Municipality Of Northern Bruce Peninsula Special Council Meeting Minutes October 15, 2019 – Strategic Plan

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MEMBERS PRESENT:

Mayor Milt McIver, Deputy Mayor Debbie Myles, Councillor Laurie (Smokey) Golden, Councillor Megan Myles

MEMBERS ABSENT:

Councillor James Mielhausen

STAFF PRESENT:

Bill Jones, Chief Administrative Officer, Mary Lynn Standen, Clerk, Tessa Swanton, Administrative Assistant

OTHERS PRESENT:

Cheryl Brine, OMAFRA (Ontario Ministry of Agriculture, Food and Rural Affairs) 

DISCLOSURE OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

Mayor McIver called the meeting to order at 9:02 a.m. and Council members were reminded to disclose any pecuniary interest and general nature thereof that may arise during the course of the meeting.

APPROVAL OF THE AGENDA

Moved by L. Golden Resolution #31-01-2019 Seconded by M. Myles 

THAT the content of the agenda be approved as presented. 

Carried

ADOPTION OF THE MINUTES

There are no Minutes to adopt for Special Council Meeting No. 19-31, October 15, 2019.

PUBLIC MEETING

There is no Public Meeting for Special Council Meeting No. 19-31, October 15, 2019.

DELEGATION

There is no Delegation for Special Council Meeting No. 19-31, October 15, 2019.

CONSIDERATION OF AGENDA ITEMS

Cheryl Brine, OMAFRA

Senior Advisor, Agriculture and Rural Economic Development Advisor, Regional Economic Development Branch

RE: Strategic Plan

Mayor McIver welcomed Cheryl Brine to the meeting. 

Moved by D. Myles Resolution #31-02-2019 Seconded by L. Golden

THAT Council agrees to permit Cheryl Brine from OMAFRA to address Council regarding the Strategic Plan for Northern Bruce Peninsula. 

Carried

Ms. Brine began by addressing Strategic Priority #1: To maintain a well-managed and fiscally responsible municipal government. The following discussion was noted:

Focus more on performance outcomes;

The possibility to distribute an employee engagement survey;

The creation of a “people plan” as there will be high staff turnover rates in the next five (5) or so years;

Remuneration and pay equity reviews are conducted every four (4) years for staff;

Service awards are distributed to staff;

The possible development of a management philosophy and the scope of this document;

Pros and cons of a customer satisfaction survey;

The existing customer service/complaint policy;

Instead of a Municipal Complaint Form, amend the form to be a Comment Form in order to allow for positive feedback;

Implement an employee exit survey in order to receive valuable information;

Prevent good employees from exiting;

Develop performance indicators, compile data and look at trends;

Create and implement a customer satisfaction survey;

Determine what taxpayers want to be changed/addressed in NBP;

Improve public communication and employee engagement;

Send out newsletters more frequently;

Distribute a citizen satisfaction survey to determine if taxpayers are pleased with the level of communication;

Possibly hire a consultant to implement the citizen satisfaction survey in order to receive feedback from all demographics and opinions;

Succession planning, including maintaining staff and keeping them motivated and involved;

Ask staff for feedback regarding job structure during performance reviews;

Develop human resources priorities;

Develop a public consultation toolbox with current staff;

Determine a plan/project to use the funds from paid parking revenues and get community buy-in; and

Hire a consultant to conduct an organizational review of staffing.

Council agreed on the significance of performance indicators in order to determine if action items have been successful. Council discussed the importance of deciding if they are willing to implement a plan prior to having the plan created, and further if plans should be organized by consultants or municipal staff. Some action items included: an organizational review, human resources priorities and succession planning. 

Ms. Brine then focused discussion on Strategic Priority #2: To conserve and protect our unique natural environment while encouraging well-managed growth. 

The following discussion ensued on Priority #2:

Water quality is a major drive for tourism in NBP (Northern Bruce Peninsula) and clean, clear water is important to conserve, therefore regular water testing for various containments is needed, including caffeine;

The need for the Comprehensive Zoning By-law to be updated and determine if some changes can be considered as housekeeping amendments;

Focus on affordable and attainable housing;

Determine the number of rental units in NBP and develop an inventory of housing supply;

Determine the balance between short-term and long-term rental options and how the Municipality can support housing;

The option to amend the Zoning By-law to decrease the minimum square footage requirement for detached dwellings and permit multi-unit housing;

Include climate change in the Strategic Plan;

Using the existing inventory for municipal vehicles, determine if electric vehicles could be a future option;

There is an existing energy plan for all municipal facilities;

Create a vision statement for the Municipality; and

Infrastructure in Tobermory, including parking and washrooms.

Council stated that there were many action items under Strategic Priority #2 that have already been accomplished. Ms. Brine also indicated that Council has hired a consultant to complete a Short Term Accommodations review, which is included in this priority.

Strategic Priority #3: To enhance the health, safety and education of our community, then became the topic of discussion lead by Ms. Brine. 

The following discussion was noted:

The existing Emergency Management Plan factors into climate change;

Determine how to measure if response times to fire department calls are successful;

The importance of recruitment and retention of physicians and other health care professionals (nurses, nurse practitioners);

Continue to collaborate with the Peninsula Family Health Team when possible;

Continue involvement in the Safe Communities Committee and with the OPP to reduce speeding on Highway 6;

Continue to maintain access to healthcare services; and

Staff are in the process of creating a Community Safety and Well-being Plan using a regional approach.

Ms. Brine introduced Strategic Priority #4: To develop and promote cultural and recreational opportunities. 

Council discussion included the following:

Determine Council’s role in recreational programming;

Determine what activities are being offered in the community, both private and public, and support anyone who is willing to fill gaps in recreational activities; and

The importance of good recreation and culture in NBP, as that is a major attraction for young families to move to the area.

Strategic Priority #5: To encourage citizen engagement, was discussed by Council. Ms. Brine stated that community consultation for the Strategic Plan would be included under this strategy. 

Discussion ensued and the following was noted:

Volunteer Recognition Day has been occurring for ten (10) years;

Discuss/determine if the public is pleased with the current level of service in regards to methods for public engagement, such as the website, municipal newsletter, newspaper, etc.;

Revisit implementing social media for the Municipality, as it may be a useful way to reach youth and the working community;

Determine if the public would be interested in social media and the budgetary implications of such;

Explore the idea of a more regular newsletter, possibly sent out by email; and

Video recorded Council meetings will be an effective way for the seasonal and working population to watch council meetings and be more engaged.

The final Strategic Priority discussed was Strategic Priority #6: Develop and implement economic development strategies for the Municipality. 

Considerable discussion ensued and the following was noted:

One of the roles of the new Manager of Community Services is economic development, he/she will be tasked with working on the economic development strategy;

Tourism is a major economic driver in NBP;

Possible interest in the “First Impressions” program offered by Ms. Brine;

Determine ways to foster more year-round tourism opportunities; and

Gather an inventory of businesses open year-round and the percentage of residents that use social services, such as the food bank.

Discussion on the Strategic Plan concluded and Ms. Brine was instructed to make a summary of changes to the Strategic Plan as discussed at today’s meeting. Ms. Brine recommended that Council think about assigning a timeline to action items. 

In regards to budgetary implications for actions items, Council mentioned the opportunity to use some of the “one-time funding” from the provincial government that was given. Mr. Jones and Ms. Brine will work together in order to assign dollar figures to action items for Council’s consideration before proceeding with public consultation.

Mr. Jones acknowledged all of the action items that have been completed. He mentioned the uniqueness of NBP and the large amount of accomplishments that occur due to contributions of many volunteers with little municipal involvement. Mr. Jones stated that the human resources priorities component can be compiled as those policies are already in place.

Mayor McIver thanked Ms. Brine for her assistance at today’s meeting. 

OTHER BUSINESS 

There was no Other Business for Special Council Meeting No. 19-31, October 15, 2019.

CORRESPONDENCE

There is no Correspondence for Special Council Meeting No. 19-31, October 15, 2019.

READING OF BY-LAWS

Moved by L. Golden Resolution #31-03-2019 Seconded by M. Myles

THAT the following listed by-law be given 1st, 2nd and 3rd reading and enacted:

2019-93 BEING A BY-LAW TO CONFIRM THE PROCEEDINGS OF THE SPECIAL COUNCIL MEETING OF THE CORPORATION OF THE MUNICIPALITY OF NORTHERN BRUCE PENINSULA HELD TUESDAY, OCTOBER 15, 2019

Carried

CLOSED SESSION

There is no Closed Session for Special Council Meeting No. 19-31, October 15, 2019.

RECONVENE FROM “CLOSED SESSION” TO RESUME COUNCIL MEETING

There is no Closed Session for Special Council Meeting No. 19-31, October 15, 2019.

ADJOURNMENT 

Moved by L. Golden Resolution #31-04-2019 Seconded by D. Myles 

THAT the meeting adjourns at 11:59 a.m.

Carried