The Corporation of the Town of Ajax COUNCILCOUNCIL Monday March 25, 2019 at 7:00 p.m. Council Chambers, Town Hall 65 Harwood Avenue South Confirmed by: ~ Confirmed by: ____________ AGENDA Alternative formats available upon request by contacting: [email protected] or 905-619-2529 ext. 3347 Online Agenda Anything in blue denotes an attachment/link. By clicking the links on the agenda page, you can jump directly to that section of the agenda. 1. Call To Order & Acknowledgement An acknowledgment of Traditional Territory is an invitation to reflect on personal relationships with Indigenous Nations. When we acknowledge Treaty we are asking individuals to explore their rights and responsibilities to place and people. And when Land is acknowledged we are encouraging you to seek out the history and teachings of the natural world. 2. Disclosure of Pecuniary Interest 3. Adoption of Minutes 3.1 Strategic Planning Meeting – February 20 & 21, 2019 .................................................... 4 3.2 Regular Meeting February 25, 2019 ........................................................................ 8 4. Delegation and Presentations / Public Hearings 4.1 Presentation Ajax FC 2004 Girls Red Soccer Team 2019 Ontario Indoor Cup Provincial Champions ~ Scott Hardie, Head Coach, Ajax FC 4.2 Delegation Tourism Matters ~ Brandon Pickard, Manager of Tourism, Durham Tourism ~ Chuck Thibeault, Executive Director, Central Counties Tourism 4.3 Delegation Business Advisory Centre Durham - Activity Update ~ Teresa Shaver, Executive Director, Business Advisory Centre 4.4 Delegation 2019 Ajax-Pickering Board of Trade Plans and Priorities ~ Christine Ashton, President, Ajax-Pickering Board of Trade 4.5 Delegation PARA Marine Search and Rescue - 2018 Year in Review and 2019 Strategic Plan ~ Colin Thomson, Commodore & Unit Leader ~ Clint Scott, Community Outreach and Development Officer 5. Correspondence ..................................................................................................................... 15 6. Reports 6.1 Community Affairs & Planning Committee Report None 6.2 General Government Committee Report March 4, 2019 .................. 25 (Operating Budget) General Government Committee Report March 18, 2019 ................ 27 6.3 Summary of Advisory Committee Activities March 25, 2019 ................ 32 6.4 Departmental Reports March 25, 2019 6.4.1 2019 Report on Non-Cash Expenses as Required by Ontario regulation 284/09, S. Strain, Director of Finance/Treasurer / M. Chee, Senior Financial Analyst .............................................................................................................. 33 6.4.2 Authorizing Resolutions Related to Veridian & Whitby Hydro Merger, D. Hannan, Acting Director of Legislative & Information Services / A. Harras, Manager of Legislative Services/Acting Clerk .................................................... 36 7. Regional Councillors’ Report................................................................................................. 50 8. Business Arising From Notice of Motion 8.1 Windrow Clearing - Councillor Khan & Regional Councillor Lee .................................. 53 8.2 Riverside Drive Road Design - Regional Councillor Crawford & Councillor Tyler Morin ............................................................................................................................ 54 8.3 Amendments to Flag Raising & Proclamation Policies - Mayor Collier .................... 55 9. By-Laws 18-2019 Easement in Favour of Durham Common Element Condominium Corporation No. 263, 40R-30349 ................................................................................................. 56 10. Notice of Motion 11. Question Period 12. New Business, Notices and Announcements 13. Confirming By-Law 19-2019 14. Adjournment Minutes of the Special Strategic Planning Meeting of the Council of the Corporation of the Town of Ajax Held in the Centre for Food, Durham College on Wednesday February 20, 2019 and Greenwood Discovery Pavilion on Thursday, February 21, 2019 Alternative formats available upon request by contacting: [email protected] or 905-619-2529 ext. 3347 Present: Mayor S. Collier Regional Councillors M. Crawford S. Lee J. Dies Councillors R. Tyler Morin A. Khan L. Bower Day 1 – February 20, 2019, 12:00 p.m. 1. Call to Order Mayor Collier called the meeting to order at 12:00 p.m. 2. Disclosure of Pecuniary Interest There were no disclosures of pecuniary interest. 3. Welcome, Introductions and Opening Remarks Shane Baker, Chief Administrative Officer, welcomed members of Council and the Senior Management Team to the Strategic Planning Meeting and thanked them for their participation. Rachael Wraith, Acting Manager of Public & Strategic Affairs, reviewed the strategic planning process and the results of the public engagement process undertaken by staff. R. Wraith introduced Susan Hall and Jim Faught, Lura Consulting, to lead the exercises throughout the meeting. J. Faught reviewed the strategic planning framework: Our Ajax Promise; Focus Areas; Goals; and Action Items 4 Town of Ajax Council Strategic Planning Meeting – February 20 and 21, 2019 4. Our Ajax Promise J. Faught led the group through a visioning exercise to describe the Ajax of 2050. Members of Council discussed their individual visions for Ajax and the qualities that describe it, and were tasked with considering what can be done in the next four years to achieve that vision. Members and staff divided into groups to discuss the community’s needs, how to define the Ajax promise, and what makes the Ajax Promise unique. Members and staff reconvened into the larger and shared their collective findings. Recess The meeting recessed at 1:16 p.m. The meeting resumed at 1:37 p.m. 5. Our Ajax Focus Areas S. Hall led the group through an exercise to help determine the focus areas for the strategic plan. Members divided into groups to explore priorities and thematic connections between them. Following the exercise, members reconvened into a larger group and discussed the top four focus areas in general terms: Community Engagement/Diversity/Inclusion Business/Employment/Investment/Technology Leadership/Financial Sustainability/Governance Healthy/Connected/Active/Vibrant Communities 6. Wrap Up and Summary R. Wraith reviewed the day’s objectives and the outcomes of the exercises. Members of Council and the Senior Management Team returned to the Ajax Promise and explored potential wording and structure of the Promise statement. Day 1 Adjournment Moved by: L. Bower Seconded by: A. Khan That Council adjourn the Strategic Planning Meeting until 8:30 a.m. on Thursday, February 21, 2019. CARRIED The Strategic Planning Meeting adjourned at 3:17 p.m. 5 Town of Ajax Council Strategic Planning Meeting – February 20 and 21, 2019 Day 2 7. Call to Order Mayor Collier called the meeting to order at the Greenwood Discovery Pavilion at 8:30 a.m. on Thursday, February 21, 2019. 8. Disclosure of Pecuniary Interest There were no disclosures of pecuniary interest. 9. Review of Day 1 Outcomes / Ice Breaker J. Faught reviewed the draft Ajax Promise and Focus Areas based on discussions during Day 1. S. Hall led Members through a warm-up exercise. Members discussed the draft wording of the Ajax Promise and the four Focus Areas, and explored the differences between the draft Focus Areas of engaging, investing, leading, and connecting. 10. Our Goals Members broke into groups to discuss goals related to each of the Focus Areas, with attention to high level objectives for the Town. Following the exercise, Members reconvened into the larger group and discussed their identified goals and objectives as they relate to engaging, investing, leading, and connecting the community. Recess The meeting recessed at 10:15 a.m. The meeting resumed at 10:30 a.m. Members resumed their discussion and identified specific goals within each Focus Area that are priorities. Members of Council discussed concerns heard during the municipal election campaign and how goals and objectives may be developed to respond to those concerns. Members of the Senior Management Team discussed priorities in each of their respective areas and how these priorities align with the goals and objectives of the strategic plan. Recess The meeting recessed at 11:15 a.m. The meeting resumed at 12:40 a.m. 6 Town of Ajax Council Strategic Planning Meeting – February 20 and 21, 2019 11. Prioritization of our Goals R. Wraith reviewed the results of the public consultation for 22 top priorities for the year 2022. Members broke into groups to discuss, evaluate, and prioritize the feedback received from the public consultation. Following the exercise, members and staff reconvened into the larger group to discuss their findings. 12. Our Actions Members of Council were each invited to review the feedback they heard during the municipal election campaign and discuss the priority actions they wish to pursue for the term of Council. Members and staff discussed how these actions align with the goals and Focus Areas for the strategic plan. 13. Discussion Members of Council individually discussed other concerns and action items of importance to them, and their alignment with the strategic plan. 14. Wrap Up & Summary Mayor Collier and S. Baker thanked all Members of Council and the Senior Management Team for participating in the Strategic Planning Meeting. It was noted that a subsequent meeting would be scheduled to review the draft strategic plan in the near future. 15. Confirming By-Law & Adjournment