Minutes of the Community Development Advisory Committee - Nov 22, 2022

MINUTES OF THE COMMUNITY DEVELOPMENT ADVISORY COMMITTEE MEETING HELD ELECTRONICALLY ON TUESDAY, NOVEMBER 22, 2022

PRESENT: J. Melville, Temporary Chair A. Flint, Vice Chair – joined meeting at 8:17 p.m. M. Ayala J. Baker R. Baker D. Faulks K. Porter Councillor Kowalewich, Council Liaison Councillor Rogers, Council Liaison

REGRETS: K. Fabris, Chair D. Lark H. Sharma

ALSO PRESENT: I. Leung, Director of Engineering – joined meeting at 7:55 p.m. L. Taylor, Director of Development Services A. Heimburger, Recording Secretary 2 members of the public 0 members of the press

1. CALL TO ORDER – The Recording Secretary called the meeting to order at 7:14 p.m.

2. SELECTION OF TEMPORARY CHAIR In the absence of the Chair and Vice Chair, the Committee selected a temporary Chair for the November 22, 2022 meeting.

   a) Selection of Temporary Chair MOVED BY: R. Baker SECONDED: M. Ayala

   THAT Jared Melville be appointed as Temporary Chair of the Community Development Advisory Committee for the November 22, 2022 meeting. CARRIED

3. APPROVAL OF AGENDA MOVED BY: M. Ayala SECONDED: J. Baker

   THAT the agenda be approved as presented. CARRIED

4. MINUTES, RECEIPT & ADOPTION OF a) Minutes of the Community Development Advisory Committee meeting held March 22, 2022 MOVED BY: R. Baker SECONDED: M. Ayala

   THAT the minutes of the Community Development Advisory Committee meeting held March 22, 2022 be adopted. CARRIED

   b) Minutes of the Extraordinary Community Development Advisory Committee meeting held April 26, 2022 MOVED BY: R. Baker SECONDED: M. Ayala

   THAT the minutes of the Community Development Advisory Committee meeting held April 26, 2022 be adopted. CARRIED

5. CHAIR’S REPORT

6. PETITIONS & DELEGATIONS

7. BUSINESS ARISING FROM PREVIOUS MINUTES

8. REPORTS 8.1 STAFF REPORTS 8.2 COUNCIL REPORTS a) Minutes of the Council meetings held March 15, 2022 to September 20, 2022 MOVED BY: M. Ayala SECONDED: R. Baker THAT the minutes of the Council meetings held March 15, 2022 to September 20, 2022 be received. CARRIED

9. CORRESPONDENCE

10. NEW BUSINESS a) Proposed Advisory Committees Structure Councillor Rogers provided background on the history of the advisory committees structure, the purpose and goals of advisory committees, and perceived benefits of implementing additional advisory committees. Councillor Kowalewich made note of perceived challenges associated with implementing additional advisory committees and suggested alternative models for committees to support greater engagement.

    The Committee discussed Council’s proposed restructuring of advisory committees, specifically:

    • confusion over roles and responsibilities, need for improvements to processes, policies and communication between the Town and committee members;
    • need for orientation and training, a well-defined job description and committee structure to help build success;
    • concerns regarding establishing additional committees, specifically the challenges associated with recruiting volunteers and staff resources. It was suggested that the focus should be on the contribution of the existing committees;
    • need for ensure sufficient staff resources, it was suggested that a part-time volunteer coordinator job could be created to administer advisory committees if additional committees are created;
    • more engagement with existing and long-term advisory committee members, including feedback surveys to be provided at the end of each member’s term;
    • changes to committee agendas to improve layout, including a section for long-standing items to be discussed at each meeting (e.g. Active Transportation Network Plan is currently in development and could be discussed at each meeting as it evolves). It was also suggested that agendas and attachments are circulated to the committee a week before the meeting;
    • desire to contribute meaningfully through advisory committee participation. Members require engaging, actionable items to be referred and sufficient time to review in advance of meetings; and
    • where there is sufficient interest from the public to justify creation of additional advisory committees.

    b) Active Transportation Network Plan – Baseline Conditions Report The Director of Engineering provided an overview on the Active Transportation Network Plan project, recent “Bikeshop Tours,” and next steps for development of the Plan. The Director further recommended reading the “What we heard” document released by the consultant for the project (Watt Consulting Group) in September 2022.

    The Committee requested clarification from the Town on the purpose and scope of the “Active Transportation Network Plan – Baseline Conditions Report” agenda item and agreed to meet informally to discuss further.

    MOVED BY: M. Ayala SECONDED: J. Melville

    CDAC-06-22 THAT the Committee recommend to Council that the Community Development Advisory Committee have an informal meeting to discuss the Active Transportation Network Plan – Baseline Conditions report and provide feedback to the Town at a future date. CARRIED

11. CLOSED MEETING RESOLUTION

12. TERMINATION MOVED BY: D. Faulks SECONDED: M. Ayala

    THAT this meeting now terminate at 8:35 p.m. CARRIED