2017-01-23_Committee of the Whole Open Minutes2017-1
Committee of the Whole Meeting Open Session
January 23, 2017
Minutes of the Committee of the Whole Meeting Open to the Public
Monday, January 23, 2017 at 4:30 p.m.
8t" 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 John MacKenzie
Councillor Ward 2 Sean Casey
Councillor Ward 3 Donna Reardon
Councillor Ward 3 Gerry Lowe
Councillor Ward 4 David Merrithew
Absent: Councillor Ward 4 Ray Strowbridge
Also
Present: City Manager J. Trail
Deputy City Manager, N. Jacobsen
Commissioner of Transportation and Environment M. Hugenholtz
Commissioner Growth and Community Development J. Hamilton
Commissioner Finance and Administrative Services K. Fudge
Commissioner Saint John Water B. McGovern
Common Clerk J. Taylor
Deputy Common Clerk P. Anglin
1. Meeting Called To Order
The Mayor called the Committee of the Whole Open Session Meeting to order.
1.0. Agenda Items
Moved by Deputy Mayor McAlary, seconded by Councillor MacKenzie:
RESOLVED that the agenda for Monday January 23, 2017 be approved with the addition of item
1.7 Legal Matter 10.2(4)(g)and 1.8 Legal Matter 10.2(4)(f).
MOTION CARRIED.
1.1 Procedural Bylaw Discussion (Open Committee of the Whole Session)
The City Manager discussed several difficulties to publish the Council Agenda Packet and
options to improve the process:
• The challenge to publish the Council agenda within the existing bylaw timeline
(Wednesday)
• Preferred options to publish on Thursday or Friday
• Supplemental Agenda considerations
• Concurrent release to Council and in the public domain
The Clerk discussed public correspondence gaps in the Procedural Bylaw.
The following suggestions were made for Public Correspondence:
• Must be delivered in person, by mail, email or fax
• Be addressed to Council or a Committee
• Be legible
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Committee of the Whole Meeting Open Session
January 23, 2017
• Include the name and mailing address and telephone number of the author
• Not contain language which is defamatory, offensive or disrespectful to anyone
• Personal information and opinion contained in the letter will form part of the public
record unless the author of the communication requests the removal of his/her
personal information
• If in the opinion of the Clerk, a City official should consider any communication before
the Council meeting, the Clerk may:
➢ Forward a copy to the appropriate City official
➢ The City official may then submit the report directly to Councilor
Committee in response to the communication.
Moved by Councillor Sullivan, seconded by Councillor MacKenzie:
RESOLVED that staff be directed to draft an amendment to the Procedural Bylaw to address the
following issues the Clerk raised:
Public Correspondence:
• Must be delivered in person, by mail, email or fax
• Be addressed to Council or a Committee
• Be legible
• Include the name and mailing address and telephone number of the author
• Not contain language which is defamatory, offensive or disrespectful to anyone
• Personal information and opinion contained in the letter will form part of the public
record unless the author of the communication requests the removal of his/her
personal information
• If in the opinion of the Clerk, a City official should consider any communication before
the Council meeting, the Clerk may:
➢ Forward a copy to the appropriate City official
➢ The City official may then submit the report directly to Councilor
Committee in response to the communication.
MOTION CARRIED.
Moved by Councillor MacKenzie seconded by Councillor Lowe:
RESOLVED that staff be directed to draft an amendment to the Procedural Bylaw to address the
following issues the City Manager raised:
• The challenge of publishing the Council agenda within the existing bylaw timeline
(Wednesday)
• Preferred options to publish on Thursday or Friday
• Supplemental Agenda considerations
• Concurrent release to Council and in the public domain.
MOTION CARRIED.
1.2 Discussion of Confidential Matters
Moved by Councillor MacKenzie, seconded by Councillor Armstrong:
RESOLVED that the public be excluded from the meeting for the duration of the discussion on
the following Matters: 1.2 Approval of Minutes 10.2(4); 1.3 Employment Matter 10.2(4)(j); 1.4
Land Matter 10.2(4)(c,d); 1.5 Legal Matter 10.2(4)(f); 1.6 Nominating Committee 10.2(4)(b); 1.6
Legal Matter 10.2(4)(f) and 1.7 Legal Matter 10.2(4)(f) and 1.8 Legal Matter 10.2(4)(f).
MOTION CARRIED.
Record Pursuant to Section 10.2(4)
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Committee of the Whole Meeting Open Session
January 23, 2017
The meeting of the Committee of the Whole of Common Council held on January 23, 2017 was
closed to the public pursuant to Section 10.2(4) of the Municipalities Act during the
Committee's discussion of the following matters: 1.2 Approval of Minutes 10.2(4); 1.3
Employment Matter 10.2(4)(j); 1.4 Land Matter 10.2(4)(c,d); 1.5 Legal Matter 10.2(4)(f); 1.6
Nominating Committee 10.2(4)(b), 1.7 Legal Matter 10.2(4)(f) and 1.8 Financial Matter
10.2(4)(c).
Common Clerk