December 4, 2013 Special Council Minutes


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A Special Meeting of Council was held Wednesday, December 4th, 2013 in the Fire Hall meeting room, 45 High Street, Collingwood commencing at 9:50am.
Members of Council Present:                      
Mayor Cooper
Deputy Mayor Lloyd
Councillor Edwards
Councillor Lloyd
Councillor Chadwick
Councillor Hull
Councillor West
Councillor Cunningham
Councillor Gardhouse
Staff Present:                       
John Brown, CAO
Sara Almas, Clerk
Marjory Leonard, Treasurer
Nancy Farrer, Director of Planning Services
Marta Proctor, Director of Parks, Recreation and Culture
Brian MacDonald, Manager of Engineering Services
Marcus Firman, Chief Operating Officer (Water/Wastewater)
Bill Plewes, Director of Building Services/CBO
Marianne Nero, Manager of Human Resources
Larry Irwin, Director of IT Services
Jennett Mays, Communications Officer
No. 474           Moved by Deputy Mayor Lloyd
            Seconded by Councillor Edwards
THAT the content of the Special Council Agenda for December 4th, 2013, be adopted as presented.
Council moved into Committee of the Whole.
Mayor Cooper welcomed those in attendance and provided an overview of the intent of the retreat discussions and next steps.  
Clerk Almas reviewed the procedures of the meeting, confirmed appropriate notice was provided in accordance with procedural by-law and Municipal Act, and noted that recommendations from today’s discussion will provide the basis for the preparation of a staff report to be prepared by the CAO to be presented at a future regular public council meeting for final consideration and approval.
CAO Brown presented the order of the meeting deliberations, history of recent strategic planning and reviewed strategic goals and priorities achieved to date.  CAO Brown reviewed the purpose of developing priorities for 2014 and beyond and the importance of agreed upon policy development areas and priority ranking that will further assist Council in its decision making.   A capital budget will be considered at a later date during the budget process, with anticipated input from the public as has occurred in previous years. 
CAO Brown provided a short video to Council outlining the overall importance of creating quality strategic plans that establish direction to simplify decision making that is embraced by Council, staff and the community.
Strategic Goals/Priorities (2010-2014)   
Council reviewed the initial list of substantive items achieved by Council in alignment with the three goals determined in 2012.  Council included two additional projects that were completed or initiated this term.  The achievements were categorized under the following goals: Strengthen Economic Position, Provide Efficient and Effective Town Governance, and Enhance our Arts, Heritage and Recreational Opportunities.
Priority Development for 2014                                                         
Council reviewed the initial list of policy development options identified from previous Council discussions, municipal best practices, pending list review and staff suggestions provided in the Council agenda package.  Council inquired as to whether some of the initiatives could be completed through a consultant in order to meet timelines and allow staff to focus on other priorities capable of being done in-house. A list of priorities that may require outsourcing will be determined during the CAO’s review of today’s findings and included in the staff report or added to the budget deliberations.
Staff provided a brief update on a few outstanding projects and proposed initiatives, including the harbour waterfront strategy, KPMG review, governance review, rail line status and infrastructure initiatives.
After review of the provided corporate and operational initiatives, Council participated in a “Dot”mocracy exercise to determine a priority ranking of the various items.  Each member of Council was provided with a number of “stickers” that they allocated to the various corporate or operational initiatives.  
Council recessed at 11:45pm.
Council reconvened at 12:35pm.
CAO Brown presented a tally of the corporate and operational priority items.  The top five priority items selected from almost 20 major priority areas suggested for 2014 were:
1.    Marketing/economic development strategy/co-location study;
2.    Governance review;
3.    Strategic financial plan;
4.    Corporate restructuring review;
5.    Facility management and development strategy.
Next Steps
Council discussed next steps with regard to public engagement and the development of a future community based strategic plan. CAO Brown will review the results of today’s exercise and determine appropriate timelines for the top priorities identifying any opportunities, obstacles, compliance requirements, budget implementations and address the status of the organizational review, pending list changes and any items identified that may be advanced sooner. A report will be prepared and provided to Council for consideration no later than mid January.
Mayor Cooper thanked everyone for their participation and continued commitment to achieve key goals in the final year of this Council term. 
Moved by Councillor Cunningham
THAT the meeting of Council be hereby adjourned at 1:12pm.
No. of Pages: 
December 4_13 SP Council Mins.pdf407.09 KB