2018-01-15_Committee of the Whole Open Minutes
2018-1
Committee of the Whole Meeting Open Session
January 15, 2018
Minutes of the Committee of the Whole Meeting Open to the Public
Monday, January 15, 2018 at 4:30 p.m.
th
8 Floor Boardroom, City Hall
Present: Mayor Don Darling
Deputy Mayor Shirley McAlary
Councillor-at-Large Gary Sullivan
Councillor Ward 1 Blake Armstrong
Councillor Ward 1 Greg Norton
Councillor Ward 2 Sean Casey
Councillor Ward 2 John MacKenzie
Councillor Ward 3 Gerry Lowe
Councillor Ward 3 Donna Reardon
Councillor Ward 4 David Merrithew
Councillor Ward 4 Ray Strowbridge
Also
Present: City Manager J. Trail
Deputy City Manager N. Jacobsen
City Solicitor, J. Nugent
Commissioner of Finance and Treasurer K. Fudge
Commissioner Growth and Community Development J. Hamilton
Commissioner Transportation and Environment Services M. Hugenholtz
Fire Chief K. Clifford
Deputy Commissioner Administration I. Fogan
Senior HR Manager S. Hossack
Common Clerk J. Taylor
Deputy Common Clerk P. Anglin
2018-2
Committee of the Whole Meeting Open Session
January 15, 2018
1. Meeting Called To Order
The Mayor called the Committee of the Whole Open Session Meeting to order.
Moved by Deputy Mayor McAlary, seconded by Councillor Reardon:
RESOLVED that the agenda be approved with item 1.4 Legal Matter 68(1)(b,f,g) being
withdrawn and that the discussion for 1(i) Electronic Meetings and 1(ii) Snow Clearing on
Christmas Day be held in Committee of the Whole Open Session.
MOTION CARRIED.
1.(i) LGA s. 69 Electronic Meetings
The Common Clerk discussed the new provision for electronic meetings in the Local Governance
Act to gather input from Council. Technical matters, costs, open and closed session were
discussed.
Moved by Councillor Reardon, seconded by Councillor Strowbridge:
RESOLVED that the Common Clerk be directed to explore further options for electronic
meetings.
MOTION CARRIED.
1.(ii) Snow clearing on Christmas Day
Moved by Councillor Lowe, seconded by Councillor Strowbridge:
RESOLVED that the Committee allow discussion of snow clearing on Christmas Day.
MOTION CARRIED.
The City Manager commented on the new shift schedule, the weather phenomenon, and
communications of the practice.
Commissioner Hugenholtz commented on the extreme weather challenges and the ice buildup.
Other municipalities had similar challenges. The shift season has been collapsed in a 5 day 8
hour structure for snow removal, other activities including asphalt patching, and a night shift.
Service level standards have not been reduced.
All staff were in Christmas day up to 7:00 pm, and then a night shift was brought in. A duty
manager was on call 24/7. Customer Service staff were available 24/7. The duty manager makes
the decisions based on communications feedback from the ground. Some streets were not
touched until Wednesday. A recap of the shortcomings is being reviewed with the foremen.
The recap will address:
2018-3
Committee of the Whole Meeting Open Session
January 15, 2018
Are the front line staff familiar with the routes?
Are the foremen checking the routes?
Are communications of the work outstanding being reported?
The Commissioner commented on the communication staff available during the day and off
hours. Approximately 16,000 calls are received annually. The off hours communications staff
also have other duties, they are on the street carrying out snow removal. Calls can be missed in
the off hours because there is not currently a voice mail to collect missed calls. This will be
addressed.
Responding to questions, the Commissioner stated that from Fri 4 pm – Sun 11 pm there is no
scheduled staff unless called in.
Moved by Deputy Mayor McAlary, seconded by Councillor Strowbridge:
RESOLVED that the verbal update on snow removal on Christmas day be received for
information.
MOTION CARRIED.
1.2 Discussion of Confidential Matters
Moved by Deputy Mayor McAlary, seconded by Councillor Reardon:
RESOLVED that the public be excluded from the meeting for the duration of the discussion on
the following matters: 1.3 Approval of Minutes 68(1); 1.4 WITHDRAWN; 1.5 Legal Matter
68(1)(f); 1.6 Land Matter 68(1)(d); 1.7 Land 68(1)(d); 1.8 Financial Matter 68(1)(c); and 1.9
Employment Matter 68(1)(j).
MOTION CARRIED.
Record Pursuant to Section 68.1
The meeting of the Committee of the Whole of Common Council held on January 15, 2018 was
closed to the public pursuant to Section 68(1) of the Local Governance Act during the
Committee's discussion of the following matters: 1.3 Approval of Minutes 68(1); 1.4
Withdrawn; 1.5 Legal Matter 68(1)(f); 1.6 Land Matter 68(1)(d); 1.7 Land 68(1)(d); 1.8 Financial
Matter 68(1)(c); and 1.9 Employment Matter 68(1)(j).
Common Clerk/greffier communal