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HomeMy WebLinkAbout2017-03-27 Adopted Council Workshop Minutes.pdfCity 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. PRESENT Appointed Staff E.C. Swabey, Chief Administrative Officer Elected Officials Councillor K. Duncan Councillor B. Masse Councillor G Robson Councillor T. Shymkiw Councillor C. Speirs K. Swift, General Manager of Parks, Recreation & Culture P. Gill, General Manager Corporate and Financial Services F. Quinn, General Manager Public Works and Development Services ABSENT Mayor N. Read Councillor C. Bell L. Darcus, Manager of Legislative Services A. Gaunt, Confidential Secretary Other Staff as Required D. 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 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. 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 CARRIED 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. 64 72-2007 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. Certified Correct L. Darcus, Corporate Officer 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. 64 72-2007 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. Da