Minutes of Committee of the Whole Meeting

-
Remote meeting live streamed
on guelph.ca/live
Council:
  • Mayor C. Guthrie
  • Councillor P. Allt
  • Councillor B. Bell
  • Councillor C. Billings
  • Councillor L. Caron
  • Councillor C. Downer
  • Councillor D. Gibson
  • Councillor R. Goller
  • Councillor J. Gordon
  • Councillor J. Hofland
  • Councillor M. MacKinnon
  • Councillor D. O'Rourke
  • Councillor M. Salisbury
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
  • T. Baker, General Manager, Finance/City Treasurer
  • S. Einwechter, General Manager, Information Technology
  • D. Godfrey, General Manager, Operations
  • J. Regan, General Manager, Economic Development and Tourism
  • S. Green, Manager Corporate and Community Safety
  • S. Odwyer, Manager, Financial Reporting Accounting
  • J. Slater, Manager Information Privacy Elections/Deputy Clerk
  • S. Hare, Program Manager, Customer Service and Customer Experience
  • A. Harvie, Service Performance Development Analyst
  • S. O'Brien, General Manager, City Clerk's Office/City Clerk
  • L. Cline, Council and Committee Coordinator
  • G. Meades, Council and Committee Coordinator
Also Present:

  • Matt Betik, Partner, KPMG

    Julia Grady, Executive Director, 10C

2.
Call to Order - Mayor
 

Mayor Guthrie called the meeting to order 2:00 p.m.

2.1
Disclosure of Pecuniary Interest and General Nature Thereof
 

Councillor O'Rourke declared a conflict of interest as it relates to item 17.1 Guelph Farmers' Market - 10C Negotiation Update as she is a community bond holder.

Councillor Caron declared a conflict of interest as it relates to item 17.1 Guelph Farmers' Market - 10C Negotiation Update as she is a community bond holder.

3.
Staff Recognitions
 

3.1
Certificate of Conflict Management and Mediation from the University of Waterloo
 

Councillor Goller recognized Irena Zappia, Talent and Organizational Development Specialist for receiving their Certificate of Conflict Management and Mediation from the University of Waterloo.

4.
Service Area - Audit 
 

Councillor Allt assumed the role as Chair

5.
Consent Agenda - Audit 
 

5.1
Internal Audit Work Plan 2022 -2024 - 2021-302
This item has attachments. 

1.Internal Audit Work Plan 2022 -2024 - 2021-302.pdf
  • Moved ByCouncillor Hofland
    Seconded ByCouncillor Downer

    That report titled ‘Internal Audit Work Plan 2022- 2024’ dated November 1, 2021 be approved.

    Voting in Favour: (13)Mayor Guthrie, Councillor Gibson, Councillor Bell, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Hofland, Councillor Salisbury, Councillor Downer, Councillor MacKinnon, Councillor O'Rourke, Councillor Billings, and Councillor Caron
    Carried (13 to 0)

6.
Items for Discussion - Audit
 

6.1
2021 External Audit Plan, 2021-298
This item has attachments. 

1.2021 External Audit Plan - 2021-298.pdf
2.Attachment-1 KPMG LLP Audit Planning Report.pdf

Matt Betik, Partner, KPMG presented the 2021 External Audit Plan.

  • Moved ByCouncillor Hofland
    Seconded ByMayor Guthrie
    1. That KPMG LLP’s 2021 External Audit Plan be received for information.
    Voting in Favour: (13)Mayor Guthrie, Councillor Gibson, Councillor Bell, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Hofland, Councillor Salisbury, Councillor Downer, Councillor MacKinnon, Councillor O'Rourke, Councillor Billings, and Councillor Caron
    Carried (13 to 0)

8.
Service Area - Corporate Services 
 

Councillor Goller assumed the role of Chair

9.
Consent Agenda - Corporate Services
 

9.1
Use of Corporate Resources During an Election Policy Update - 2021-300
This item has attachments. 

1.Use of Corporate Resources During an Election Policy Update - 2021-300.pdf
2.Attachment 1_Use of Corporate Resources During an Election Policy_final.pdf
  • Moved ByCouncillor Gibson
    Seconded ByCouncillor MacKinnon
    1. That the Use of Corporate Resources During an Election Policy, as updated and included as Attachment-1 to this report dated November 1, 2021, be approved.
    Voting in Favour: (13)Mayor Guthrie, Councillor Gibson, Councillor Bell, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Hofland, Councillor Salisbury, Councillor Downer, Councillor MacKinnon, Councillor O'Rourke, Councillor Billings, and Councillor Caron
    Carried (13 to 0)

10.
Items for Discussion - Corporate Services
 

10.1
Remote Accessible Vote by Mail as a Voting Method for the 2022 Municipal Election - 2021-301
This item has attachments. 

1.Remote Accessible Vote by Mail as a Voting Method for the 2022 Municipal Election - 2021-301.pdf
2.Attachment-1 Motion by AAC elections sub-committee.pdf

The following delegates spoke:
Lorelei Root
Erin Caton
Andrew Cameron
Colin Perkins
James Beare
Deborah Stienstra
Brooke Sillaby

The following delegate did not speak:
Lori Guest

  • Motion
    Moved ByMayor Guthrie
    Seconded ByCouncillor Bell
    1. That Remote Accessible Vote by Mail (RAVBM) be approved as a one-time pilot project alternative voting method for the 2022 municipal election. And that staff provide a report prior to the 2026 municipal election finalization schedule that has engaged with users of this method and other relevant information gained from implementing this method be brought back to the City of Guelph Accessibility Committee for review and comment before this information is shared with City Council for further consideration. And that $40,000 be transferred from the unused Mayor and Council 2021 conference and event funding account to help fund this initiative.

    Mayor Guthrie raised a point of order. Mayor Guthrie drew attention to the information in the report in regards to financials and further to Councillor Allt’s questioning.

    Chair Goller allowed Councillor Allt to continue and clarify his questioning.

    Chair Goller requested that Mayor Guthrie provide clarity.

    Mayor Guthrie responded with information from the staff report which satisfied Councillor Allt’s concerns.


  • First Amendment to the Motion
    Moved ByCouncillor MacKinnon
    Seconded ByCouncillor Gibson

    2. That the City also continue with the current approved alternative voting methods of vote by mail (VBM) and a home vote service pilot for the 2022 municipal election.

    Mayor Guthrie raised a point of order. Mayor Guthrie raised a concern with the wording of the amendment and the inclusion of the word ‘also’ in the motion.

    Chair Goller ruled that Committee should continue with the amendment and allowed Councillor MacKinnon to provide explanation. Councillor MacKinnon clarified that his amendment is intended to confirm Council’s intent on previous voting methods.

    Mayor Guthrie advised that it was his understanding that the amendment as presented by Councillor MacKinnon has already been approved by Council and is not required to be voted on.

    Chair Goller asked for the Clerk, Stephen O'Brien, to provide clarification to the amendment. The Clerk clarified that the staff recommendations and, in turn, Councillor MacKinnon’s motion are intended to have Council confirm their decisions on alternative voting methods.

    Chair Goller asked Committee to continue with the amendment to the motion.

    Voting in Favour: (10)Mayor Guthrie, Councillor Gibson, Councillor Bell, Councillor Goller, Councillor Allt, Councillor Salisbury, Councillor Downer, Councillor MacKinnon, Councillor O'Rourke, and Councillor Caron
    Voting Against: (3)Councillor Gordon, Councillor Hofland, and Councillor Billings
    Carried (10 to 3)
  • Second Amendment to the Motion
    Moved ByCouncillor Gordon
    Seconded ByCouncillor Downer
    1. Subject to all required testing meeting the satisfaction of the City Clerk, that Remote Accessible Vote by Mail (RAVBM) be approved as a one-time pilot project alternative voting method for the 2022 municipal election. And that staff provide a report prior to the 2026 municipal election finalization schedule that has engaged with users of this method and other relevant information gained from implementing this method be brought back to the City of Guelph Accessibility Committee for review and comment before this information is shared with City Council for further consideration. And that $40,000 be transferred from the unused Mayor and Council 2021 conference and event funding account to help fund this initiative.
    2. That the City also continue with the current approved alternative voting methods of vote by mail (VBM) and a home vote service pilot for the 2022 municipal election.

    Councillor O'Rourke indicated an interest in moving a motion to defer.

    Mayor Guthrie raised a point of order. Mayor Guthrie raised concerns with the process of Committee and referenced information contained within the report.

    Chair Goller asked Scott Stewart, Chief Administrative Officer, to respond to Mayor Guthrie's point of order.

    Councillor Downer raised a point of order. Councillor Downer requested that Committee continue with the motions on the floor and as presented.

    Chair Goller requested that Committee continue with the discussion, debate and deliberation on the motions on the floor and as presented.


  • Second Amendment to the Motion
    Moved ByCouncillor Gordon
    Seconded ByCouncillor Downer
    1. Subject to all required testing meeting the satisfaction of the City Clerk, that Remote Accessible Vote by Mail (RAVBM) be approved as a one-time pilot project alternative voting method for the 2022 municipal election. And that staff provide a report prior to the 2026 municipal election finalization schedule that has engaged with users of this method and other relevant information gained from implementing this method be brought back to the City of Guelph Accessibility Committee for review and comment before this information is shared with City Council for further consideration. And that $40,000 be transferred from the unused Mayor and Council 2021 conference and event funding account to help fund this initiative.
    2. That the City also continue with the current approved alternative voting methods of vote by mail (VBM) and a home vote service pilot for the 2022 municipal election.
    Voting in Favour: (12)Mayor Guthrie, Councillor Gibson, Councillor Bell, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Salisbury, Councillor Downer, Councillor MacKinnon, Councillor O'Rourke, Councillor Billings, and Councillor Caron
    Voting Against: (1)Councillor Hofland
    Carried (12 to 1)
  • Motion as Amended
    Moved ByCouncillor O'Rourke
    Seconded ByCouncillor Allt

    That Committee refer the following to the November 22, 2021 meeting of Council:

    1. Subject to all required testing meeting the satisfaction of the City Clerk, that Remote Accessible Vote by Mail (RAVBM) be approved as a one-time pilot project alternative voting method for the 2022 municipal election. And that staff provide a report prior to the 2026 municipal election finalization schedule that has engaged with users of this method and other relevant information gained from implementing this method be brought back to the City of Guelph Accessibility Committee for review and comment before this information is shared with City Council for further consideration. And that $40,000 be transferred from the unused Mayor and Council 2021 conference and event funding account to help fund this initiative.
    2. That the City also continue with the current approved alternative voting methods of vote by mail (VBM) and a home vote service pilot for the 2022 municipal election.
    Voting in Favour: (9)Councillor Gibson, Councillor Bell, Councillor Allt, Councillor Hofland, Councillor Salisbury, Councillor Downer, Councillor O'Rourke, Councillor Billings, and Councillor Caron
    Voting Against: (4)Mayor Guthrie, Councillor Gordon, Councillor Goller, and Councillor MacKinnon
    Carried (9 to 4)

    Committee recessed at 5:17 p.m.

    Committee reconvened at 5:22 p.m.

    Councillor Gibson left the meeting (5:22 p.m.)


10.2
Improving Guelph's customer and digital services - 2021-316
This item has attachments. 

1.Improving Guelph's customer and digital services - 2021-316.pdf
2.Attachment-1 Improving Customer and Digital Services Presentation.pdf

Stephen O'Brien, General Manager City Clerk's Office/City Clerk, Sasha Einwechter, General Manager Information Technology, Stacey Hare, Program Manager Customer Service and Customer Experience provide a presentation on Improving Guelph's Customer and Digital Services.

  • Moved ByCouncillor Hofland
    Seconded ByCouncillor Caron
    1. That the report titled “Improving Guelph’s Customer and Digital Services”, dated November 1, 2021, be received.
    Voting in Favour: (12)Mayor Guthrie, Councillor Bell, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Hofland, Councillor Salisbury, Councillor Downer, Councillor MacKinnon, Councillor O'Rourke, Councillor Billings, and Councillor Caron
    Carried (12 to 0)

12.
Service Area - Public Services 
 

Councillor MacKinnon assumed the role of Chair

Committee recessed at 6:10 p.m.

Committee reconvened at 6:40 p.m.

13.
Consent Agenda - Public Services 
 

The following item was extracted from the consent agenda:

13.1 Dixon's Distilled Spirits– By the Glass Manufacturer’s Limited Liquor Sales Licence Application.

14.
Items for Discussion - Public Services
 

14.1
Dixon's Distilled Spirits– By the Glass Manufacturer’s Limited Liquor Sales Licence Application - 2021-312
This item has attachments. 

1.Dixon's Distilled Spirits– By the Glass Manufacturer’s Limited Liquor Sales Licence Application - 2021-312.pdf
2.ATT 1 - Dixon's - Council Resolution Request - 355 Elmira Rd Unit 106.pdf
  • Moved ByCouncillor Hofland
    Seconded ByCouncillor Goller
    1. That Council support Dixon's Distilled Spirits’ application to the Alcohol and Gaming Commission of Ontario for a By the Glass – Manufacturer’s Limited Liquor Sales Licence for their brewery located at 355 Elmira Road, Unit 106, Guelph.
    2. That City Council direct staff to bring back the Delegation of Authority Bylaw with proposed amendments authorizing staff to issue letters of support on Council’s behalf for future requests of breweries and wineries located within the City of Guelph for “By the Glass” Manufacturer’s Limited Liquor Sales Licenses.

    It was requested that the items be voted on separately. 


  • Moved ByCouncillor Hofland
    Seconded ByCouncillor Goller
    1. That Council support Dixon's Distilled Spirits’ application to the Alcohol and Gaming Commission of Ontario for a By the Glass – Manufacturer’s Limited Liquor Sales Licence for their brewery located at 355 Elmira Road, Unit 106, Guelph.
    Voting in Favour: (12)Mayor Guthrie, Councillor Bell, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Hofland, Councillor Salisbury, Councillor Downer, Councillor MacKinnon, Councillor O'Rourke, Councillor Billings, and Councillor Caron
    Carried (12 to 0)
  • Moved ByCouncillor Hofland
    Seconded ByCouncillor Goller

    2. That City Council direct staff to bring back the Delegation of Authority Bylaw with proposed amendments authorizing staff to issue letters of support on Council’s behalf for future requests of breweries and wineries located within the City of Guelph for “By the Glass” Manufacturer’s Limited Liquor Sales Licenses.

    Voting in Favour: (10)Mayor Guthrie, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Hofland, Councillor Downer, Councillor MacKinnon, Councillor O'Rourke, Councillor Billings, and Councillor Caron
    Voting Against: (2)Councillor Bell, and Councillor Salisbury
    Carried (10 to 2)

14.2
Bylaw Regulations Regarding the Parking of Trailers - 2021-311
This item has attachments. 

1.Bylaw Regulations Regarding the Parking of Trailers - 2021-311.pdf
2.Attachment-1 Survey Results.pdf
3.Correspondence - David Berger.pdf
4.Correspondence - Dave and Dorothy Short.pdf
5.Correspondence - Cary Gates .pdf

The following delegate did not speak:
Edith Gopsill

  • Motion
    Moved ByCouncillor Caron
    Seconded ByCouncillor Bell
    1. That staff be directed to create an exemption process to allow for, under certain conditions, the short-term parking of recreational trailers and recreational vehicles within residential driveways.
    2. That City Council direct staff to bring back a report outlining an amendment to the Zoning Bylaw related to trailer parking regulations.
  • Amendment to the Motion
    Moved ByMayor Guthrie
    Seconded ByCouncillor Goller
    1. That staff be directed to create an exemption process, including a seasonal exemption process, to allow for, under certain conditions, the short-term parking of recreational trailers and recreational vehicles within residential driveways.
    2. That City Council direct staff to bring back a report outlining an amendment to the Zoning Bylaw related to trailer parking regulations.

    The amendment was withdrawn.


  • Motion
    Moved ByCouncillor Caron
    Seconded ByCouncillor Bell
    1. That staff be directed to create an exemption process to allow for, under certain conditions, the short-term parking of recreational trailers and recreational vehicles within residential driveways.
    2. That City Council direct staff to bring back a report outlining an amendment to the Zoning Bylaw related to trailer parking regulations.
    Voting in Favour: (11)Mayor Guthrie, Councillor Bell, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Hofland, Councillor Salisbury, Councillor Downer, Councillor MacKinnon, Councillor O'Rourke, and Councillor Caron
    Voting Against: (1)Councillor Billings
    Carried (11 to 1)

16.
Service Area - Infrastructure, Development and Enterprise Services
 

Mayor Guthrie assumed to role as Chair

Councillor O'Rourke and Council Caron left the meeting.

17.
Items for Discussion - Infrastructure, Development and Enterprise Services
 

17.1
Guelph Farmers' Market - 10C Negotiation Update - 2021-338
This item has attachments. 

1.Guelph Farmers' Market - 10C Negotiation Update - 2021-338.pdf
2.Attachment-1 Guelph Farmers' Market 10C Negotiation Update, Presentation.pdf
3.Correspondence - Susan Frasson.pdf
4.Correspondence - Christopher Bergevin.pdf
5.Correspondence - Patti Broughton.pdf
6.Correspondence - Brendan Stewart.pdf
7.Correspondence - Lloyd Longfield.pdf
8.Correspondence - Brendan Johnson.pdf
9.Correspondence - Thera Rohling.pdf
10.Correspondence - Anne Toner Fung.pdf
11.Correspondence - Emily Duncan.pdf
12.Correspondence - Evan Fraser.pdf
13.Correspondence - Gavin Dandy.pdf
14.Correspondence - Mike Schreiner.pdf
15.Correspondence - MarIna QueIrolo.pdf

Jayne Holmes, Deputy Chief Administrative Officer, Infrastructure Development and Enterprise, John Regan, General Manager Economic Development and Tourism, Julia Grady, Executive Director 10C Shared Space presented on the Guelph Farmers' Market - 10C Negotiation Update.

Committee recessed at 7:47 p.m.

Committee reconvened at 7:50 p.m.

Councillor Billings left the meeting (7:55 p.m.)

  • Extension of Meeting per Procedural By-law

    That Section 4.14 (a) and (b) of the Procedural By-law be invoked to allow Committee of the Whole to continue to 9:00 p.m.

    Voting in Favour: (9)Mayor Guthrie, Councillor Bell, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Hofland, Councillor Salisbury, Councillor Downer, and Councillor MacKinnon
    Carried (9 to 0)

    The following delegates spoke:
    Shakiba Shayani, President and Chief Executive Officer, Guelph Chamber of Commerce
    Gavin Dandy, Manager, Guelph Community Health Centre's SEED Project


  • Moved ByCouncillor MacKinnon
    Seconded ByCouncillor Salisbury
    1. That Council delegate authority to the Deputy Chief Administrative Officer of Infrastructure, Development and Enterprise Services to enter into an agreement with 10 Carden Shared Space for the property municipally known as 2 Gordon Street, to manage and operate the Saturday Farmers’ Market and program the building and grounds on other days of the week in accordance with the Market’s Council-approved vision and mission and 10 Carden Shared Space’s proposal, entitled Engage Possibility, subject to the satisfaction of the City Solicitor.
    2. That 10 Carden Shared Space assume all operating costs and expenses related to the Market building’s maintenance, repair, administration, management, and operation while having the opportunity to establish and collect all fees, charges, rent and recoveries.
    3. That 10 Carden Shared Space pay rent based on a percentage of revenue generated formula.
    4. That the City provide to 10 Carden Shared Space transitional funding totaling $500,000 over six years (2022 to 2027), recognizing the loss of revenue incurred by the Saturday Farmers’ Market due to COVID-19, the costs associated with developing and implementing new programming, and the Market’s 200th anniversary in 2027, and that this be included in the 2022/23 multi-year budget.
    5. That staff ensure a smooth transition from City of Guelph operation and management of the Guelph Farmers’ Market to 10 Carden Shared Space with existing regulation remaining in place during 2022, and that By-law Number (2009) – 18874, known as a By-law to regulate the operations of the Guelph Farmers’ Market, be repealed on December 31, 2022 and replaced with 10 Carden Shared Space’s Market Operating Policies and Procedures.

       

    Voting in Favour: (9)Mayor Guthrie, Councillor Bell, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Hofland, Councillor Salisbury, Councillor Downer, and Councillor MacKinnon
    Carried (9 to 0)

    Announcement

    Councillor MacKinnon noted that a Ward 6 Budget Town Hall will take place on Wednesday November 24, 2021 from 7:00 to 9:00 p.m.

    Councillor Caron rejoined the meeting (8:13 p.m.)


18.
Adjournment
 

  • Moved ByCouncillor Hofland
    Seconded ByCouncillor Goller

    That the meeting be adjourned (8:14 p.m.). 

    Voting in Favour: (10)Mayor Guthrie, Councillor Bell, Councillor Gordon, Councillor Goller, Councillor Allt, Councillor Hofland, Councillor Salisbury, Councillor Downer, Councillor MacKinnon, and Councillor Caron
    Carried (10 to 0)
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