MINUTES

GENERAL PURPOSE & ADMINISTRATION COMMITTEE

Monday, March 18, 2024 at 10:00 A.m. - 1:00 P.m.

UXBRIDGE COUNCIL CHAMBERS

51 TORONTO STREET S. UXBRIDGE, ONTARIO

COUNCIL PRESENT:

• BRUCE GARROD, REGIONAL COUNCILLOR
• PAM BEACH, COUNCILLOR
• GORDON SHREEVE, COUNCILLOR
• ZED PICKERING, COUNCILLOR
• WILLIE POPP, COUNCILLOR
• TODD SNOOKS, COUNCILLOR
• WILLIE POPP, DEPUTY MAYOR

COUNCIL ABSENT:

• MAYOR DAVE BARTON

STAFF PRESENT:

• KRISTI HONEY, CAO
• DEBBIE LEROUX, DEPUTY CAO/DIRECTOR OF LEGISLATIVE SERVICES/CLERK
• LAURA RUPPRECHT, LEGISLATIVE COORDINATOR
• JENNIFER BEER, PERMITS & APPROVALS ANALYST
• AMANDA FERRARO, DIRECTOR OF COMMUNITY SERVICES
• BEN KESTER, DIRECTOR OF PUBLIC WORKS AND OPERATIONS
• COLLEEN BASKIN, STRATEGIC PLANNING AND COMMUNICATIONS OFFICER
• JULIA SHIPCOTT, ADMINISTRATIVE ASSISTANT, CLERK'S DEPARTMENT
• COURTNEY CLARKE, DEPUTY DIRECTOR OF PUBLIC WORKS, COMMUNITY SERVICES
• KYLE RAINBOW, DIRECTOR OF DEVELOPMENT SERVICES
• MIKE KLOSE, CHIEF BUILDING OFFICIAL
• NADINE MESSINA, CONTRACT & PROJECT ADMINISTRATOR
• HILARY WILLIAMS, DIRECTOR OF BY-LAW AND ANIMAL CONTROL
• A.J. SINGH, PLANNING TECHNICIAN
• EMILY ELLIOTT, DEPUTY CLERK

OTHERS PRESENT:

• Judy Risebrough

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1.

CALL TO ORDER

Deputy Mayor Popp called the meeting of the General Purpose and Administration Committee to order at 10:00 a.m.

2.

DISCLOSURES OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF

Councillor Zed Pickering declared a direct conflict of interest with respect to Report DS-17/24 of Jennifer Beer, Permits & Approvals Analyst, due to him conducting business with several restaurants in Uxbridge.

3.

REVIEW OF ITEMS NOT LISTED ON THE AGENDA

Emily Elliott, Deputy Clerk, announced that there was an Addendum consisting of an additional Delegation.

4.

ANNOUNCEMENTS

4.5

Councillor Gordon Shreeve

Councillor Shreeve announced that the Zephyr Community Association will be hosting a children's Easter Egg Hunt at 1:00 p.m.  Councillor Shreeve advised that there will be activities for children and an opportunity to take photos with the Easter Bunny.   RSVP by March 25, 2024 to the Zephyr Community Association at [email protected].

4.4

Councillor Pam Beach

Councillor Beach announced that local farmers are still making maple syrup and that farmers are getting ready for greenhouse planting.

Councillor Beach also announced the Goodwood Association Easter Egg Hunt will take place on March 30, 2024 from 10:00am-12:00pm and participation is by donation only.  

4.3

Councillor Todd Snooks

Councillor Snooks announced that the BIA will hosting their Easter Eggstravaganza Event on March 30, 2024 with many participating stores along Toronto Street and Brock Street.  This event includes a colouring contest and an opportunity to have photos with the Easter Bunny.

4.2

Councillor Zed Pickering

Councillor Pickering announced that Earth Day Trail Clean Ups will be taking place again this year.  Clean ups of the O'Neil Trail and Countryside Preserve will be taking place on April 20, 2024 at 9:00 a.m.  Councillor Pickering advised that anyone organize a team to clean up any of the Town Trails.  More information is available by contacting one of the Trail Co-ordinators at [email protected].

4.1

Regional Councillor Bruce Garrod

Regional Councillor Garrod announced that March 18 marks Transit Operator and Worker Appreciation Day.  Regional Councillor Garrod spoke to the services provided by Durham Transit and thanked the transit co-ordinators and operators for their hard work and all that they contribute to our Township. 

Regional Councillor Garrod also advised that Durham Transit will be attending the Zehrs Plaza to solicit input from residents on what they would like to see in the future.

4.6

Deputy Mayor Willie Popp

Deputy Mayor Popp announced that the Youth Centre held a Family Game Night on March 14th, 2024.

Deputy Mayor Popp also announced that March 21, 2024 is World Down Syndrome Day.

Deputy Mayor Popp advised that the Township has submitted their document of objection regarding the proposed Harkow Pit Site Plan Amendment application.

5.

DELEGATIONS

5.1

10:05 A.M.

STEWART BENNETT, UXBRIDGE SCOTTISH FESTIVAL re Request to have the Uxbridge Scottish Festival taking place at Elgin Park on July 27 and 28, 2024 declared a Municipally Significant Event

Mr. Bennett was not in attendance however Regional Councillor Garrod spoke to the matter and suggested declaring the Scottish Festival taking place at Elgin Park on July 27 and 28, 2024 a Municipally Significant Event.

• Moved by: Regional Councillor Garrod

  THAT the General Purpose and Administration Committee declare the Scottish Festival taking place at Elgin Park on July 27 and 28, 2024 a Municipally Significant Event.

  Carried

5.2

10:20 A.M.

TOM ARCHER, UXBRIDGE OPTIMISTS CLUB re Request to place 3rd storage container in Elgin Park for Fantasy of Lights

Tom Archer introduced himself as a member of the Uxbridge Optimists and advised that the Optimists have recently purchased new displays for the Fantasy of Lights and they need somewhere to store them.  Mr. Archer advised that the Optimists would like to place another storage container beside the other two existing containers at Elgin Park to house the new displays.  Mr. Archer spoke to other storage options available but explained that the additional storage containers was the most cost effective for the Optimists.

• Moved by: Regional Councillor Garrod

  THAT the General Purpose and Administration Committee support in principle the request of the Uxbridge Optimists to place an additional storage container at Elgin Park to house newly acquired displays for the Fantasy of Lights in principle;

  AND THAT the matter be referred to staff to work with the Uxbridge Optimists on logistics.

  Carried

5.3

10:35 A.M.

ANDREA SMITH, POLICY ADVISOR, CORPORATE INITIATIVES, REGION OF DURHAM re Durham Region's 2025 Strategic Plan

Andrea Smith introduced herself as a Policy Advisory for the Region of Durham and advised that she was present to speak to Durham Region's 2025 Strategic Plan.  With the assistance of a PowerPoint presentation, Ms. Smith explained that Durham Region’s Strategic Plan is the guiding document that outlines how the Region delivers service excellence through leadership, collaboration, innovation and environmental stewardship.  Ms. Smith advised that the current Durham Region Strategic Plan is approaching its end in December 2024 and that the 2025 Durham Region Strategic Plan will guide the direction of their work over the next few years. Ms. Smith explained that it will outline how the Region will continue to deliver programs and services and act as a compass to advance their work to achieve the future they want to create.

Ms. Smith concluded by speaking to a Durham Region Strategic Plan survey which opens March 1, 2024 and closes at 11:59 p.m. on March 31, 2024 which is designed to help residents share their thoughts and ideas.  The survey is available at durham.ca/StratPlan/2025.

 

6.

FINANCE COMMITTEE

The Finance Committee convened at 10:39 a.m.

Deputy Mayor Popp assumed the Chair for this portion of the meeting.

6.1

CORRESPONDENCE

There was none.

6.2

REPORTS TO COMMITTEE

There were none.

6.3

UNFINISHED BUSINESS

There was none.

6.4

OTHER BUSINESS

There was none.

The Finance Committee adjourned at 10:40 a.m.

7.

HERITAGE, ARTS AND COMMUNITY PROGRAMS COMMITTEE

The Heritage, Arts and Community Programs Committee convened at 10:40 a.m.

Councillor Beach assumed the Chair for this portion of the meeting.

7.1

CORRESPONDENCE

There was none.

7.2

REPORTS TO COMMITTEE

There were none.

7.3

UNFINISHED BUSINESS

There was none.

7.4

OTHER BUSINESS

There was none.

The Heritage, Arts and Community Programs Committee adjourned at 10:40 a.m.

8.

PARKS, FACILITIES AND TOURISM COMMITTEE

The Parks, Facilities and Tourism Committee convened at 10:41 a.m.

Councillor Pickering assumed the Chair for this portion of the meeting.

8.1

CORRESPONDENCE

There was none.

8.2

REPORTS TO COMMITTEE

8.2.1

Report PR-04/24 of Courtney Clarke, Deputy Director of Public Works

re Canada Day Celebrations 2024

• Moved by: Councillor Popp

  That Report PR 04/24 of Courtney Clarke, Deputy Director of Public Works, be received for information;

  AND THAT Committee supports the Canada Day Committee's proposal to host an in-person event in Elgin Park on July 1st to celebrate Uxbridge's 2024 Canada Day, which will include a firework display.

  Carried

8.3

UNFINISHED BUSINESS

There was none.

8.4

OTHER BUSINESS

There was none.

The Parks, Facilities and Tourism Committee adjourned at 10:45 a.m.

9.

ENVIRONMENT AND SUSTAINABILITY COMMITTEE

The Environment and Sustainability Committee convened at 10:45 a.m.

Councillor Shreeve assumed the Chair for this portion of the meeting.

9.1

CORRESPONDENCE

9.1.1

Tay Valley Township

re Declaration of a Climate Change Crisis

• Moved by: Councillor Popp

  THAT correspondence from Tay Valley re Declaration of a Climate Change Crisis be received for information;

  AND THAT a copy of same be referred to Environment and Sustainability Committee for consideration.

  Carried

9.2

REPORTS TO COMMITTEE

There were none.

9.3

UNFINISHED BUSINESS

There was none.

9.4

OTHER BUSINESS

There was none.

The Environment and Sustainability Committee adjourned at 10:47 a.m.

10.

PUBLIC WORKS AND ACTIVE TRANSPORTATION COMMITTEE

The Public Works and Active Transportation Committee convened at 10:47 a.m.

Regional Councillor Garrod assumed the Chair for this portion of the meeting.

10.1

CORRESPONDENCE

10.1.1

County of Lambton

re Responsibility and costs associated with the continued construction, operation and maintenance of major municipally-owned highways throughout the Province of Ontario 

• Moved by: Councillor Pickering

  THAT correspondence from the County of Lambton regarding responsibility and costs associated with the continued construction, operation and maintenance of major municipally-owned highways throughout the Province of Ontario be received for information.

  Carried

10.2

REPORTS TO COMMITTEE

There were none.

10.3

UNFINISHED BUSINESS

There was none.

10.4

OTHER BUSINESS

There was none.

The Public Works and Active Transportation Committee adjourned at 10:48 a.m.

11.

PLANNING AND ECONOMIC DEVELOPMENT COMMITTEE

The Planning Committee convened at 10:48 a.m.

Councillor Snooks assumed the Chair for this portion of the meeting.

11.1

CORRESPONDENCE

11.1.1

Region of Durham

re Social and Economic Prosperity Review

• Moved by: Regional Councillor Garrod

  THAT correspondence from the Region of Durham regarding the Social and Economic Prosperity Review be received for information.

  Carried

11.2

REPORTS TO COMMITTEE

11.2.1

Report DS-17/24 of Jennifer Beer, Permits & Approvals Analyst

re Temporary Patio Policy

• Moved by: Councillor Popp

  THAT Report DS 17/24 of Jennifer Beer, Permits & Approvals Analyst re: Temporary Patio Policy be received for information;

  AND THAT Council adopt the new Temporary Patio Policy effective March 1, 2024, including the annual seasonal patio fee to be imposed of $150 for new applications, and $100 for renewals;

  AND THAT restaurant owners continue to apply for seasonal temporary patios through the Township’s e-permitting platform and pay the required annual fee;

  AND THAT successful applicants who pay the required fee and that comply with the policy be granted a temporary patio permit provided that Development Services, the Uxbridge Fire Department and any other authority’s comments are satisfied.

  Carried

11.2.2

DS-20/24 of Kyle Rainbow, Director Development Services

re Supplemental Downtown Conceptual Renderings

• Moved by: Councillor Popp

  THAT Report DS-20/24 of Kyle Rainbow, Director of Development Services re: Supplemental Downtown Conceptual Renderings be received for information;

  AND THAT Planning and Economic Development Committee direct staff to post these renderings on the Uxbridge Downtown Revitalization Web Page and incorporate these renderings into the existing promotional video for Uxbridge’s downtown in order to effectively communicate the Township’s Downtown Revitalization vision to potential developers, investors, and the broader community.

  Carried

11.3

UNFINISHED BUSINESS

There was none.

11.4

OTHER BUSINESS

There was none.

The Planning and Economic Development Committee adjourned at 11:05 a.m.

12.

ADMINISTRATION AND EMERGENCY SERVICES COMMITTEE

The Administration and Emergency Services Committee convened at 11:05 a.m.

Deputy Mayor Popp assumed the Chair for this portion of the meeting.

12.1

CORRESPONDENCE

12.1.1

City of Pickering

re (Acting) Director, Community Services, Report CS 02-24, Durham Region Transit Services - Accessibility Advisory Committee 

• Moved by: Regional Councillor Garrod

  THAT correspondence from the City of Pickering regarding (Acting) Director, Community Services, Report CS 02-24, Durham Region Transit Services - Accessibility Advisory Committee be received for information.

  Carried

12.1.2

Prince Edward County

re Request for support for a review of the Ontario Works and Ontario Disability Support Program Financial Assistance Rates

• Moved by: Councillor Shreeve

  THAT correspondence from Prince Edward County regarding a request for support for a review of the Ontario Works and Ontario Disability Support Program Financial Assistance Rates be received for information.

  Carried

12.1.3

Township of Tay Valley

re Request to amend the Legislation Act, 2006 to include Digital Publications

• Moved by: Regional Councillor Garrod

  THAT correspondence from the Township of Tay Valley regarding a request to amend the Legislation Act, 2006 to include Digital Publications be received for information;

  AND THAT a copy of same be referred to staff for a report.

  Carried

12.1.4

City of Clarence-Rockland

re 9-8-8 National Suicide and Crisis Hotline

• Moved by: Councillor Pickering

  THAT correspondence from the City of Clarence-Rockland regarding 9-8-8 National Suicide and Crisis Hotline be received for information;

  AND THAT a copy of same be referred to staff for circulation to all Township of Uxbridge Committees of Council, Durham District School Board and Durham Catholic School Board and the Ontario Federation of Agriculture (OFA) for consideration.

  Carried

12.2

REPORTS TO COMMITTEE

12.2.1

Report BL-04/24 of Hilary Williams, Director of By-law and Animal Services

re Request for Exemption to Sign By-law – Springtide 2024

• Moved by: Councillor Beach

  THAT Report BL-04/24 of Hilary Williams, Director of By-law and Animal Services, be received for information;

  AND THAT Committee approve the request for the Sign By-law exemption for Springtide Music Festival 2024 provided the conditions within report BL-04/24 are met.

  Carried

12.2.2

Report BL-05/24 of Hilary Williams, Director of By-Law and Animal Services

re Backyard Chickens

• Moved by: Regional Councillor Garrod

  THAT Report BL-05/24 of Hilary Williams, Director of By-Law and Animal Services be received for information;

  AND THAT based on the information provided by the Durham Agricultural Advisory Committee (DAAC) and the Durham Regional Council, Committee does not permit backyard chickens within urban and rural settlement areas, which include towns, villages, and hamlets.

  Carried

12.3

UNFINISHED BUSINESS

There was none.

12.4

OTHER BUSINESS

There was none.

The Administration and Emergency Services Committee adjourned at 11:24 a.m.

13.

IN CAMERA

• Moved by: Councillor Pickering

  THAT the General Purpose and Administration Committee go into ‘In Camera’ at 11:24 a.m. as the matters to be discussed concern items regarding:

  A proposed or pending acquisition or disposition of land by the Municipality

  Personal matters about an identifiable individual, including Municipal and Local Board employees

  Carried
• Moved by: Councillor Pickering

  THAT the General Purpose and Administration Committee rise from In-Camera at 11:43 a.m. with business to report.

  Carried
• Moved by: Councillor Pickering

  THAT Report CAO-04/24 of Colleen Baskin, Project Manager, be received for information;

  AND THAT staff bring back a report on identified parcels, recommending conditions for transfer;

  AND THAT staff indicate which identified properties are priority for Phase 1 (first batch of transfers) and which should be considered for future transfer;

  AND THAT Committee direct staff to being discussions with MECP and other partners about the files.

  Carried

13.1

A proposed or pending acquisition or disposition of land by the Municipality

• Moved by: Councillor Pickering

  THAT Report CAO-04/24 of Colleen Baskin, Project Manager, be received for information;

  AND THAT staff bring back a report on identified parcels, recommending conditions for transfer;

  AND THAT staff indicate which identified properties are priority for Phase 1 (first batch of transfers) and which should be considered for future transfer;

  AND THAT Committee direct staff to being discussions with MECP and other partners about the files. 

  Carried

13.2

Personal matters about an identifiable individual, including Municipal and Local Board employees

• Moved by: Councillor Snooks

  THAT the General Purpose and Administration Committee support the recommendation in Confidential Report CL-09/24 of Laura Rupprecht, Legislative Coordinator. 

  Carried

14.

ADJOURNMENT

Deputy Mayor Popp adjourned the meeting at 11:44 a.m.