Minutes of Committee of the Whole Meeting

Tuesday, June 06, 2023 at 1:30 P.m. - 2:30 P.m.

Council Chambers

Guelph City Hall, 1 Carden Street

Council:

• Mayor C. Guthrie
• Councillor P. Allt
• Councillor C. Billings
• Councillor L. Busuttil
• Councillor L. Caron
• Councillor E. Caton
• Councillor K. Chew
• Councillor C. Downer
• Councillor D. Gibson
• Councillor R. Goller
• Councillor C. Klassen
• Councillor D. O'Rourke
• Councillor M. Richardson

Staff:

• S. Stewart, Chief Administrative Officer
• C. Clack-Bush, Deputy Chief Administrative Officer, Public Services
• J. Holmes, Deputy Chief Administrative Officer, Infrastructure, Development and Enterprise Services
• T. Lee, Deputy Chief Administrative Officer, Corporate Services
• L. Duarte, General Manager, Strategic Communications and Community Engagement
• T. Gayman, General Manager, Engineering and Transportation Services/City Engineer
• G. Lombard, Manager, Community Engagement
• D. Messer, Executive Director, Smart Cities Office
• R. Russwurm, Manager, Design and Construction
• S. Laughlin, Downtown Revitalization Advisor,
• K. Guthrie, Community Engagement Coordinator
• T. Suerich, Community Engagement Coordinator
• S. O'Brien, General Manager, City Clerk's Office/City Clerk
• D. McMahon, Manager, Legislative Services/Deputy Clerk
• G. Meades, Council and Committee Coordinator
• C. Murray-Sprague, Council and Committee Coordinator
• D. Tremblay, Board and Committee Coordinator
• J. Tang, Legislative Coordinator

Also Present:

• Luisa Artuso, Social Services Administrator, County of Wellington, 
  Mandy Koroniak, Director of Children's Early Years Division, County of Wellington, 
  Mark Poste, Director of Housing, County of Wellington, 
  Stuart Beumer, Director of Ontario Works, County of Wellington

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1.

Call to Order - Mayor

Mayor called meeting to order (1:35 pm).

1.1

Disclosure of Pecuniary Interest and General Nature Thereof

There were no disclosures.

2.

Authority to move into closed meeting

• Moved By Councillor O'Rourke
  Seconded By Councillor Allt

  That the Council of the City of Guelph now hold a meeting that is closed to the public, pursuant to The Municipal Act Section239(2) (a) of the Municipal Act relating to the security of the property of the Municipality or Local Board.

  Voting in Favour: (13)

  Mayor Guthrie, Councillor Gibson, Councillor Goller, Councillor Allt, Councillor Downer, Councillor O'Rourke, Councillor Billings, Councillor Caron, Councillor Caton, Councillor Klassen, Councillor Richardson, Councillor Busuttil, and Councillor Chew

  Carried (13 to 0)

  The following items were considered:

  
  

2.1

Call to Order (closed meeting)

2.2

Disclosure of Pecuniary Interest and General Nature Thereof (closed items)

2.3

Water Services’ Updated Operational Plan Endorsement, 2023-208

3.

Open Meeting - 2:00 p.m.

Mayor Guthrie called the meeting to order (2:13 p.m.).

3.1

Closed Meeting Summary

Mayor Guthrie spoke regarding the matter discussed in closed session which was the following: 

3.1.1

Water Services’ Updated Operational Plan Endorsement, 2023-207

• Moved By Councillor Richardson
  Seconded By Councillor Downer
  1. That the City of Guelph Council endorse the Water Services’ Operational Plan, as required as part of the Ontario Municipal Drinking Water Licensing Program.

  Voting in Favour: (13)

  Mayor Guthrie, Councillor Gibson, Councillor Goller, Councillor Allt, Councillor Downer, Councillor O'Rourke, Councillor Billings, Councillor Caron, Councillor Caton, Councillor Klassen, Councillor Richardson, Councillor Busuttil, and Councillor Chew

  Carried (13 to 0)

4.

Staff Recognitions

4.1

Masters in Public Administration

Mayor Guthrie congratulated Kim on her achievement. 

4.2

Recipient of Federation of Canadian Municipalities 2022 Sustainable Communities Award

Chair O'Rourke congratulated everyone involved in this project. 

4.3

OPWA Award for Project of the Year Award in the Disaster/Emergency Construction/Repair Category (Less that $2Million) for the Howit Creek Sanitary Sewer Encasement and Erosion Protection project.

Chair O'Rourke congratulated everyone on the hard work that went into this emergency repair.

4.4

P.Eng Designation

Chair O'Rourke spoke to the designation that Kevin recently received. 

4.5

Maintenance Management Professional Certification (PEMAC)

4.6

C.Tech Designation (OACETT)

Chair O'Rourke congratulated Mathew for the completion of both certifications. 

4.7

The Royal Sludge; winners of the Pump Maintenance Operation Challenge at 2023’s Water Environment Association of Ontario (WEAO)

Chair O'Rourke congratulated this team on their wastewater management skills. 

4.8

Recipient of Municipal Waste Association 2023 Gold Promotion and Education Award

Chair O'Rourke congratulated the team that won this award.

5.

Service Area - Governance 

6.

Consent Agenda - Governance

6.1

Ontario Health – Multi-Sectoral Accountability Agreement, Declaration of Compliance, 2023-189

• Moved By Councillor Busuttil
  Seconded By Councillor Goller
  1. That the Mayor be authorized to sign the declaration of compliance for the Ontario Health Multi-Sectoral Accountability Agreement for the period of April 1, 2022 to March 31, 2023

  Voting in Favour: (13)

  Mayor Guthrie, Councillor Gibson, Councillor Goller, Councillor Allt, Councillor Downer, Councillor O'Rourke, Councillor Billings, Councillor Caron, Councillor Caton, Councillor Klassen, Councillor Richardson, Councillor Busuttil, and Councillor Chew

  Carried (13 to 0)

7.

Items for Discussion - Governance 

7.1

2022 Guelph. Future Ready Progress Report, 2023-180

Scott Stewart, Chief Administrative Officer, introduced the Guelph Future Ready progress report. 
Jayne Holmes, Deputy Chief Administrative Officer, Infrastructure, Development and Enterprise Services, introduced the strategic priority "powering our future".
Trevor Lee, Deputy Chief Administrative Officer, Corporate Services, walked us through the strategic priorities of "sustaining our future" and "working together for our future".
Colleen Clack-Bush, Deputy Chief Administrative Officer, Public Services, outlined the strategic priorities of "navigating our future" and "building our future". 

• Moved By Councillor Allt
  Seconded By Councillor Billings
  1. That the Guelph. Future Ready Progress Report, dated June 6, 2023, be received.
  2. That City Council respectfully requests its local boards and shared services (Guelph Public Library, Wellington-Dufferin-Guelph Public Health, County of Wellington, the Elliott Community, Downtown Guelph Business Association, Grand River Conservation Authority, and Guelph Police Service) to provide annual performance updates in conjunction with the annual Strategic Plan progress reporting, beginning June 2024.

  Voting in Favour: (13)

  Mayor Guthrie, Councillor Gibson, Councillor Goller, Councillor Allt, Councillor Downer, Councillor O'Rourke, Councillor Billings, Councillor Caron, Councillor Caton, Councillor Klassen, Councillor Richardson, Councillor Busuttil, and Councillor Chew

  Carried (13 to 0)

7.2

County of Wellington Social Services: Report to Guelph City Council

Luisa Artuso, Social Services Administrator, County of Wellington, discussed the status of various social services in the region.
Mandy Koroniak, Director of Children's Early Years Division, County of Wellington, answered questions of Council in regards to the Early Years programs.
Mark Poste, Director of Housing, County of Wellington, answered questions of Council regarding social housing. 
Stuart Beumer, Director of Ontario Works, County of Wellington, answered questions of Council regarding the Ontario works program.

 

• Moved By Councillor Busuttil
  Seconded By Councillor Goller
  1. That the report from the Social Services Department, County of Wellington on the provision of social services in Guelph and Wellington County be received for information by the Guelph City Council. 

  Voting in Favour: (12)

  Mayor Guthrie, Councillor Gibson, Councillor Goller, Councillor Downer, Councillor O'Rourke, Councillor Billings, Councillor Caron, Councillor Caton, Councillor Klassen, Councillor Richardson, Councillor Busuttil, and Councillor Chew

  Carried (12 to 0)

7.3

2023 Governance Review, 2023-141

Stephen O'Brien Presented the Governance Review 

• Main Motion
  Moved By Councillor Busuttil
  Seconded By Councillor Chew
  1. That the amended Procedural By-law, included as Attachment-1 to the 2023 Governance Review dated June 6, 2023, be approved.
  2. That the amended Closed Meeting Protocol, included as Attachment-2 to the 2023 Governance Review dated June 6, 2023, be approved.
  3. That the amended Chief Administrative Officer Recruitment, Selection and Performance Sub-committee Terms of Reference, included as Attachment-3 to the 2023 Governance Review dated June 6, 2023, be approved.
  4. That the amended Chief Administrative Officer Evaluation Process Terms of Reference, included as Attachment-4 to the 2023 Governance Review dated June 6, 2023, be approved.
  5. That the amended Recruitment, Appointment and Contract Administration for Municipal Officers Reporting Directly to City Council policy, included as Attachment-5 to the 2023 Governance Review dated June 6, 2023, be approved.
  6. That the amended Recruitment, Hiring and Involuntary Departures Procedures for Municipal Officers policy, included as Attachment-6 to the 2023 Governance Review dated June 6, 2023, be approved.
  7. That the City Clerk and Mayor be directed to review the current governance framework for the Strategic Advisory Group on Downtown Guelph to ensure compliance with all applicable legislation and report back to City Council as required.
  8. That the Delegation of Authority By-law be amended as outlined in Attachment-7 to the 2023 Governance Review dated June 6, 2023.
• First amendment to main motion
  Moved By Councillor Caron
  Seconded By Councillor O'Rourke

  That section 4.10 i) of the amended Procedural By-law, included as Attachment-1 to the 2023 Governance Review dated June 6, 2023, be amended as follows:​

  ​

  4.10 i) The Clerk, at their discretion, may suggest administrative edits to motions and amendments.

  Voting in Favour: (11)

  Mayor Guthrie, Councillor Goller, Councillor Downer, Councillor O'Rourke, Councillor Billings, Councillor Caron, Councillor Caton, Councillor Klassen, Councillor Richardson, Councillor Busuttil, and Councillor Chew

  Carried (11 to 0)
• Second amendment to main motion
  Moved By Councillor Busuttil
  Seconded By Councillor Richardson
  1. That the Procedural Bylaw, included as Attachment-1 to the 2023 Governance Review dated June 6, 2023, section 13.2 (c) be amended to require consultation and approval of the relevant meeting chair prior to adding an information item to a Committee of the Whole or City Council agenda.

  Voting in Favour: (8)	Mayor Guthrie, Councillor Richardson, Councillor Busuttil, Councillor Caron, Councillor Chew, Councillor Downer, Councillor Klassen, and Councillor O'Rourke
  Voting Against: (3)	Councillor Goller, Councillor Caton, and Councillor Billings

  Carried (8 to 3)
• Main motion as amended
  Moved By Councillor Busuttil
  Seconded By Councillor Chew
  1. That the amended Procedural By-law, included as Attachment-1 to the 2023 Governance Review dated June 6, 2023, be approved, as amended at the Committee of the Whole meeting held on June 6, 2023.
  2. That the amended Closed Meeting Protocol, included as Attachment-2 to the 2023 Governance Review dated June 6, 2023, be approved.
  3. That the amended Chief Administrative Officer Recruitment, Selection and Performance Sub-committee Terms of Reference, included as Attachment-3 to the 2023 Governance Review dated June 6, 2023, be approved.
  4. That the amended Chief Administrative Officer Evaluation Process Terms of Reference, included as Attachment-4 to the 2023 Governance Review dated June 6, 2023, be approved.
  5. That the amended Recruitment, Appointment and Contract Administration for Municipal Officers Reporting Directly to City Council policy, included as Attachment-5 to the 2023 Governance Review dated June 6, 2023, be approved.
  6. That the amended Recruitment, Hiring and Involuntary Departures Procedures for Municipal Officers policy, included as Attachment-6 to the 2023 Governance Review dated June 6, 2023, be approved.
  7. That the City Clerk and Mayor be directed to review the current governance framework for the Strategic Advisory Group on Downtown Guelph to ensure compliance with all applicable legislation and report back to City Council as required.
  8. That the Delegation of Authority By-law be amended as outlined in Attachment-7 to the 2023 Governance Review dated June 6, 2023

  Voting in Favour: (12)

  Mayor Guthrie, Councillor Gibson, Councillor Goller, Councillor Downer, Councillor O'Rourke, Councillor Billings, Councillor Caron, Councillor Caton, Councillor Klassen, Councillor Richardson, Councillor Busuttil, and Councillor Chew

  Carried (12 to 0)

7.4

Smart Cities Update – Our Food Future and Circular Opportunity Launchpad, 2023-194

Council recessed (5:18 p.m.)
Council reconvened (5:50 p.m.)
David Messer,  Executive Director, Smart Cities Office, gave an update on where the Smart Cities is on their goals.
 
The following delegates spoke:
Julia Grady
Barb McPhee
Kate Vestula

• Moved By Councillor Busuttil
  Seconded By Councillor Richardson
  1. That the report “Smart Cities Update – Our Food Future and Circular Opportunity Launchpad” dated June 6, 2023, be received.
  2. That the City encourages Wellington-Dufferin-Guelph Public Health to continue their work in food security and food access and to incorporate the lessons learned from Our Food Future in their ongoing health promotion work in the community.

  Voting in Favour: (12)

  Mayor Guthrie, Councillor Gibson, Councillor Goller, Councillor Downer, Councillor O'Rourke, Councillor Billings, Councillor Caron, Councillor Caton, Councillor Klassen, Councillor Richardson, Councillor Busuttil, and Councillor Chew

  Carried (12 to 0)

7.5

Municipality of Trent Lakes Resolution: Oath of Office

Councillor Caron spoke to the importance of this motion. 

• Moved By Councillor Caron
  Seconded By Councillor Klassen
  1.  That Council request that the Minister of Municipal Affairs and Housing amend clause 4 of the municipal declaration of office to read : 
     I will be faithful and bear true allegiance to His Majesty King Charles III and I will faithfully observe the laws of Canada including the Constitution, which recognizes and affirms the Indigenous and treaty rights of First Nations, Inuit and Metis peoples;
  2. And that this resolution be forwarded to the Association of Municipalities of Ontario (AMO), MPP Mike Schreiner, MP Lloyd Longfield, Premier Doug Ford, Minister Greg Rickford, Minister Steve Clark, Mississaugas of the Credit First Nation, Six Nations of the Grand River, and Grand River Metis Council.

  Voting in Favour: (12)

  Mayor Guthrie, Councillor Gibson, Councillor Goller, Councillor Downer, Councillor O'Rourke, Councillor Billings, Councillor Caron, Councillor Caton, Councillor Klassen, Councillor Richardson, Councillor Busuttil, and Councillor Chew

  Carried (12 to 0)

7.6

Components of the new Community Engagement Framework, 2023-184

Councillor Busitil and Councillor Goller asked to have this item pulled from consent in order to ask questions of staff. 
Glen Lombard, Manager, Community Engagement, answered Council's questions. 

Council Recessed (7:16 p.m.)
Council Reconvened (7:25 p.m.)

• Moved By Councillor Busuttil
  Seconded By Councillor Goller
  1. That the revised Community Engagement Policy be approved, formally replacing the 2019 version of the Policy, and that staff be directed to apply the Policy when designing and implementing community engagement.
  2. That the draft Community Engagement Charter be approved, formally replacing the 2015 Community Engagement Framework, and staff be directed to develop necessary plans and initiatives for operationalizing the Charter.

  Voting in Favour: (12)

  Mayor Guthrie, Councillor Goller, Councillor Allt, Councillor Downer, Councillor O'Rourke, Councillor Billings, Councillor Caron, Councillor Caton, Councillor Klassen, Councillor Richardson, Councillor Busuttil, and Councillor Chew

  Carried (12 to 0)

8.

Service Area Chair and Staff Announcements 

There were no announcements. 

9.

Service Area - Infrastructure, Development and Enterprise Services 

10.

Extension of Meeting per Procedural By-law

• Moved By Councillor Goller
  Seconded By Councillor Klassen

  That Section 4.14 (a) and (b) of the Procedural By-Law be invoked to allow the Committee to continue to 8:59 p.m.

  Voting in Favour: (12)

  Mayor Guthrie, Councillor Gibson, Councillor Goller, Councillor Downer, Councillor O'Rourke, Councillor Billings, Councillor Caron, Councillor Caton, Councillor Klassen, Councillor Richardson, Councillor Busuttil, and Councillor Chew

  Carried (12 to 0)

11.

Items for Discussion - Infrastructure, Development and Enterprise Services

11.1

Downtown Renewal: Status Update, 2021-265

Stacey Laughlin, Downtown Revitalization Advisor, discussed  the Downtown renewal project.
Terry Gayman, General Manager, Engineering and Transportation Services, talked about the importance of the timing of the Downtown project.

• Moved By Councillor Klassen
  Seconded By Councillor Goller
  1. That the report titled “Downtown Renewal: Status Update” dated June 6, 2023 be received.

  Voting in Favour: (11)

  Mayor Guthrie, Councillor Gibson, Councillor Goller, Councillor Allt, Councillor Downer, Councillor O'Rourke, Councillor Billings, Councillor Klassen, Councillor Richardson, Councillor Busuttil, and Councillor Chew

  Carried (11 to 0)

12.

Service Area Chair and Staff Announcements

There were no announcements. 

13.

Adjournment

• Moved By Councillor Chew
  Seconded By Mayor Guthrie

  That the meeting be adjourned (8:17 p.m.).

  Voting in Favour: (11)

  Mayor Guthrie, Councillor Gibson, Councillor Goller, Councillor Allt, Councillor Downer, Councillor O'Rourke, Councillor Billings, Councillor Klassen, Councillor Richardson, Councillor Busuttil, and Councillor Chew

  Carried (11 to 0)