HomeMy WebLinkAbout2017-04-10 Workshop Agenda and Reports.pdfCity of Maple Ridge
1.ADOPTION OF THE AGENDA
2.MINUTES
2.1 Minutes of the March 27, 2017 Council Workshop Meeting
3.PRESENTATIONS AT THE REQUEST OF COUNCIL
4.MAYOR AND COUNCILLORS’ REPORTS
5.UNFINISHED AND NEW BUSINESS
5.1 Community Safety Plan
Staff report dated April 10, 2017 recommending endorsement of a process for the
development of a Community Safety Plan.
COUNCIL WORKSHOP AGENDA
April 10, 2017
10:00 a.m.
Blaney Room, 1st Floor, City Hall
The purpose of the Council Workshop is to review and discuss policies and
other items of interest to Council. Although resolutions may be passed at
this meeting, the intent is to make a consensus decision to send an item to
Council for debate and vote or refer the item back to staff for more
information or clarification. The meeting is live streamed and recorded by
the City of Maple Ridge.
REMINDERS
April 10, 2017
Closed Council following Workshop
April 11, 2017
Council Meeting 7:00 p.m.
Council Workshop
April 10, 2017
Page 2 of 4
6. CORRESPONDENCE
The following correspondence has been received and requires a response. Staff is
seeking direction from Council on each item. Options that Council may consider include:
a) Acknowledge receipt of correspondence and advise that no further action will be
taken.
b) Direct staff to prepare a report and recommendation regarding the subject matter.
c) Forward the correspondence to a regular Council meeting for further discussion.
d) Other.
Once direction is given the appropriate response will be sent.
6.1 Upcoming Events
April 22, 2017
10:00 a.m.
Celebrate Earth Day – Memorial Peace Park
Organizer: Maple Ridge Earth Day Planning Committee
April 24, 2017
7:30 p.m.
Canada 150 Concert – The ACT
Organizer: Maple Ridge Concert Band
April 29, 2017
6:00 p.m.
Spring Fling Fundraiser Dinner – Thomas Haney Secondary
Organizer: BC Agriculture in the Classroom Foundation
April 30, 2017
11:00 a.m.
2017 Goodbye Chums/Kanaka Creek Watershed Stewardship
Opening – Kanaka Creek Watershed Stewardship Centre,
11450 256 Street, Maple Ridge
Organizer: Metro Vancouver and Kanaka Education and
Environmental Partnership Society
7. BRIEFING ON OTHER ITEMS OF INTEREST/QUESTIONS FROM COUNCIL
Links to member associations:
• Union of British Columbia Municipalities (“UBCM”) Newsletter The Compass
o http://www.ubcm.ca/EN/main/resources/past-issues-compass/2016-
archive.html
• Lower Mainland Local Government Association (“LMLGA”)
o http://www.lmlga.ca/
• Federation of Canadian Municipalities (“FCM”)
o https://www.fcm.ca/
Council Workshop
April 10, 2017
Page 3 of 4
8. MATTERS DEEMED EXPEDIENT
9. NOTICE OF CLOSED COUNCIL MEETING
That the Council meeting immediately following this meeting be closed to the
public pursuant to Section 90(1) and 90 (2) of the Community Charter as the
subject matter being considered relates to the following:
Section 90(1)(a) Personal information about an identifiable individual who holds
or is being considered for a position as an employee appointed
by the municipality.
Section 90(1)(e) The acquisition of land or improvements of which council
considers that disclosure might reasonably be expected to harm
the interests of the municipality.
Section 90(1)(g) Litigation or potential litigation affecting the municipality.;
Any other matter that may be brought before the Council that meets the
requirements for a meeting closed to the public pursuant to Sections 90 (1) and
90 (2) of the Community Charter or Freedom of Information and Protection of
Privacy Act.
10. ADJOURNMENT
Checked by: ___________
Date: _________________
Council Workshop
April 10, 2017
Page 4 of 4
Rules for Holding a Closed Meeting
Section 90(1) A part of a council meeting may be closed to the public if the subject matter being considered
relates to one or more of the following:
(a) personal information about an identifiable individual who holds or is being considered for a position as an
officer, employee or agent of the municipality or another position appointed by the municipality;
(b) personal information about an identifiable individual who is being considered for a municipal award or honour,
or who has offered to provide a gift to the municipality on condition of anonymity;
(c) labour relations or employee negotiations;
(d) the security of property of the municipality;
(e) the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure
might reasonably be expected to harm the interests of the municipality;
(f) law enforcement, if the council considers that disclosure might reasonably be expected to harm the conduct of
an investigation under or enforcement of an enactment;
(g) litigation or potential litigation affecting the municipality;
(h) an administrative tribunal hearing or potential administrative tribunal hearing affecting the municipality, other
than a hearing to be conducted by the council or a delegate of council
(i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that
purpose;
(j) information that is prohibited or information that if it were presented in a document would be prohibited from
disclosure under section 21 of the Freedom of Information and Protection of Privacy Act;
(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their
preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of
the municipality if they were held in public;
(l) discussions with municipal officers and employees respecting municipal objectives, measures and progress
reports for the purposes of preparing an annual report under section 98 [annual municipal report]
(m) a matter that, under another enactment, is such that the public may be excluded from the meeting;
(n) the consideration of whether a council meeting should be closed under a provision of this subsection of
subsection (2)
(o) the consideration of whether the authority under section 91 (other persons attending closed meetings) should
be exercised in relation to a council meeting.
Section 90(2) A part of a council meeting must be closed to the public if the subject matter being considered
relates to one or more of the following:
(a) a request under the Freedom of Information and Protection of Privacy Act , if the council is designated as head
of the local public body for the purposes of that Act in relation to the matter;
(b) the consideration of information received and held in confidence relating to negotiations between the
municipality and a provincial government or the federal government or both, or between a provincial
government or the federal government or both and a third party;
(c) a matter that is being investigated under the Ombudsperson Act of which the municipality has been notified
under section 14 [Ombudsperson to notify authority] of that Act;
(d) a matter that, under another enactment, is such that the public must be excluded from the meeting;
(e) a review of a proposed final performance audit report for the purpose of providing comments to the auditor
general on the proposed report under section 23 (2) of the Auditor General for Local Government Act .
City of Maple Ridge
COUNCIL WORKSHOP MINUTES
March 27, 2017
The Minutes of the City Council Workshop held on March 27, 2017 at 10:04 a.m. in
the Blaney Room of City Hall, 11995 Haney Place, Maple Ridge, British Columbia for
the purpose of transacting regular City business.
0BPRESENT
Elected Officials Appointed Staff
Councillor K. Duncan E.C. Swabey, Chief Administrative Officer
Councillor B. Masse K. Swift, General Manager of Parks, Recreation & Culture
Councillor G Robson P. Gill, General Manager Corporate and Financial Services
Councillor T. Shymkiw F. Quinn, General Manager Public Works and Development
Councillor C. Speirs Services
L. Darcus, Manager of Legislative Services
ABSENT A. Gaunt, Confidential Secretary
Mayor N. Read 1BOther Staff as Required
Councillor C. Bell 2BD. Pollock, Municipal Engineer
Note: These Minutes are posted on the City Web Site at www.mapleridge.ca
Note: Councillor Duncan chaired the meeting as Acting Mayor
1.ADOPTION OF THE AGENDA
R/2017-140
It was moved and seconded
That the agenda for the March 27, 2017 Council Workshop Meeting be
adopted as circulated.
CARRIED
2.MINUTES
2.1 Minutes of the March 20, 2017 Council Workshop Meeting
R/2017-141
It was moved and seconded
That the minutes of the Council Workshop Meeting of March 20, 2017 be
adopted as circulated.
CARRIED
2.1
Council Workshop Minutes
March 27, 2017
Page 2 of 4
3. PRESENTATIONS AT THE REQUEST OF COUNCIL – Nil
4 MAYOR’S AND COUNCILLORS’ REPORTS
Councillor Speirs
Councillor Speirs attended a Save Riverview Coalition meeting.
Councillor Duncan
Councillor Duncan attended a meeting of the Active Transportation Committee
and the “We Are Kwantlen” exhibit in Langley. She participated in the Opioid
Overdose Campaign.
5. UNFINISHED AND NEW BUSINESS
5.1 Corporate Asset Management Policy
Staff report dated March 27, 2017 recommending that the draft Corporate
Asset Management Policy be finalized and forwarded to a Regular Council
Meeting for consideration.
The Municipal Engineer gave a PowerPoint presentation providing information
on the asset management initiative currently in progress to develop an
integrated Asset Management Plan.
R/2017-142
It was moved and seconded
That the draft Corporate Asset Management Policy be finalized and forwarded
to a Regular Council Meeting for consideration.
CARRIED
Note: Item 5.2 was deferred from the March 14, 2017 Council Meeting
5.2 Follow up to Motion by Councillor Shymkiw
Presentation by the Manager of Legislative Services
Motion resolving to change the current format of the Council Meeting
Schedule
Council Workshop Minutes
March 27, 2017
Page 3 of 4
The following motion was referred to this Workshop.
Whereas the Maple Ridge Council Procedure Bylaw No. 6472-2007 and
amendments thereto allows for Council to create Council Workshop meetings
to conduct Workshop business;
And whereas there is no requirement to have such meeting under this bylaw;
Therefore be it resolved that,
Beginning April 1, 2017 meetings of Council Workshop schedule three
Monday mornings each month cease for a five month trial period, and
All business normally conducted at Council Workshop be transferred to a
Committee of the Whole meeting where reports and other city business will be
considered and discussed but no resolutions or motions leading to decisions
will be made except to forward agenda items to Council or refer back to
staff/committees; and
Two Committee of the Whole meetings (including workshop type sessions) be
scheduled each month on Tuesday evenings alternating with Regular Council
meetings also scheduled for two Tuesday evenings each month, and that
Public Hearings be scheduled prior to the third Tuesday Committee of the
Whole Meeting and
The applicable advertisements to the change in the Council Meeting Schedule
be advertised as required.
The Manager of Legislative Services presented background information about
meetings and Council discussed alternatives for meetings with the majority favoring:
• The elimination of Committee of the Whole;
• Alternating Workshop Council Meeting with Regular Council on Tuesday
evenings and including the items normally initiated at Committee of the
Whole for decision at that meeting, forwarding to Regular Council, referring
back to staff for additional information or to the developer for changes, or
deferring;
• Including a question period (15 minutes) at the beginning of all meetings
as well as at the end;
• Scheduling Public Hearing adjacent to one of the Workshop Council
Meetings; and
• Scheduling Closed Council Meetings if and when required at 6:00 p.m.
prior to Regular Council Meetings.
R/2017-143
It was moved and seconded
That staff bring forward a report to a Council Meeting summarizing the
changes to the Council Meeting schedules requested during this Workshop.
CARRIED
Council Workshop Minutes
March 27, 2017
Page 4 of 4
6. CORRESPONDENCE – Nil
7. BRIEFING ON OTHER ITEMS OF INTEREST/QUESTIONS FROM COUNCIL – Nil
8. MATTERS DEEMED EXPEDIENT – Nil
9. NOTICE OF CLOSED COUNCIL MEETING
R/2017-144
It was moved and seconded
That the Council meeting immediately following this meeting be closed to the
public pursuant to Section 90(1) and 90 (2) of the Community Charter as the
subject matter being considered relates to the following:
90(2)(d) A matter that, under another enactment, is such that the public may
be excluded from the meeting.
Any other matter that may be brought before the Council that meets the
requirements for a meeting closed to the public pursuant to Sections 90 (1)
and 90 (2) of the Community Charter or Freedom of Information and
Protection of Privacy Act.
CARRIED
10. ADJOURNMENT - 11:36 a.m.
_______________________________
K. Duncan, Acting Mayor
Certified Correct
___________________________________
L. Darcus, Corporate Officer
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City of Maple Ridge
TO: Her Worship Mayor Nicole Read MEETING DATE: April 10, 2017
and Members of Council
FROM: Chief Administrative Officer MEETING: Council Workshop
SUBJECT: Community Safety Plan
EXECUTIVE SUMMARY:
The last community safety plan was completed over a decade ago. The community has grown
considerably since then and given how much the trends in public safety have changed, an update is
in order.
The responsibility for community safety involves more than the RCMP. While the RCMP will be
involved in the development of the plan, so will other agencies including Bylaws, security, the
Business Improvement Association (BIA), health services and social service agencies. We also hope
to involve representation from the community at large.
The need for this plan was discussed as part of the 2017-2021 Business Planning deliberations. It
will be developed over a series of meetings and we expect to have it completed by this fall.
RECOMMENDATIONS:
That the process for the development of the Community Safety Plan outlined in the staff report dated
April 10, 2017 be endorsed.
DISCUSSION:
a)Background Context:
The community safety plan will be developed with input from a variety of stakeholders. The process
will involve a facilitated cross-sectional group of between 20 to 30 individuals. We will meet once a
week for up to 3 hours at a time, over about a 4 to 6 week period. Here is the ground that we expect
to cover:
1.Basic Backgrounder. The first portion of the process will involve information sharing in order
to establish a common understanding for the participants. Information will be provided on
community growth patterns, projections, and trends. We will also learn about the number of
initiatives that are already in place and the opportunities and challenges that are being
faced. Best practices from other jurisdictions will also be shared.
2.Once the common understandings are in place, we will work through a series of exercises to
determine our strengths, weaknesses opportunities and threats.
5.1
2 | Page
3. We will then look to identify specific action items that should be undertaken and by whom.
The intent will be to come up with measurable items that can be followed up on. By having a
cross section of people involved in the process, we hope to have people there who can speak
for their respective agencies.
4. The input and suggested action items will be used to draft up the plan. A draft of the
presentation will be presented to Council and will also be forwarded to community agencies
for comment.
5. The community safety plan will be finalized, reflecting the feedback received. It is our hope
that we will report progress on the plan on a regular basis.
The objective of the plan is to create a shared understanding of the safety initiatives that are already
in place and to get a commitment from stakeholders on key action items that need to be pursued.
CONCLUSIONS:
A new holistic plan is needed to guide the development of Community Safety in the City of Maple
Ridge for years to come and we hope to do this through a process involving key stakeholders.
“Original signed by Paul Gill”
Prepared and Paul Gill,
Approved by: GM: Corporate & Financial Services
“Original signed by Frank Quinn” for
Concurrence: E.C. Swabey
Chief Administrative Officer