March 8, 2016 Committee of the Whole

CITY OF MARTENSVILLE
COMMITTEE OF THE WHOLE MEETING
MARCH 8, 2016
AGENDA
1. CALL TO ORDER: Meeting called to order at 5:00 p.m.
2.
DEVELOPMENT OR REVIEW OF STRATEGIC PLAN:
3. DEVELOPMENT OR REVIEW OF POLICIES:
4. DELEGATIONS: (5:00 p.m.)
A)
B)
North Ridge Developments
WMW Homes
5. REPORTS FROM ADMINISTRATION:
5.1
City Manager
5.2
Director of Corporate Services
5.3
City Clerk
5.3.1
RFD – Information Technology Allowance Policy
5.4
Director of Recreation and Community Services
5.5
Director of Infrastructure & Planning
5.5.1
RFD – Discretionary Use - Baydo
5.6
Economic Development Manager
5.6.1
Report
6. ANNUAL BUDGET REVIEW:
7. COUNCIL MEMBERS ROUND TABLE DISCUSSION:
7.1
R2 Zoning
8. IN-CAMERA ITEMS:
POLICY AND PROCEDURE
NAME: INFORMATION TECHNOLOGY ALLOWANCE
FOR CITY COUNCILLORS
CITY OF MARTENSVILLE
NUMBER: #92-16
1. PURPOSE:
The purpose of this policy is to provide financial support to City Council for the purchase of
electronic equipment to assist Council in the duties of their position.
This will allow Council members to:
1.1
Communicate with their constituents and colleagues regarding meetings and activities
of City Council
1.2
Communicate with their constituents regarding the business and services of the City and
its agencies.
1.3
Receive all meeting packages and communications electronically.
2. POLICY:
2.1
Each member of Council shall receive the Information Technology Allowance of
$1,500.00, including taxes, to procure electronic equipment (ie: laptop, iPad, tablet) to
assist with the duties of their position over the 4 year term. The $1,500.00 allowance
will be divided amongst the 4 year term.
2.2
This allowance will be paid on the first pay period of November each year, broken out as
follows
Year 1
$600.00
Year 2
$300.00
Year 3
$300.00
Year 4
$300.00
2.3
Electronic equipment utilized or purchased by the Council members must be
compatible with any system currently being used by the City for the provision of
electronic agendas and communication with council.
2.4
Each member of Council will be responsible to purchase equipment of their choice.
2.5
In the event that a member of Council leaves his/her position prior to the end of his/her
term, he/she will be required to repay, on a pro-rated basis, the portion of the
Information Technology allowance he/she is no longer entitled to.
1
POLICY AND PROCEDURE
NAME: INFORMATION TECHNOLOGY ALLOWANCE
FOR CITY COUNCILLORS
CITY OF MARTENSVILLE
NUMBER: #92-16
2.6
Members of Council shall be responsible for the cost of replacement and any other
associated costs in the event the electronic equipment becomes lost or damaged.
2.7
Council members shall be responsible for maintaining the confidentiality of city
information stored on their electronic device and for removing any and all confidential
city information from their electronic equipment in the event they cease to become or
continue as a member of council.
2.8
Any additional costs over and above the Information Technology Allowance will be the
responsibility of the individual member of Council.
3. RESPONSIBILITY:
The City Clerk is responsible for the review and update of this policy as required.
COUNCIL ADOPTING RESOLUTION:
#
DATE:
2
Community Economic Development Manager’s Report
COW Meeting December March 8th, 2016
Site and Business Inquiries
Provided a potential lead to the local medical clinic for a doctor that expressed some interest in the
community. This doctor was also provided information about the community and all options for
practice in the community.
Was in discussions with the Farmers Market. Country Farms marketplace will not be involved in the
market this upcoming season due to a split with some of the local based vendors. The market still
has plans to proceed this upcoming season but will be run by Krystal Selinger and Shauna Hingston.
Spoke to the owner of the Great Canadian Oil Change development to check progress. They did
have some delays on getting some equipment fabrication but they are on track and look forward to
opening this spring. Was also able to check into some information for them in respect to occupancy
or occupancy permits.
Checked into progress of the Blenz development with their office in Vancouver. There was nothing
new to report.
Followed up with Saskatoon Co-op in respect to their food store development. Finalized the
agreements and was provided an update on construction. This winter season was proven to be
productive for construction and store remains on track for an opening prior to the end of 2016.
Met with the new owner of K&M Autobody (Justin Friesen). Was able to provide him some
information in respect to Centennial Dr N/ 3rd Street Project, boulevard maintenance and drainage.
Met with a local client who is looking at starting up a store in Martensville. Assisted them with some
resources for business start-ups including different options for business planning, market
information, start-up check lists and supplier information. Used Square One out of Saskatoon to
acquire many of these resources.
Follow up with one of the RCI Clients on their project and if and how they would be using the
allocation.
Spoke with Canadian Tire corporate to generally check on the satisfaction and performance of the
store. They provided positive feedback on the experience here thus far.
Followed up with a couple of landlords in respect to any anticipated new developments for this
upcoming year.
Marketing and Communication Initiatives
Preparation for the Homestyles show have taken place including design and order of the trade show
display.
Finalized the new Kinsmen Park brochure and updated the MAP brochure as well. Community
Guides are complete.
Development of a communication piece around the strategic plan is underway. This is part of the
overall Communication Plan for the City. The development of this piece will coincide with radio ads.
Met with WOW Factor Events and the Facilities manager in respect to the Community Expo.
Checked the MAP for any questions or potential issues around set up of displays, vendors or
entertainment. Been in communication around the event and it is filling up nicely with 72 vendors
out of a possible 126 spots being taken up. Efforts to fill up the Taste of Martensville feature are
also underway. Will be doing some social media promotion of the event through March as well as
referring interested vendors to the sign up module/information.
We prepared and distributed the March issue of the Banner.
Staff surveys around internal communications was completed and are in the process of being tallied.
This being done in respect to looking at improving internal communication and tools.
DISCRETIONARY USE APPLICATION:
LETTER FROM APPLICANT:
AIR PHOTO / LOCATION SKETCH:
RENEDERING OF PROPOSED DEVELOPMENT:
SITE PLAN: