APPROVED MINUTES
GCA Board Meeting
Tuesday, September 26, 2023
7:00 – 9:00 p.m.
Glebe Community Centre – Preschool Room
Chair: John Crump, President
Secretary and timekeeper: Janet Sutherland
Board members present: John Crump, June Creelman, Colette Downie, David Kelly, Janet Sutherland; Elizabeth Ballard, Bob Brocklebank, Maggie Gorman Velez, Vaughan Guy , Rochelle Handelman, Christina Honeywell-Dobbin, Angela Keller-Herzog, Deborah Long, Carol MacLeod, Angus McCabe, Genevieve McInnes, William Price, James Stuewe, Della Wilkinson.
Regrets: Martha Bowers, Laurent Carbonneau, Anthony Carricato, Carolyn Mackenzie, Janna Rinaldi, Laura Smith, Jason Vallis, Catherine Waters, Judy Wilson.
Approximately a dozen community members were also present but unfortunately a record of attendance was not taken.
Welcome and Opening Remarks
President John Crump opened the meeting with an Indigenous land acknowledgement. He welcomed Board members and attending members of the community and noted that there had been a lot of work carried out over the summer by committees and thanked members for their efforts, particularly on the Lansdowne file and Transportation. He noted the Executive had met recently to discuss some changes to meeting procedures to improve efficiency and effectiveness and to respond to requirements of the Ontario Non-Profit Corporations Act.
Approval of the Agenda
Moved/seconded (J. Creelman/D. Wilkinson) to approve the agenda as presented. Motion carried. The agenda was approved.
Approval of the Minutes
It was noted that the Board minutes of June 27th, 2023 should be amended to record Della Wilkinson’s participation at the meeting.
Moved/seconded (Bill Price/Colette Downie) to approve the minutes of the meeting of June 27, 2023 as amended. Motion carried. Minutes were approved.
Report from the City Councillor – Councillor Shawn Menard provided an overview of key planning issues in the neighbourhood.
- A development at 178-180 Isabella Street is proceeding, two years after the original community consultation. The development is a 16-storey mixed use building, which aligns with Bank Street height and character parametres.
- The Percy Street overpass replacement has been delayed due to an ‘engineering issue’, as per the provincial Ministry of Transport. The Councillor has asked for a meeting with the principals involved, including MPP Joel Harden. The detours on to neighbouring streets were set up by MTO in consultation with the City several years ago. Board and community members expressed frustration and concern with the delay and resulting traffic chaos.
- Lansdowne 2.0 – The Councillor is putting forward a motion tomorrow to establish a joint committee to consider the report and its recommendations. The current timelines are very tight given the report is over 200 pages, and are as follows:
- October 3 – input to the report
- October 18 – joint meeting of Planning and Finance Committee to vote on the report and recommendations
- October 25 – City Council to vote on the project
4) A motion on the urban boundary issue will be presented at Council tomorrow. Twelve City Councillors have written a letter requesting a review.
In the Q&A period which followed, the following questions and comments were made:
- Some new trees are being planted on Bank Street and at Lansdowne as part of the tree well infrastructure replacement program and storm water initiative. Concern was expressed by GCA Board members re: quality of soil and depth of planting. The Councillor will schedule a walk to take pictures and to check on the quality of plantings.
- An update on the Bank and Chamberlain housing project was provided. There are potentially two options: 1) 9 storey building plus parking or 2) 16 storey building. The process is moving slowly but is a priority for the Councillor to solidify. He has met with City staff to confirm that funding is available (separate from City).
- Ward Councils have been re-established with new criteria re: funding ‘cash in lieu’ initiatives. To date funds have been allocated to Old Ottawa East, Dow’s Lake, Old Ottawa South and the Heron Park Community Centre. If the GCA has an interest in accessing these funds, a submission should be made. The Chair of the Parks Committee, Angus McCabe, indicated they have some ideas. The Councillor will forward the latest report from the Ward Council.
- Further to the Percy Street overpass delay, it was noted that residents have been moving the detour signs on Percy to deter traffic from local streets and increasing the confusion and inconvenience for drivers.
John Crump thanked the Councillor for his report and invited him to stay to hear the reports from the Transportation and Lansdowne Park Committees.
COMMITTEE UPDATES:
John Crump called upon Transportation Committee Co-Chair James Stuewe to provide an update on the activities of the Transportation Committee.
Percy Street Bridge Update – A lot of work has been undertaken on this file, with the much appreciated support and collaboration of Councillor Menard. An email has been sent to the Ministry of Transport regarding the delays with a request to meet to present on GCA concerns.
Active Transportation – The GCA has received a $50K grant from Infrastructure Canada to conduct a survey and public consultations on active transportation. A draft report is due to the Committee in a week and a community consultation will follow. It is notable that it is the first time that a community association has engaged this international consulting company.
QED Closure – The NCC gave no notice to the City re: opening of Queen Elizabeth Drive and then did not attend a meeting organized by the GCA between all parties. A comprehensive article by Committee Co-Chair Matt Meagher is in the September Glebe Report. The Committee wants to plan ahead for next year to ensure collaboration between the NCC and the City and to push for a transportation plan and better public transportation in our neighbourhood.
In the discussion following the report, it was noted that the GCA did not put forward a position on the issue of the road closure given the diverse opinions of residents. C. Downie indicated that the role of the GCA is to identify the impacts and implications of closure for our community and facilitate collaboration with the various partners.
John Crump then called upon June Creelman to provide an update on behalf of the Lansdowne Committee and to present their motions. In her introductory comments, she noted that the Committee has been active preparing for the release of the upcoming report on October 18th and promoting advocacy initiatives such as getting letters by prominent members of the community (Kevin Page, et al) to write letters to the Mayor critical of the financial plan associated with Lansdown redevelopment. She reported that the GCA will make delegations to City Council and bilateral meetings with our concerns. On behalf of the GCA, the Committee is collaborating on the organization of a public meeting on October 11th, “Let’s Talk Lansdowne”. Noting that in spite of our advocacy efforts and access to information inquiries, the GCA criteria have not been addressed in a substantive way in the current proposal, therefore the Lansdowne Committee would like the GCA to be on the record as opposing the plan. The following motion was put forward:
- MOTION:
*Whereas the GCA in May 2023 approved a motion setting out redevelopment criteria for Lansdowne including:
o Draws increased daily resident/visitor traffic to Lansdowne
o Does not include additional retail
o Ensures accessible and sustainable transportation for visitors
o Results in no loss of greenspace
o Provides the City with appropriately modernized sports facilities/infrastructure that provides at a minimum the same number of seats the current civic centre and north side stands provide (i.e. we should not be building smaller facilities than we currently have)
o Contributes to the City’s priority housing objectives, including affordable and deeply affordable objectives
o Maintains the visual primacy of the Aberdeen Pavilion as a designated National Historic Site
o Maintains built form compatibility with surrounding scale and massing
o Results in a welcoming and inviting civic environment and visitor experience
o Ensures that new city facilities at Lansdowne are constructed to a net-zero standard for maximum efficiency (i.e. carbon neutral)
o Enhances amenities to support intensification in surrounding area (for example a community pool, gymnasiums)
o Complements the City’s long-term strategy for growth (LeBreton Flats/Market, etc.)
o Reduces the impact of the planned 7 year construction schedule
*Whereas: none of these criteria have been met; and
*Whereas the planning process has lacked financial transparency and meaningful public consultation;
Therefore, be it resolved:
That the GCA oppose Lansdowne 2.0 until we are confident that the redevelopment is in the public interest and will lead to a more successful Lansdowne;
That the GCA support the repair and updating of the current sports facilities; and
That the GCA support a new, long-term planning process for Lansdowne that is based on financial transparency, accountability, meaningful public consultation and best practices in public space planning.
Moved/Seconded: June Creelman / Bob Brocklebank (FCA). Carried. Motion approved.
In the discussion that followed, a number of Board members spoke to alternative uses of the $500K that Lansdowne could be allocated (eg. housing, transit, ward-specific initiatives, etc). It was also noted that the GCA has not communicated about its significant efforts and many in the community do not appreciate what we are doing. It was agreed that the next President’s message in the Glebe Report will address this and it was suggested that timely information be posted on the GCA website.
In introducing the second motion, it was noted that the GCA is collaborating with our neighbouring community associations, the Federation of Community Associations, Reimagine Ottawa, and others to organize a public event on October 11th in the Horticulture Building at Lansdowne Park to communicate what is in the City report and to gather public feedback and input to the process. The event will be livestreamed by Rogers and will hopefully galvanize citizens outside of the Glebe. In discussion of the motion and the anticipated outcomes, it was proposed, as a friendly amendment, to increase the allocation of funds from $1,500.00 to $3,000.00 to support widespread promotion of the meeting.
2. MOTION:
*Whereas the public consultations that the City has held on Lansdowne 2.0 have been limited in scope and have not provided opportunities for the public to share their views on Lansdowne 2.0;
*Whereas it is anticipated that the Lansdowne 2.0 report expected to be released on October 3 and considered at a joint Finance-Heritage Committee on October 18 is expected to have a considerable amount of new information about Lansdowne 2.0 including its costs, final form, and development options;
*Whereas the City is not planning to hold any public information sessions or consultations on the final report and recommendations going to City Council;
*Whereas members of the Glebe Community are interested in understanding the Lansdowne 2.0 project and its potential impacts, and sharing their views on this project
*Whereas the GCA ,as the home community of Lansdowne, can play a leadership role in sharing information about Lansdowne 2.0 with other communities across the City and in providing a public form where residents can exchange views on this project.
*Whereas the GCA already allocated provisional spending up to $5000 on Lansdowne, which has not been spent.
Therefore:
Be it resolved that the GCA allocate $3,000.00 to organize a public meeting “Let’s Talk Lansdowne” on Wednesday, October 11 at the Horticulture Building.
Moved/Seconded: June Creelman / Carol MacLeod. Carried. Amended motion approved.
The President then moved on to consider other Motions that were circulated in advance of the meeting, beginning with the Environment Committee. Chair Della Wilkinson introduced the motion, which arose due to funding and legal requirements of the City of Ottawa.
- MOTION regarding increasing the GCA commercial general liability insurance coverage from $2 million to $5 million
* Whereas the City of Ottawa has approved funds totalling $9,799.70 for the Glebe Community
Association’s coffee house events titled ‘Sharing Knowledge & Experiences on Sustainability’ under the Community Environmental Projects Grant Program (CEPGP);
* Whereas the City of Ottawa CEPGP Contribution Agreement requires the GCA to have
commercial general liability insurance coverage of $5 million before awarding the funds;
* Whereas the current GCA commercial general liability insurance coverage is for $2 million and a quote has been received from BMS Canada Risk Services Ltd. (underwriter’s Lloyds) to increase the coverage from $2 million to $5 million for an additional cost of $221;
* Whereas this requirement will apply to future GCA events funded by City of Ottawa or hosted
on City of Ottawa property
Therefore:
Be it resolved that the GCA Board approve the increase of commercial general liability insurance coverage to $5 million.
Moved/Seconded: Della Wilkinson / June Creelman. Carried. Motion Approved.
- MOTION regarding meetings format
Whereas:
* The Ontario government introduced emergency provisions that allowed for virtual meetings for OCA corporations notwithstanding that their governing documents might have prohibited or been silent on them. Organizations currently governed under the Ontario Not-for-Profit Corporations Act (ONCA) and other corporate Acts, are allowed to continue to hold meetings, including AGMs, virtually but only until September 30, 2023.
* GCA bylaws do not make any provision for virtual or telephone meetings.
* To allow for members’ meetings and directors meetings to be held by phone or virtually (as determined by the directors) the Board must pass a motion to authorize these meetings, deeming anyone present by phone or electronically to be “present” at the meeting. The ONCA states that notice of the virtual meeting should include instructions for attending and participating in the meeting by the telephonic or electronic means that will be made available for the meeting, including, if applicable, instructions for voting by such means at the meeting.
* It is expected that the authority to hold virtual or telephone meetings will be proposed as part of anticipated GCA bylaw changes to be introduced later this year.
Therefore, be it resolved that: the GCA Board authorize the practice of conducting Board meetings virtually or by telephone as determined by the Board.
Moved/Seconded: Colette Downie / June Creelman. Carried. Motion Approved.
- Alternating Board Meeting Schedule
*Whereas, over the summer, the GCA Executive conducted a survey of Board members to assess their preferences with respect to meeting format for 2023/ 24. In total, 21 responses were received, 10 in favour of in person meetings only, 3 in favour of on-line meetings only and 8 in favour of alternating virtual and in-person meetings.
* the Ontario Non-profit Corporations Act (ONCA) requires that for electronic and hybrid meetings to be valid, participants must be able to speak, listen to or live chat with each other at the same time. In addition, the Act states that any phone electronic tools you use during the meeting must allow all participants to communicate adequately during the meeting.” While Zoom allows for fully virtual meetings that meet these requirements, the GCA does not currently have access to tools that would allow for hybrid meetings (those with a mix on in person and on-line attendees) that meet them.
* the survey asked for volunteers willing to lead work to identify options for hybrid meetings on behalf of the GCA Board. This is expected to involve exploring other locations for GCA Board meetings and/ or identifying and costing new equipment that would allow for full participation by all attendees in a hybrid meeting format. James Stuewe, Della Wilkinson, Bob Brocklebank and Janet Sutherland volunteered to help;
Therefore be it resolved that:
For 2023/ 24, the GCA Board schedule Board meetings in an alternating format of in-person and virtual/online meetings or until such time as the Board directs otherwise.
And, be it further resolved that a working group be tasked by the Board to examine the feasibility of holding hybrid meetings on terms consistent with ONCA requirements and report back to the Board in early 2024 with their findings.
Moved/Seconded: Colette Downie / Board Member. Carried. Motion Approved.
6.Motion Regarding Consent Agendas
Whereas:
* the GCA Board consistently has a heavy agenda and significant workload of complex or impactful items for discussion. It is often difficult to spend significant time at Board meetings discussing these matters. 2023/ 24 is expected to be a particularly busy year for the Board.
* to maximize the time allocated to more complex, impactful or important items, other boards use a “consent agenda” made up of a single motion to approve non-controversial items. This allows boards to approve all of the items together without discussion or individual motions. A consent agenda can move routine items along quickly so that the board has time for discussing more important issues. It is estimated that using a consent agenda could save 15 to 30 minutes of Board time per meeting.
* examples of consent agenda items could include: meeting minutes, financial updates, subscription or insurance renewals, appointments, correspondence, low dollar financial requests, perfunctory items that do not appear to require discussion, presentation of lower priority information that does not require any action, upcoming meetings/ dates.
* the process for using a consent agenda still allows Board members to ask questions of clarification and if they wish to see a discussion, to remove the item from the consent agenda all together.
* the process proposed for the GCA would be:
- The chair decides which items will be placed on the consent agenda for an upcoming meeting. The consent agenda would appear as part of the normal meeting agenda as item 31.
- The chair distributes the consent agenda and associated documents in time for board members to read and review. Each board member has a responsibility to read and review consent agenda items and address any concerns prior to the meeting.
- At the beginning of the meeting, the chair asks members if any of the consent agenda items should be moved to the regular discussion items.
- If a member requests that an item be moved, it must be moved. Any reason will be sufficient to move an item . A member can move an item to discuss the item, to highlight the item, to query the item, or to vote against it.
- Once the item has been moved, the chair may decide to take up the matter immediately or move it to a discussion item.
- When there are no items to be moved or if all requested items have been moved, the chair reads out loud the remaining consent items. The chair can move to adopt the consent agenda and seek objections. If no objections are registered the Board is deemed to have voted to approve the items.
- The secretary should include the full text of the resolutions, reports, and recommendations that were adopted as part of the consent agenda.
* Since the use of consent agendas would be a new process for the GCA, the Board could, after trying it out, schedule a discussion on its workability/ value before the end of the Board year 2023/ 24 and decide whether to continue the practice.
Therefore:
Be it resolved that the GCA Board adopt a Consent Agenda process for non-controversial items that do not appear to require discussion. And that it assess the workability of this approach again at the end of 2023/ 2024.
Moved/Seconded: Colette Downie / Board Member. Carried. Motion Approved.
ISSUES FROM THE COMMUNITY:
- Community Safety – June Creelman noted receipt of a number of emails recently noting concerns from a business owner and other community members regarding safety concerns in the neighbourhood. She called upon Glebe resident Mike Ouellette to elaborate on the issues which included finding drug-users and paraphernalia behind McKeen’s, the Glebe parking garage and in and around local school yards. The discussion of community and business concerns related to such incidents resulted in the following suggestions:
- Identify social agencies that can support people with addictions and provide a directory of these on the GCA website (Deborah Long of GCA Health, Housing and Social Services Committee to do this)
- Publish a related article in the Glebe Report with similar information
- Invite specific agencies to come to the Glebe to reach out to individuals who need assistance
- Invite OPS community liaison Constable Stephanie Lemieux to meet with the GCA and Glebe BIA to discuss the situation and potential responses
- Prepare a motion from the GCA to the City regarding increasing the budget allocation for housing to address the root causes such as poverty
- Powell Avenue Fire – Elizabeth Ballard inquired if the GCA had any contact with the people affected by the apartment fire this summer. In response, it was noted that the Red Cross had provided support and that the GCA Health, Housing and Social Services Committee could not find out who the tenants were.
- Upcoming Survey – The Environment Committee is collaborating with Carleton University and CAFES on reducing Bird Window Collisions. A survey for residents will be posted on the GCA web page in the near future.
NEXT MEETING: Tuesday October 24, 2023, via ZOOM
ADJOURNMENT:
Moved/Seconded by James Stuewe/June Creelman to adjourn the meeting. Carried. The meeting was adjourned at 9:10 p.m..