AGENDA. A. THAT the Agenda for the February 27, 2017, Committee of the Whole meeting be adopted as presented.

Transcription

1 ,. CITY OF THE CORPORATION OF THE CITY OF VERNON AGENDA "To deliver effective and efficient local government services that benefit our citizens, our businesses, our environment and our future" AGENDA 1. CALL TO ORDER COMMITTEE OF THE WHOLE CITY HALL COUNCIL CHAMBER MONDAY, FEBRUARY 27, 2017 AT 8:40 AM A. THAT the Agenda for the February 27, 2017, Committee of the Whole meeting be adopted as presented. 2. ADOPTION OF MINUTES MINUTES A. THAT the minutes of the Committee of the Whole meeting of Council held February 6, 2017 be adopted; (P. 2) AND FURTHER that the minutes of the Special Committee of the Whole meeting of Council held February 15, 2017 be adopted. (P. 3) 3. BUSINESS ARISING FROM THE MINUTES 4. GENERAL MATTERS DELEGATION RCMP FINANCE SECTION CORPORATE MANAGEMENT & COMPTROLLERSHIP BRANCH (P. 8) A. Autumn Longley, Senior Financial Manager, Contract Policing, Syvia Poon, Acting Financial Manager, Municipal Policing, Laura Albrecht and Denise Mazur, Departmental Security Section of the RCMP Corporate Management and Comptrollership Branch (CMBC), E and M Divisions re: Overview & Update from the CMBC. 5. UNFINISHED BUSINESS 6. NEW BUSINESS 7. LEGISLATIVE MATTERS 8. COUNCIL INFORMATION UPDATES 9. G.V.A.C. / R.D.N.0 REGULAR MEETINGS 10. INFORMATION ITEMS 11. CLOSE OF MEETING 2/22/2017

2 THE CORPORATION OF THE CITY OF VERNON MINUTES OF A COMMITTEE OF THE WHOLE MEETING HELD MONDAY, FEBRUARY 6,2017 PRESENT: Mayor A. Mund Councillors: B. Spiers, J. Cunningham, B. Quiring, (S. Anderson, C. Lord, D. Nahal absent) Staff: P. Bridal, Dep. CAO, Director, Corporate Services S. Blakely, Manager, Legislative Services T. Laing Gahr, Communications and Grants Coordinator K. Bertles, Director, Finance K. Flick, Director, Community Development D. Ross, Director Recreation Services A. Watson, Transportation Engineer Others: None CALL TO ORDER AGENDA ADOPTION Mayor Akbal Mund called the meeting to order at 8:42 am. Moved by Councillor Cunningham, seconded by Councillor Quiring: THAT the Agenda for the February 6, 2017, Committee of the Whole meeting be adopted. CARRIED. ADOPTION OF THE MINUTES CLOSE Moved by Councillor Spiers, seconded by Councillor Quiring: THAT the minutes of the Committee of the Whole meeting of Council held January 23, 2017, be adopted, as presented. CARRIED. Mayor Akbal Mund closed the meeting at 8:43 am. CERTIFIED CORRECT: Mayor: Corporate Officer: P2

3 THE CORPORATION OF THE CITY OF VERNON MINUTES OF A SPECIAL COMMITTEE OF THE WHOLE MEETING HELD WEDNESDAY, FEBRUARY 15, 2017 PRESENT: Mayor A. Mund Councillors: J. Cunningham, S. Anderson, D. Nahal (B. Spiers, C. Lord, B. Quiring, absent) Staff: W. Pearce, CAO (10:07 am) S. Blakely, Acting Corporate Officer K. Bertles, Director, Financial Services R. Manjak, Director, Human Resources T. Laing Gahr, Communications Officer & Grants Coor. B. Bandy, Manager, Real Estate J. Rice, Manager, Public Works, Airport, and Parks K. Poole, Manager, Economic Development & Tourism CALL TO ORDER AGENDA ADOPTION Mayor Akbal Mund called the meeting to order at 8:03 am. Moved by Councillor Cunningham, seconded by Councillor Nahal: THAT the Agenda for the February 15, 2017, Special Committee of the Whole meeting be adopted. CARRIED. GENERAL MATTERS INTRODUCTION WORKSHOP Ms. Gale Simpson, of the Canadian Trainers Collective, provided an overview of the workshop, the goals of the International Institute for Public Participation and the role of Council in the Public Participation process. The facilitators led Council and Staff through the following aspects of the Public Participation process: Workshop Outline: What is Public Participation (P2)? o Involves the public in problem-solving or decisionmaking and o Uses public input to make decisions o Best to use Social Media as a 'Communication Tool' as opposed to calling it a 'form of engagement' as input is not considered as a whole (ie. post information but do not engage with individuals) o It's a 2-way process (communication is not public input as it is not 2-way) o Linked to a decision o Involves a range of techniques P3

4 PAGE 2 SPECIAL COMMITTEE OF THE WHOLE FEBRUARY 15, 2017 o About building relationships o Does not mean giving up control or authority Who is the "Public"? o Any group or individual affected by and/or interested in the project or decision o Stakeholder anyone with a direct "stake' or interest in the project or decision Why engage the Public? o Those affected by a decision have a right to be involved in the decision-making process (IAP2) o Benefits the overall relationship of the organization with all of its stakeholders o Meaningful input will lead to better/more sustainable decisions Who is Your Public? o Non Profit Organizations o Community Groups o Special Interest Groups o Local Businesses o First Nations o Government Departments o The Media o Internal Stakeholders o Elected Officials Make Better Decisions o Sustainable Decisions Technically Feasible Publicly Acceptable Environmentally Compatible Economically Viable RECESS RECONVENE Mayor Mund recessed the Special Committee of the Whole Meeting of the Corporation of the City of Vernon at 9:15 am Mayor Mund reconvened the Special Committee of the Whole Meeting of Council of the Corporation of the City of Vernon at 9:25 am. Benefits of Public Participation o Better design and execution o More information and perspectives o Helps manage single-issue viewpoints o Provides an early warning of issues that require mitigation Risks of P2 o More time required o More people resources o Higher project costs More Benefits P4

5 PAGE 3 SPECIAL COMMITTEE OF THE WHOLE FEBRUARY 15, 2017 o Builds stronger relationships o Facilitates understanding o Builds goodwill that can be drawn upon in a crisis o Supports Democratic values Risks of Not Involving the Public o Project delays o Bad publicity & impact on reputation o Need to start over o Budget escalation o Legal Implications When Not to Involve the Public o There is no intention to use the public's input o A decision has already been made & public input will not play a role Foundations of P2 o Decision Oriented o Values Based o Objectives-Driven Mayor Mund left the meeting at 9:45 am. Mayor Mund returned to the meeting at 9:51 am. What Makes P2 Meaningful? (Foundations of Public Participation' handout distributed) o Foundations of P2 o Five Critical Components & Considerations Critical Component #1 o Clarify decision & decision making process Be clear on the problem to be solved What interests/concerns can be addressed in this process? How will the decision be made? Who is making the decision? What are the steps in the decision process and where can the public have input? Critical Component #2 o Understand Who Needs to be Involved Key stakeholders issues & interests How do people perceive the project? Potential Impact? Be inclusive: Don't neglect those most opposed! Critical Component #3 o Define the appropriate level of involvement How much do stakeholders care about the issue? What degree of engagement do they want? Can the public influence the decision? IAP2 Spectrum P5

6 PAGE 4 SPECIAL COMMITTEE OF THE WHOLE FEBRUARY 15, 2017 o Increasing Level of Public Impact Inform, Consult, Involve, Collaborate, Empower o P2 Goal & Promise to the Public (what are they?) Will Pearce, CAO entered the meeting at 10:07 am. When to Engage More o Controversy o Distrust o Complexity o Impact o Level of Engagement Critical Component #4 o Understand People's Values & Embrace IAP2 Core Values Process designed to reflect values Participants Organization Process IAP2 Core Values (Global Best Practices) o Those affected by the decision have a right to be involved o A promise is made as to how much the public's contribution will influence the decision o Process recognizes & communicates the needs & Interests of all participants including Decision Makers o Seek/facilitate involvement of those potentially affected by/interested in the decision o Seek input from participants in designing how they participate o Provide appropriate information for meaningful dialogue o Communicate how public input affected the decision Critical Component #5 (Council) o Provide appropriate resources & support Tied to decision-making Sufficient time to implement Budget/Financing Personnel RECESS RECONVENE Mayor Mund recessed the Special Committee of the Whole Meeting of the Corporation of the City of Vernon at 10:15 am Mayor Mund reconvened the Special Committee of the Whole Meeting of Council of the Corporation of the City of Vernon at 9:28 am. The Role of the Senior Executive / Council o Be clear about givens and non-negotiables P6

7 PAGE 5 SPECIAL COMMITTEE OF THE WHOLE FEBRUARY 15, 2017 o Be clear about the process & people's roles o Consider the input o Only promise what you can honour o Keep your promises o Honour the core values o Provide time & resources o "The Buck Stops Here" In Summary: o Effective P2 is linked to a decision yet to be made o P2 is an important element of sustainable decisions o Benefits far outweigh the risks o There are 5 critical components for effective P2 o Senior Exec/Decision Makers play an important role in delivering successful processes o The first step to effective process delivery is training for your staff CLOSE Mayor Akbal Mund closed the meeting at 10:54 am. CERTIFIED CORRECT: Mayor: Deputy Corporate Officer: P7

8 Royal Canadian Mounted Police Corpoi-ate Management and Comptrollership Branch 4y2- E and M Divisions November 14, 2016 Gendarmerie royale du Canada Service divisionnaire de la gestion generale at du controle Divisions E et M William Pearce Chief Administrative Officer Corp. of the City of Vernon th Street Vernon, BC YIN 5E6 The Gorporation oi the City of VERNON Dear Mr: Pearce: I am writing to advise you about the availability of Corporate Management and Comptrollership Branch (CMCB) staff to visit your municipality to present on items of interest to you, your staff, or at Mayor and Council meetings. As you know, the 2012 Municipal Policing Services Agreement Contains a renewed emphasis on communication and consultation with our municipal partners. In this spirit, we want to ensure that municipal detachments and municipalities are given opportunities to get information, ask questions and engage in discussions on important issue!. CMCB staff are available to give presentations on the following areas: Finance (e.g, budget forecasts, invoices, 5-year plans) Assets & Procurement (e.g., accommodations, cells, CCVE) Departmental Security (e.g., Personnel & Physical Security) In order to arrange a meeting, please contact one of the following people: Finance: Autumn Longley, Acting Senior Financial Manager, Contract Policing! 778.: Assets & Procurement: Irene Lin, Regional Director! 778 Departmental Security: Debi Letkemami, Acting VC / Yours truly, Robert H. Jorssen, CPA, CMA Executive Director Corporate Management & Comptrollership Branch E & M Divisions RCMP Green Timbers Way, MS 906 Surrey, BC V3T 6P3 Cc: Mayor Akbal Mund, Corp. of the City of Vernon OIC Vernon Detachment Max Xiao, Regional Director of Finance, E & M Divisions RCMP 1 d'48

9 NOVEMBER 28, 2016 RESOLUTION OF COUNCIL - PROVIDED VIA TO CMCB: RCMP CORPORATE MANAGEMENT AND COMPTROLLERSHIP BRANCH THAT Council requests information on the all topics noted in the Letter dated November 14, 2016 from Robert H. Jorssen, Executive Director, Corporate Management & Comptrollership Branch of E & M Divisions RCMP, being: 1. Finance (e.g. budget forecasts, invoices, 5-year plans) 2. Assets & Procurement (e.g. accommodations, cells, CCVE) 3. Department Security (e.g. Personnel & Physical Security) for review with representatives of the RCMP Corporate Management and Comptrollership Branch at an upcoming Committee of the Whole meeting in CARRIED. P9