HomeMy WebLinkAbout02/27/2017Final
Council
Agenda
Date: Monday, February 27, 2017
Time: 7:00 PM
Place: Council Chambers, 2nd Floor
Municipal Administrative Centre
40 Temperance Street
Bowmanville, Ontario
Inquiries & Accommodations: For inquiries about this agenda, or to
make arrangements for accessibility accommodations for persons attending, please
contact: Cindy Fleming, Administrative Assistant to the Clerk, at 905-623-3379, ext.
2101 or by email at cfleming@clarington.net.
Alternate Format: If this information is required in an alternate format, please contact
the Accessibility Coordinator, at 905-623-3379 ext. 2131.
Audio Record: The Municipality of Clarington makes an audio record of Council
meetings. If you make a delegation or presentation at a Council meeting, the
Municipality will be audio recording you and will make the recording public by publishing
the recording on the Municipality’s website. In addition, please be advised that some of
the Council meetings may be video recorded.
Cell Phones: Please ensure all cell phones, mobile and other electronic devices are
turned off or placed on non-audible mode during the meeting.
Copies of Reports are available at www.clarington.net
Council Agenda
Date: February 27, 2017
Time: 7:00 PM
Place: Council Chambers
Page 2
1 Call to Order
2 Moment of Reflection
3 Declaration of Interest
4 Announcements
5 Adoption of Minutes of Previous Meeting(s)
5.1 Council Minutes Minutes of a regular meeting of Council February 6, 2017 Page 6
6 Presentations
6.1 Mary Anne Found – Certificate of Recognition - 10 Years of Service with the Clarington
Agricultural Advisory Committee
6.2 Kirk Kemp – Certificate of Achievement – Recipient of the 2017 Arysta Golden Apple Award
from the Ontario Apple Growers
6.3 Victoria Stock-Belanger - Congratulatory Certificate - Recipient of the Horatio Alger Canadian
Scholarship
7 Delegations
There are no Delegations scheduled for this meeting.
8 Communications – Receive for Information
There are no Communications to be received for information.
9 Communications – Direction
There are no Communications for direction.
Council Agenda
Date: February 27, 2017
Time: 7:00 PM
Place: Council Chambers
Page 3
10 Committee Reports
10.1 Advisory Committee Reports
10.1.1 Museum &
Archives
Board Minutes
Minutes of the Clarington Museum & Archives Board
dated January 11, 2017 (Closed Meeting Minutes
distributed under separate cover)
Page 23
10.1.2 Newcastle
Memorial
Arena
Management
Board Minutes
Minutes of the Newcastle Memorial Arena Management
Board dated January 10, 2017
Page 29
10.1.3 Accessibility
Advisory
Committee
Minutes
Minutes of the Clarington Accessibility Advisory
Committee dated February 1, 2017
Page 32
10.1.4 Samuel
Wilmot Nature
Area Minutes
Minutes of the Samuel Wilmot Nature Area Management
Advisory Committee dated February 14, 2017
Page 38
10.2 General
Government
Committee
General Government Committee Report of February 13,
2017
Page 41
10.3 Planning &
Development
Committee
Planning and Development Committee Report of
February 21, 2017
Page 44
11 Staff Reports
12 Business Arising from Procedural Notice of Motion
Council Agenda
Date: February 27, 2017
Time: 7:00 PM
Place: Council Chambers
Page 4
13 Unfinished Business
13.1 COD-025-16 Fire Arbitration Award (2015-2017) – Including
Introduction of 24 Hour Shift Trial in 2017 (Paragraph 3 of
Resolution #C-355-16 Tabled by Council on
December 12, 2016)
Page 46
13.2 OPD-001-17 Outdoor Ice Skating Rink Policy (Tabled by Council on
February 6, 2017)
Page 47
14 By-laws
14.1 2017-017 Being a By-law to establish, lay out and dedicate certain
lands as public highways in the Municipality of Clarington,
and to assume certain streets within the Municipality of
Clarington as public highways in the Municipality of
Clarington (Item 4 of the General Government
Committee)
14.2 2017-018 Being a By-law to assume a certain street within the
Municipality of Clarington as public highway in the
Municipality of Clarington (Item 5 of the General
Government Committee)
14.3 2017-019 Being a By-law to appoint an Integrity Commissioner for
the Municipality of Clarington (Item 7 of the General
Government Committee)
14.4 2017-020 Being a By-law to establish a Code of Conduct for
Members of Council (Item 7 of the General Government
Committee)
14.5 2017-021 Being a By-law to amend By-law 84-63, the
Comprehensive Zoning By-law for the Corporation of the
Municipality of Clarington (Matanda Homes) (Item 4 of the
Planning & Development Committee Report)
15 Procedural Notices of Motion
Council Agenda
Date: February 27, 2017
Time: 7:00 PM
Place: Council Chambers
Page 5
16 Other Business
17 Confirming By-Law
18 Adjournment
Council
Minutes
February 6, 2017
- 1 -
Minutes of a regular meeting of Council held on February 6, 2017, at 7:00 PM, in the
Council Chambers
Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper,
Councillor J. Neal, Councillor W. Partner, Councillor C. Traill, Councillor W. Woo
Staff Present: C. Clifford, A. Allison, T. Cannella, J. Caruana, F. Horvath,
M. Marano, C. Pellarin, C. Salazar, N. Taylor, G. Weir, A. Greentree, C. Fleming
1 Call to Order
Mayor Foster called the meeting to order at 7:00 PM.
2 Moment of Reflection
Councillor Hooper led the meeting in a moment of reflection.
3 Declaration of Interest
There were no declarations of interest stated at this meeting.
4 Announcements
Members of Council announced upcoming community events and matters of community
interest.
5 Adoption of Minutes of Previous Meeting
Resolution #C-019-17
Moved by Councillor Traill, seconded by Councillor Partner
That the minutes of a regular meeting of January 16, 2017, be approved.
Carried later in the meeting
Councillor Neal questioned why the minutes of January 16, 2017 did not record the
votes for the appointments to the Agricultural Advisory Committee and the CAO
Recruitment Selection Committee. The Municipal Clerk was requested to respond to
Councillor Neal.
The foregoing Resolution #C-019-17 was then put to a vote and carried.
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February 6, 2017
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Resolution #C-020-17
Moved by Councillor Woo, seconded by Councillor Cooke
That the Rules of Procedure be suspended to allow for the introduction of a motion
concerning the Charter for Inclusive Communities.
Carried
This matter is considered later in the meeting under the Other Business Section of the
Agenda.
6 Presentations
There were no Presentations scheduled for this meeting.
7 Delegations
There were no Delegations scheduled for this meeting.
8 Communications – Receive for information
There were no Communications to be received for information.
9 Communications – Direction
10 Committee Reports
Advisory Committee Reports
10.1.1 Minutes of the Agricultural Advisory Committee of Clarington dated
January 12, 2017
10.1.2 Minutes of the Clarington Heritage Committee of dated December 20, 2016
10.1.3 Minutes of the Abandoned Cemetery Committee dated June 9, 2016
10.1.4 Minutes of the Bowmanville Santa Claus Parade dated October 25,
November 1, November 7 and November 28, 2016
10.1.5 Minutes of the Newcastle Memorial Arena Management Board dated
November 8, 2016
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February 6, 2017
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10.1.6 Minutes of the Clarington Accessibility Advisory Committee dated April 6,
May 4, June 1, September 7 and October 5, 2016
Resolution #C-021-17
Moved by Councillor Partner, seconded by Councillor Traill
That Advisory Committee Report Items 10.1.1 to 10.1.6, be received for information, with
the exception of item 10.1.6 - Minutes of the Clarington Accessibility Advisory Committee
dated April 6, 2017.
Carried
Resolution #C-022-17
Moved by Councillor Woo, seconded by Councillor Traill
That the Minutes of the Clarington Accessibility Advisory Committee dated April 6, 2017,
be received for information.
Carried
General Government Committee Report of January 23, 2017
Resolution #C-023-17
Moved by Councillor Neal, seconded by Councillor Hooper
That the recommendations contained in the General Government Committee Report of
January 23, 2017 be approved, on consent, with the exception of items #7, #8, and #10.
Carried
Item 7 - Outdoor Ice Skating Rink Policy
Resolution #C-024-17
Moved by Councillor Neal, seconded by Councillor Cooke
That Report OPD-001-17 be received; and
That Council endorse the operating policy set out in Report OPD-001-17 for the
approval and maintenance of volunteer based Outdoor Ice Skating Rinks with the
following amendment:
The words “September 30th” be replaced with the words “November 1st in
Section 1 of the Application and Approval Process section.
Tabled later in the meeting
(See following motions)
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February 6, 2017
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Resolution #C-025-17
Moved by Councillor Neal, seconded by Councillor Cooke
That Council recess for five minutes.
Carried
The meeting reconvened at 7:24 PM.
Resolution #C-026-17
Moved by Councillor Neal, seconded by Councillor Traill
That the foregoing Resolution #C-024-17 be tabled to the next Council meeting.
Carried
Item 8 - Request for Region of Durham Transportation Plan
Resolution #C-027-17
Moved by Councillor Woo, seconded by Councillor Hooper
That the Municipality of Clarington request the following of the Region of Durham:
a) Reduce the posted speed limit to 50km per hour on Highway 2 between Townline
Road and Darlington Boulevard;
b) That the short term cycling routes include in its Regional Capital Road Project (in
Nine-Year Forecast) the stretch between Nash Road and Longworth Avenue
along Regional Road 57; and
c) That Regional Road Improvements between Harmony Road and Courtice Road
along Bloor Street, be done all as part of the 2031 Road Expansion Projects.
Carried
Item 10 - Broadband
Resolution #C-028-17
Moved by Councillor Woo, seconded by Councillor Partner
That Staff report back to the February 13, 2017, General Government Committee
meeting on strategies available to expand broadband in the Municipality of Clarington.
Carried as amended
(See following motion)
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February 6, 2017
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Resolution #C-029-17
Moved by Councillor Woo, seconded by Councillor Neal
That the foregoing Resolution #C-028-17 be amended to change the date of
“February 13, 2017” to “March 6, 2017”.
Carried
The foregoing Resolution #C-028-17 was then put to a vote and carried as amended.
Special General Government Committee Report of January 30, 2017
Item 1 - 2017 Operating and Capital Budget
Resolution #C-030-17
Moved by Councillor Cooke, seconded by Councillor Hooper
That Report FND-001-17 be received;
That Council approve the 2017 Operating and Capital Budget as outlined in
Attachment 1 of Report FND-001-17, at an estimated tax levy impact of 2.47%
(exclusive of tax policy impacts), as directed in Report FND-001-17 with the following
amendments:
a. That Capital Project 42-421-17104 ASC – Exterior Benches – Traffic Control
Measures, in the amount of $5,200, be deleted and that an alternate safety
delineation measure be installed;
b. That Account #100-10-100-00000-7205 Mayor’s – Reception be reduced from
$15,847 to $11,000;
c. That Account # 100-10-105-00000-7132 Council – Phone/Fax be reduced from
$7500 to $5000;
d. That Account #100-10-105-00000-7201 Council – Conferences be reduced from
$13,000 to $10,000;
e. That Capital Project 42-421-17903 BIS – Athletic Program Netting System &
Equipment be reduced from $40,000 to $25,000;
f. That Capital Project 28-388-18001 Pumper 15, in the amount of $725,000, be
deferred to the 2018 Budget;
g. That Account #100-10-105-00000-7299 Council – Misc Expense be reduced
from $4,000 to $3,000;
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February 6, 2017
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h. That Account #100-10-105-00000-7506 Council – Furniture/Fixtures be reduced
from $1,500 to $0; and
That the following Accounts be separated and new individual accounts be created per
each Council position:
• 100-10-10-00000-7201 Council – Conferences
• 100-10-10-00000-7202 Council – Travel Exp.
• 100-10-10-00000-7299 Council – Misc Exp.;
That Council approve a 0.5% or $250,000 tax levy dedicated to Rural Roads outlined as
Item #55 on Attachment 1 and Item #4 on Attachment 2 of
Report FND-001-17;
That the following items, listed as Priority "B", as itemized in Attachment 2 of Report
FND-001-17, be approved:
a. That Item #1 of Attachment 2 to Report FND-001-17, Fitness Program Revenue
Increase, be approved in the amount of $36,750;
b. That Item #2 of Attachment 2 to Report FND-001-17, Recreation Programs
Revenue Increase, be approved in the amount of $33,000;
c. That the corresponding part-time positions of Recreation Programmer ($33,700)
and Fitness Centre Programmer ($33,700), be approved;
d. That Item #14 of Attachment 2 to Report FND-001-17, Community Outdoor
Skating Rinks, in the amount of $1,500, be approved;
e. That Item #6 of Attachment 2 to Report FND-001-17, Courtice CIP Proposed DC
Incentive, in the amount of $100,000, be approved;
f. That the two full-time positions, funded through other sources, being the Senior
Plans Examiner position (financed by building permit revenues - $87,700) and
Principal Planner position in Community Planning to coordinate multiple
secondary plans (financed through the Council-approved approach of the
development community paying for the preparation of plans - $121,200), be
approved;
g. That Item #4 of Attachment 2 to Report FND-001-17, Rural Roads Resurfacing,
in the amount of $200,000, be approved;
h. That a net tax levy funding envelope of $300,000, exclusive of positions
approved earlier in the meeting, be approved subject undertaking a review of
silos (being the commencement of the Service Delivery Review process, the
Building and Planning Process review and the IT Strategic Plan) be approved;
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February 6, 2017
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i. That Item #7 of Attachment 2 to Report FND-001-17, Customer Service Delivery
Review Program, in the amount of $40,000, be approved;
j. That Item #8 of Attachment 2 to Report FND-001-17, Customer Relationship
Management Project, in the amount of $25,000, be approved;
k. That Item #15 of Attachment #2 to Report FND-001-17, Cemetery Foundation
Repairs, in the amount of $5,000, be approved; and
l. That Item #17 of Attachment #2 to Report FND-001-17, Building Rental for
Remote Fitness Program, in the amount of $7,200, be approved;
That Council authorize the commencement of a tax increment grant incentive program
for the Courtice CIP area based on the approved Courtice CIP and a development
charges incentive program to the limit approved in the 2017 Budget;
That Attachment 3 of Report FND-001-17, be approved as follows, at an estimated tax
levy impact of 0.18%:
a. That the Bowmanville Older Adult Association 2017 grant funding be approved in
the amount of $260,100;
b. That the Visual Arts Centre 2017 amended Budget Request be approved in the
amount of $210,848;
c. That the Clarington Museums 2017 Budget Request be approved in the amount
of $282,643;
d. That the Newcastle Community Hall 2017 Budget Request be approved in the
amount of $22,000;
e. That the Orono Cemetery Board 2017 Budget Request be approved in the
amount of $10,000;
f. That the John Howard Society/Firehouse Youth 2017 Budget Request be
approved in the amount of $61,200;
g. That the Community Care Durham 2017 Budget Request be approved in the
amount of $40,500;
h. That the Clarington Public Library 2017 Budget Request be approved in the
amount of $3,016,710; and
i. That the Clarington Public Library – Capital Tax Levy 2017 Budget Request be
approved in the amount of $114,176;
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February 6, 2017
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That the external agencies, referred to in Attachment 3 of Report FND-001-17, be
advised of Council's decision regarding their grant request and be thanked for their
delegation on January 27th, as appropriate;
That attachments outlining Reserve and Reserve Fund Contributions and new
Reserve/Reserve Funds be approved as shown in the 2017 Draft Budget binder;
That approximately $800,000 be drawn from the Rate Stabilization Reserve Fund to
offset the tax rate impact;
That the financing of Capital projects, as outlined in the documents attached to Report
FND-001-17, be approved;
That any cash flow shortfall in the Development Charges Reserve Funds be interim
financed from the Municipal Capital Works Reserve Fund and General Municipal
Reserve Fund, to be repaid with interest as cash flow permits;
That Report FND-001-17 be adopted by resolution in accordance with provisions of
Ontario Regulation 284/09 of the Municipal Act, 2001;
That, subject to Council approval of the Renovations to the Municipal Administrative
Centre and the Renovations to the Rickard Recreation Complex, identified in the 2017
Draft Capital Budget to be financed from debenture financing, the Director of
Finance/Treasurer be authorized to make application to the Region of Durham for the
necessary debenture, with such terms being at the discretion of the Director of Finance;
and
That the appropriate By-laws to levy the 2017 tax requirements for Municipal, Regional
and Education purposes be forwarded to Council for approval, once final tax policy
information is available.
Note: Subsection h. of paragraph 5 (referring to Attachment 1 of Report FND-001-17
and subsection a. of paragraph 7 (referring to Attachment 3 of Report FND-001-17)
were pulled for discussion and voted on separately.
Carried as amended later in the meeting
(See following motions)
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Council
Minutes
February 6, 2017
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Resolution #C-031-17
Moved by Councillor Neal, seconded by Councillor Trail
That the foregoing Resolution #C-030-17 be amended to replace subsection h of
paragraph 2 as follows:
That a net tax levy funding envelope of $300,000, exclusive of positons
approved earlier in the meeting, be approved, provided that prior to hiring for
the relevant positions a review be undertaken, including job designs, silos,
service delivery process, Building and Planning process review, and the IT
Strategic Plan; and that the review be reported on to Council.
Carried
Resolution #C-032-17
Moved by Councillor Neal, seconded by Councillor Hooper
That the foregoing Resolution #C-030-17 be amended to add:
That the Bowmanville Older Adult Association 2017 grant funding be approved in
the amount of $260,100.
Carried on the following recorded vote:
Council Member Yes No Declaration of
Pecuniary Interest
Absent
Councillor Neal √
Councillor Partner √
Councillor Traill √
Councillor Woo √
Councillor Cooke √
Councillor Hooper √
Mayor Foster √
Resolution #C-033-17
Moved by Councillor Neal, seconded by Councillor Traill
That the foregoing Resolution #C-030-17 be amended to defer Capital Project 42-421-
17804 – SCA –Ice Resurfacer replacement to the 2018 budget.
Motion withdrawn
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Council
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February 6, 2017
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Resolution #C-034-17
Moved by Councillor Neal, seconded by Councillor Traill
That the foregoing Resolution #C-030-17 be amended to
Reduce Item #59 of Attachment 1 to Report FND-001-17 – contributions to Community
Services Transfer to R/F from $50,000 to $25,000;
Reduce Item #61 of Attachment 1 to Report FND-001-17, contributions to Municipal
Capital Works Reserve Fund, from $50,000 to $25,000;
Reduce Item #62 of Attachment 1 to Report FND-001-17, contributions to Fire
Equipment Reserve Fund, from $50,000 to $25,000; and
Reduce Item #63 of Attachment 1 to Report FND-001-17, contributions to Facilities
Maintenance Reserve Fund, from $50,000 to $25,000; and
Reduce Item #64 of Attachment 1 to Report FND-001-17, contributions to Operations
Equipment Reserve Fund, from $50,000 to $25,000.
Carried
Resolution #C-035-17
Moved by Councillor Neal, seconded by Councillor Traill
That the foregoing Resolution #C-030-17 be amended to delete the separation and
creation of new individual accounts per each Council position for the following Accounts:
• 100-10-105-00000-7201 Council – Conferences,
• 100-10-105-00000-7202 Council – Travel Exp.
• 100-10-105-00000-7299 Council – Misc Exp.; and
That the status quo be maintained.
Lost
Resolution #C-036-17
Moved by Councillor Neal, seconded by Councillor Traill
That the foregoing Resolution #C-030-17 be amended to separate Account #100-10-
105-00000-7054 LTD/LIFE/HLTH and create new individual accounts per each Council
position.
Lost
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February 6, 2017
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Resolution #C-037-17
Moved by Councillor Woo, seconded by Councillor Partner
That the foregoing Resolution #C-030-17 be amended to add:
That a reserve fund for new hires be established; and
That $125,000 being allocated for future staffing needs with the understanding that the
2017 contribution will not be used in 2017.
Carried
Members of Council provided comments on the 2017 Budget.
Resolution #C-038-17
Moved by Councillor Neal, seconded by Councillor Traill
That the Rules of Procedure be suspended to allow Members of Council to speak to
Resolution #C-030-17 a second time.
Carried
Members of Council commented further on the 2017 Budget.
The foregoing Resolution #C-030-17 was then put to a vote and carried as amended on
the following recorded vote:
Council Member Yes No Declaration of
Pecuniary Interest
Absent
Councillor Traill √
Councillor Woo √
Councillor Cooke √
Councillor Hooper √
Councillor Neal √
Councillor Partner √
Mayor Foster √
Planning & Development Committee Report of January 30, 2017
Resolution #C-039-17
Moved by Councillor Woo, seconded by Councillor Traill
That the recommendations contained in the Planning & Development Committee Report
of January 30, 2017 be approved, on consent, with the exception of item #3.
Carried
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February 6, 2017
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Item 3 - Applications by High Street Courtice Inc. to amend the Clarington Official
Plan and Zoning By-law to permit a 442 unit residential development along
Courtice Main Street
Resolution #C-040-17
Moved by Councillor Neal, seconded by Councillor Cooke
That Report PSD-009-17 be received;
That the applications submitted by High Street Courtice Inc. for a Clarington Official
Plan Amendment (COPA 2016-0004) and Rezoning (ZBA 2016-0024) continue to be
processed including the preparation of a subsequent report; and
That all interested parties listed in Report PSD-009-17 and any delegations be advised
of Council’s decision.
Carried
11 Staff Reports
Report CAO-001-17 – Waverley Road / Highway 401 Interchange
Resolution #C-041-17
Moved by Councillor Woo, seconded by Councillor Partner
1. That Report CAO-001-17 be received;
2. That, recognizing the significant investments already made or committed by the
Province in transportation infrastructure throughout the Region of Durham and the
Municipality of Clarington and given the business case presented in this Report,
the Mayor be authorized to write to the Ontario Ministry of Transportation to,
(a) request that any future planned and as yet unfunded, expansion and
rehabilitation improvements to the Highway 401 Waverley Road interchange
be significantly accelerated and included in its five year capital works plan; and
(b) advise of Clarington’s intentions to partner with SmartREIT, and to encourage
the Region of Durham to join this partnership such that:
i. the three parties would equally share $7,485,000, based on current cost
estimates, towards the capital cost of constructing such improvements
to offset costs that the Ministry will incur in advancing this project at
least 14 years earlier than the Ministry deems needed; and
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February 6, 2017
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ii. the Municipality of Clarington and each of the other two parties
contribution would be 13% or $2,495,000 based on current estimates.
3. That staff return to Council before any legal commitment is made and report on
results of discussions with affected parties including cost containment measures;
and
4. That a copy of this report be forwarded to all interested parties noted.
Carried later in the meeting
Resolution #C-042-17
Moved by Councillor Woo, seconded by Councillor Hooper
That the Rules of Procedure be suspended to allow Members of Council to speak to
Resolution #C-041-17 a second time.
Carried
The foregoing resolution #C-041-17 was then put to a vote and carried on the following
recorded vote:
Council Member Yes No Declaration of
Pecuniary Interest
Absent
Councillor Cooke √
Councillor Hooper √
Councillor Neal √
Councillor Partner √
Councillor Traill √
Councillor Woo √
Mayor Foster√ √
12 Business Arising from Procedural Notice of Motion
There was no Business Arising from Procedural Notice of Motion considered under this
Section of the Agenda.
13 Unfinished Business
There was no Unfinished Business considered under this Section of the Agenda.
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February 6, 2017
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14 By-laws
Resolution #C-043-17
Moved by Councillor Hooper, seconded by Councillor Cooke
That leave be granted to introduce By-laws 2017-013 to 2017-015
14.1 2017-013 Being a By-law to limit the gross weight of any vehicle or any class thereof
passing over a bridge under the jurisdiction of the Corporation of the
Municipality of Clarington pursuant to the Highway Traffic Act, R.S.O. 1990,
c.H.8, as amended (Item 4 of the General Government Committee Report)
14.2 2017-014 Being a by-law to authorize the closure and conveyance of a road allowance
and the conveyance of a road allowance (Item 5 of the General Government
Committee Report)
14.3 2017-015 Being a by-law to amend By-law 84-63, the Comprehensive Zoning By-law for
the Corporation of the Municipality of Clarington (Holland Homes) (Approved by
Council September 21, 2015); and
That the said by-laws be approved.
Carried
15 Procedural Notices of Motion
There was no Procedural Notice of Motion considered under this Section of the Agenda.
16 Other Business
Earlier in the meeting Council resolved to suspend the Rules of Procedure to allow the
introduction of the following new business.
Resolution #C-044-17
Moved by Councillor Woo, seconded by Councillor Cooke
Whereas the Charter for Inclusive Communities affirms the dignity of every person and
calls for a concerted effort to counter prejudice and hate and to develop programs and
policies specific to the reduction and elimination of Islamophobia in all its forms.
And Whereas the rise of anti-Muslim incidents across Canada and the recent attacks in
Quebec City risk eroding the strength of our country’s rich social fabric;
Now therefore be it resolved that Clarington Council endorses and supports the National
Council of Canadian Muslims’ Charter for Inclusive Communities which reads:
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February 6, 2017
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“Preamble
The recent rise in anti-Muslim incidents in Canada is disturbing and risks eroding the
strength of our country’s rich social fabric. When Muslim women are attacked in the
streets, when mosques are vandalized or when people face prejudice in their workplace
or school, it is not only Canadian Muslims that suffer; Canadian society as a whole is
weakened because our values of equality, respect, justice and dignity for all are
threatened.
Hate crimes against Muslims have risen dramatically in recent years both in Canada,
and around the world. Given the unfortunate climate of fear that seems to have entered
some segments of public life, it appears that this trend is increasing.
Islamophobia is real and it is wrong, despite what some may say to downplay it or
dismiss it. This type of hate and discrimination tells Canadian Muslims that they do not
belong by isolating them and their communities through stigmatization and casting them
as outsiders and the ‘other’.
Our Commitment
By signing this Charter, we commit to standing up for the rights and dignity of everyone
in order to promote inclusive, just, and respectful communities in Canada.
We strongly affirm that:
• Islamophobia, like all other forms of racism, hate, xenophobia, and bigotry, has
no place in Canadian society.
• Discrimination and acts of hate against anyone, marginalize individuals and
communities and exclude them from participating fully in society and fulfilling
their potential.
• The dignity of every person in Canada is essential to a healthy and vibrant
society.
• Everyone has a role to play in creating safe environments for us all.
• All levels of government, civil society, communities, and public officials have a
duty to work together in developing policies, programs and initiatives to reduce
and eliminate Islamophobia in all its forms.
• By working together, we can nurture inclusive communities and strengthen our
shared commitment to Canada’s values of equality, respect, justice, and the
dignity of all persons.”
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Council
Minutes
February 6, 2017
- 16 -
And That this resolution be forwarded to the local Member of Parliament (M.P.), the
local Members of Provincial Parliament (M.P.P.), the Association of Municipalities of
Ontario (AMO), the Federation of Canadian Municipalities (FCM), the Regional
Municipality of Durham and all Durham Region Municipalities.
Carried on the following recorded vote:
Council Member Yes No Declaration of
Pecuniary Interest
Absent
Councillor Woo √
Councillor Cooke √
Councillor Hooper √
Councillor Neal √
Councillor Partner √
Councillor Traill √
Mayor Foster √
Councillor Partner extended congratulations to Councillor Neal in seeking the
Progressive Conservative nomination for the next provincial election for the Durham
Riding.
Councillor Traill raised a Point of Information requesting the Chair to confirm the
suggestions the figures she stated earlier in the meeting regarding Clarington’s tax rate
were not accurate and to confirm that the combined 2016 property tax rate from
Clarington’s website was 1.33%, Oshawa 1.561%, Whitby, Ajax and Pickering were all
under 1.33% and that the Municipality was the second highest. Mayor Foster stated he
believed that Councillor Traill may have referred to taxes, not tax rates and confirmed
that based on the actual cost to residents, Clarington’s taxes are, with one or two
exceptions, the lowest in Durham Region.
Councillor Hooper expressed appreciation to Carlos Salazar and staff of the Planning
Services Department for meeting with the Bowmanville BIA with respect to the Waverley
Road / Highway 401 Interchange improvements. Councillor Partner indicated that they
would also be meeting with both the Newcastle and Orono BIA’s on the same subject.
17 Confirming By-law
Resolution #C-045-17
Moved by Councillor Hooper, seconded by Councillor Cooke
That leave be granted to introduce By-law 2017-016, being a by-law to confirm the
proceedings of the Council of the Municipality of Clarington at a regular meeting held on
the 6th day of February, 2017; and
That the said by-law be approved.
Carried
21
Council
Minutes
February 6, 2017
- 17 -
18 Adjournment
Resolution #C-046-17
Moved by Councillor Woo, seconded by Councillor Partner
That the meeting adjourn at 9:36 PM.
Carried
_____________________ __________________
Mayor Municipal Clerk
22
BOARD MEETING
January 11, 2017
Clarington Town Hall
40 Temperance Street, Room 1A, Bowmanville, Ontario
Present: W. Woo (7:10) S. Cooke (8:10) H. Ridge (Curator/Interim ED)
K. Warren S. Middleton M. Morawetz S. Elhajjeh
1.Call to Order:
In S. Cooke’s absence, K. Warren called the meeting to order at 7:07 p.m. and
welcomed guests Marie Marano, Corporate Services Director Municipality of
Clarington, and Lisa Wheller, HR Municipality of Clarington.
2.Adoption of Agenda:
Moved by: S. Elhajjeh Seconded by: S. Middleton
THAT: the agenda be accepted with the change that #11 In Camera be
moved forward for tonight, following Disclosure of Interests.
MOTION CARRIED
3.Disclosure of Interests:
No interests were disclosed.
4.In Camera:
23
Moved by: W. Woo Seconded by: S. Elhajjeh
That: at 7:12 in accordance with Section 239 (2) of the Municipal Act, 2001,
as amended, the meeting be closed for the purpose of discussing the following
matter that d) deals with labour relations or employee negotiations.
MOTION CARRIED
Discussion followed.
Moved by: W. Woo Seconded by: S. Middleton
That: at 8:29 pm the meeting move out of camera, returning to Open Session.
MOTION CARRIED
5. Correspondence:
Municipality of Clarington Solicitor, Andrew Allison sent all Board members
a copy of the Statement of Defence served January 4, 2017 re: M. Adams.
Board of Trade sent renewal for membership. Not-for-profit organizations are
invoiced $90.50 annually. Consensus to renew (included in approved budget).
6. Announcements:
Board members were reminded that they are invited to attend a meeting with
the Jury Lands Foundation Board and museum staff able to attend at the Sarah
Jane Williams Heritage Centre on Thursday, Jan 12 at 5 p.m.
7. Approval of Minutes:
Moved by: S. Cooke Seconded by: S. Middleton
THAT: the Board minutes be approved as circulated.
MOTION CARRIED
8. Business Arising from Minutes:
Items of note included newsletter plans and the Young Canada Works grant
application due soon. Both will be addressed in Executive Director’s report.
24
9. Executive Director’s Report:
The Young Canada Works grant application for summer student help is ready
to be submitted before the Jan. 16 deadline. It was suggested that a second
application be considered as Clarington falls in two federal jurisdictions and
may qualify. Canada Summer Jobs grants are also available and should be
considered perhaps for the specific positions of working on the Heritage
Gardens and the Clarke museum site which would make it more available to
the public during the summer season. A renewal of the Canadian Museum
Association membership has been prepared and will be submitted.
The Veterans Affairs Canada grant acknowledgement was discussed. H. Ridge
will follow up as required, and will confirm plans and scheduling for the work
of the interpretive translations to proceed.
Attendance numbers for 2016 have been noted but are not felt to be dependable
with processes and participants with tracking duties having changed over the
year. Processes are being streamlined for 2017 to improve accuracy.
Membership numbers may also be inaccurate but have been recorded.
The Newsletter template has been created by a part time staff member and is
awaiting input from the Board for content. Suggestions included wrap up for
2016 including all the Christmas season activities, membership renewal notice
for 2017, and information about the 2017 year schedule, events and exhibits.
H. Ridge at her discretion, will determine appropriate frequency of newsletters.
Without enough staff resources, volunteers continue at the pace available to
work on a number of curatorial projects. H. Ridge noted that one of the most
unique services offered and most frequently the reason people seek out the
museum and archives, is research requests. She recommends promotion to
capitalize on this significant service in future.
Exhibits being dismantled and returned to owners include the “Clarington
Competes” local sports history as well as the “Avro Arrow: A Dream Denied”.
H. Ridge recommends the best practice of only lending items to other locations
that are in the museum’s own collection rather than borrowed items be
followed. H. Ridge suggested the exhibit space available as a result be used to
tell the behind the scenes at a museum story which would allow work on the
collection where there is space and could be viewed by guests. There may be
25
an opportunity to work with other groups like Newcastle Village & District
Historic Society to feature important work of theirs, as well as incorporate an
area where deassessioned items no longer of value to any collection, could
become a hands on educational area for families and children.
Program report was submitted by J. Stein, Program Coordinator, including
2016 and 2017 at a glance, along with the calendar of events proposed for 2017
which this year includes 4 seasonal adult workshops. Marketing and
promotion of the schedule and events was also discussed.
Moved by: S. Cooke Seconded by: W. Woo
THAT: the interim Executive Director’s report be received as presented.
MOTION CARRIED
10. Committee Reports:
a) Finance – Report was distributed and discussed.
Moved by: S. Cooke Seconded by: W. Woo
THAT: the Finance Report be received.
MOTION CARRIED
b) Collections – H. Ridge circulated a report summarizing 2016 as well as the
last reference book list recommended for deassession. Discussion followed.
Moved by: W. Woo Seconded by: S. Cooke
THAT: the Collections report be received and that the deassession plan as
presented for Reference books be accepted.
MOTION CARRIED
c) Membership – Comments included in ED report. Nothing further.
26
d) Property – Nothing to report.
e) Heritage – K. Warren stated that Heritage Calendars have been reduced in
price to $3 from $5 and are available at the museum. One of the committee’s
main goals this year is work on “family trees” while another is to do as much
research as possible on Good Year to further document the history and gather
any artifacts that still may be available.
11. New Business:
a) Highway Signage – an invoice for Tourism Directional Signs has been
received with a new agreement that has been developed.
Moved by: S. Middleton Seconded by: S. Cooke
THAT: the invoice for Tourism Directional Signs be paid.
MOTION CARRIED.
b) Local Parent Invoice – discussion regarding the worth of some ongoing
promotion commitments. Consensus to discontinue any further advertising
with Local Parent Magazine.
c) Outside Services – H. Ridge reported that the museum budget includes a
number of services that might be available through the municipality’s
resources more affordably. S. Cooke offered to review the services with H.
Ridge that are presently sourced through outside providers and make
recommendations at the next Board meeting.
d) Canada Day – there are a number of opportunities for funding during 2017
to hold events and programs focused on the Canada 150th celebrations. H.
Ridge was asked to look into any grants that may apply to the museum
plans and to submit applications.
12. Date and Place of Next Board Meeting:
The next meeting will be held Wed. February 8, 2017 at 7 p.m.
Location: Town Hall, Room 1A if available
13. Adjournment:
S. Cooke moved the meeting be adjourned at 9:35 p.m.
27
Minutes for the meeting of the Clarington Museums and Archives Board have
been accepted and approved on ____________________________________
_____________________________________ _______________________________________
Chair, Executive Director,
Clarington Museums and Archives Board Clarington Museums and Archives
28
Newcastle Memorial Arena Management Board
Municipality of Clarington
Minutes of Meeting January 10, 2017
(Not yet approved by board members)
In Attendance – Gord Lee, Chair Bryan Wiltshire – Arena Manager
Carol Little - Susan White – Shea-Lea Latchford - Jay Summers – Gary Oliver – Peter Kennedy
– Regional Councillor Woo
Regrets – Councillor Partner
1.Call to Order – 7:07 P.M.
The meeting commenced with a presentation from Mr. Fred Horvath and Mr. Rob Groen
from the Municipality Operations Department. They attended our meeting to introduce
and review the updated Community Hall Board Procedure Manual. The manual outlines
responsibilities for the operation and procedures for the Arena Board to follow.
The manual provided to the chair covers 14 procedural policies to be followed by our
board members and management of the arena.
Following the presentation our members had the opportunity to question the presenters
and clarify a number of issues, primarily member responsibilities, health and safety issues
and member liability concerns. Mr. Horvath will be providing follow-up to a number of
these questions and will also be providing a review of our current rental agreement for
user groups.
Three (3) categories in the manual require motions of approval and signed acceptance by
the chair on behalf of all members. 1) Health & Safety Policy Statement –
2) Workplace Violence Policy – 3) Workplace Harassment Policy. These three policy
statements will be reviewed again with all members and motions of acceptance brought
forward at a future meeting; within two months – by March of 2017.
2.Adoption of Minutes – Motion # 17- 101 was proposed: THAT:
The minutes of Tuesday November 8th, 2016 are accepted as presented.
Moved by: Shea-Lea Latchford Seconded by: Gary Oliver
CARRIED
29
(2)
3. Arena Manager’s Report – Bryan advised that the minor hockey programs have moved
towards the playoffs. Sunday Public Skating was increasing in attendance, as well as our
Tuesday morning Parent and Tots and Adult programs. The chair advised: portable
signage for the Edward Street Corridor will be in place within a few days to promote
these activities - low revenue generating programs but, great community activities for our
residents. The Parent and Tots Program is a two (2) hour free program from 10:00 a.m.
until 12:00 noon and the Adult Skate Program from 12:00 noon until 2:00 p.m. is at a
cost of a Toonie or a donation to the Clarington East Food Bank. Both programs well
received by our community. Peter Kennedy requested the free skate program on Tuesday
mornings include an invitation to people with autism. Peter will follow-up through his
volunteer activity with the Durham Region Autism Association and extend an invitation,
Jay S ummers requested we need to follow-up on our plan to install a water filling station
– motion # 16-118 of September 13, 2016 had approved a budget of $3,000.00 to
purchase and install this unit. Bryan offered to locate an alternate location in the building
and have our plumbing contractors price it out for our next meeting. The initial chosen
location in the front lobby didn’t have convenient water service or hydro hook-up.
4. Financial Report – An unaudited income statement was provided by the chair for year
2016 showing revenue of $301,659.63 - $9,440.00 below our budget forecast. Payroll and
general expenses also fell below forecast and provided a year-end profit unaudited, of
approximately $32,176.00.
Plans for our 2017 budget forecast are underway and will be completed at our February
14th meeting.
5. New Business – The chair again, solicited nominations for a Vice-Chair of our
committee. Carol Little was the only nomination brought forward. Carol respectively
declined to accept the position.
A discussion took place regarding the current hydro costs and how it will affect our 2017
budget forecast. $8 to $1,200.00 monthly hydro costs were now generating $10,000.00
hydro bills. Delivery charges, global equalization charges and H.S.T. on all these items
were bringing forward unmanageable charges. Shea –Lea brought forward an opportunity
for our chair to go on camera with Global News. This suggestion was declined and
Regional Councillor Woo offered to take up our cause with the Municipal H.R.
Department – just to get an opinion and/or their position on the current hydro costs.
30
(3)
The chair suggested Clarington Council should be making some noise, similar to the City
of Oshawa’s mayor and council, whom have been very vocal in the media about
outlandish hydro costs in their facilities. Regional Councillor Woo will provide follow-up
to our members.
Jay summers had also provided our members with a media release from Mayor Scott
McFadden of Cavan Monaghan. His published article pertaining to the hydro invoice for
Millbrook Arena indicated actual hydro usage was only 7% of an $11,000.00 monthly
bill. Mayor McFadden was seeking support from all municipalities to voice their
displeasure to our Provincial Minister of Energy.
6. Adjournment – Motion to adjourn # 17-102
Moved by: Susan White Seconded by: Councillor Woo
CARRIED
Next meeting Tuesday, February 14th, 2017
31
Clarington Accessibility Advisory Committee
February 1, 2017, 6:30 P.M.
Meeting Room 1A
Present:Shea-Lea Latchford
André O’Bumsawin
Tim Van Leeuwen
Maureen Reed
Jacquie Watchorn
Sally Barrie
Also Present: Jeannette Whynot – Accessibility Coordinator
Regrets: Councillor Partner
Meeting was called to order at 6:21pm.
1.Adoption of Minutes
Moved by Jacqui Watchorn seconded by André O’Bumsawin
That the minutes of the meeting of December 7, 2016 be approved.
Carried
2. Presentation
Jeannette Whynot provided the Committee with an overview of the 2016 Annual
Status Update. The Committee reviewed each section and had the opportunity to
ask questions and provide feedback to the Accessibility Coordinator.
Moved by André O’Bumsawin and seconded by Maureen Reed
That the Accessibility Advisory Committee endorse the 2016 Annual Status
Update
Carried
32
Clarington Accessibility - 2 -February 1, 2017
Advisory Committee
3. Business Arising From Minutes
(a) Writing an effective business case
At the December 2016 AAC meeting, the Committee requested that the
Accessibility Coordinator provide them information on how to write an effective
business case. In response to that request, the Accessibility Coordinator
presented the Committee with an outline of a business case that would be
appropriate for what they wanted to do (explaining the economic benefits of
capital investments into accessibility). The business case outline had three
sections: Key Information, Background and Return on Investment.
Shea-Lea Latchford clarified to the Committee that if this is a project the
Committee would like to take on, it will not be led by the Accessibility
Coordinator, but rather Committee members will need to volunteer and see this
project through. The Accessibility Coordinator added that she would be able to
provide guidance through editing and reviewing, but wouldn’t be able to conduct
research or compile drafts.
Jacqui Watchorn addressed the Committee and expressed her desire to provide
businesses with information on how they can pay for accessibility upgrades.
Stating that businesses already know they should do it (accessibility
renovations), she advised the Committee the problem is that businesses want to
know where they can get money to do it, whether it’s municipally, provincially or
federally.
The Accessibility Coordinator advised that there are currently no municipal grants
available specific to accessibility, but reminded Committee members there are
ongoing discussions related to if such grants can be made available through the
CIP. She further advised that there are no provincial grants that are specific to
physical accessibility enhancements, but that occasionally grants come up that
include an accessibility component. This is because the AODA does not explicitly
require businesses to retrofit their premises. The AODA does require
organizations to identify and remove barriers. The intention of this requirement is
that organizations will figure out what they need to do and save money in order to
do it.
Federally, there is a grant that is usually available annually but it is subject to
Federal funding and has a short window where applications are accepted. The
Accessibility Coordinator advised that in 2016 she advised each BIA and the
Clarington Board of Trade about the grant but cannot force businesses to apply.
The Committee had a discussion about the different options available: a business
case that focuses on the benefits of businesses investing money in accessibility
or an information piece that highlights grant opportunities. At the suggestion of
the Chair, the Committee mutually agreed to include this on the next meeting
agenda for further discussion.
33
Clarington Accessibility - 3 - February 1, 2017
Advisory Committee
(b) 2017 Accessibility Award Nominees
Shea-Lea Latchford reminded the Committee that the Region of Durham will be
asking for nominations for the Durham Region Accessibility Award soon and
asked the Committee to start thinking of potential nominees. She challenged the
Committee to think of businesses that have never been nominated before.
She also brought forward a suggestion from Mayor Foster for the Committee to
discuss and consider. It was suggested that the Committee could develop its own
accessibility award, separate from the Region’s Award. A small ceremony could
take place during a regularly scheduled AAC meeting. Members of Council and
local media would also be invited.
Shea-Lea Latchford also brought forward a second option, to expand on what the
Committee did in 2016. In 2016 the Committee nominated a local business for
the Region’s Award and provided each nominee a letter and certificate to
recognize their work on accessibility. She suggested that we do the same, but
invite all of the nominees to one of the AAC’s meetings for a small presentation.
Members of Council and local media would be invited.
The Committee discussed the two options and mutually agreed to go with the
second option. The Committee felt it would be most beneficial to have a
recognition program that recognized the work of as many businesses as
possible, instead of just one or two winners. The Accessibility Coordinator
advised the Committee that she will book Council Chambers for one of their fall
meetings so there is enough space for all of their extra guests.
(c) Multi-Year Plan Update
The Accessibility Coordinator reminded the Committee that 2017 will see the
update of the Multi-Year Accessibility Plan (MYAP). The Coordinator provided the
Committee with a copy of the Town of Whitby’s recently updated plan and the
Region of York’s updated plan. In reviewing them, the Committee was advised
that they are quite different in style and she was seeking the Committee’s input
on what style they would like to see. The Committee agreed that the plan should
be specific but still general thereby allowing for changes if necessary.
The Accessibility Coordinator also asked the Committee what kind of consultation
they would like to see as part of the updated MYAP. The Committee supported
the Coordinator’s proposal of an online survey and an in -person consultation as
part of the AAC’s regular May 2017 meeting. The Committee asked that both be
well advertised. In response, the Coordinator requested that the Committee
forward her names of organizations that should be directly contacted for the
consultation.
34
Clarington Accessibility - 4 - February 1, 2017
Advisory Committee
(d) 2017 Community Festivals
Shea-Lea Latchford presented to the Committee a list of community events that
the Committee could participate in this year. She encouraged the Committee to
attend events across Clarington this year, if possible.
After a brief discussion on the events available this year, the Committee mutually
agreed that Maple Fest, the Orono Fair, the Newcastle Harvest Festival and
Apple Fest would be the best events for the Committee to attend in person. The
Accessibility Coordinator reminded the Committee that any events they cannot
attend, they could make their information available through the Tourism Office.
Shea-Lea Latchford reiterated to the Committee that everyone needs to pitch in
and attend these events so the work is fairly distributed as much as possible.
Maple Fest planning will occur in future meetings and Committee attendance the
fall events will be planned later this year.
4. New Business
(a) AAC Goals and Priorities
Jacqui Watchorn advised the Committee that she requested this as an agenda
item, but felt her concern had been addressed during the discussion of a
business plan template. She reiterated that she felt reaching out to businesses
and helping them with accessibility upgrades should be the Committee’s priority.
Shea-Lea Latchford reminded members that the Comm ittee’s main goal is to
advise Council and not necessarily take on activist projects. She directed the
Committee to the “Making Accessibility Happen: your guide to serving on a
Municipal Accessibility Advisory Committee” guidebook. She encouraged
everyone to review the resource as it provides an excellent explanation of what
the Committee’s core purposes are.
The Accessibility Coordinator briefly went over the Committee’s approved work
plan. Overall, the Committee is meeting or is on-track to meet the majority of their
goals.
(b) ServiceOntario Bowmanville Update
The Accessibility Coordinator provided the Committee with an overview of the
issues related to the recently re-located ServiceOntario location in Bowmanville.
Sally Barrie expressed her concern about the lack of accessibility with their new
location and shared her recent experience there.
The Accessibility Coordinator advised the Committee that she is currently
pursuing the issue and will be reaching out to the MPP Tracey MacCharles, who
is the Minister responsible for Accessibility and the Minister of Government and
Consumer Services. Service Ontario falls within the Ministry of Government and
Consumer Services. The Accessibility Coordinator will report back to the
Committee with updates as they are available.
35
Clarington Accessibility - 5 - February 1, 2017
Advisory Committee
(c) National Access Awareness Week
Shea-Lea Latchford advised the Committee the National Access Awareness
week will be the last week of May/first week of June. She provided an overview of
what the Committee did to recognize the week last year: a proclamation and
delegation to Council. She suggested that as a minimum the Committee continue
those things, but also suggested a flag raising as well. Noting that with the
Committee’s newly updated logo, the Committee could order a custom flag for
approximately $65.00.
Moved by Maureen Reed seconded by Sally Barrie
That the Accessibility Coordinator be authorised to order a custom flag with the
logo of the Accessibility Advisory Committee.
Carried
5. Regional Update
(a) Regional Updates
Deferred until next meeting.
(b) Regional AAC Minutes
A copy of the November 2016 Regional AAC Minutes were distributed to the
Committee for review.
6. Other Business
No other business discussed.
7. Date of Next Meeting
Wednesday March 1, 2017 at 6:30 PM.
8. Adjournment
Moved by Maureen Reed seconded by Sally Barrie
That the meeting adjourn.
Carried
The meeting concluded at 7:57pm.
_________________________
36
Clarington Accessibility - 6 - February 1, 2017
Advisory Committee
Chair
_________________________
Secretary
37
Draft minutes – Not yet approved by Committee
NOTES OF MEETING OF
SAMUEL WILMOT NATURE AREA
MANAGEMENT ADVISORY COMMITTEE
HELD TUESDAY FEBRUARY 14, 2017
7:00 PM
Present: Melanie McArthur Councillor Corinna Traill
Jim Cleland Brian Reid
Kate Potter Tom Hossie
Regrets: Paul Davidson Leo Blindenbach
Suzanne Land Patrick Bothwell
Absent: none
Staff Present: Peter Windolf
1.AG ENDA
MOVED: by Kate Potter SECONDED by Melanie McArthur
THAT : the agenda for February 14, 2017 be accepted
CARRIED
2.MINUTES OF PREVIOUS MEETING
Approval of Minutes
MOVED: by Councillor Corinna Traill SECONDED by Kate Potter
THAT: the minutes of December 13, 2016 be approved.
CARRIED
38
SWNA February 2017 Minutes 2
3. ITEMS/UPDATES
Monarch Butterfly Event-April 9
Clarington Council endorsed the Mayors Monarch Pledge which is a continent wide
initiative to increase the dwindling population of the Monarch Butterfly. The pledge
was directed to the SWNA Management Advisory committee to identify actions to
create and enhance monarch butterfly habit and educate citizens about how they
can make a difference. One of the actions selected by the SWNA committee is to
“Launch a public communication effort to encourage citizens to plant monarch
gardens at their homes or in their neighborhoods.”
On April 9 at 2:00PM at the Newcastle and District Recreation Centre the SWNA
committee will host a Monarch Butterfly presentation led by SWNA committee
member Tom Hossie. The presentation will provide a basic background on the life
cycle and the conditions that have led to the significant population decline of the
monarch. It will also include information about what the community can do the
enhance habitat for monarchs. A flyer will be created to advertise the event at
municipal buildings and on-line.
Fall Monarch Event
The April event will be followed up by a late summer event (tentatively scheduled
September 10) for another of the action items selected by the SWNA committee,
“Initiate or support citizen-science efforts that help monitor monarch migration and
health.” The September event will include capturing and tagging monarchs at the
SWNA during their migration through the area on route to Mexico. The information
on the tagged butterflies is used by Monarch Watch to track the success of
migrating monarchs. Tom Hossie has been involved with two previous tagging days
at the SWNA. In 2015 two of the fifty monarchs tagged at the SWNA were
recaptured at their overwintering grounds in Mexico.
Peter Windolf will contact the GRCA to see if they have any butterfly nets that could
be borrowed for the event.
Monarch Pledge Actions
The committee briefly reviewed the list of action items that were included in the
pledge. The actions are intended to create and enhance monarch butterfly habit and
educate citizens about how they can make a difference. Plans are in place to
address most of the items but more discussion will be required at future meetings to
implement all of the items.
In addition to the above actions Peter Windolf has arranged to meet with Operations
to discuss ways to modify turf maintenance to enhance monarch habitat at some
sites along the migratory route.
39
SWNA February 2017 Minutes 3
Trail Construction Update
The construction of the woodland trail that links the Waterfront Trail to the existing
trail along the north side of the sewage treatment plant started in September. The
clearing, grading and installation of granular base for the trail and the installation of
armourstone bridge abutments were completed in November.
On January 30 the Cor-ten steel bridge was installed and the trail is now open for
public use. The project will be completed in the spring with the paving of the trail
surface.
The committee will arrange a grand opening for the trail after the paving is
complete. The grand opening will be discussed in more detail at a future meeting
but it will probably occur in May.
New Garbage Drums and Bird Houses by Clarke High School
The Clarke High School art department has completed painting ten 45 gallon drums
for use as garbage containers at the SWNA. The drums are now stored at the
Operations yard and will be put out in the spring.
The school wood shop is building 15 new birdhouses and 5 butterfly boxes that will
be installed by the SWNA committee. The school will advise when they are ready
for pick-up.
Spring 2017 Clean-up
The spring clean-up at the SWNA is scheduled for Saturday April 29. Leo
Blindenbach will be coordinating the SWNA event along with a Port of Newcastle
clean-up with the Operations Departments as part of Pitch-In week.
4. OTHER BUSINESS
With the resignation of James Hodge from the SWNA committee the Clerks
Department will be asked to advertise for a new member.
5. MOTION TO ADJOURN
MOVED: by Kate Potter SECONDED by Tom Hossie
THAT : the meeting be adjourned.
CARRIED
Adjournment 8:15 PM
Next Meeting: Tuesday March 14, 7:00PM
Notes prepared by: P.Windolf
40
General Government Committee
Report to Council
Page 1
Report to Council Meeting of February 27, 2017
Subject: General Government Committee Meeting of Monday, February 13, 2017
Recommendations:
1.Receive for Information
(a) 8.1 Minutes of the Newcastle Village Community Hall Board dated
January 19, 2016, February 16, 2016, June 21, 2016, July 21,
2016, September 27, 2016 and November 15, 2016
(b) 8.2 Minutes of the Central Lake Ontario Conservation Authority
dated January 17, 2017
(c) 8.3 Kyle Fitzgerald and Tenzin Shomar, Durham Youth Council –
Clarington Transportation Master Plan – Letter of Appreciation
(d) 8.4 Gary Cole, West Beach Association – Annual Progress Report
(e) EGD-005-17 Report on Building Permit Activity for October, November, and
December 2016
2.Pam Lancaster, Stewardship Technician, Ganaraska Region
Conservation Authority, Regarding an Annual Update on the
Ganaraska Region Conservation Authority Programs
That the delegation of Pam Lancaster, Stewardship Technician, Ganaraska Region
Conservation Authority, regarding an annual update on the Ganaraska Region
Conservation Authority programs, be received with thanks.
3.Brenda McAuley, CPAA National President – Regarding Federal
Government Standing Committee on Government and Estimates
(OGGO) Report Regarding Canada Post
That Communication Item 9.2 from Brenda McAuley, CPAA National President
regarding the Federal Government Standing Committee on Government and
Estimates (OGGO) Report regarding Canada Post, be endorsed by the Municipality
of Clarington; and
41
General Government Committee
Report to Council
For Council Meeting of February 27, 2017 Page 2
That a copy of this resolution be forwarded to the Honourable Judy Foote, Minister
of Public Services and Procurement, MP Erin O’Toole, MP Kim Rudd and MP
Karine Trudel.
4. Courtice Mills Subdivision (McMann Cres.), Courtice, Plan 40M-2499
‘Certificate of Acceptance’ and ‘Assumption By-law’, Final Works
Including Roads and Other Related Works
That Report EGD-004-17 be received;
That the Director of Engineering Services be authorized to issue a ‘Certificate of
Acceptance’ for the Final Works, which includes final stage roads and other related
Works, constructed within Plan 40M-2499;
That Council approve the by-law attached to Report EGD-004-17(Attachment 2 to
Report EGD-004-17) assuming certain streets within adjacent Plan 40M-1744 as
public highways; and
That all interested parties listed in Report EGD-004-17 be advised of Council’s
decision.
5. Oke Woods Subdivision Phase 1B, Courtice, Plan 40M-2391 (part of)
‘Certificate of Acceptance’ and ‘Assumption By-law’, Final Works
Including Roads and Other Related Works
That Report EGD-006-17 be received;
That the Director of Engineering Services be authorized to issue a ‘Certificate of
Acceptance’ for the Final Works, which includes final stage roads and other related
Works, constructed within Plan 40M-2391 (part of);
That Council approve the by-law attached to Report EGD-006-17 (Attachment 2 to
Report EGD-006-17) assuming a certain street within Plan 40M-2391 as public
highway; and
That all interested parties listed in Report EGD-006-17 be advised of Council’s
decision.
42
General Government Committee
Report to Council
For Council Meeting of February 27, 2017 Page 3
6. Memorial Park Capital Project Over-expenditure Report
That Report OPD-002-17 be received; and
That Council approve the capital project over-expenditure incurred with the 2016
sports field rehabilitation completed in Memorial Park, Bowmanville.
7. Council Code of Conduct and Appointment of Integrity Commissioner
That Report CLD-003-17 be received;
That Guy W. Giorno be appointed as Integrity Commissioner for the Municipality of
Clarington, as per the Region of Durham's award to Fasken Martineau DuMoulin
LLP (Request for Proposal 1042A-2016) for the provision of Municipal Integrity
Commissioner Services for the Municipality of Clarington for a term ending
December 31, 2021;
That the appointment by-law, being Attachment 1 to Report CLD-003-17,
appointing Guy Giorno as Clarington's Integrity Commissioner, and detailing the
powers, duties and services of Guy Giorno, be approved;
That the Mayor and Clerk be authorized to execute the necessary agreement;
That the By-law establishing a new Code of Conduct for Members of Council, being
Attachment 4 to Report CLD-003-17, be approved; and
That all interested parties listed in Report CLD-003-17 and any delegations be
advised of Council's decision.
43
Planning & Development Committee
Report to Council
Page 1
Report to Council Meeting of February 27, 2017
Subject: Planning & Development Committee Meeting of Tuesday, February 21, 2017
Recommendations:
1.Receive for Information
(a) 9.1 Minutes of the St. Marys Cement Community Relations
Committee dated September 6, 2016
(b) 10.1 John Paul Newman, Director of Corporate Services, Township
of Scugog – Greenbelt of Ontario
(c) 10.2 Cheryl Bandel, Acting Regional Clerk, Region of Durham,
Proposed Amendments to the Greenbelt Area Boundary –
Environmental Bill of Rights Registry No. 012-9247
(2017-COW -33)
(d) PSD-013-17 Use of Holding Symbols in Rezoning Applications
2.Applications by Lindvest Properties (Clarington) Limited to Develop a
Former School Block as a 50 lot Subdivision in Newcastle
That Report PSD-012-7 be received;
That the applications for proposed draft Plan of Subdivision, to amend the
Clarington Official Plan and amend Zoning By-law 84-63, submitted by Lindvest
Properties (Clarington) Limited for the development of a 50 lot subdivision continue
to be processed and that a subsequent report be prepared; and
That all interested parties listed in Report PSD-012-17 and any delegations be
advised of Council's decision.
44
Planning & Development Committee
Report to Council
For Council Meeting of February 27, 2017 Page 2
3. An Application by Prestonvale Heights Limited to Create a Common
Elements Plan of Condominium, 25 Meadowglade Road, Courtice
That Report PSD-014-17 be received;
That the request to deem the subject application exempt from the public notice
provisions of Section 51 of the Planning Act be considered appropriate in the
circumstances as authorized by Section 9(7) of the Condominium Act;
That the Durham Region Planning and Economic Development Department and
Municipal Property Assessment Corporation be forwarded a copy of Report
PSD-014-17 and Council’s decision; and
That all interested parties listed in Report PSD-014-17 and any delegations be
advised of Council’s decision.
4. Revised Applications by 2399263 Ontario Limited (Matanda Homes) for
a 17 - Unit Draft Plan of Subdivision on Gordon Vinson Avenue and
Frank Wheeler Avenue in Courtice
That Report PSD-070-16 and Addendum to Report PSD-070-16 be received;
That the application COPA2016-0002 to amend the South West Courtice
Secondary Plan be closed and proposed Official Plan Amendment No. 108 be
withdrawn in accordance with the applicant’s request dated February 2, 2017;
That the revised application for Draft Plan of Subdivision (S-C-2016-0002)
submitted by 2399263 Ontario Limited, be supported subject to conditions
contained in Attachment 2 to Addendum Report PSD-070-16;
That the revised Zoning By-law Amendment application (ZBA 2016-0013)
submitted by 2399263 Ontario Limited be approved as contained in Attachment 3
to Addendum Report PSD-070-16;
That once all conditions contained in the Official Plan and Zoning By-law with
respect to the removal of the (H) Holding Symbol are satisfied, the By-law
authorizing the removal of the (H) Holding Symbol be approved;
That the Durham Regional Planning and Economic Development Department and
Municipal Property Assessment Corporation be forwarded a copy of Report
PSD-070-16 and Council’s decision; and
That all interested parties listed in Report PSD-070-16 and any delegations be
advised of Council’s decision.
45
13.1 Unfinished Business
13.1 Report COD-025-16 - Fire Arbitration Award (2015-2017) – Including Introduction
of 24 Hour Shift Trial in 2017
Resolution #C-355-16
Moved by Councillor Hooper, seconded by Councillor Traill
That Report COD-025-16 be received for information;
That the presentation by Michael Kennedy of Hicks Morley be received with thanks; and
That Report COD-025-16 be shared with the Durham riding M.P.P., the Minister of
Labour, the Minister of Community Safety and Corrections, the Minister of Finance, the
Premier, and the Emergency Services Steering Committee of AMO with a letter from the
Mayor indicating: the significant risk to effective management of an essential public
service that has been introduced with this arbitration award; encouraging urgency of
action to legislatively address the significant weaknesses with the labour relations policy
for the fire services sector in Ontario.
Paragraphs 1 and 2 carried and Paragraph 3
tabled
(See following motion)
Resolution #C-356-16
Moved by Councillor Cooke, seconded by Councillor Traill
That Paragraph #3 of the foregoing Resolution #C-355-16 be tabled to the February 6,
2017, Council meeting.
Carried
46
Unfinished Business 13.2
Item 7 - Outdoor Ice Skating Rink Policy
Resolution #C-024-17
Moved by Councillor Neal, seconded by Councillor Cooke
That Report OPD-001-17 be received; and
That Council endorse the operating policy set out in Report OPD-001-17 for the
approval and maintenance of volunteer based Outdoor Ice Skating Rinks with the
following amendment:
The words “September 30th” be replaced with the words “November 1st in
Section 1 of the Application and Approval Process section.
Tabled later in the meeting
Resolution #C-026-17
Moved by Councillor Neal, seconded by Councillor Traill
That the foregoing Resolution #C-024-17 be tabled to the next Council meeting.
Carried
47
Operations
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: January 23, 2017
Report Number: OPD-001-17
File Number:
Resolution:
By-law Number:
Report Subject: Outdoor Ice Skating Rink Policy
Recommendations:
1.That Report OPD-001-17 be received; and
2.That Council endorse the operating policy set out in this report for the approval and
maintenance of volunteer based Outdoor Ice Skating Rinks.
48
Municipality of Clarington
Report OPD-001-17
Report Overview
This report provides background for the recommended implementation of a new Operations
Department Procedure to address the set-up and maintenance of Outdoor Community Ice
Skating Rinks.
1. Background
At the regular Council meeting of October 11, 2016, Council passed Resolution #C-248-16
that referred report OPD-009-16 on Outdoor Skating Rinks back to staff in the Operations
Department. The resolution specifically requested that a further report be provided on how
residents could utilize this policy while protecting the residents and the Municipality.
In response to resolution C-248-16, and as previously recommended in Report OPD-009-16
(Attachment 1), the Operations Department has developed a new operating procedure
(Attachment 2). This new procedure will guide staff on the approval and set-up process for
an outdoor ice skating rink and the respective responsibilities that must be followed by each
party to ensure its continuous enjoyment and safety.
The proposed Outdoor Ice Skating Rink Policy, as per the attachment, provides an
application and approval process that is intent on bringing volunteers, the community and
municipal staff together. Once a location has been selected for the ice surface the group
of volunteers must complete an application, sign a hold harmless/indemnification
agreement and also provide proof of insurance naming the municipality as an additional
insured.
These documents are current requirements of Clarington’s existing Parks By-law and are
also mandatory items for Outdoor Skating Rinks in other municipalities.
It has been determined that the minimum $1,000,000 insurance coverage that must be
obtained by volunteers for each rink would cost between $500 and $1,250 each year.
Conditions of insurance coverage may also require that each rink be fully fenced, have
continuous adult supervision during authorized hours of operation and that hockey and
pleasure skating will not be permitted at the same time.
Page 2
49
Municipality of Clarington
Report OPD-001-17 Page 3
2.Proposal
Details of responsibilities of volunteers and staff are set out in the policy. In summary
specific responsibilities that volunteers must adhere to include:
•participation in training,
•completion of twice daily maintenance and inspection reports,
•notification of hazards or emergencies
•ensuring that the community has suitable and equitable access to the ice.
Staff responsibilities include:
•the provision of training,
•delivery and sign-out of equipment,
•posting of signs for risk management,
•completion of inspections on a weekly basis
•providing assistance to the volunteers for reasonable requests.
3.Concurrence
Not applicable.
4.Conclusion
The attached Outdoor Skating Rink operating procedure should provide volunteers and
staff with clear direction on the process for the approval and maintenance of this type of
community based initiative. This should make it easier than in the past to establish an
outdoor skating rink.
50
Municipality of Clarington
Report OPD-001-17 Page 4
5.Strategic Plan Application
Recommendations of this report support the Strategic Plan initiative to promote resident
engagement in our community.
Submitted by: Reviewed by:
Frederick J. Horvath Curry Clifford
Director of Operations Interim Chief Administrative Officer
Staff Contact: Stephen Brake, Manager of Operations, 905-263-2291 or
sbrake@clarington.net
Attachment 1: Operations Report OPD-009-16 - Outdoor Community Skating Rinks
Attachment 2: Outdoor Ice Skating Rinks – Operations Policy
51
Operations Department
Report
Attachment 1
Report OPD-001-17
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: September 26, 2016
Report Number: OPD-009-16 Resolution:
File Number: By-law Number:
Report Subject: Outdoor Community Skating Rinks
Recommendations:
1.That Report OPD-009-16 be received for information;
2.That staff of the Operations Department be requested to formalize an outdoor community
skating rink standard operating procedure prior to this winter that will outline the application
and approval process for volunteers, staff responsibilities, volunteer responsibilities,
equipment to be supplied by the municipality and guidelines affecting liability and usage;
and
3.That staff include in the 2017 current budget submission an allocation of $1,500.00 for the
set-up of one volunteer based community skating rink.
52
Municipality of Clarington Report OPD-009-16
Report Overview
Periodic requests are received by Council and staff each winter to provide outdoor community
skating rinks. This report outlines the Operations Department current approach with respect to
this level of service and what improvement options are recommended for the future.
1. Background
Outdoor skating has historically been a fun activity for individuals and families alike to
participate in during the long winter months. Outdoor skating on natural ice, however,
requires a safe location, a properly maintained surface and also remains very dependent
on the presence of suitable weather patterns. Outdoor municipal skating rinks have not
existed in Clarington for many years due to their high demand on staff resources, the
wide availability of indoor ice across the municipality for public skating, the absence of a
dedicated volunteer base to create outdoor rinks and also the inconsistency of below
freezing winter temperatures. Although there has not been any approved outdoor skating
rinks in Clarington in recent years, the existing Parks By-law presently does allow for their
construction and operation by volunteers or community groups subject to specific terms
and conditions.
Ice Types
Outdoor skating can be accommodated on a number of different surfaces including
natural ice, artificial ice or synthetic ice.
Natural ice is the simplest form which can be constructed in most open space areas that
are reasonably level. Depending on the location selected, specific containment
measures are generally necessary and may include the installation of perimeter boards
or a berm, a plastic liner and/or the availability of a non-permeable surface. Other
requirements that are considered necessary to construct a quality outdoor ice skating
surface will include the availability of a water source, dedicated maintenance support,
adequate lighting levels and ultimately a prolonged forecast of cold winter weather.
While natural ice is present during the winter months on many of the storm water
management ponds that are now situated throughout Clarington, their use for skating is
strictly prohibited due to various safety issues. These safety concerns include the
overall depth of the ponds, the possibility of rapidly fluctuating water levels and the
53
Municipality of Clarington
Report OPD-009-16 Page 3
tendency of the ponds to carry higher concentrations of chlorides that may weaken the
overall strength of the ice.
Similar to indoor ice facilities, artificial ice can be created in an outdoor setting when a
refrigeration plant is introduced to chill water to below the freeze point and to maintain
its state regardless of any fluctuation in the outdoor temperatures to above zero Celsius.
As might be expected, however, very significant costs are incurred with this type of ice
installation that includes the construction, operation and maintenance of the
refrigeration equipment and the associated staff time. For obvious reasons, outdoor
artificial ice facilities are also best situated in a purpose built location where refrigeration
plant equipment is available and proper services exist for maintenance that include a
dedicated water source and ice resurfacing equipment.
Synthetic Ice is a relatively new technology whereby large plastic panels are installed on
a flat stable surface. The self-lubricating interlocking panels can be fashioned into any
shape or size and are designed to somewhat replicate the effects of natural or artificial
ice although it’s reported that additional skating effort of approximately 15% is required
due to the friction that is encountered with the polymer surface. Although synthetic ice
is not susceptible to above zero temperatures it is not maintenance free as the panels
require periodic spraying with a glide enhancer and may also require regular cleaning
depending on the amount of exposure to dust and dirt. While synthetic ice can be used
outdoors it appears that it is much better suited to a controlled indoor application. Some
manufacturers recommend that when synthetic ice is not in use that it be covered with a
heavy tarp for protection purposes.
Experience from Neighbouring Municipalities
Many of the local municipalities within Durham Region and beyond have experienced
similar logistical and staffing challenges to provide community outdoor ice skating
facilities. W ith the exception of the City of Pickering and the Municipality of Port Hope,
all other municipalities in our immediate area only offer programs that support volunteer
based installations.
In the case of the City of Pickering, the municipality installs a 2800 square foot synthetic
ice surface on one of their neighbourhood tennis courts each winter. The synthetic ice
surface has only been received with limited success by the public and is not being
maintained to the recommended standards which ultimately could affect the longevity
and overall usefulness of the surface.
The Municipality of Port Hope presently constructs only one municipal natural ice
surface for outdoor skating each winter that is heavily supported by a group of
54
Municipality of Clarington
Report OPD-009-16 Page 4
volunteers. Municipal staff are responsible for performing maintenance during regular
business hours while the community members provide all of the inspection and
maintenance requirements that are necessary after hours.
The municipalities of Ajax and Oshawa currently have programs in place that allow for
the set-up and operation of outdoor skating facilities by volunteers. In general, the
applications are received from volunteers that have managed outdoor skating facilities
for many years in those communities. For the future, the Town of Ajax has included
infrastructure in a large commercial/residential development presently under
construction at the intersection of Harwood Avenue and Bayly Street that will provide for
a municipally operated outdoor artificial ice surface.
The Town of Whitby currently does not have any type of municipal or volunteer
operated community outdoor skating programs in effect.
Options
As outlined above, consistently below freezing temperatures are necessary for the
development of natural ice for community skating rinks. Unfortunately, however, the
weather in Durham Region during many recent winters has not been conducive to such
initiatives. Based on historical background data Clarington received, on average, a total
of twenty five minus ten degree days between the years 2000 to 2009. (It has also
been reported in a future climate summary prepared by the Region of Durham that
during the 2040 to 2049 time horizon, there will be zero days in Clarington when the air
temperature will be less than minus ten degrees Celsius. Although the climate change
as suggested in the 2040 study is still more than two decades away there is already
evidence indicating that the general trend is towards higher temperatures, less snow
and more rain during the winter months.)
The option of staff setting-up and maintaining an outdoor community skating rink with
natural ice is not supported given these unpredictable weather patterns and the time,
costs and efforts that would be incurred to provide this service.
A more attractive option could be for volunteers or community groups to manage this
service under the general direction and assistance of municipal staff. Such an
approach reflects the practices of other municipalities throughout the Greater Toronto
Area. Volunteer support for this type of initiative would include the selection of an
appropriate site, the provision of training on how to best construct and maintain a
natural ice surface and also where necessary the supply of materials such as perimeter
boards, a plastic liner, garden hoses, portable toilet(s), garbage cans, picnic tables,
signs, shovels, inspection forms and the provision of a municipal water source or where
appropriate a residential water rebate. It is estimated that the cost to provide the
55
Municipality of Clarington
Report OPD-009-16 Page 5
necessary materials and staff time to assist with the set-up of each rink will be
approximately $1,500 a year. These funds are presently unbudgeted in the Operations
Department annual current budget. Trying this out in one location would permit us to
learn what works and what doesn’t without creating significant staff time and operating
costs.
Other alternatives as outlined in this report including a synthetic ice surface or the
construction of an artificial outdoor ice skating facility require significant capital for the
initial purchase, construction and start-up. The maintenance of these types of facilities
also require a large commitment of staff time that is not available within the
municipality’s existing compliment of resources. Consideration for these other types of
installations is therefore not supported at this time.
2. Concurrence
Not applicable.
3. Conclusion
Outdoor Skating Rinks can be considered important pieces of infrastructure in the
community where residents can gather to enjoy the outdoors and participate in an active
lifestyle. As part of the service levels that are offered by Clarington, municipal staff
should be available to promote and assist with the set-up of outdoor skating rinks when
suitably requested by a group of volunteers.
Outdoor skating rinks are ideally situated in community parks with areas that are
relatively level, have limited encumbrances, provide adequate lighting, suitable access for
emergency vehicles, parking for vehicles, internal pathways and access to a water source
either from on-site municipal infrastructure or the home of an abutting volunteer.
(One example of this type of location would be the existing basketball court in Guildwood
Park in Bowmanville. At the time of development the basketball court was recessed into
the ground and specifically designed with the necessary infrastructure for the purpose of
being flooded during the winter months to create an outdoor skating rink. Other
community parks in Clarington that may also allow the easier formation of outdoor skating
rinks include Brookhouse Parkette in Newcastle, Pearce Farm Park in the Port of
Newcastle and Roswell Park in Courtice. Although it may be known that the circular
courtyard area in Rotary Park in Bowmanville may have similar design features it is not
considered an ideal location due to its relatively small size, limited availability of adjacent
56
Municipality of Clarington
Report OPD-009-16 Page 6
volunteers and the presence of on-site hazards being the stone columns for the clock
tower and the park lighting poles.)
In an effort, therefore, to provide clear direction on this initiative staff should be requested
to develop a standard operating procedure that will outline the complete application and
approval process. Matters will be clearly addressed for such partnerships including
operational responsibilities specific to both volunteers and staff, equipment supplied by
the municipality and any safety, inspection, liability and usage guidelines.
4. Strategic Plan Application
Recommendations of this report support the Strategic Plan initiative to promote resident
engagement in our community.
Submitted by: Reviewed by:
Frederick J. Horvath Curry Clifford, MPA, CMO
Director of Operations Interim CAO
Staff Contact: Stephen Brake, Manager of Operations, 905-263-2291 or
sbrake@clarington.net
57
Operations Policy
Attachment 2
Report OPD-001-17
POLICY TITLE: Outdoor Ice Skating Rinks
POLICY TYPE: Administrative
POLICY #: ADM-
EFFECTIVE DATE: February 6, 2017
REVISED:
APPLICABLE TO: All Employees
Purpose:
To establish the process for the approval and maintenance of volunteer based outdoor
ice skating rinks.
Policy:
Outdoor ice skating rinks provide an important community element where local
residents and families can enjoy the outdoors and also participate in an active lifestyle.
Outdoor Ice Skating Rinks approved by the municipality will be situated in community
parks on relatively level ground that have suitable access, limited encumbrances, and
adequate ambient lighting levels and are also located adjacent to a municipal water
source or the home of a volunteer where water can be obtained.
Procedure:
Application and Approval Process
1. Interested parties must contact the municipality in writing by September 30th of
each year and be signed by a minimum of 4 adult volunteers. The request
should also be accompanied by proof that a neighbourhood consultation
process (i.e. resident petition) has been completed demonstrating local support
for the ice rink installation.
2. The requested location and size of the ice rink must be approved by municipal
staff. Preferred locations must be on generally flat lands, be accessible, have
adequate ambient lighting levels and be adjacent to a suitable water source. Ice
rinks will be limited to prevent excessive installations in any given area, shall be
at least 20 metres offset from adjacent private property and be a minimum size
of 25ft x 50ft (7.6m x 15.2m) to a maximum size of 50ft x 100ft (15.2m x 30.5m).
Requests for rinks on areas of natural ice formation such as ponds are not
acceptable.
3. Once the location has been approved, volunteers must agree to abide by all
conditions of this policy, complete an application form (Attachment 1), sign a
hold harmless/indemnification agreement and provide proof of insurance
58
Operations Policy
Page 2 of 7
coverage in the amount of $1,000,000 naming the municipality as an additional
insured. All conditions of insurance coverage as specified in the policy must be
complied with at all times. It should be noted that the municipality reserves the right
to shut down any ice rink at any time for justified reasons.
Volunteer Responsibilities
1. All volunteers must participate in training by Clarington Parks staff to
acknowledge their roles and responsibilities prior to the set-up and operation of
an outdoor rink. Training topics will cover such aspects as preparing the
outdoor rink, proper use of equipment, maintenance and flooding techniques,
required daily inspection procedures, managing risk and health and safety
procedures, instruction on how to effectively manage competing or conflicting
uses and volunteer safety.
2. Volunteers will be required to install and maintain equipment such as perimeter
rink boards, picnic tables, garbage cans and/or any other infrastructure supplied
by the municipality.
3. Volunteers are expected to provide daily maintenance activities. These duties
will include snow shovelling or ice scraping, flooding of the ice surface, providing
litter pick-up, etc.
4. Volunteers are required to complete a daily inspection log (Attachment 2) by
9:00 a.m. each morning and 3:00 p.m. each afternoon and then submit them to
the Operations Department before noon every Friday. Any maintenance or
safety concerns that are observed by volunteers during their inspection should
be immediately reported to the municipality.
5. Ensure that all members of the community are given equitable access to the ice
rink.
6. Volunteers are required to immediately report any serious issues, accidents or
medical emergencies that they have personally observed or have been made
aware of.
7. Ensure that the minimum number of volunteers (4) is provided continuously
throughout the winter season to ensure that the ice rink is properly maintained.
8. At the end of each winter season volunteers are responsible for the return of all
equipment loaned to them by the municipality.
9. Submit a letter requesting compensation, to a maximum of $50, if a private
water source was used for rink maintenance.
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Operations Policy
Page 3 of 7
Municipal Responsibilities
1. Provide suitable training for volunteers with information on how to effectively
build and maintain outdoor natural ice surfaces, how to complete the daily
inspection logs, properly manage risk, health and safety procedures, etc.
2. Deliver and sign-out any necessary equipment that may include perimeter rink
boards, tarps, picnic tables, shovels, hoses, spray nozzles, garbage cans, etc.
3. Post signs at the ice rink to address risk management (Attachment 3).
4. Complete a thorough review of the ice rink installation every Friday before 12:00
p.m. and document the findings on an inspection log. Discuss and/or resolve
any observed issues or concerns with the volunteers.
5. Assist volunteers during normal business hours (Monday to Friday) with
reasonable levels of advice and assistance. Respond to or appropriately direct
emergency situations to the proper authorities.
6. Follow-up on concerns respecting the improper use of the ice rink or during
prohibited hours in accordance with the Park by-law.
7. Process compensation claims for private water use.
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Operations Policy
Page 4 of 7
ATTACHMENT 1
Outdoor Ice Skating Rinks Application Form
Location of Rink: __________________________________________________________
Main Contact Person: _______________________________________________________
Address: _________________________________________________________________
Phone: Home___________________________________________________________
Business/Cellular__________________________________________________
E-Mail__________________________________________________________
Date: ___________________________________________________________________
Signature: _______________________________________________________________
Volunteers:
Name Address Phone Signature
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Operations Policy
Page 5 of 7
ATTACHMENT 1 (Continued)
Inspection Findings:
Neighbourhood Consultation Process Complete
Flat Location
Minimum Private Property Offset (20 meters)
Minimum Size Requirement (7.6 meters x 15.2 meters)
Limited Encumbrances
Visibility
Accessible
Adequate Ambient Lighting Levels
Water Source (Municipal/Private)
Private Water Source Address: ________________________________________________
Signature of Resident: ______________________________________________________
Approval Requirements:
Insurance Certificate
Additional Insurance Requirements Satisfied
Hold Harmless Agreement
Training:
Building the Rink
Supply and Proper Use of Equipment
Maintenance and Flooding Techniques
Daily Inspection Process
Managing Risk
Health & Safety
Managing Competing & Conflicting Uses
Volunteer Safety
Date Approved: ____________________________________________________________
Approved for Operation: _____________________________________________________
Clarington Operations Representative
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Operations Policy
Page 6 of 7
ATTACHMENT 2
Outdoor Ice Skating Rink Daily Inspection Form
Date/Time: _____________________ Volunteer Name: ________________________
Location: _______________________ Signature: ______________________________
ITEM ACCEPTABLE
CONDITION
NATURE OF DEFECT
Perimeter Boards (if applicable)
Ice Surface Condition
Picnic Tables
Lighting (if applicable)
Garbage Cans/Litter
Signage
Walkways
Parking
Broken Glass
Emergency Access
Pole Padding
Fencing
Other
NOTES:
1) A morning and afternoon daily inspection sheet must be completed and forwarded to Bob
Genosko by e-mail at bgenosko@clarington.net or by fax at 905-263-4433.
2) Ice Skating Rink defects shall be reported immediately. Please contact the Municipality of
Clarington by e-mail at patrol@clarington.net or by telephone at 905-260-0746.
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Operations Policy
Page 7 of 7
ATTACHMENT 3
Outdoor Ice Skating Rink Signage
OUTDOOR ICE SKATING RINK
RULES AND REGULATIONS
•Inspect ice surface prior to use
•Children should be supervised at all times
•Helmets and other safety equipment is strongly recommended
•Alcohol is prohibited
•Be considerate of others
•Hours of operation 7:00 a.m. to 9:00 p.m.
To report dangerous conditions or any damaged equipment please call:
Monday to Friday 8:00 a.m. to 3:30 p.m.
905-263-2291
After hours and weekends
905-260-0746
64