January 12, 2004 Chair: Councillor Holland ADOPTION OF MINUTES Meeting of December 8, 2003 (11) 1. MATTERS FOR CONSIDERATION OPERATIONS & EMERGENCY SERVICES REPORT #39-03 CONSTRUCTION PRIORITIES FOR REGIONAL ROAD - WITHIN THE CITY OF PICKERING PAGE t CLERK'S REPORT CL 02-04 ALTERATIONS TO STANDING COMMITTEE STRUCTURE 6 CLERK'S REPORT CL 01-04 APPOINTMENTS TO THE DURHAM ENVIRONMENTAL ADVISORY COMMITTEE (DEAC) AND THE DURHAM AGRICULTURAL ADVISORY COMMITTEE (DAAC) 22 CLERK'S REPORT CL 03-04 APPOINTMENT TO ROUGE WATERSHED PLAN TASK FORCE 31 CLERK'S REPORT CL 33-03 APPOINTMENT TO ENFORCE PARKING BY-LAW 600 LIVERPOOL ROAD 44 PROCLAMATION: "FAMILY LITERACY WEEK" - JANUARY 26, 2004 TO FEBRUARY 2, 2004 "MARRIAGE CHECKUP WEEK"- FEBRUARY 9-14, 2004 49 Committee of the Whole Meeting Agenda Monday, January 12, 2004 Chair: Councillor Holland (iii) CONFIDENTIAL MATTERS FOR CONSIDERATION CLERK'S REPORT CL 04-04 LICENCING MATTER 52 SOLICITOR'S REPORT PROPERTY MATTER To be circulated under separate cover. (IV) OTHER BUSINESS (V) ADJOURNMENT RECOMMENDATION OF THE COMMITTEE OF THE WHOLE DATE MOVED BY SECONDED BY That Report OES 39-03 recommending Regional Road construction priorities within the City of Pickering be received, endorsed and forwarded to the Regional Municipality of Durham requesting that its recommendations be considered in the 2004 Budget and Four-Year Capital Forecast. 02 PICKERING REPORT TO FINANCE & OPERATIONS COMMITTEE Report Number: OES 39-03 Date: November 6, 2003 From: Richard W. Holborn Division Head Municipal Property & Engineering Subject: Construction Priorities for Regional Roads Within the City of Pickering Recommendation: That Report OES 39-03 recommending Regional Road construction priorities within the City of Pickering be received, endorsed and forwarded to the Regional Municipality of Durham requesting that its recommendations be considered in the 2004 Budget and Four-Year Capital Forecast. Executive Summary: The following Regional Road construction priorities listed in the table below, identify the City's priorities for consideration by the Region of Durham. PRIORITY ROAD NAME IMPROVEMENT REQUIREMENTS 1 BROCK ROAD Widening from Dellbrook Avenue to Fifth Concession Road to including CPR Subway south of Taunton Road to address impacts created by the construction of Hwy. 407. 2 ALTONA ROAD Widening from Kingston Road to Sheppard Avenue from 2 to 4 lanes. 3 KINGSTON ROAD Corridor Improvements from Steeple Hill to Delta Boulevard as per recommendations from the Kingston Road Corridor Study. 4 WHITES ROAD Widening from Oklahoma Drive to Hwy. 401 from 2 to 4 lanes including Intersection Improvements at Oklahoma Drive. 5 FINCH AVENUE Intersection Improvements, jog elimination and Signalization at Rosebank Road. 6 FINCH AVENUE Intersection & Signalization Improvements at Liverpool Road. 7 BROCK ROAD Widening from Fifth Concession Road to North of Hwy. 7 from 2 to 4 lanes including the Brougham By-pass Report OES 39-03 Subject: Construction Priorities for Regional Roads - Within the City of Pickering Date: November 6, 2003 Page 2 ,03 8 KINGSTON ROAD Corridor Improvements from Walnut Lane to Glenanna Road as per recommendations from the Kingston Road Corridor Study. 9 KINGSTON ROAD Corridor Improvements from Dixie Road to Fairport Road as per recommendations from the Kingston Road Corridor Study. 10 KINGSTON ROAD Corridor Improvements from Brock Road to Notion Road as per recommendations from the Kingston Road Corridor Study. 11 BROCK ROAD Widening from Bayly Street to Finch Avenue from 5 to 7 lanes. 12 BAYLY STREET Intersection Improvements at Brock Road. 13 BAYLY STREET Intersection Improvements at Sandy Beach Road. Financial Implications: Regional Road construction costs are borne entirely by the Regional Municipality of Durham with the exception of streetlights, sidewalks and some aesthetic improvements. Traffic Control Signals at intersections on Regional Roads that do not meet warrants require funding provided by others. Background: The Municipal Property & Engineering Division of the Operations & Emergency Services Department annually reviews and recommends the Regional Road construction priorities for Council's consideration. The last report, OES 12-02 was considered at the April 2, 2002 Council meeting. It reflected the request for the Region's 2002 budget and Four-Year Capital Forecast. On March 24, 2003 the Director of Transportation & Field Services of the Region of Durham's Works Department made a presentation on the Regional Road Program in Pickering at the Finance & Operations Committee Meeting. This was a presentation of the proposed 2003 Budget and Four Year Capital Forecast. This report has been prepared to be presented to City Council for their endorsement, and is to be forwarded to the Regional Municipality of Durham for their information and for input to their 2004 Budget and Four-Year Forecast. The Executive Summary is a list of the City's top priorities of the Durham Regional Roads within or along the boundaries of the City of Pickering. Date: November 6, 2003 Report OES 39-03 Subject: Construction Priorities for Regional Roads - Within the City of Pickering Page 3 The following is a list of Regional Roads within the City of Pickering boundary limits and are listed in order of Regional Road number. RR #1 RR Hwy. 2 RR #4 RR #5 RR #22 RR #23 RR #24 RR #27 RR #29 RR #31 RR #37 RR #38 Brock Road from Montgomery Park Road to Uxbridge Townline Kingston Road from Toronto border (Rouge River) to Ajax border Taunton Road from Markham Townline (York Road #30) to Ajax boundary Concession 9 Road (Central Street) from Markham Townline (York Road #30) to RR #23 (Lakeridge Road) Whitby Boundary Ba¥1y Street from RR #38 (Whites Road) to RR #24 (Church Street) Ajax boundary Lakeridqe Road from Ajax border (Conc. 5 Road) to Uxbridge Townline (Conc. 10 Road) Church Street from RR #22 (Bayly Street) to Ajax boundary (CN Rail line) Altona Road from RR #2 (Kingston Road) to Whitevale Road thence westerly to Markham Townline (York Road #30) Liverpool Road from RR #22 Bayly Street to RR #37 Finch Avenue Westne¥ Road from Conc.5 Road (Ajax boundary) to Conc. 7 Road, thence westerly to RR #1 Brock Road Finch Avenue from RR #27 Altona Road to RR #1 Brock Road Whites Road from south of Broadgreen Street to Taunton Road Report OES 39-03 Subject: Construction Priorities for Regional Roads - Within the City of Pickering Date: November 6, 2003 Page 4 Prepared By: I~arrell B. Selsky v /'~/ .~ Supervisor, Municipal WoCk~s Approved / Endorsed By: Director, Operations & Emergency Services Ri,,c~ard W. Ho-,l~orn, P.Eng. E~vision Head, Municipal Property & Engineering DS:hr Copy: Chief Administrative Officer Director, Planning & Development Recommended for the consideration of Pickering City Council Thor~as J. Q~'-' '~ -" ' - "'n, Chef Adminis~e O~cer .~ RECOMMENDATION OF THE COMMITTEE OF THE WHOLE DATE MOVED BY SECONDED BY That Clerk's Report CL 02-04 regarding alterations to the structure of the Standing Committees be received; and That the draft by-law to establish an Executive Committee to meet on the second and fourth Monday of each month at 7:30 p.m. and to establish a Management Forum to meet every third Monday at 1:30 p.m. commencing on January 26, 2004 be enacted. REPORT TO COMMITTEE OF THE WHOLE Report Number: CL 02-04 Date: January 2, 2004 F rom: Bruce Taylor, AMCT, CMM City Clerk Subject: Alterations to Standing Committee Structure Recommendation: That Clerk's Report CL 02-04 regarding alterations to the structure of the Standing Committees be received. That the draft by-law to establish an Executive Committee to meet on the second and fourth Monday of each month at 7:30 p.m. and to establish a Management Forum to meet every third Monday at 1:30 p.m. commencing on January 26, 2004 be enacted. Executive Summary: To abolish the current Standing Committee system and establish an Executive Committee to meet on the second and fourth Monday of each month at 7:30 p.m. and to establish a Management Forum to meet every third Monday at 1:30 p.m. commencing on January 26, 2004. Financial Implications: Not applicable Background: Council passed Resolution #69/01 on May 7, 2001 to initiate discussion on the establishment of a Standing Committee system and to provide for a review on the system within one year of being established. On June 25, 2001, Council passed Resolution #83/01, Item #12, to approve a Discussion Paper to be used as a basis for discussion with a Stakeholders Forum to be held during the month of July 2001 with the comments from that Forum to be provided to Council at its meeting of August 7, 2001. Report CL 02-04 Subject: Alterations to the Standing Committee Structure January 2, 2004 Page 2 At its meeting of August 7, 2001, Council considered Clerk's Report CL 28-01 which set out the comments made at the Stakeholders Forum held on July 28, 2001 and provided a draft by-law to establish a Standing Committee system based on the Resolution that was passed in May, 2001. I have attached for Council's information a copy of Clerk's Report CL 28-01. I would point out that the comments made at the Stakeholders Forum were more concerned with ensuring that agendas and development notices were made available to the public in sufficient time, that evening meetings continue and that Members of Council remain approachable and responsive than with the establishment of a Standing Committee system. Council passed By-law 5874/01 on August 7, 2001 to establish a Standing Committee system that was comprised of a Planning Committee, a Committee of the Whole, a Finance Committee and an Operations Committee. The Planning Committee and the Committee of the Whole were comprised of all Members of Council while the Finance Committee and the Operations Committee were comprised of three Councillors each and the Mayor as ex-officio on both Committees. By By-law 5933/01 passed on December 17, 2001, the Finance Committee and the Operations Committee were merged and all Members of Council were required to sit on this Committee. An evaluation of the Standing Committee system, as envisaged by Resolution #69/01 passed on May 7, 2001, did take place at the Management Meeting held on November 17, 2003 at Cullen Gardens. At that meeting, there was a consensus that although the proceedings of a Standing Committee should be somewhat less formal than a Council Meeting, decorum and structure must be maintained. Planning issues should be dealt with more than once per month and all Standing Committee meetings should be held in the evening in order to be more available to the public. There was also agreement that the current Finance & Operations Committee, which meets in the afternoon in the Main Committee Room, provides for a general management-style meeting that allows for informal and constructive dialogue between the Council and senior staff. It was suggested by Mayor Ryan at that meeting that in order to capture the comments of Members of Council, it would be prudent to revert back to the Executive Committee system whereby all Members of Council would meet on the second and fourth Monday of each month at 7:30 p.m. in the evening in the Council Chambers and deal with all items of a corporate nature with Planning items being the first items on the agenda. It was further suggested that a Management Forum be established to meet every third Monday at 1:30 p.m. in the Main Committee Room. The Management Forum would be comprised of all Members of Council and senior staff and the intent would be to allow informal discussion of current issues facing the municipality. Report CL 02-04 Subject: Alterations to the Standing Committee Structure January 2, 2004 Page 3 09 The Management Forum would be chaired by the Mayor, it would be open to the public, delegations would be allowed and agendas for this meeting would be published a week in advance in order to allow Members of Council and staff sufficient time to research an item scheduled for discussion at that meeting. The meeting schedule of the Management Forum would be advertised on the Community Page of the News Advertiser and the City's Website along with the meeting schedule of Council, the Executive Committee and other ad hoc committees. It is important to note that the Management Forum would not be considered a Special Council Meeting and although direction based on consensus could be given to staff at these meetings, any corporate decisions that may be agreed upon at a Management Forum would have to be formally considered at a regularly scheduled Council Meeting or a Special Council Meeting where proper notice has been given. Attached to this Report is a 2004 Legislative Calendar that sets out the schedule of Council, Executive Committee and Management Forum meetings as well as meetings of the Regional Council and standing committees and various holidays. Attachments: Proposed 2004 Legislative Calendar Clerk's Report CL 28-01 Draft By-law I~ruce Taylor City Clerk Attachments Recommended for the consideration of Pickering City Council ~ / -~---.~,---,-,--.~ I /"7 ~ .I.-:.r~ ~ 4)/~ '~ ' Thd'm-a"s J-. Quint, Ch~ Adminis"~r-~tive O'ffice~ ,~ JANUARY, 2004 SUN ~5 MON ~.1 TUE WEDIR~ 2 FRI 3 SAT 4 6 7 18 9 10 Regional Regional egional Planning Works IHealth & IS°cial IServices 11 13 14 15 16 17 Regional Finance & Admin. 18 20 -21 ~ 23 24 Regional Council 25 27 28 ~ 3O 31 Regional Regional Planning Works IHealth & Services FEBRUARY, 2004 SUN TUE WED THU FRI SAT 1 3 4 5 6 7 Regional Finance & Admin. 8 10 11 12 13 14 ~ Regional Council 15 17 18 19 20 21 Regional Regional Regional Planning Works Health & Social Services 22 24 25 26 27 28 Regional Finance & Admin. MARCH, 2O04 SUN MON TUE WED 7 14 21 28 2 3 4 Regional Council 9 10 Regional Regional Planning Works 23 24 Regional Council 30 31 Regional Regional Planning Works THU 11 Regional Health & Social Services 5 12 25 26 FRI SAT 6 13 20 27 APRIL, 2004 SUN 6~TUE WED ServicesS°ciaIHealthRegi°nall THU& 3 SAT 4 7 8 10 ~ Regional ~ Finance & 11 ~ 14 15 17 Regional Council ional Regional Regional Planning Works Health & Social Services 25 ~ 27 28 29 Regional Finance & Admin. MAY, 2004 SUN MONI TUE ! WED THU FRI SAT 1 2 ~4-- |5-- 6 7 8 Regional i l °unc" 9 ~W~-- 13 14 15 ~ Regional | Regional Regional IPlanning [W°rks Health&ServicesSocial 16 ~ 1--~-~ /1-~---- 20 21 22 ~ | Regional ~ | Finance & ional JUNE, 2004 SUN I MON I1 TUE 2WED' 3THU' 4 FRI 5 SAT I IRegi°nal Regional Regional  =.~~ Planning Works Health & Social Services 6 -- ~ ~ ~ 11 12 Regional Finance & Admin. ~-3-- ~ ~ ~ 18 19 Regional Council 2--0----- ~ ~ ~ ~ 25 26 ~ Regional Regional Regional l Planning Works Health & Social Services ~ Regional ~ Finance & Admin. ~ __ ~ JULY, 2004 SUN MON TUE WED I THU I FRI SAT 2 3 4 5 6 7 8 9 10 Regional Council 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 ~'~' .... 27 28 29 30 31 AUGUST, 2004 SUN I MON I TUE WED THU FRI SAT 1i 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Regional Regional Regional Planning Works Health & Social Services 29 30 31 SEPTEMBER, 2004 sun TUE WED THU FRI SAT I 2 3 4 Regional Finance & ^dmin. 5 7 8 9 10 11 Regional Council 12 14 15 16 17 18 Regional Regional Regional Planning Works Health & Social ~ Services 19 21 22 23 24 25 Regional Finance & Admin. 26 28 29 30 Regional Council OCTOBER, 2004 3 6 7 8 9 Regional Regional Works Health & Social Services 10 13 14 15 16 Regional Finance & Admin. 17 20 21 22 23 Regional Council 24 27 28 29 30 Regional Regional Works Health & Social Services NOVEMBER, 2004 SUN ~ __ WED THU FRI SAT 2 TUE 3 4 5 6 Regional Finance & Admin. 7 -- [~j~ ~ -- 10 11 12 13 Regional Council ~'6-- 17 '18 19 20 ~-4'----- ~ Regional Regional Regional Planning Works Health & Social Services ~ ~~ 24 ~ - 26 27 Regional Finance & Admin. DECEMBER, 2004 SUN MON TUE WED THU FRI SAT 1 Regional Council 2 3 4 5 12 7 Regional Planning 14 8 Regional Works Regional Fin & Admin 9 Regional Health & Social Services 10 15 Regional Council 16 17 11 18 19 21 22 23 /-ffTACHMENT# ,,?- TO REPORT#. REPORT TO COUNCIL PICKERING 10 FROM: Brace Taylor, AMCT, CMM City Clerk DATE: July 27, 2001 REPORT NUMBER: CL 28-01 SUBJECT: Proposed Standing Committee System RECOMMENDATION: That Clerk's Report CL 28-01 regarding the proposed Standing Committee System be received. That the draft by-law attached to Clerk's Report CL 28-01 to amend By-law Number 3665/91 to implement the Standing Committee System and provide for rules of procedure be enacted. 3. That Councillors , and be appointed to the Finance Committee for a term to expire on November 30, 2003. That Councillors , and be appointed to the Operations Committee for a term to exPire on November 30, 2003. That Resolution g210/96 passed on June 24, 1996 to provide for the establishment of a Standing Committee to be known as the Administration Committee be rescinded. ORIGIN: Resolution//83/01, Item//12, passed on June 25, 2001 AUTHORITY: Section 102.1 (1) of the Municipal Act (creation of committees) Section 55(2) of the Municipal Act (procedural by-law) FINANCIAL IMPLICATIONS: Not applicable EXECUTIVE SUMMARY: On June 25, 2001, Council passed a resolution to approve a Discussion Paper to be used as the basis for discussion, with the Stakeholders Forum on the proposed Standing Committee System. This Report provides the comments from the Stakeholders Forum and a draft by-law to formalize the Standing Committee System for implementation in September, 2001. 11 Xeport*~o Council CL28.~TTACHMENT' #_ ~ TO REPORT# Date: July2?, 2001 Subject: Proposed Standing Committee System Page 2 BACKGKOUND: Council passed the following resolution at its regular meeting of June 25, 2001: That Clerk's Report CL 26-01 dated June 21, 2001 regarding the proposed Standing Committee System be received; and That the draft Discussion Paper attached to the memorandum be approved and used as the basis for discussion with the Stakeholders Forum to be held during the month of July, 2001; and That the Discussion Paper, along with comments made by the Stakeholders Forum, form the basis of a by-law to amend By-law Number 3665/91 (Procedural By-law) to implement the Standing Committee System; said by-law to be considered at the Council Meeting of August 7, 2001 for implementation in September, 2001; and That a general invitation be plar~xi on the Community Page and the Website for public participation at the Stakeholders Forum. The Stakeholders Forum was held on Thursday, July 26, 2001 at 7:00 p.m. in the Council Chambers. As required by Resolution ~69/01 passed on May 7, 2001, an invitation to participate in the Stakeholders Forum, along with a copy of the Discussion Paper, was sent to representatives of all the City's Community Associations and to 10 other persons who expressed an interest in this issue. Also, as directed in the above resolution, a general invitation was placed on the Community Page on July 11~, 18~ and 25~ and on the Website. A copy of the Discussion Paper is attached hereto for your information. COI~d]gNTS MADE AT THE STAKEHOLDEI~ FORUM The following persons were in attendance at the Stakeholders Forum held on July 26~: Martin Herzo~ Liverpool West Community Association Angie Jones, Durham Conservation Association Inc. Paul Savel, Altona West Community Association David Steele, PACT & Picketing Working Group Jacqueline Smart, PESCA Jackie Bonnell Tim & Judy Stapleton Peggy Wllmot Susan O~Neil, News Advertiser Coundllor Brenner Councillor Holland Councillor Mclean Neil Carroll, Director, Planning & Development Tom Melymuk, Division Head, Corporate Projects and Policies Bruce Taylor, City Clerk The following is a summary of the comments that were made with respect to the proposed Standing Committee System and associated issues: The timing of the Stakeholders Forum and consideration of the Standing Committee System on August 7~ is inappropriate because many residents are on vacation. All matters before Council are of public interest and should therefore be considered at a meeting in the evening when most residents can attend. ............ ~-,~rxl ~te: July 27, 2001 Subje~: Pr.oposed Standing Committee System l~age 3 12 · · Agendas for Council and committee meetings are currently not reaching the Community Associations until the day of the meeting. Agendas that are sent to thc Community Associations should include all backup material. Concern that staff will loose its professional independence under a Standing Committee System. Notifications to the public of development applications should be circulated to a wider If the Standing Committee System is adopted, all meetings should start off being held in the evening and moved to a daytime meeting only alter it has been shown that it is appropriate to do so. Planning Meetings should be held in facilities within the Ward to which a development application applies. If daytime meetings arc established, Councillors will be required to become full-time and there will be a need to look at all aspects of Council remuneration. Council must examine the cost ofstafftime if daytime meetings are established. The issue of amalgamation and how it will affect the committee structure should be examined before adopting any form of committee system. Campaign donations should be not.ed on all Planning Reports if the proponent made such a donation. It has been stated that staff will be more responsive under a Standing Committee System. Why are they not responsive now? ' Residents who attended the Council Meeting on May 7, 2001, when the issue of the Standing Corm'_n. ittee System was being considered, where confused about the proceedings and debate at that meeting. There is some concern that the Discussion Paper that was approved by Council on June 25th is different from what was originally proposed by Council onMay 7~. There was a concern that residents may not be able to speak freely at a Standing Committee meeting. There has been a noticeable philosophical change by Council over the years to be more approachable to the public. A Standing Committee System could change that. Every resident must be given the opportunity to attend a committee meeting even if experience shows that the meetings are not well attended. If daytime committee meetings are held, staff will be taken away from their jobs. Every Ward should be represented on a Standing Committee. Concern about the public consultation process. The Discussion Paper does not indicate what Council or staff considers to be matters of public interest. At present, there are problems with addressing Council and the Committee of the Whole. At present, there are instances when items are discussed late in the evening and interested residents are too tired to stay for the discussion. Council should seek community input with respect to any changes to its compensation. W'dl certain ad hoc committees, such as the Audit Committee, be disbanded if the Standing Committee System is adopted? Daytime meetings tend to exclude resident input. When evaluating the Standing Committee System in one year, Council must ensure that it establishes objective comparators in order to carry out a proper evaluation. AMENDMENT TO PROCEBURAL BY-LAW TO PROVIDE FOR STANDING COMMITrEI~.q Attached to this Report is the draft by-law to amend By-law Number 3665/91 (Procedural By- law) to provide for the establishment of the Standing Committees and rules of procedure that are specific to the Standing Committees. The main features of this drait by-law are as follows: 13 Subject: Proposed Standing Committee System Page 4 The ¢o~ of the Whole shall be .comprised of all Members of Council, the Chair of the Committee shall be rotated each meeting amongst the Councillors in alphabetical order, the Committee shall meet on the second Monday of each month and consider items that are not within the jurisdiction of the other Standing Committees and any matter referred to it by Council. The Planning Committee shall be comprised of all Members of Council, the Chair of the Committee shall be rotated each meeting amongst the Councillors in alphabetical order, the Committee shall meet on the second Monday of each month and consider items over which Council has any power under the Planning Act, any matter that is within the jurisdiction of the Department, Planning and Development and any matter referred to it by Council. The Finance Committee and the Operations Comtnittee shall each be comprised of three Councillors and the Mayor as ex-officio, the Chair shall be appointed by the Committee and shall be rotated each year amongst the members who are Councillors, each Committee shall meet on the fourth Monday of each month and the Finance Committee shall consider items that are within the jurisdiction of the Department, Corporate Services and the Operations Committee shall consider items that are within the jurisdiction of the Department, Operations and Emergency Services. Council shall retain the fight to consider any matter without referring it to a Standing Committee. Council shall have the right to refer a matter to two or more Committees, Council shall have the right to withdraw a matter from a Committee at any time, Council shall retain the right to appoint a special or ad hoc COmmittee to enquire into and report on any matter. Motions made at a Standing Committee will not require a seconder. There will be no limit to the number of times a Member of the Committee may speak to a motion. No recorded votes will be taken at a Standing Committee Meeting. The rules for introducing new business or hearing delegations at a Standing Committee Meeting would be somewhat relaxed. The agendas and minutes of the Standing Committee Meetings shall be sent to all Members of Council, The recommendations made by a Standing Committee shall be sent to the first Council Meeting following the meeting of the Standing Committee. The Standing Committees may call Special Meetings subject to proper notice being given. APPOINTMENTS TO THE FINANCE AND OPERATIONS COMMITI~F, ff Council wishes to implement the Standing Committee system in September of 2001, it should make the appointments to the Finance and Operations Committees so that the members of these Committees can meet informally to determine the actual times and locations where they will be meeting, when they wish to have agendas prepared and other procedural issues. ATTACHMENTS: 1. Discussion Paper 2. Draft By-law Repen ~o Council CL 28-0~~ ~ ~ ~''' ~ Subject: Proposed Standing Committee System Page 5 14 Attachments Copy: Division Head, Corporate Projects and Policies IRecommended for the consideration of Pickering City Council /~omas Y. Quinn~ ChiofAdminbtmtiw Officer · ~TTACHMENT#~TO~M2RT# ~ " DISCUSSIONPAPER STANDING COMMI'VIW~ SYSTEM · AS PROPOSED IN RESOLUTION #69/01 PASSED oN MAY % 2001 PLANNING COMMITIlgE Tho Plnnning Committee would bc comprised of all' 1~I~mbers Of Coundl and would meet on the second Monday of each month in the evening except.during the months ofluly and August when Council normally recesses. The Chair of this Committee would rotate each meeting on an alphabetical basis smongst the Cou~icillors. Recommendations t~om this Committee would be forwarded to the Council Meeting held on the third Monday of each month for rafificntiom ' This Committee woUld COnsider aH forms of development applicafiom including zonings, subdivisions,. Official Plan Amendments, Minister's Zoning Orders and various plannit. ' studies. Currently, planning matters can be considered on the second and fourth Monday of each month. The proposed structure could, on occasion, cause a deliry .in a deVelopment application proceeding, through the prOcess because the Planning Connnittee would be meets..8 only once per month. The Statutory Public Information Meetings would continue to be held On the third Thursday of each month~ .. co l rrr OF THE'WnOL. 'Resolution #69/0I .provides for the establj~ment of three Standin~ Committees to mirror the. three municipal departments, namely Corporate Service% Operations & F_anergency Services and Planning & Development, '.that were. iaeated in 2000 as a result of the. adminimative reorg~zafi~n..A committee ,would still be required ~o consider matte~ flora tim CAO and the adwini~rative divisions being Clerk's, Corporat, Projects and Policies, Human Resources and Le~d Se~v~es snd mstters of'abroad corporate interest. ATTACHHENT ~ .--- TO A Committee of the Whole would be formally established to conhider matters from the Chief Administrative Officer's Office, the administrative divisions. and matters of a broad corporate interest. This Committee would meet on thc ~me evening:as the Planning Committee, however, the agellda fol' the P[all~ Committee arid the Committee of the Whole would be appropriately delineated to ensure that there is no qu~ion that the two Committees are ~eparate entities. FiNANCE. CoMMiTT~,.~ AND OPERATIONS COMMITTEE The Finance Committee.and the Ope~i0m Committee would meet on the .fourth Monday.o£.eaeh month in the Main Committ~ Room. The Finance Committee woulcI.meet at !0:00 a.n~ and it' would be reasonable to expect that the business of that Committee could be 'concluded in most cases before noon. The Openttions Committee would meet at 1:00 p.m. which would allow for a longer meeting that would not need to 'be. interrupted if tbefe was a contentious issue... Recommendations from the Finance CommiReO'and Operations Committee would be forwarded to the first Council Meeting of~h month for'ratification. The Finance Committee 'and the Operations Commi/tee would each have three membe~ with the Mayor-as ex-officio member. ~l'he Chair would rotate on an annual basis which would allow each member of the committee to act as Chair. This would mean that each Coundllor would sit. on two committees', all Coundllors would ~it on' the Planning Committee and each Councillor would sit on either the Finance Committee. or the' ' Operations Committee. .' MATTERS OF PUBLIc INTEREST., Item ~9 of Resolution g69/01 states that all Standing Committees will' meet in the evening to. · discuss matters of public interest as 'determined through public consultatio~ Ir'is prOposed that the Plannin~ Committee will meet at 7;00 p.m. or 7:30 p.m. on the second Monday of eachmonth and deal with various development applications which are usually of most interest to the public. The Committe~ of the Whole will als0. be meeting onthc second Monday of each month following the Planning Committee meetingz and it is .likely this committee that-would deal with governance issue, regulatory by-law~, economic development matters and ether'related i~ue~.that may be of · inter~zt to the public. Therefore, the Stakeholders Forum would need to datennine~orly those matt~ that could be considered., of public interest, that would be dealt 'with. by the Finance Committee and the 'o= Co 17 It has also been proposed that although Resolution ~69/01 restricts the Stakeholders Fommt0 determine matters of public interest, this group may also proyide comments On'the entire issue of ' the Standing Committee system. REVIEW OF ~ STANDING COMMITTEE sYSTEM A review of the Standing Committee system should be undertake~ in the SPring of 2003. after being in place for approximately eighteefl months. The conclusions reached and the decisions. made on th~ future of the Standing Committee System would be more credible because they would be based on a longer period oftime than the review after one.year suggest, ed in Resolution /f69/01 and it would allow each of the m~nbers of the Operations Committee and the Finance Committee an oppommity tO act as Chair of those Committees. REMUNERATION .. The issue of Members of Council receiving an honourarium based on committee membersi{ip'as sa out in Item #14 ofResoluti~n ~69/01 has been removed for consideration. R~$OL~F~ON~869/OI ~A$S~D ON MAT 7~ ~00! 18 .1. o 'That the Corporation of the City of Pickering's Executive Committee be replaced by three Committees of Council, one for. each of th~ three .Municipal D~pamuents - a Planning Commi~ee, an Operations Committee and a Finance and Corporate senn'ces Committee effective June 1, 2001; and That there be a transition period 'effective Juno li 2001 until September 2001 wherel~y all ' Corporate matters would be dealt with through a Committee of the Whole that would report to Council; and That the cormm'ttee 0fthe Whole meet on'the 2'~ and 4~ Monday of each month as set..out on the meeting schedule; and That each Committee of Council be comprised of 3-4 members of Council and that'the Mayor of thc City of Picketing sit mr-officio on all committees; and That every Member of Council be allowed to attend and vote at Planning Committee meetings regardless of their membership in that.committee; and .. That each Member of Council may sit on as many ~ two vommitt~a but ia not required to hsve.membership in any committee; aud. That all forme~ .Executive Co~iii~ttee items'be considered by the appropriate Committee of- Council to make recommendations to Council; and That each committee meet such that two committees report ~o the.first Council meeting of. the month and the'remaining committee report to the' last Council meeting of the month unless th.e Mayor, CAO or a majority of committee members by petition' ~ an emergency meeting; and That each conur~tt~e determine its own meeting schedule so long as ample.time is provided to consider-and m~ke recommendations back to Council for consideration and so that it fits into the rotation as outlined in point 7, and That the Planning Committlm, Operations'Committee and Finance and Corporate Se~ices Committe~ meet in the evening on ali nmtters pertaining to public in~terest as determined through public consultation; and That stair of tho Division of Corp0nt. e Proj~,s & Policy t~ii~ a Su~,~hold~ Forum within the interim period with the community and' Council to define nmtters considered to be of public interest; and That an invitation be 'sent to, but not limited to, all individuals who have shown an interest through wrist, en comments with this item to participate in the Stakeholders Forum.. ATTACHHENT;~_..~TO ~r::POP-,T# ~- (,-) ~ ~ c; 4 IO. 11. 12. 13. 14. 15. That the membership of each Committee of Council be determined by Coun~ no later than May 22, 2001 for a term to expire November 31, 2003; and That the membership of subsequent Committee~ of Council be d.etmmh~ at the be~nnlng of each new term of office in tandem with 0tlmr committee appoh~ments; and That the. Ch~ir of each Committee Of ~Council rotate alphabetically ~ery meeting among the Committee membership; and ' ' That Site Plan Committee be dissolved inTM the Piannin~ Commi~; and That Members of. Council receive ah honorarium per meeting not to exceed $2,500 per annum for each committee~ of which they are a ~nember~ and Timt at the end of one year of implementation of this new structure, Couhcll a~d senim: staff evaluate the success ofthe new structure as well as calculate the savings and efficiencies' that'have re~ulted from the initiative. THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. Being a by-law to amend By-law Number 3665/91 to govern the proceedings of Council, any of its committees, the conduct of its Members, and the calling of meetings. WHEREAS the Council of the Corporation of the City of Picketing enacted By-law Number 3665191 on February 18, 1991 to govern the proceedings of Council, any of its committees, the conduct of its Members, and the calling of meetings; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PiCKERING HEREBY ENACTS AS FOLLOWS: Section 5 of By-law Number 3665/91 is hereby deleted and the following is substituted therefore: 5. a) There shall be an Executive Committee, to be considered as a Standing Committee for the purposes of this By-law, to be organized as follows: The Executive Committee shall be comprised of all Members of Council. ii) The Committee shall meet on the second and fourth Monday evening of each month at 7:30 p.m. in the Council Chambers. iii) The Chair of the Committee shall be rotated each meeting amongst the Members of Council, excluding the Mayor, in alphabetical order. iv) The Executive Committee shall enquire into and report to Council on any matter within the jurisdiction of the City of Pickering and any other matter referred to it by Council. b) There shall be a Management Forum to be organized as follows: i) The Forum shall be comprised of all Members of Council ii) The Forum shall meet every three weeks at 1:30 p.m. to commence on a date to be determined by the Mayor. iii) The Forum shall be Chaired by the Mayor. iv) The Management Forum shall be a venue for informal discussion on any matter within the jurisdiction of the City of Picketing. 2O BY-LAW read a firsT, second and third time and finally passed this 19~h day of January, 2004. David Ryan, Mayor Bruce Taylor, Clerk RECOMMENDATION OF THE COMMITTEE OF THE WHOLE DATE MOVED BY SECONDED BY That Clerk's Report CL 01-04 regarding appointments to the Durham Environmental Advisory Committee and the Durham Agricultural Advisory Committee, be received; and That the Council of the City of Pickering hereby concurs with the re-appointment of Youssef Mroueh to the Durham Environmental Advisory Committee and Paul Pistritto to the Durham Agricultural Advisory Committee. 23 REPORT TO COMMI'I-rEE OF THE WHOLE Report Number: CL 01-04 Date: January 2, 2004 From: Bruce Taylor, AMCT, CMM City Clerk Subject: Appointments to the Durham Environmental Advisory Committee (DF_AC) and the Durham Agricultural Advisory Committee (DAAC) Recommendation: That Clerk's Report CL 01-04 regarding appointments to the Durham Environmental Advisory Committee and the Durham Agricultural Advisory Committee be received. That the Council of the City of Pickering hereby concurs with the re-appointment of Youssef Mroueh to the Durham Environmental Advisory Committee and Paul Pistritto to the Durham Agricultural Advisory Committee. Executive Summary: Not applicable Financial Implications: Not Applicable Background: Please find attached to this Report a copy of correspondence from the Region of Durham regarding appointments to the Durham Environmental Advisory Committee and the Durham Agricultural Advisory Committee. The Durham Environmental Advisory Committee was established in May of 2001 by Regional Council. In a resolution dated January 20, 2003, Pickering Council nominated Youssef Mroueh, 2120 Blue Ridge Crescent, to replace the previous Pickering representative who resigned. Mr. Youssef has confirmed to the Region that he is willing to sit on this Committee for a further term to expire on November 30, 2006. The Durham Agricultural Advisory Committee was established in April of 2002 and Paul Pistritto, 1568 Alwin Circle, was nominated by Pickering Council to represent Pickering on that Committee. Mr. Pistritto has confirmed to the Region that he is willing to sit on this Committee for a further term to expire on November 30, 2006. Clerk's Report CL 01-04 Appointments to DF_AC and DAAC January 2,2004 Page 2 Based on the foregoing, it would be appropriate to advise the Region that Picketing Council concurs with the re-appointment of Youssef Mroueh and Paul Pistritto to the Durham Environmental Advisory Committee and the Durham Agricultural Advisory Committee respectively because neither person has had an opportunity to sit on either Committee for a full term. Attachments: 1. Letter from Region dated December 16, 2003 Prepared By: Bruce Taylor City Clerk Attachments Recommended for the consideration of Pickering City Council '~ho~as/J. ~uin r~/Chief~d minist~Offi~er CORP0227-07/01 25 ATTACHMENT # / TO P, EPOP3' December 16, 2003 THIS LETTER HAS BEEN FORWARDED TO THE EIGHT AREA CLERKS The Regional Municipality of Durham Clerk's Department 605 ROSSLAND RD. E. PO BOX 623 WHITBY ON L1N 6A3 CANADA 905-668-7711 1-800-372-1102 Fax: 905-668-9963 Email: clerks@region .durham .on .ca www. region .durham .on.ca Pat M. Madill, A.M.C.T., CMM Regional Clerk "Service Excellence for our Communities" Mr. B. Taylor Clerk City of P'ickering 1 The Esplanade Pickering, ON L1V 6K7 RE: DURHAM ENVIRONMENTAL ADVISORY COMMITTEE (DEAC) AND DURHAM AGRICULTURAL ADVISORY COMMITTEE (DAAC) MEMBERSHIP APPOINTMENTS, FILES: C07-01 AND C07-02 (2003-P-104) ,Mr. Taylor, the Planning Committee of Regional Council considered the above matter at a meeting held on December 9, 2003, Council adopted the following recommendation of the Committee: "THAT Report No. 2003-P-104 of the Commissioner of Planning be referred to the area municipal councils for confirmation of the appointment of their respective member to the Durham Agricultural Advisory Committee and the Durham Environmental Advisory Committee." ' Please find enclosed a copy of Report No. 2003-P-104 of A.L. Georgieff, Commissioner of Planning, for your information. Carol Grylls Committee Secretary /cg Enclosure C: A.L. Georgieff, Commissioner of Planning N. Rutherford, Planner, Planning Department C. Darling, Planner, Planning Department 100% Post Consumer ~-,~TTACHM~-F~ #, / TO REPORT// The Regional Municipality of Durham To: From: Report No.: Date: The Planning Committee Commissioner of Planning 2003-P-104 December 9, 2003 SUBJECT: Durham Environmental Advisory Committee (D-EAC) and Durham Agricultural Advisory Committee (DAAC) Membership Appointments, Files: C07-01 and C07-02 RECOMMENDATIONS: a) THAT the appointment of current members of D-EAC and DAAC listed in Attachments 1 and 2 of Commissioner's Report No. 2003-P-104, wishing to return to the respective Committees for a second term, be re-confirmed for the term of Council; and b) THAT a copy of Commissioner's Report No. 2003-P-104 be forwarded to D-EAC and DAAC. REPORT: PURPOSE 1.1 The purpose of this report is for Planning Committee and Council to consider re-confirming the appointment of those members of D-EAC and DAAC members that wish to return for a second term. BACKGROUND 2.1 The D-EAC and DAAC were established in May 2001 and April 2002 respectively. Council established these Committees to provide advice on environmental and agricultural planning matters, as expressed in the Durham Regional Official Plan. 2.2 The Committees activities are guided by an approved Terms of Reference describing matters such as the scope of activities, membership selection and composition, and meeting dates. REPORT 2 ~i~ /.;TTACHMEN~i, t4~/_._T0 Report No.: 2003-P-104 Page No. 2 2.3 2,4' 3.1 3.2 3.3 3.4 The Committees are comprised of "area municipal representatives", who are members that are nominated by their respective local Councils, and "members at large", who are nominated by the Region's Planning Department. The Committees' membership also includes a representative and alternate from Regional Planning Committee. Membership is a 3-year term corresponding with the term of Regional Council. A maximum of two consecutive terms allows for the renewal of members. DAAC meetings are scheduled for the first Tuesday evening of each month and D-EAC meetings for the second Thursday evening of each month. MEMBERSHIP APPOINTMENTS The current members have served for one term or part thereof. As such, in accordance with the Terms of Reference, they are eligible to serve a second term. A survey of D-EAC members indicate that eleven of the thirteen, wish to return for a second term. Thirteen out of fifteen DAAC members wish to return for a second term. Accordingly, it is recommended that the appointment of current members, who wish to return for a second term, listed in Attachments 1 and 2, be confirmed. The two vacant positions on D-EAC consist of the area municipal representatives from the City of Oshawa and the Town of Whitby. The two vacant positions on DAAC consist of the area municipal representative from the Town of Ajax and a "member at large". Advertisements have been placed in the appropriate newspapers seeking expressions of interest from individuals interested in filling all of the vacant positions. Expressions of interest have been received for all vacant positions. Once the nominations from the area municipalities have been received for the vacant "Area Municipal Representative" positions, recommendations on the appointments will be presented to Committee. Repod No.: 2003-P-104 Page No. 3 3.5 In accordance with the Terms of Reference, Council will appoint a member of Planning Committee and an alternate, to the Durham Environmental Advisory Committee and the Durham Region Agricultural Advisory Committee, respectively. These appointments will be made at the December 17th meeting of Regional Council, A.L. Georgieff, M.C.I.P., R.P.P. Commissioner of Planning RECOMMENDED FOR PRESENTATION TO COMMITTEE G.H. Cubitt, M.S.W. Chief Administrative Officer Attachments: 1. 2. List of D-EAC Members Seeking Membership Renewal List of DAAC Members Seeking Membership Renewal H:\1-2~agendas~003\12-09-03\DEAC DAAC Membership. DOC List of D-EAC Members Seekinq Membership Renewal Clute, Peter Ajax Edwards, Anna Brock Elston, Suzanne Clarington Vacant Oshawa Mroueh, Youssef Pickering Kamstra, James Scugog Cashen, Dee Uxbridge Vacant Whitby At Large Members Nemeth, John Ajax Burt, Larry Scugog Racansky, Libby Clarington McQueen, David Uxbridge Howden, John Whitby Attachment I ,:,~'J'TACHNEF?' ro REPORT List of DAAC Members Seekinq Membership Renewal Attachment 2 Vacant 'Ajax Westerbaan, Rein Brock Barrie, Tom Clarington · Wer.ry, Don Oshawa Pistritto, Paul Pickering Wolters, John Scugog Eng, Ted Uxbridge Jedinak, Steven Whiby At Large Members Hasiuk, William Clarington Watson, Ted Clarington Flattery, Bruce Pickering Kelly, Joyce Scugog Vacant Uxbridge Lea, Rick Whitby Hadden, Paul Durham Region Federation of Agriculture DATE RECOMMENDATION OF THE COMMITTEE OF THE WHOLE MOVED BY SECONDED BY That Clerk's Report CL 03-04 regarding the appointment of a Member of Council and an alternate to the Rouge Watershed Plan Task Force be received; and That Councillor Task Force and that be appointed to the Rouge Watershed Plan be appointed as the alternate. REPORT TO COMMITTEE OF THE WHOLE Report Number: CL 03-04 Date: January 2, 2004 32 From: Bruce Taylor, AMCT, CMM City Clerk Subject: Appointment to Rouge Watershed Plan Task Force Recommendation: That Clerk's Report CL 03-04 regarding the appointment of a Member of Council and an alternate to the Rouge Watershed Plan Task Force be received. That Councillor Task Force and that be appointed to the Rouge Watershed Plan be appointed as the alternate. Executive Summary: Not applicable Financial Implications: Not applicable Background: Please find attached to this Report correspondence jointly signed by the CAO of the TRCA and the General Manager of the Rouge Park Alliance regarding the establishment of a Task Force to oversee the preparation and implementation of a Watershed Plan for the Rouge River. The TRCA and the Rouge Park Alliance will be preparing a strategic plan for the Rouge River Watershed. It will be the mandate of the Task Force to focus on developing a watershed management plan and ensuring the interests of all watershed stakeholders are considered. The Terms of Reference for the Rouge Watershed Task Force are attached for information. The TRCA and the Rouge Park Alliance are requesting that one Member of Council and an alternate be appointed to the Task Force for a period to expire on December 30, 2005. 33 Report CL 03-04 Subject: Appointment to the Rouge Watershed Task Force January 2, 2004 Page 2 Attachments: 1. Letter from TRCA and Rouge Park Alliance dated December 22, 2003 2. Terms of Reference of Rouge Watershed Task Force Prepared By: B'~uce Taylor City Clerk Attachments Copy: Division Head, Corporate Projects & Policy Recommended for the consideration of Pickering City Council Til"o~a-s~a. Q~/nn, Cl'~f Ad~ra~ CORP0227-07101 fl, 50 Bloomington Road West Aurora, Ontario ATTACHHENT # / L4G 3G8 Rouge Park .honeg0s,7 3.7426 Fax 905.713.6028 rougepark@rougepark.com Wild in the City! www.rougepark.com TO REPORT# ~':- ¢' %- c,~' aL, onservauon for The Living City 5 Shoreham Drive, Downsview, Ontario M3N 1 S4 Phone 416.661.6600 Fax 416.661.6898 www. trca.on.ca Strategic Plan fOr the Rouge Watershed 34 December 22, 2003 Mr. Bruce J. Taylor City Clerk City of Pickering One The Esplanade Pickering, ON L1V 6K7 DEC 2 4 2003 CiTY OF PIGKERING PIOKERINGo ONTARIO Dear Mr. Taylor: The Toronto and Region Conservation Authority (TRCA) and the Rouge Park Alliance are establishing a Task Force to oversee the preparation and implementation of a Watershed Plan for the Rouge River. Members of this Task Force will include municipal and government politicians and staff, community groups, business and industry, and watershed residents. The Plan will recommend effective management strategies that will, in concert with existing Rouge Park management plans, guide land use and resource use decisions throughout the watershed. The mandate does not include formal commenting on ongoing activities and development proposals. We request that the City of Pickering provide oneTask Force member from your Council, and an alternate. The term would extend from February 2004 to December 30, 2005. Meetings will be held every four to six weeks within the watershed at a mutually agreed time. Members unable to attend three consecutive meetings will be replaced. Attached are initial Terms of Reference for this studythat have been approved bytheTRCA and the Rouge Park Alliance. We look forward to your participation in this vital initiative. Please feel free to contact Patricia Mohr, Project Manager, at (416) 661-6600, extension 5624, if you require additional information. Sincerely, Brian Denney Chief Administrative Officer/Secretary Treasurer Toronto and Region Conservation Authority Lewis Yeager General Manager Rouge Park Att. 35 Attachment 1 THE ROUGE WATERSHED TASK FORCE TERMS OF REFERENCE Draft - October 24, 2003 THE ROUGE WATERSHED TASK FORCE TERMS OF REFERENCE 1.0 2.0 GOAL The goal of the Toronto and Region Conservation Authority (TRCA) and the Rouge Park Alliance in establishing the Rouge Watershed Task Force is to provide a venue for all stakeholder groups to work together in directing and having input to the development of a strategic plan for the Rouge River Watershed. Task Force mernbers will be sought from municipal and agency politicians and staff; community groups; business and industry; watershed residents; and the general public. Development of the Rouge Watershed Plan will raise awareness of watershed issues and determine an effective, proactive strategy for managing the watershed. It will also promote stewardship activities by bringing together corm~nunities and their watersheds. Through participation in the development of this plan, all watershed stakeholders should share a sense of responsibility for its implementation. Figure 1 outlines the Toronto and Region Conservation Authority's Watershed Planning Process and the roles served by a watershed task force. TASK FORCE MANDATE The mandate of the Task Force is to focus on developing a watershed management plan and ensuring the interests of all watershed stakeholders are considered. The goal of the plan is to recommend effective management strategies that will guide land use and resource use decisions, such that the overall health of the Rouge Watershed is protected and enhanced. A draft workplan (October, 2003) outlines a proposed scope of work for this initiative. The Task Force mandate does not include formal commenting on ongoing activities and development proposals in the watersheds. To develop the watershed plan, the Task Force will: Set watershed management goals, objectives, and targets define issues and management approaches for analysis evaluate alternative management approaches recommend effective management approaches and set priorities for protection, enhancement, and regeneration review and comment on draft Task Force documents (e.g. State of the Watershed Report including a baseline Report Card on watershed health, technical analysis summaries, watershed plan, implementation plan and model policy) participate on subcommittees, or working groups, of the Task Force to discuss specific issues in more detail follow the Authority's Policies and Procedures with respect to purchasing provide a draft watershed plan to the Authority by June 30, 2005. To ensure the interests of all stakeholders are considered and to foster the plan's implementation, Task Force members will, throughout the process: keep members of the broader group that he/she represents (e.g. municipal council, industry, environmental group, etc.) informed of the study progress and solicit input from 2 the broader group in addition to representing their own constituency, the individual Task Force member must be committed to achieving a consensus in the development of a management plan that is in the best interests of the overall watershed attend community group/service club meetings with TRCA and Rouge Park staff and make presentations on behalf of the Task Force attend community open houses and focus group meetings to assist in consulting and involving individuals, teclmical experts, interest groups, business and industry. 4 3.0 TASK FORCE MEMBERSHIP 3.1 Membership and Term Members of the Task Force will be appointed by the Authority for a term beginning in February, 2004 and ending December 30, 2005. With the exception of the watershed residents, each of the following stakeholder goups will be invited to identify one representative and one alternate to form the Task Force membership: Municipal government One elected representative and one alternate (elected or senior staff) from each of the four local and three regional municipalities within the watershed, including: Industry 17. Urban Development Institue (UDI) 18. Agricultural sector 19. Golf Courses 20. Greater Toronto Airports Authority 21. Aggregate industry 1. Town of Markham 2. Town of Whitchurch-Stouffville 3. Town of Richmond Hill 4. City of Pickering 5. City of Toronto 6. York Region 7. Durham Region Federal and Provincial Government 22. Transport Canada 23. Environment Canada 24. Dept. of Fisheries and Oceans 25. MNR 26. MOE 27. MMAH 28. OMAF 29. MTO Other government 8. Aboriginal community 9. Toronto Zoo 10. Rouge Park Alliance 11. TRCA Environmental Groups 12. Save the Rouge Valley System 13. Friends of the Rouge 14. Richmond Hill Naturalists 15. Rouge Valley Foundation 16. Milne Park Conservation Assoc. Watershed residents 30. from Toronto 31. from Markham 32. from Richmond Hill 33. from Whitchurch-Stouffville 34. from Pickering Task Force meetings will be held approximately every 4-6 weeks, at a mutually agreed upon time, and will be held at locations within the watershed. 5 4.0 3.2 Selection, Appointment, and Replacement Process Except for the citizen members, a letter will be sent to each of the stakeholder groups requesting the appointment of a Task Force representative. Citizen members will be selected through an application and interview process. Advertisements for citizen applicants will be posted in local newspapers and distributed at the November Community Open House meetings. A selection committee, consisting of the Rouge Park Alliance Chair, Rouge Park General Manager, a TRCA Board Member, and a TRCA staff person will review the applications and conduct interviews. Selection criteria will include consideration for: residency within the Rouge watershed, demonstrated interest in watershed management, and previous volunteer experience, with an attempt to ensure geographic representation from throughout the watershed study area from among the citizen members. Resignations may be filled by the Authority and Rouge Park on the recommendation of the selection committee, described above, and the Task Force. Task Force members or their alternates are required to attend all Task Force meetings on a regular basis. Members unable to fulfill this commitment will be replaced after missing three consecutive meetings to ensure broad and effective representation on watershed issues. TASK FORCE REPORTING RELATIONSHIP The Task Force will report to the Rouge Park Alliance and ultimately to the TRCA's Full Authority through the Watershed Management Advisory Board, according to the reporting relationship shown in Figure 2. It is the intent of the TRCA and the Rouge Park Alliance that a consensus position be developed to the extent possible among all stakeholders on all decisions, before a report is taken to the Full Authority. The Task Force will report at least semi-annually on its progress. Municipal Task Force members are responsible for taking repons of the Rouge Watershed Task Force back to their respective municipal councils. Likewise, provincial and federal government members are responsible for taking reports to senior Ministry officials. Authority staffwill assist in providing information for reports. Municipal, provincial and federal staffwill be invited to attend all meetings, and may effectively participate on working group committees. The Task Force may establish sub-committees, or "working groups", as issues dictate to allow for more in-depth discussion than time would allow at Task Force meetings and to engage additional expertise. The Chair of each working group will be a Task Force member. At such time as provincial source protection planning legislation is introduced, the Task Force's reporting relationship with any designated source protection planning committee will be clarified and amended, as necessary. 4]. 5.0 RULES OF CONDUCT The Task Force will follow the Rules of Conduct of the Authority (The Metropolitan Toronto and Region Conservation Authority), as adopted by Resolution #3 of the Authority Meeting #2/86, or as may be amended. A quorum will consist ora majority of the members of the Task Force. Under the Authority's Rules of Conduct, final decisions are made by vote. Only Task Force members or altemates can vote. It is the intent that adequate time will be provided for a thorough discussion of issues and development of a consensus position, to the extent possible, before any vote is called. Depending on the subject at hand, the services of a professional facilitator may be contracted to assist in meetings and workshops. A Chair and Vice Chair of the Task Force will be nominated from among the Task Force membership, and will be elected by the Task Force at their second meeting. The TRCA Chair will chair the first two Task Force meetings, until a Task Force Chair is elected. All subsequent meetings will be chaired by the Task Force Chair or Vice Chair. All meeting agendas will be set by TRCA and Rouge Park staff, with input and approval of the Task Force Chair. The Chair and Vice Chair will be ex-officio members of all working groups. Municipal Task Force members are responsible for keeping their alternate municipal representatives informed of Task Force business, and for ensuring the alternate attends meetings in the Task Force member's absence. Task Force meetings are open to the public. Members of the public may make deputations to the Task Force, but only based upon a prior written request that is approved by the Chair. 0 0 6.0 RESOURCES AVAILABLE TO THE TASK FORCE The Task Force are charged with creating a Watershed Plan by June of 2005. In order to assist in meeting this deadline, the following resources are available. 6.1 Project Management Team and Support Staff A Project Management Team consisting of a TRCA senior staff person, a project manager, and the Rouge Park General Manager will meet regularly, in consultation with the Task Force Chair, to ensure the planning process is fulfilling the agreed-upon objectives. Administrative assistance and communications expertise will be available to assist in Task Force meeting arrangements, record keeping, and consultation. 6.2 Technical Study Coordination TRCA staff will be responsible for coordination of the integrated watershed planning process and supporting technical studies, under the direction of the Task Force. Individual technical studies will be either be conducted by in-house staff at the TRCA, partner municipalities, or consultants. 6.3 Funding A number of funding sources have been pursued. The primary funding requests for plan development have been made by the Authority to their regional municipal members, namely York Region and the City of Toronto. Funding needs are also being discussed with local municipal govemments as well as provincial and federal agencies. These funds would be used to undertake project specific work, and may be pursued to initiate priority projects that are identified as the plan is developed. RECOMMENDATION OF THE COMMITTEE OF THE WHOLE DATE MOVED BY SECONDED BY That the draft by-law to appoint three persons to enforce the Parking By-law at 600 Liverpool Road, be forwarded to Council for approval. REPORT TO COMMITTEE OF THE WHOLE Report Number: CL 33-03 Date: December 19, 2003 From: Bruce Taylor City Clerk Subject: Appointment to enforce the Parking By-law at 600 Liverpool Road. Recommendation: That the draft by-law to appoint three persons to enforce the Parking By-law at 600 Liverpool Road, be forwarded to Council for approval. Executive Summary: Not Applicable Financial Implications: None Background: Correspondence has been received from The Pickering Harbour Company Limited, requesting the appointment of three persons as By-law Enforcement Officers for the purpose of enforcing the Parking By-law at 600 Liverpool Road. Attachments: Correspondence from The Pickering Harbour Company Limited Draft By-law Report CL 33-03 Subject: Appointment of By-law Enforcement Officers Date: December19,2003 Page 2 Prepared By: Approved / Endorsed By: Debbie Kearns Committee Coordinator BT:dk Attachments Copy: Chief Administrative Officer Taylor City Clerk Recommended for the consideration of Pickering City Council )mas J. Q istrative Associate Company FRENCHMAN'S BAY HARBOUR & MARINE SERVICE CO. LIMITED Executive Offices 591 LIVERPOOL ROAD PICKERING, ONTARIO L1W 1 R1 Telephone (905) 839-5036 Fax (905) 839-4380 December 15, 2003 Ms. Debbie Keams, Clerks Department City of Pickering Pickering Civic Complex One The Esplanade Pickering, ON L1V 6K7 Dear Ms. Kearns: On July 28, 2003, some of our staff were empowered by Council to issue parking tickets on our property at 591 Liverpool Road. We are finding that we are having greater difficulty organizing parking on our waterfront property at 600 Liverpool Road L 1W 1P9, and so we are requesting that the same personnel namely Harold Hough, Bob Evans and Cathy McConnell be authorized to issue parking tickets for illegally parked vehicles. We would request that this matter be brought before Council at your earliest convenience. Yours very truly, THE PICKERING HARI~OUR COMPANY LIMITED Harold Hough, / President :kg IATTACHMENT#, , TO REPORT THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. Being a by-law to appoint By-law Enforcement Officers for certain purposes (Parking Regulation - 600 Liverpool Road). WHEREAS pursuant to section 15(I)of the Police Services Act, R.S.O. 1990, c.P.15, as amended, a municipal council may appoint persons to enforce the by-laws of the municipality; and WHEREAS pursuant to section 15(2) of the said Act, municipal by-law enforcement officers are peace officers for the purpose of enforcing municipal by-laws; NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: That Harold Hough, Bob Evans and Cathy McConnell be hereby appointed as municipal law enforcement officers in and for the City of Pickering in order to ascertain whether the provisions of By-law 2359/87 are obeyed and to enforce or carry into effect the said By-law and are hereby authorized to enter at all reasonable times upon lands municipally known as 600 Liverpool Road. The authority granted in section 1 hereto is specifically limited to that set out in section 1, and shall not be deemed, at any time, to exceed the authority set out in section 1. These appointments shall expire upon the persons listed in section 1ceasing to be employees of The Pickering Harbour Company Ltd.. BY-LAW read a first, second and third time and finally passed this 19th day of January, 2004. David Ryan, Mayor Bruce Taylor, Clerk RECOMMENDATION OF THE COMMITTEE OF THE WHOLE DATE MOVED BY SECONDED BY That Mayor Ryan be authorized to make the following proclamation: "Family Literacy Week" - January 26, 2004 to February 2, 2004 "Marriage Checkup Week"- February 9 - 14, 2004 q Your Worship Mayor Dave Ryan The Corporation of the City of Pickering One The Esplanade Pickering, ON LI V 6K7 December 10, 2003 Dear Mayor Dave Ryan, I am writing to request a proclamation for "Marriage Checkup Week" on February 9-14, 2004. During that week our association is conducting a public awareness campaign to promote healthy marriages through annual checkups. Marriage checkups are designed to strengthen and protect marriages by helping couples of all ages and descriptions examine their relationships on a regular basis. We would like annual marriage checkups to become as routine as annual medical checkups. We know you will agree that healthy marriages and healthy families are the lifeblood of the community. During Valentine's week members of our non-profit association will offer flee one-hour marriage checkups to the public as a community service. The marriage checkup helps identify the unique strengths as well as the potential trouble spots in a relationship. Couples sit down with a trained Marriage and Family Therapist who can help prevent small problems from becoming more serious ones. It is our association's way of saying "Happy Valentine's Day" to Pickering. Our publicity materials will feature a cross-section of couples, young, old, same-sex, and members of diverse cultural and racial groups. Pickering is the home of many rich traditions and varied communities. Our aim is to promote healthy marriages and prevent the painful breakdown of marriages across the board. We ask that you support our public awareness campaign by issuing a proclamation that February 9-14, 2004, is "Marriage Checkup Week". Thank you for your kind consideration of our request. Yours sincerely, Heather McKechnie, MSW, RSW, RMFT President // Post Office Box 50055 · 660 Eglinton Ave. E. · Toronto · Ontario · M4G 4G 1 · 1-800-267-2638 www.oamfl.on.ca 51 SeromfI Literae~u Progeams in the Durhctm Region since .1994 D¢cem er 1~, Atlellti Via fa,~ One pa Dear 1V As you dir~cti( .have di 2000. I wish t that on Week, 3 this inil commu We an.~ Sincere Wanda Ex¢cuti n: 1,, 7a. or r)i;v¢, :yah 90~. 431)-0515 e t~ ;'n.; ;llittm:l .yo: R .'an ,.nox ', 'tie I i:era, v Network of Durham Region is committed ~o p~oviding support and .,. to J.t{ racy acti', ities in the l)urham Region. You are likely aware of the commitment we .>l.a~.2d towards I amity Literacy since the launch of the Family Literacy Ki.t on October tak,: t;tis (:,pporl .miry to remind you of.Family ~.iteracy Da.}; January.' 27. 2004 and l~ope ./ 'ehaf ~>f thc Cit', of .PickerJ.ng you could propose the proclamation of FamiA' Literacy /i/ ,rotc, ~' .~6 t.~ Fei: 'uar¥ 2, 2004. Should the Durham Regional Council a~ee to Support ,~iv,. ".The l'.jter~ :y Network of Durham Region will do its part to encourage the [ ltv 1 > ~,articipat,: in Family Literacy V~kek and make it a success. )usl ~,; wan you: response and thank you for supporting family literacy. ), · e D re_'tor