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Home My Public Portal About2018-06-07_COW_Public Agenda PackagePage 1 of 2 of Agenda Cover Page(s) Committee of the W hole AGENDA Thursday,June 7, 2018 Chester Municipal Council Chambers 151 King Street, Chester, NS 1.MEETING CALLED TO ORDER. 2.APPROVAL OF AGENDA/ORDER OF BUSINESS. 3.PUBLIC INPUT SESSION (8:45 A.M.–9:00 A.M.) 4.MINUTES OF PREVIOUS MEETING: 4.1.Committee of the Whole –May 24, 2018 5.MATTERS ARISING. 6.POLICY DEVELOPMENT/REVIEW. 7.CORRESPONDENCE: 7.1 Presentation by Leigh Heide, Youth Service Coordinator at Second Story Women’s Centre regarding Second Story’s Girl Talk Program (appointment at 9:20 a.m.)https://www.youtube.com/watch?v=3Qz-YAXRMYc 7.2 Letter from the Municipality of the District of Lunenburg dated May 24, 2018 regarding Accessibility Plan –Joint Municipal Accessibility Committee. 8.NEW BUSINESS: 8.1 Request for Decision prepared by Recreation and Parks Department dated May 31, 2018 regarding District Council Grants. 8.2 Request for Direction prepared by Community Development Department dated May 30, 2018 regarding reVISION Plan Review –Public Engagement Report. 8.3 Request for Direction prepared by Community Development Department dated May 29,2018 regarding reVISION Plan review –Youth Engagement Discussion. 9.IN CAMERA. 10.ADJOURNMENT. Page 2 of 2 APPOINTMENT 9:20 a.m.Leigh Heide, Youth Service Coordinator at Second Story Women’s Centre regarding Second Story’s Girl Talk Program –Video presentation. REQUEST FOR DECISION Prepared By:Chad Haughn Date May 31,2018 Reviewed By:Date Authorized By:Tammy Wilson Date May 31, 2018 CURRENT SITUATION Council requested a procedure change with Council Grants for 2018-2019 fiscal year. It was decided that a portion of funds within the grants budget would be allocated for each district and that Councilors could help community organizations access to those funds for projects happening within their district. The Recreation & Parks Director was asked to devel op a one- page application form to be used for these District Council Grants. RECOMMENDATION It is recommended that Council confirm key details about the District Council Grants including: 1. The amount of funding available per district. 2. The name of the grant, if different from the existing Council Grant. 3.The one-page application. BACKGROUND During the 2018-2019 budget deliberations,Council debated the idea of District Council Grants and decided to proceed with the idea.In the previous year,Councilors had an opportunity to work with community organizations within their respective district s on Canada 150 projects. It was agreed that this was a successful approach to provide Council Grants and that a similar format should continue into the future. DISCUSSION Each of the District Council Grants will require official approval of Council;however, applications can be brought forward by Councilors at any point throughout the fiscal year.The existing Council Grant deadlines of May 31st and October 31st will continue to be used for regular Council Grants. REPORT TO:Municipal Council SUBMITTED BY:Chad Haughn,Recreation & Parks Department DATE:June 7 , 2018 SUBJECT:District Council Grants ORIGIN:Council Request 2 Request For Decision /Direction IMPLICATIONS Policy NA Financial/Budgetary The total amount of Council Grant funding for 2018-2019 was set at $72,000. The District Council Grants will come from within that budget amoun t. Environmental NA Strategic Plan Strengthen and support environmental, cultural, and social resources Work Program Implications Staff will manage the District Council Grants within the existing grant program . ATTACHEMENTS1.Draft District Council Grant Application Form MUNICIPALITY OF THE DISTRICT OF CHESTER GRANT APPLICATION FORM District Council Grant Request Name of Organization:Contact Person:Mailing Address:Email:Phone: Name Signature Date_________________________________________________________________________________________________________________ Amount Requested:$__________________________________Please provide a brief description of your project or event:____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Please provide a brief description of how you plan to spend any Council Grant funding received:____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ If funding is approved, who should the cheque be made payable to: ________________________________________________Please forward applications to the following:Director of Recreation & Parks“District Council Grant”Municipality of the District of ChesterPO Box 369Chester, NS B0J 1J0Orchaughn@chester.ca REQUEST FOR DIRECTION Prepared By:Garth Sturtevant Date May 30, 2018 Reviewed By:Tara Maguire Date May 30, 2018 Authorized By:Tammy Wilson, CAO Date May 31, 2018 CURRENT SITUATION Following the completion of the third round of public engagement of the reVISION Plan Review process, staff will draft an Engagement Report to summarize the feedback and comments received during the 14 public meetings.The report will group comments and feedback into topics for discussion with Council and will provide some options for consideration.Council will then have the option to request that changes be made to the draft documents and can provide direction for staff and the Citizens Planning Advisory Committee to follow. Staff are seeking direction as to how Council would prefer to receive the Engagement Report.The report can be presented to Council during a regular Council meeting,at a workshop session scheduled outside normal meeting hours or as a group workshop with Council and the Citizens Planning Advisory Committee. RECOMMENDATION For discussion and council direction BACKGROUND / DISCUSSION Staff have now completed the approved third round of public engagement for the reVISION Plan Review process. Feedback and comments have been collected at each meeting and also through email, website, phone calls and in person discussions. All forms of comments and feedback received will be summarized and complied in an Engagement Report prep ared by staff. Hard copies of all written correspondence received will be attached as an appendix to the Engagement Report. IMPLICATIONS Policy –N/A Financial/Budgetary –N/A Environmental -N/A Strategic Plan (Goal)–“Continually reinforce the positive image of the Municipality through leadership in public engagement and communication;“ REPORT TO:Committee of the Whole SUBMITTED BY:Community Development DATE:June 7, 2018 SUBJECT:reVISION Plan Review –Public Engagement Report ORIGIN:Council Motion 2018-106 2 Request for Direction Work Program Implications –The plan review is currently one of the “Now” priorities for the Community Development Department. OPTIONS 1.Direct staff to present the Engagement Report at a regularly scheduled Municipal Council Meeting; 2.Direct staff to schedule a Council workshop, outside regular meeting hours, to review and discuss the Engagement Report; 3.Direct staff to schedule a workshop,to be led by Council, but held jointly with the Citizens Planning Advisory Committee, outside regular meeting hours, to review and discuss the Engagement Report; 4.Direct staff to bring the Engagement Report directly to the Citizens Planning Advisory Committ ee for debate and discussion. Following CPAC’s discussion and changes to the draft documents, the documents and Engagement Report will be brought back to Council for 1 st Reading or further changes as requested by Council; 5.Direct staff to present the Engage ment Report in a format not listed above. REQUEST FOR DECISION Prepared By:Garth Sturtevant Date May 29, 2018 Reviewed By:Tara Maguire Date May 31, 2018 Authorized By:Tammy Wilson, CAO Date May 31, 2018 CURRENT SITUATION Staff are proposing to host a workshop at Forest Heights School on June 14 th following the scheduled Council meeting. The workshop would be open to Student Council as well as other students and youth from the Municipality. Council are also encouraged to stay for the workshop if possible. Staff suggest ordering in pizza for lunch and giving a brief presentation followed by workshop style working groups and discussions. Staff will present some discussion topics to encourage discussion and will record notes. RECOMMENDATION For discussion BACKGROUND / DISCUSSION In addition to the 14 scheduled Public Information Sessions, a portion of the Public Engagement plan approved by Council included holding targeted sessions for engagement with youth and with the business community. Staff have now completed the planned 14 p ublic sessions to provide information and answer questions related to the draft Municipal Planning Strategy and Land Use By -law. The specific format for the youth engagement has not yet been approved and requires Council direction to proceed. Staff is also looking for direction on how council defines youth. We know that there is an existing relationship with Forest Heights and the student council. However, youth can also include a larger segment of the population, both younger and older. In Kings County,their broader youth engagement is primarily through a youth advisory council and they look at a broad range of issues, not just their plan review.According to their terms of reference the “Kings Youth Council will work to advance the interests and welfare of all youth across Municipality of the County of Kings (the Municipality).The KYC will address emergent and enduring issues affecting youth, seek opportunities to strengthen or support existing services.”. The committee is made up of 10 individuals from diverse backgrounds, ranging from ages 13 - 30.At the current time, the MODC engagement plan does not expand out beyond our existing relationship with Forest Heights. REPORT TO:Committee of the Whole SUBMITTED BY:Community Development DATE:June 7, 2018 SUBJECT:reVISION Plan Review –Youth Engagement Discussion ORIGIN:Council Motion 2018-106 2 Request for Decision We did include elementary students in the visioning phase of the process, however, given that we are at the stage of having a draft document, it is not clear that younger students would comprehend this aspect. Our initial engagement focused on what they would like to see in their community an d how it should grow. In this stage we would be seeking more detailed feedback on how they see these regulations fitting their community and how they see them affecting their future plans. IMPLICATIONS Policy –Municipal Planning Strategy Policy 4.0.3 “A Public Participation Program shall be held prior to any proposed amendment to the Municipal Planning Strategy, to the Subdivision By -law, or to a Land Use By- law as well as in conjunction with the five-year review of the Municipal Planning Strategy, and the purpose of the Public Participation Program shall be to hear the opinions of the public.” Financial/Budgetary –Cost of providing pizza and refreshments for attendees can be accommodated in the current budget Environmental -N/A Strategic Plan (Goal)-“Continually reinforce the positive image of the Municipality through leadership in public engagement and communication;“ Work Program Implications –N/A OPTIONS 1.Direct staff to organize a youth engagement workshop at Forest Heights School for June 14,2018; 2.Direct staff to organize a youth engagement workshop at Forest H eights School for June 14, 2018. Additionally, request staff to conduct further youth engagement; 3.Direct staff to not proceed with the workshop at Forest Heights and instead present alt ernate options for youth engagement; 4.Direct staff to not proceed with the workshop at Forest Heights and do not conduct further youth engagement.