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Aylmer Police Costing Ad Hoc Working Group Minutes - 2020/09/14the TOWNS HIPof MALARIDN A proud tradition, a bright future. The Corporation of the Township of Malahide AYLMER POLICE COSTING AD HOC WORKING GROUP September 14, 2020 — 11:00 a.m. The Aylmer Police Costing Ad Hoc Working Group met via videoconference Due to COVID-19 and public health concerns, public attendance was not permitted at this meeting. The Chair and other members of the Working Group participated remotely. The following members were present: Working Group Members via Videoconference: Mayor Mennill, Deputy Mayor Giguere, and Councillor Widner. Municipal Staff via Videoconference: Chief Administrative Officer/Clerk M. Casavecchia-Somers, Director of Fire and Emergency Services B. Smith, Director of Finance A. Mohile, and Deputy Clerk D. Wilson. Absent with regret: Councillor R. Cerna. CALL TO ORDER: Mayor Mennill took the Chair and called the meeting to order at 11:00 a.m. DISCLOSURE OF PECUNIARY INTEREST and the General Nature thereof: No disclosures of pecuniary interests were declared. MINUTES: Moved by: Dominique Giguere Seconded by: Mark Widner THAT the Minutes of the Regular Meeting of the Aylmer Police Costing Ad Hoc Working Group held on September 1, 2020, as amended, be adopted as printed and circulated. Carried. EXECUTIVE SUMMARY: - CAO - Review of Executive Summary The Chief Administrative Officer/Clerk presented the draft Executive Summary that had been prepared by the Deputy Mayor. She noted that this draft document has not been circulated to either of the police services until after the Committee's review and modifications. Deputy Mayor Giguere suggested the following modifications to the Notice of Public Meeting including links to the comparison table and the September 1, 2020 Committee Meeting to provide background to all interested parties. In response to a question from the Deputy Mayor, the CAO/Clerk indicated that, given the current COVID-19 restrictions, residents are able to send in their comments of questions in advance of the meeting. The CAO/Clerk advised that the Elgin OPP and the Aylmer Police Services have confirmed that they will participate in the September 30t" Public Consultation Session that will be held at the Malahide Community Place (MCP) in Springfield. The CAO/Clerk provided the following suggestions for the format of the public meeting: Brief introduction and synopsis by Mayor on how we have arrived at where we are. 2. Staff to provide a brief summary of the Consultant's report. 3. Ministry of the Solicitor General to present a brief outline of the legislation and answer questions. They will not weigh in on whether either proposal is good or bad. 4. Both Aylmer Police and OPP to provide brief presentation (approximately 5 — 10 minutes). 5. Council to ask questions. 6. Public to ask questions. 7. Advertisements/notices will include information that public can provide comments or written submissions up to one day prior to the meeting. 8. Close meeting with brief questionnaire. (Question similar to "Having heard all of the information now, are you supportive of moving forward with negotiating a contract with Aylmer Police Services?"). This does not mean that the Township will be entering into a contract, but rather will be proceeding with negotiations only. 9. After the meeting, the question can be published on the Township website to allow the public to submit comments after the meeting. Upon an inquiry from Councillor Widner regarding the ability to watch the meeting remotely, the CAO/Clerk advised that the option still exists that a resident can phone in and listen, or they can connect to the Zoom link live. The meeting will also be livestreamed on YouTube. The ability to comment after the meeting exists so that residents all have the opportunity to have their say. The MCP has a 50 person capacity and it was noted that participants must pre - register to attend or forward their comments or questions to the CAO/Clerk prior to the meeting. NEXT STEPS: The Public Consultation to be held on Wednesday, September 30t", 2020, at 7:00 at the MCP in Springfield. There is a limitation of 50 people because of COVID- 19 restrictions; with Presenters, Staff, and the local media, there is room for approximately 35 members of the public to attend. The CAO/Clerk confirmed a registration process would be set up with a registration list that would be checked at the door to ensure registration and limit capacity is not exceeded. She noted that a potential second session may be necessary depending on public interest. The CAO/Clerk advised that the Public Meeting would be advertised on Malahide's electronic signs, Aylmer Express, Township Website, flyers posted at Springfield Post Office, Community Halls, Facebook, Malahide Township window. The CAO/Clerk noted that residents will be allowed to submit comments for about two weeks after the Public Meeting. She suggested that the Committee meet again at the end of October to review the results of such feedback. NEXT WORKING GROUP MEETING The next Working Group meeting will be at the call of the Chair. ADJOURNMENT: Moved by: Mark Widner Seconded by: Dominique Giguere THAT the Aylmer Police Costing Ad Hoc Working Group adjourn its meeting at 11:22 p.m. Carried. C r ave Mennill Clerk —M. Casavecchia-Somers