HomeMy WebLinkAbout03/06/2017Final
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General Government Committee
Agenda
Date: March 6, 2017
Time: 9:30 AM
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: Michelle Chambers, Committee Coordinator, at 905-623-3379, ext. 2106 or by
email atnchambers(a)_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 General
Government Committee meetings. If you make a delegation or presentation at a
General Government Committee meeting, the Municipality will be audio recording you
and will make the recording public by publishing the recording on the Municipality's
website.
Noon Recess: Please be advised that, as per the Municipality of Clarington's
Procedural By-law, this meeting will recess at 12:00 noon, for a one hour lunch break,
unless otherwise determined by the Committee.
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
CIarington General Government Committee Agenda
Date: March 6, 2017
Time: 9:30 AM
Place: Council Chambers
1 Call to Order
2 New Business — Introduction
Members of Committee are encouraged to provide the Clerk's Department, in advance of the
meeting, a copy of any motion the Member is intending to introduce, (preferably electronic)
such that staff could have sufficient time to share the motion with all Members prior to the
meeting.
3 Adopt the Agenda
4 Declaration of Interest
5 Announcements
6 Adoption of Minutes of Previous Meeting
6.1 February 13 Minutes of a Regular Meeting of February 13, 2017 Page 6
Minutes
7 Delegations
7.1 Lorraine Sunstrum-Mann, Executive Director Grandview Children's Centre
Regarding the Grandview Children's Centre Annual Update
8 Communications - Receive for Information
8.1 Bowmanville Minutes of the Bowmanville Business Improvement Area Page 15
BIA Minutes Board of Management dated January 10, 2017
8.2 Newcastle Minutes of the Newcastle Downtown Business Improvement Page 21
BIA Minutes Area Association dated January 17, 2017 and February 9,
2017
8.3 Orono BIA Minutes of the Orono Business Improvement Area dated Page 27
Minutes November 15, 2016
Page 2
Garington General Government Committee Agenda
Date: March 6, 2017
Time: 9:30 AM
Place: Council Chambers
8.4 Kawartha Minutes of the Kawartha Conservation Authority dated Page 28
Conservation January 25, 2017
Minutes
8.5 Durham Paul Macklin, Chair, Nominating Committee, Durham Page 35
College College Board of Governors — Vacancy for an External
Governor
8.6 Durham Cheryl Bandel, Acting Regional Clerk, The Regional Page 37
Environmental Municipality of Durham — Durham Environmental Advisory
Advisory Committee 2016 Annual Report and 2017 Workplan
Committee (2017 -COW -32)
8.7 Durham Trail Cheryl Bandel, Acting Regional Clerk, The Regional Page 55
Coordinating Municipality of Durham — Durham Trail Coordinating
Committee Committee Annual Report and 2017 Workplan
(2017 -COW -29)
9 Communications — Direction
9.1 Long -Term Marian Timmermans and Donna Metcalf -Woo — Loss of Page 68
Care Beds Long-term Care Beds in Bowmanville
(Motion for Direction)
10 Presentations
No Presentations
11 Engineering Services Department
11.1 EGD -007-17 Gay Family Partnership Subdivision Phases 1 and 2, Page 70
Courtice, Plans 40M-1939 and 40M-2489
`Certificate of Acceptance' and `Assumption By-law',
Final Works Including Roads and Other Related Works
11.2 EGD -009-17 OCIF Top -Up Application - Execution of Agreement Page 77
12 Operations Department
No Reports
Page 3
CIarington General Government Committee Agenda
Date: March 6, 2017
Time: 9:30 AM
Place: Council Chambers
13 Emergency and Fire Services Department
No Reports
14 Community Services Department
14.1 CSD -002-17 Community Services - 2016 Year End Review Page 84
14.2 CSD -003-17 White Cliffe Terrace Retirement Residence - Emergency Page 118
Evacuation Centre Request
15 Municipal Clerk's Department
15.1
CLD -004-17
Balloon Releases
Page 123
15.2
CLD -005-17
2016 Accessibility Annual Status Update
Page 131
16 Corporate Services Department
No Reports
17 Finance Department
17.1 FND-002-17 Financial update as at December 31, 2016 Page 141
18 Solicitor's Department
No Reports
19 Chief Administrative Office
19.1
CAO -002-17
Service Delivery Review Approach
Page 157
19.2
CAO -003-17
Fire Management On -Call Consideration (Withdrawn)
Page 180
19.3
CAO -004-17
Broadband Options for Clarington
Page 184
Page 4
CIarington General Government Committee Agenda
Date: March 6, 2017
Time: 9:30 AM
Place: Council Chambers
20 New Business — Consideration
21 Unfinished Business
None
22 Confidential Reports
No Reports
23 Adjournment
Page 5
Clar-ington
General Government Committee
Minutes
February 13, 2017
Minutes of a meeting of the General Government Committee held on Monday,
February 13, 2017 at 9:30 AM 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: M. Marano, A. Allison, S. Brake, T. Cannella, J. Caruana, L.
Gordon, G. Weir, J. Gallagher, M. Chambers
1 Call to Order
Mayor Foster called the meeting to order at 9:30 AM.
2 New Business — Introduction
Councillor Neal added a New Business item, regarding legal representation, to the New
Business — Consideration section of the agenda.
3 Adopt the Agenda
Resolution #GG -111-17
Moved by Councillor Partner, seconded by Councillor Woo
That the Agenda for the Planning and Development Committee meeting of February 13,
2017 be adopted as presented with the addition of a New Business item regarding legal
representation.
Carried
4 Declaration of Interest
There were no declarations of interest stated at this meeting.
5 Announcements
Members of Council announced upcoming community events and matters of community
interest.
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A•
Clarington General Government Committee
Minutes
February 13, 2017
6 Adoption of Minutes of Previous Meeting
Resolution #GG -112-17
Moved by Councillor Hooper, seconded by Councillor Partner
That the minutes of the regular meeting of the General Government Committee meeting
held on January 23, 2017, be approved;
That the minutes of the special meeting of the General Government Committee
meeting held on January 27, 2017, be approved; and
That the minutes of the special meeting of the General Government Committee
meeting held on January 30, 2017, be approved.
Carried
7 Delegations
7.1 Pam Lancaster, Stewardship Technician, Ganaraska Region Conservation
Authority, Regarding an Annual Update on the Ganaraska Region
Conservation Authority Programs
Pam Lancaster, Stewardship Technician, Ganaraska Region Conservation Authority,
was present regarding an annual update on the Ganaraska Region Conservation
Authority (GRCA) programs. She made a verbal presentation to accompany an
electronic presentation. Ms. Lancaster provided an overview of the goals of the Clean
Water — Healthy Land Financial Assistance Program (CWHLFAP) and how the GRCA
works towards achieving these goals. She provided an overview of the financial
assistance program and reviewed details of the 2016 funding amounts and caps. Ms.
Lancaster continued by reviewing the 2017 funding amounts and caps and noted that
there are new categories for urban projects, cover crops and an overall clearer
categories. She explained that the review committee is in place to evaluate the projects
and approve funding and explained the Committee composition. Ms. Lancaster
continued by reviewing the program funding from 2007 to 2016. She highlighted the
variety projects that have been undertaken with this program and provided a detailed
description of the main projects in 2016. Ms. Lancaster provided details of the tree
offerings in 2016 at the GRCA and the agricultural outreach. She reviewed the well
management program and noted that there was an increase in calls regarding low water
levels in 2016.
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Clarington
Suspend the Rules
Resolution #GG -113-17
General Government Committee
Minutes
Moved by Councillor Partner, seconded by Councillor Cooke
February 13, 2017
That the Rules of Procedure be suspended to allow the delegation of Pam Lancaster to
be extended for an additional two minutes.
Carried
She continued by providing an overview of the 2017 projects to date. Ms. Lancaster
concluded by noting the benefits of this program to our natural environment. She
thanked the Committee and offered to answer questions.
Resolution #GG -114-17
Moved by Councillor Partner, seconded by Councillor Traill
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.
Carried
7.2 Niels Hodsman Regarding Durham Multi -Faith World Religion Day in January
2018
Niels Hodsman was present regarding the Durham Multi -Faith World Religion Day in
January 2018. He made a verbal presentation to accompany an electronic
presentation. Mr. Hodsman provided an overview of the origins of Multi -faith World
Religion Day. He noted the various organizers of the event which includes the
Committee and the multi -faith membership. Mr. Hodsman reviewed the annual themes
and the various event endorsements and collaborations. He highlighted the aims and
benefits, attendees, formal programming, and friendships. Mr. Hodsman concluded by
asking the Members of Committee for the use of the Garnet B. Rickard Recreation
Complex on Sunday, January 21, 2018 from 11:30 AM to 5:00 PM at no charge. He
thanked the Committee and offered to answer any questions.
Resolution #GG -115-17
Moved by Councillor Woo, seconded by Councillor Partner
That the delegation of Niels Hodsman regarding Durham MultiFaith World Religion Day
in January 2018, be received with thanks; and
That the request be referred to staff.
Carried
0
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Clar-ington General Government Committee
Minutes
February 13, 2017
8 Communications - Receive for Information
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
8.2 Minutes of the Central Lake Ontario Conservation Authority dated January
17, 2017
8.3 Kyle Fitzgerald and Tenzin Shomar, Durham Youth Council — Clarington
Transportation Master Plan — Letter of Appreciation
8.4 Gary Cole, West Beach Association — Annual Progress Report
Resolution #GG -116-17
Moved by Councillor Cooke, seconded by Councillor Hooper
That the Communication Items 8.1 to 8.4 be received for information, with the exception
of Correspondence Items 8.1.
Carried
Resolution #GG -117-17
Moved by Councillor Partner, seconded by Councillor Woo
That Communication Item 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, be received for information.
Carried
9 Communications — Direction
9.1 Jeff Leal, Minister of Agriculture, Food and Rural Affairs — Rural Economic
Development (RED) Program
Resolution #GG -118-17
Moved by Councillor Partner, seconded by Councillor Hooper
That Communication Item 9.1 from Jeff Leal, Minister of Agriculture, Food and Rural
Affairs regarding the Rural Economic Development (RED) Program, be referred to staff.
Carried
E
Clar-ington- General Government Committee
Minutes
February 13, 2017
9.2 Brenda McAuley, CPAA National President — Regarding Federal Government
Standing Committee on Government and Estimates (OGGO) Report
Regarding Canada Post
Resolution #GG -119-17
Moved by Councillor Woo, seconded by Councillor Traill
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
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.
Carried
9.3 Heather Rademacher, President, Clarington Concert Band, Requesting a
Location to House the Music Library and Equipment, as Well as a Rehearsal
Space
Resolution #GG -120-17
Moved by Councillor Neal, seconded by Councillor Hooper
That Communication Item 9.3 from Heather Rademacher, President, Clarington Concert
Band, requesting a location to house the music library and equipment, as well as a
rehearsal space, be referred to Staff; and
That the Clarington Concert Band be consulted on any upcoming plans for the arts
within the Municipality of Clarington.
Carried
10 Presentations
No Presentations
Councillor Neal chaired this portion of the meeting.
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Clarington-
11
Engineering Services Department
Resolution #GG -121-17
General Government Committee
Minutes
February 13, 2017
Moved by Councillor Cooke, seconded by Councillor Traill
That Reports EGD -004-17, EGD -005-17, and EGD -006-17, be approved, on consent,
as follows:
11.1 EGD -004-17 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.
11.2 EGD -005-17 Entrances Report on Building Permit Activity for
October, November, and December 2016
That Report EGD -005-17 be received for information.
11.3 EGD -006-17 Oke Woods Subdivision Phase 1 B, 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
M
11
Clarington-
General Government Committee
Minutes
February 13, 2017
That all interested parties listed in Report EGD -006-17 be advised of Council's
decision.
Carried
Councillor Partner chaired this portion of the meeting.
12 Operations Department
12.1 OPD -002-17 Memorial Park Capital Project Over -expenditure Report
Councillor Neal left the meeting at 10:30 AM.
Resolution #GG -122-17
Moved by Councillor Traill, seconded by Councillor Hooper
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.
Carried
Councillor Neal returned to the meeting at 10:34 AM.
13 Emergency and Fire Services Department
No Reports for this section of the Agenda.
14 Community Services Department
No Reports for this section of the Agenda.
Councillor Traill chaired this portion of the meeting.
15 Municipal Clerk's Department
15.1 CLD -003-17 Council Code of Conduct and Appointment of Integrity
Commissioner
Resolution #GG -123-17
Moved by Councillor Partner, seconded by Councillor Hooper
That Report CLD -003-17 be received;
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12
Clarington
General Government Committee
Minutes
February 13, 2017
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.
Carried
Mayor Foster chaired this portion of the meeting.
16 Corporate Services Department
No Reports for this section of the Agenda.
17 Finance Department
No Reports for this section of the Agenda.
18 Solicitor's Department
No Reports for this section of the Agenda.
19 Chief Administrative Office
No Reports for this section of the Agenda.
20 New Business — Consideration
20.1 Legal Representation
Resolution #GG -124-17
Moved by Councillor Neal, seconded by Councillor Traill
That Staff be directed to commence a Request for Proposal process for the possible
selection of new labour counsel.
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13
Clariiw-n
General Government Committee
Minutes
February 13, 2017
Lost on the following recorded vote:
Council Member
Yes
No Declaration of Absent
Interest
Councillor Neal
X
Councillor Partner
X
Councillor Traill
X
Councillor Woo
X
Councillor Cooke
X
Councillor Hooper
X
Mayor Foster
X
21 Unfinished Business
None
22 Confidential Reports
There were no items considered under this section of the Agenda.
23 Adjournment
Resolution #GG -125-17
Moved by Councillor Partner, seconded by Councillor Traill
That the meeting adjourn at 11:14 AM.
Mayor
Carried
14
Deputy Clerk
BOARD OF MANAGEMENT
BOWMANVILLE BUSINESS [IMPROVEMENT AREA
Minutes of a regular meeting of the Board"`of Management held at 6:30 p.
in., on Tuesday, January 10, 2017 in Committee Room 1-C in the
Bowmanville Library..
Present: Gilpin
Members: Lucas, McDonald, Holmes, Hooper, (later) Rezazada
Absent:: Patterson, Chaput,. Barry
Recognizing the, lack, of a quorum, Lucas stepped down as the Chair of the
/meeting, and asked Gilpin to assume the role. Gilpin then called the
meeting to order and recognized that there was now a quorum present and
that there were no delegations.
Moved by Holmes, seconded by Hooper,
THAT the Minutes of the previous meeting be adopted as circulated.
"CARRIED"
Correspondence was received from OBIAA,. and Erin O'Toole, MP..
Moved by Holmes, seconded by Lucas,
THAT the correspondence be received and filed. `CARRIED'
Rezazada then joined the Meeting, and Lucas assumed the Chair.
The Treasurer presented his year=end report. A copy is attached- to these
Minutes, including the 2017 Revised Schedule of Remunerations.
Gilpin commented on the details of the Financial Statement for 201.6 and
then answered questions from. some of the Board members.
15
Page 2
Moved by McDonald„ seconded: by Rezazada,
THAT the Treasurer's Report be adopted as presented.
"CARRIED»
Next the Treasurer presented his proposed .Budget for the year 2017.
Discussion took place regarding the amounts assigned to certain Budget.
iterns.
Moved by McDonald, seconded by Rezazads,
THAT the Proposed Budget for 2017 and the Revised Schedule of
Remunerations for 2017 be approved as presented.
`CARRIED"
Reports:
Council Liaison: No report.
Events: No report..
Membership .Relations: McDonald reported that there are two new
businesses in the Downtown, Essential Grocers and Fads and. Fashions.
Streetscape: No report.
Communications: McDonald reported that new businesses in the
Bowmanville BIA need to provide their protocol to: go with their photos on
the Website and all businesses need to up -date their protocol from time to
time.
Board of Trade: No Report.
Web Site: No report.
Media Relations: 'Rezazada suggested that two or three Bowmanville BIA
businesses be featured for two or three days on Facebook. The members
agreed: that this was a good idea.
16
Page '3
There was no "BUSINESS ARISING" from the previous meeting.
I
Under "NEW BUSINESS", Gilpin presented Patterson's report as follows:
"That the lamp post banners located at the western end of the Downtown on
King Street West have not yet been removed due to the danger posed from.
electric shock in doing so. Sutherland was repelled onto the ground when.
he attempted remove the banners at this location." and.,.
"That the winter snowflake in front of Justin Barry Optical and the three
snowflakes east of the 24 King Street East parking lot are not working.
Patterson has contacted Fred Horvath about these problems. He said that he
will contact Langley Utilities to have them effect repairs.
Next it was noted that there is a need to learn how many lamp posts are
located on Church Street in the Bowmanville BIA and how many require
brackets on which to hang. flower baskets. Gilpin reported that he 'thought
that. there may be an inventory of these brackets in storage. Patterson is to
report on this matter at the next Board meeting.
Noting her absence from. the meeting, the matter of Patterson's
responsibilities as Manager of Operations was raised. After some
discussion, it was
Moved by McDonald., seconded by Hooper,
THAT Gilpin be directed to prepare Job Descriptions for each of the
positions held by the hired staff, including the Secretary -Treasurer and the
Manager of Operatons..
`CARRIED'
McDonald reported that. she was re -writing the Job Description for the
Membership Relations portfolio as it need up -dating.
17
Page 4
Next Gilpin announced that. Chris Bromelly from. Nerivon. Inc. would be
attending the February meeting to see if the Board had any suggestions for
improving the. website.
Rezazada excused herself from the Meeting, and Gilpin, once again, was
required to assumed the Chair
He then informed the Board that the date of the next meeting would be
Tuesday, February 14, Valentine's. Day. The Board directed. Gilpin to
advance the meeting date one week and book a room on that date for the
February Board meeting.
Moved by Holmes, seconded by McDonald„
THAT the Meeting be adjourned.
"CAMED"
The next meeting. is scheduled for Tuesday, February 21, 2017 in
Committee Room 1-A in the Bowman1ville Municipal Building (access by
the Church Street door) at 6:30 p. m.
W
{ HISTORIC DOWNTOWN BOWMANVILLF
Financial Report for 2016 (Unaudited) and Budget for 2017
Less: Surplus/Deficit (1,500
Net Budget $163,200
Cash on Hand: December 31, 2015
Petty Cash
Approved
Current Account
(1,762.85)
Budget
Actual „
Deficit
2016
2016
Administration
$ 54,500
$ 54,007.74
Events
709000
72,858.61 (1)
Special Promotion
2,500
843.24
Streetscape (net)
22,500
21,314.00
Capital Works
9,200
14,396.01 (2)
Contingency Fund
5,000
57000.00
Website Marketing
1,000
_ 12484.51
Totals
$1641700
$169,904.41
Less: Surplus/Deficit (1,500
Net Budget $163,200
Cash on Hand: December 31, 2015
Petty Cash
$ 200.00
Current Account
(1,762.85)
Contingency Fund
00.00
Deficit
$(1,562,85)
Approved
Budget
2017
$ 57,500.00 (3)
70,000.00 (4)
2,500.00
22,500.00 (5)
9,000.00
5,000.00
1.000.00
$167,500.00
Inn on
$167,300.00 (6)
Cash on Hand: December 31, 2016
Petty Cash
Current Account
Contingency Fund
Surplus
$ 200.00
187.64
00.00
$ 387.64(7)
(1) Plus fees from vendors, $33,025 (for a total of $105,300.25).
(2) Includes $5,000 received from Municipality from money held in trust.
(3) Includes increases in honoraria approved at November 10, 2014
Board meeting, for Secretary -Treasurer, Manager of Operations and Co-
ordinator of Vendors
(4) Requires newspaper/radio advertising to be capped at $28,000.00
($30,516.48 in 2016)
(5) Requires waste management cost to be capped at 680 hours (@ $15.00
per hour, and plant watering to be capped at $14,000 (same as 2016)
(6) Represents a 2.5% increase in the BIA tax levy in 2017.
(7) includes interest earned in the amount of $581.52 on the cash advance
from the BIA tax levy from the Municipality in 2016.
19
Historic downtown Bowmanville
Revised Schedule of Remunerations
:for 2017
Secretary's Honorarium . $ 3,000`
Treasurer's, Honorarium 4;000 `
Manager of Operation's
Honorarium $200004*
Consultant/Advisor
Honorarium. $ 4000
Co-ordinator of Vendor's.
Honorarium; $ 6,0.00*
Support Staff`s:
Honorarium (X3). $ 4,50.0
Waste Contronitter --:$15
Per hour--April'to
October (680 hours) $10,200*
Office Rent (to include Tight;
heat, water, office'equipment;
telephone,. taxes, etc :02o than- 0. $5700
*The Treasurer; in consultation with the,Manager of
Operations "shall determ tae the tinning and mariner of
these payments".
Monies paid for music. at all events Is norm 'sevat
$400 for a four hour performance,.but:not to the.
exclusion of other arrangements that may be :negotiated.:
`Other forms of entertainment, which may lie hired from
time -to -time, are paid according tothe negotiated- con-
tract price.
20
Newcastle Downtown Business Improvement Association 2017 Annual General Meeting
January 17, 2017 6:OOpm at The Old Newcastle House
In attendance: Sheila Hall (CBOT), Greg & Marni Lewis (State Farm Insurance), Theresa
Vanhaverbeke (Syvan Developments Limited), Masood & Helen Vatandoust (Keller
Williams), Sean & Waisze Brown (Brown & Brown Chiropractic), Debbie Miller
(Newcastle Home 136cor), Councillor Willie Woo, Bet Hennessy (Some Like it Hot),
Mayor Adrian Foster, Jane Black (Chamber of Commerce), Donna Wood (Enovations
Design), Karen & Gus Bastas (The Massey House), Kevin Adams (Newcastle House),
John Bugelli (IPC Investment Corp.), Joyce King (Specialty Wealth), Valentine Lovekin
(Lovekin Law), Emma Todd (Hysthairia), Mary & John Sawdon (Brown & Brown),
Linda Hansen, Vicky Sautner, Wendy Westwood (Parade Committee).
Regrets: Esther Vesa, Dwight & Deria Hickson, Krista Klawitter
1. Call to Order by the Chairman
a. Welcome to special guests, being:
i. Sheila Hall, Clarington Board of Trade
ii. Councillor Willie Woo
iii. Mayor Adrian Foster
2. Approval of 2016 Minutes
a. Moved: Karen Bastas
b. Seconded: Waisze Brown
c. Carried
3. Approval of the Actions of the Board of Management
a. Moved: Helen Vatandoust
b. Seconded: John Bugelli
c. Carried
4. Treasurer's Report and Approval of the 2017 Budget — Theresa Vanhaverbeke
The amount of $30,000.00 was approved for the 2017 budget.
a. Moved: Greg Lewis
b. Seconded: Bet Hennessy
21
c. Carried
5. Report on Safety and 136cor — Theresa Vanhaverbeke
Businesses are reminded to take responsibility of their own sidewalks in front of
their businesses, once the initial snow is cleared by Troy. This will avoid any slip
and fall incidents that may result in lawsuits.
Phase 1 of the streetscape plans for Beaver St. and King Ave. bollards will
hopefully start this spring.
6. Report on Advertising
If you would like to share anything on Facebook or create a Facebook page for
your business please contact Donna Wood at info@enovationsdesigns.com.
7. Report on Special Events
Karen welcomed and thanked the parade committee for all their hard work
(Wendy Westwood, Vicky Sautner, Jane Black, Debbie Miller, Linda Hansen)
They are always looking for new volunteers with new ideas, please contact Karen
if you are able to help.
Canada 150 will be celebrated in Newcastle on June 24th (possible parade date)
and July 1St with fireworks and family activities.
The Santa Parade is scheduled for November 19, 2017 starting with fireworks at
5:30pm.
Harvest Festival is scheduled for October 7, 2017. If anyone is interested in
helping organize part of this event please let us know.
a. Moved: Joyce King
b. Seconded: Sean Brown
c. carried
8. Officers of the BIA
The Board remains the same this year:
President: Valentine Lovekin
Vice President: Karen Bastas
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Treasurer: Theresa Vanhaverbeke
Secretary: Marni Lewis
Advertising Chair: Catherine Peterson
Safety & Decor Chair: Jacky Foxall
Events Chair: Diana Stephenson
If anyone is interested in taking on the Treasurer's position, Theresa would be
willing to train you this year, as this is her last year in the position.
9. New Business:
The Mayor thanked the businesses for what they do throughout the community.
10. Motion to Adjourn
a. Moved: Theresa Vanhaverbeke
b. Seconded: John Bugelli
c. Carried
23
Newcastle BIA MINUTES February 9, 2017
www.vi I lageofnewcastle.ca
Attendance: Catherine Pete rson,Theresa Vanhaverbeke, Marni Lewis, Helen
Vatandoust, Valentine Lovekin, Donna Wood, Karen Bastas, Guest - Victoria Sautner
Regrets: Greg Lewis, Ann Harley, Krista Klawitter, Waisze Brown, Councillor Wendy
Partner
1. Attendance taken. Karen chaired the meeting
2. Meeting called to order at 9:00 a.m.
3. Approval of December Minutes:
Motion to accept: H. Vatandoust Seconded: C. Peterson
4. Business Arising from Minutes:
Overhead street banner poles are laying in the ditch (Massey Rd./Hwy 2 area)
ready for Spring installation.
5. Guest - Victoria Saunter
Victoria would like to create a Marketing Coordinator position with in the BIA.
Victoria has been involved with many BIA events in Newcastle, she ran the
Harvest Festival, she was on the 2016 santa parade committee, and she has put
many volunteer hours in both of these events. She would be the main contact
all the BIA sponsored events in town. She would help with the committees,
recruit volunteers from outside sources to help plan and run the events, and
keep planning records for future event committees to use as reference when
taking over an event. She would promote all events happening within the BIA on
all social media outlets (Facebook, website, twitter, google plus, instagram).
The BIA is considering the offer until our next meeting. We currently have
Donna Wood looking after our website updates and facebook page posts.
24
6. President's Report:
The empty "Rona" building in Bowmanville is in the planning stages to be an
Outlet Mall. Carlos Salazar from the Clarington Planning Department will be
presenting the plans for this development to the BIA on Tuesday, February
14th at 9:OOam at the Town Hall. Everyone is welcome to attend the
presentation.
7. Treasurer's Report:
As of January 31st. bank balance adjusted for outstanding cheques:
$69,125.88 . Looking for 2018 Treasurer, please email theresa@syvan.com
to discuss what is involved.
8. Council Report: n/a
9. Committee Reports:
Safety & Decor:
Some of the wreaths were not taken down, Theresa is going to look into this.
Advertising:
If you are interested on advertising on the www.villageofnewcastle.ca website,
Rates start at $99 - $199 depending on size and what you would like to.
Please contact Catherine at Curves for more details.
Special Events:
a) There will not be a scavenger hunt for Easter this year.
b) 2017 Canada Day is being planned for July 1. If you would like to get
involved and help with the planning, day of event or behind the scenes,
contact Karen at karenlbastas@sympatico.ca
25
10. Chamber News:
.Jane Black is the new President. The AGM will be Thursday, February 23,
2017, at 6:30pm, held at the Town Hall. Cost this year is $20/person
11. CIP: n/a
12. New Business:
a) The Vatandoust Team publishes "On the House" magazine that is being
mailed out to households. If you have an event you would like added to their
calendar of events please contact them.
b) Syvan Development is in the S.P.A. stages for building an additional 91 senior
apartments at Parkview. They have asked for a letter from the BIA showing
their support for this development.
c) We would like to welcome Nav Balsara of Professional Hearing Services of
Newcastle, 300 King Ave. E. to the BIA. They are having their grand opening
on March 2nd (cake cutting at 1:30pm) Everyone is welcome to join them.
d) Spects Optical is now part of the BIA. They recently moved to 279 King Ave.
E. Welcome.Jessica!
e) "New Bloom's" has moved into the building that Appleblossoms was in.
13. Next meeting, Thursday March 9, 2017 @ 9:OOam
14. Motion to adjourn meeting by C. Peterson, seconded by M. Lewis
26
Minutes
Orono BIA
r-ITOTAII
Held on Tuesday November 15, 2016 6:00 p.m. at the Orono Town Hall
Present: Lisa Roy, Yvonne Maitland, Scott Story, Fiona Walker, Margaret Zwart
Regrets: Allister Macrea, Wendy Partner, Shari Schoenmaker
Treasurers report: $5,450.66 in the bank. $1,500 of that is Santa Claus Parade
money.
Agreement reached to purchase banners for the BIA Santa Claus Parade float
Lisa reported the parade has 32 entries as of last Wednesday, Parade is on
budget, Over $700 was made at the pancake breakfast for the parade.
Agreed to donate $200 to Orono Community Christmas Dinner.
Meeting adjourned at 6:54
27
Nz: �
KAWARTHA
CONSERVATION Minutes of Meeting #1/17
Discover• Protect• Restore
Meeting #1/17 was held on Wednesday, January 25, 2017 at the Kawartha Conservation Administrative
Offices. Chair Stauble called the meeting to order at 2:00 p.m.
Present: Heather Stauble, Chair
Ted Smith, Vice -Chair
Gord Miller
Don Kett
Jordan Landry (2:01 p.m.)
Peter Raymond
Ron Hooper
Pat Dunn
Isaac Breadner
Regrets: Tom Rowett
Guests: Nil
Staff: Wanda Stephen, Acting CAO
Mark Majchrowski, Director, Integrated Watershed Management and Science
Dave Pridham, Manager, Technical and Stewardship Services
Ron Warne, Acting Director, Planning, Development and Engineering
Brett Tregunno, Aquatic Biologist
John Chambers, Marketing and Communications Specialist
Judy Stephens, Corporate Services Assistant
Chair Stauble welcomed Isaac Breadner as a new Director recently appointed by the City of Kawartha Lakes
and made introductions of the current Board members. Director Kett asked if there was a formality to be
followed to endorse a new member to the Board of Directors. Chair Stauble explained that Directors are
appointed by the municipality and are accepted to the Board accordingly.
ADOPTION OF AGENDA
Chair Stauble requested that a Closed Session be added to the agenda to permit a discussion regarding the
CAO recruitment which would include identifiable individuals.
RESOLUTION #1/17
MOVED BY: PAT DUNN
SECONDED BY: GORD MILLER
RESOLVED, THAT, the agenda for Meeting #1/17 be adopted as amended.
DECLARATION OF PECUNIARY INTEREST
None declared.
GT7
CARRIED
APPROVAL OF MINUTES
RESOLUTION #2/17
Board of Directors Meeting #1/17
Wednesday, January 25, 2017
Page 2 of 7
MOVED BY: DON KETT
SECONDED BY: TED SMITH
RESOLVED, THAT, the Board of Directors Minutes of Meeting #11/16 be adopted.
CARRIED
BUSINESS ARISING FROM THE MINUTES
None
ELECTIONS CHAIR/ VICE CHAIR
Chair Stauble relinquished her position as Chair of the Board and took a seat in the gallery.
Acting CAO Stephen reviewed the election procedures with the Board Members.
RESOLUTION #3/17
MOVED BY: DON KETT
SECONDED BY: PETER RAYMOND
1. RESOLVED, THAT, Wanda Stephen, Acting CAO, be appointed as Elections Chair.
2. RESOLVED, THAT, in the event of a vote by ballot, that Mark Majchrowski and Ron Warne be appointed
as scrutineers; and
THAT, all ballots be destroyed following the election.
CARRIED
The Election Chair called for nominations for the position of Chair for 2017.
Director Miller nominated Director Dunn.
Director Raymond nominated Director Smith.
Director Dunn was asked if he would stand for the position of Chair and he accepted his nomination.
Director Smith was asked if he would stand for the position of Chair and he accepted his nomination.
Nominations for Chair were called a second and third time. There were no further nominations.
RESOLUTION #4/17
MOVED BY: DON KETT
SECONDED BY: ISAAC BREADNER
RESOLVED, THAT, the nominations for the position of Chair be closed.
CARRIED
Each candidate was asked if they would like to speak to their nomination.
Director Smith thanked Director Raymond for the nomination. He shared that he has enjoyed six years as a
Board Member and looks forward to helping with more good work to be done, as well as the challenges
ahead with staff turnover and important initiatives taking place.
Director Dunn shared that he has served as a Board Member for three years as a City of Kawartha Lakes
representative and that 62% of the Conservation Authority lies within the City. He feels that it is important
that the municipality be represented by the Chair and he has extensive experience with organizations and
being a Chair.
29
Board of Directors Meeting #1/17
Wednesday, January 25, 2017
Page 3 of 7
An election vote was taken by written ballot and counted by the election scrutineers.
The Election Chair declared Director Smith as Chair for 2017 and congratulated him accordingly.
The Election Chair called for nominations for the position of Vice Chair for 2017.
Director Smith nominated Director Raymond.
Nominations for Vice Chair were called a second time. Director Breadner nominated Director Dunn.
Nominations for Vice Chair were called a third time. There were no further nominations.
RESOLUTION #5/17
MOVED BY: DON KETT
SECONDED BY: RON HOOPER
RESOLVED, THAT, the nominations for the position of Vice -Chair be closed.
CARRIED
Each candidate was asked if they would like to speak to their nomination.
Director Raymond advised that he would stand for Vice Chair, and that he accepted his nomination.
He shared that he looks forward to continuing to promote Kawartha Conservation and the value that it
brings to the area, and would like to further support staff with development.
Director Dunn declined the nomination.
The Election Chair declared Director Raymond acclaimed as Vice Chair for 2017 and congratulated him
accordingly.
The Election Chair stepped down and newly elected Chair Smith assumed the chair.
ADMINISTRATIVE RESOLUTIONS FOR 2017
Director Landry asked for clarification on Section 28 and the requirement for a special lawyer. Staff clarified.
RESOLUTION #6/17
MOVED BY: RON HOOPER
SECONDED BY: PETER RAYMOND
1) RESOLVED, THAT, the Royal Bank (Lindsay Branch) be appointed as the bank for Kawartha Region
Conservation Authority for 2017.
2) RESOLVED, THAT, the Kawartha Region Conservation Authority may borrow from the Royal Bank, at the
bank's prime rate of interest, up to the sum of THREE HUNDRED and FIFTY THOUSAND ($350,000.00)
DOLLARS necessary for its purposes until payment to the Authority of any grants and sums to be paid
to the Authority by the participating municipalities; and,
THAT, the normal signing officers of the Authority are hereby authorized to execute for and on behalf
of the Authority a promissory note or notes for the sum to be borrowed and to affix thereto the
corporate seal of the Authority; and,
THAT, the amount borrowed pursuant to this resolution together with interest thereon at the Royal
Bank's prime rate of interest be a charge upon the whole of the Authority by way of grants as and
when such monies are received and of sums received or to be received by the Authority from the
participating municipalities as and when such monies are received; and,
30
Board of Directors Meeting #1/17
Wednesday, January 25, 2017
Page 4 of 7
THAT, the normal signing officers of the Authority are hereby authorized and directed to apply in
payment of the monies borrowed pursuant to this resolution together with interest thereon at the
Royal Bank's prime rate of interest, monies received by the Authority by way of grants, or sums
received by the Authority from participating municipalities.
3) RESOLVED, THAT, for the year 2017, the firm of Hicks Morley Hamilton Stewart Storie LLP, be appointed
as solicitor for human resource matters, and,
THAT, Gardiner Roberts LLP, be appointed as the solicitors for matters dealing with planning and
regulations, and,
THAT, Warner & Cork, Barristers and Solicitors, be appointed as solicitor for general legal matters.
CARRIED
ANNUAL GENERAL MEETING DATE
Acting CAO Stephen advised that, pending the outcome of this discussion, staff are considering holding the
Annual General Meeting at the Port Perry Library. The suggestion of deferring the AGM meeting until March
revolves around the recent staff turnover who would normally assist with the meeting arrangements and
further to provide time for the CAO recruitment to be completed, permitting the successful candidate the
opportunity to attend the AGM.
RESOLUTION #7/17
MOVED BY: JORDAN LANDRY
SECONDED BY: PETER RAYMOND
RESOLVED, THAT, the Annual General Meeting be held on March 29th, 2017 at 4:30 p.m.
CARRIED
CANAL AND MITCHELL LAKE MANAGEMENT PLAN
Dave Pridham, Manager, Technical and Stewardship Services, gave an overview of the project and report,
and introduced Brett Tregunno, Aquatic Biologist, to further explain the Plan to the Board members.
Brett presented a power point presentation to the Board members and stated that this is the 4th lake
management plan to be developed by Kawartha Conservation and is a partnered project with Lake Simcoe
Region Conservation Authority.
For our part, the main focus is on the water quality in Canal and Mitchell Lakes, with the majority of
discussions surrounding the prolific aquatic vegetation growth (weeds) and invasive species together with
what specific action planning can be undertaken to manage and control the same. Staff responded to the
Board members' questions regarding the cost and/or funding of the implementation of the Plan, as well as
use of stewardship and any available grants.
RESOLUTION #8/17 MOVED BY: PETER RAYMOND
SECONDED BY: DON KETT
RESOLVED, THAT, the Subwatershed Plan and Implementation Plan for the Canal and Mitchell Lakes, Talbot
River and Whites Creek subwatersheds be endorsed.
CARRIED
PERMITS ISSUED BY DESIGNATED STAFF
Director Hooper asked if we keep a record of where fill originates for permits. Ron Warne, Acting Director,
31
Board of Directors Meeting #1/17
Wednesday, January 25, 2017
Page 5 of 7
Planning, Development and Engineering, responded through the Chair that minor fill applications must note
the source site of the fill and that it is mostly from local sites. Director Raymond had a question about the
location of the permit noted as being on Salmon Lake. Ron Warne responded through the Chair that that is a
generalized description to identify the property geographically.
RESOLUTION #9/17 MOVED BY: PAT DUNN
SECONDED BY: JORDN LANDRY
RESOLVED, THAT, the following list of Section 28 Permits issued between November 26, 2016 and January 6,
2017 (P2016-354, P2016-355, P2016-356, P2016-357, P2016-358, P2016-359, P2016-360, P2016-361, P2016-
362, P2016-363, P2016-364, P2016-365, P2016-366, P2016-367, P2016-368, P2016-369, P2016-370, P2016-
371, P2016-372, P2016-373, P2016-374, P2016-375, P2016-376, P2016-377, P2016-378, P2016-379, P2016-
380, P2017-001, P2017-002, P2017-003, P2017-004), be received, AND,
THAT, the permitting performance report be received.
CARRIED
PROGRAM / PROJECT UPDATES - DECEMBER 31, 2016
RESOLUTION #10/17
MOVED BY: PETER RAYMOND
SECONDED BY: CORD MILLER
RESOLVED, THAT, the staff report on programs and projects be received.
CARRIED
MONTHLY CAO REPORT
The Acting CAO presented her monthly report highlighting two Federal grants recently awarded to Kawartha
Conservation together with a generous donation received, all of which will permit the installation of an
elevator in the Administrative Building, an accessible washroom for outdoor education sessions and the
construction of the Marsh Lookout Viewing Platform. Further brief updates were given regarding Human
Resources matters, the Planning Approvals Task Force, the Mason Homes Large Fill Permit, the Kawartha
Lakes Management Plans, Implementation Project being re -submitted to the City of Kawartha Lakes, and the
Nogies Creek Waterway. She was pleased to report that the Trillium Lakes District School Board 2017 Eco
Summit will be hosted at Kawartha Conservation on April 21St, 2017 and will attract over 150 students and 30
schools to participate in numerous environmental stewardship activities.
RESOLUTION #11/17
MOVED BY: RON HOOPER
SECONDED BY: DON KETT
RESOLVED, THAT, the Acting CAO Monthly Report for meeting #1/17 be received.
CORRESPONDENCE
CARRIED
No correspondence was received for this meeting.
32
CLOSED SESSION
RESOLUTION #12/17
Board of Directors Meeting #1/17
Wednesday, January 25, 2017
Page 6 of 7
MOVED BY: DON KETT
SECONDED BY: ISAAC BREADNER
RESOLVED, THAT, the Board of Directors enters into closed session.
CARRIED
RESOLUTION #13/17 MOVED BY:
SECONDED BY
RESOLVED, THAT, the Board of Directors rises from closed session.
RESOLUTION #14/17
CARRIED
DON KETT
ISAAC BREADNER
MOVED BY: RON HOOPER
SECONDED BY: CORD MILLER
RESOLVED, THAT, Heather Stauble continue her involvement in the recruitment process for the CAO.
RESOLUTION #15/17
CARRIED
MOVED BY: PAT DUNN
SECONDED BY: PETER RAYMOND
RESOLVED, THAT, the Recruitment Committee carry out the instructions of the Board.
CARRIED
Director Kett thanked Gord Miller for all his expertise and assistance offered to the Recruitment Committee.
NEW BUSINESS
Director Kett addressed the Board seeking endorsement from Kawartha Conservation for Director Kett to
initiate a Provincial Working Group to examine the financial implications associated with rural communities
being located in the Greenbelt (as those communities are not entitled to apply for grants) by identifying
appropriate mitigation measures. Director Landry asked about the carbon tax issue and Director Kett
confirmed that it will one of the initiatives addressed. The Chair granted Heather Stauble permission to
address the Board from the gallery. She pointed out that there is the same sort of impact on rural
communities in the Oak Ridges Moraine (ORM). Director Kett advised that certain grants can be applied for
within the ORM.
RESOLUTION #16/17
MOVED BY: DON KETT
SECONDED BY: PAT DUNN
RESOLVED, THAT, Kawartha Conservation endorses Director Kett initiating the Provincial Working Group to
examine the financial implications associated with rural greenbelt municipalities to identify and recommend
possible solutions to mitigate any negative financial impact.
CARRIED
33
Board of Directors Meeting #1/17
Wednesday, January 25, 2017
Page 7 of 7
REPORTS AND UPDATES FROM BOARD MEMBERS
Director Landry: Director Landry shared that the Mayor of Cavan Monaghan is hosting a public
meeting about Hydro costs and will be speaking directly to the Minister of Energy thereafter.
It was noted that Directors Raymond, Kett and Rowett will be attending the ROMA conference next week.
ADJOURNMENT
Chair Smith thanked Heather Stauble for all her work during her time on the Board.
There being no further business, the meeting adjourned at 3:40 p.m.
RESOLUTION #17/17
RESOLVED, THAT, the meeting be adjourned.
Ted Smith
Chair
34
MOVED BY: PAT DUNN
SECONDED BY: RON HOOPER
CARRIED
Wanda Stephen
Acting CAO
Nty
DURHAM
COLLEGE
SUCCESS MATTERS
February 8, 2017
Adrian Foster, Mayor
Municipality of Clarington
40 Temperence Street
Bowmanville, ON LIC 3A6
Mayor Foster,
AGENDA
FIE( E I I ME D
FF8 99 4011
MUNICIPAUl), OF Cihii NGTON
M"001 'S OFFICE
The Durham College Board of Governors invites applications from members of the
public to serve in a voluntary capacity as an external governor. One position is
available for a three-year term starting Friday, September 1, 2017.
We are looking for an individual with executive or senior -level occupational experience
in the science and technology sector, combined with governance leadership
experience at a committee or board level.
As a local partner to the College, we ask that you assist us in the recruitment process
by sharing this notice of vacancy with colleagues or contacts who you think may be
interested and qualified. Additional information, including an application form, can be
found on our website at www.durhamcollege.ca/bog/vacancies.
Applications may be sent by mail or electronically and must be received on or before
Friday, February 24, 2017 at 4:30 p.m.
Please address applications to:
Durham College Board of Governors
Attention: Melissa Pringle, Corporate and Board Secretary
Gordon Willey Building, A140
2000 Simcoe Street North Oshawa, Ontario, L1 H 7K4
Email: melissa.pringle(a)_durhamcolleg e.ca
Sincerely,
Paul Macklin, Chair, Nominating Committee
Durham College Board of Governors
35
Oshawa Campus
2000 Simcoe Slrent North
Oshawa, Ontario, Canada L1H 7Y4
1 905 721 2000
www.durhamccllege.ca
■1■
I.lwo I t l�f�t.Tr
The Durham College Board of Governors invites applications from members of
the public to serve in a voluntary capacity as an external governor. One position
is available for a three-year term starting Friday, September 1, 2017.
The Board of Governors provides Durham College with community-based governance through impartial
stewardship on behalf of the public. It establishes expected institutional outcomes by setting the
college's vision, strategic direction and overall goals within the context of appropriate laws,
government policies and local needs.
Governors must be genuinely interested in post -secondary education and the welfare of our students,
while also energetically and actively committed to the advancement of the college. In addition to
attending board meetings, governors will serve on one standing committee of the board and may,
on occasion, be involved in special projects.
We are looking for an individual with executive or senior -level occupational experience in
the science and technology sector combined with governance leadership experience at a
committee or board level.
Durham College strives to have an inclusive board. Applicants will be assessed based on the protocol
established by the Ministry of Advanced Education and Skills Development including merit, diversity,
ability to support the strategic direction of the college and probity.
Application forms are available atwww.durhamcollege.ca/bog/vacancies. A complete
application includes a cover letter addressing the motivation to serve on the board, a detailed
resume highlighting qualifications and experience, and the completed form. Applications
may be sent by mail or electronically and must be received on or before Friday, February 24,
2017 at 4:30 p.m.
Throughout the recruitment process, Durham College provides accommodations to applicants with
disabilities. If you require accommodation, please contact the Corporate and Board Secretary who
will work with you to meet your needs. We thank all applicants for their interest however, only those
individuals selected for an interview will be contacted.
36
The Regional
Municipality
of Durham
Corporate Services
Department -
Legislative Services
February 10, 2017
Ms. Hida Manns, C�qir-
Durham Enviro . ntal Advisory Committee
c/o Regio urham Planning Division
605 land Road East, Level 4
itby, ON L1 N 6A3
RE: Durham Environmental Advisory Committee 2016
Annual Report and 2017 Workplan (2017 -COW -32)
Our File: C00
C) That the revisions to the Terms of Reference for the Durham
Environmental Advisory Committee be approved, as outlined in
Attachment #2 to Report #2017 -COW -32 of the Commissioner of
Planning and Economic Development; and
D) That a copy of Report #2017 -COW -32 of the Commissioner of
Planning and Economic Development be forwarded to the Durham
Environmental Advisory Committee and the area municipalities.
Please find enclosed a copy of Report #2017 -COW -32 for your
information.
Cheryl Ban el, Dipl. M.A.
Acting Regional Clerk
C Bltf
°serer"Jllence c: Please see attached list
toQr., .: rrfri;rr,es" If this information is required in an accessible format please contact
the Accessibility Co-ordinator at 1-800.372-1102 ext. 2009.
37
Ms. Manns, please be advised that Committee of the Whole of Regional
605 ROSSLAND RD. E.
PO BOX 623
Council considered the above matter.and at a meeting held on February
WHITBY ON Li N 6A3
8, 2017, Council adopted the following recommendations of the
CANADA
Committee:
905-668-7711
1-800-372-1102
Fax: 905-668-9963
A) That Report #2017 -COW -32 of the Commissioner of Planning and
Economic Development be repeived as the Durham
www.aurham.ca
Environmental Advisory Committee's 2016 Annual Report; .
Matthew L. Gaskell
of
Commissionererofg�
Environmental Advisory That the Durham EnviCommittee's 2017
Corporate Services
Workplan be approved, as outlined in Attachment #1 to Report
#2017 -COW -32 of the Commissioner of Planning and Economic
Development;
C) That the revisions to the Terms of Reference for the Durham
Environmental Advisory Committee be approved, as outlined in
Attachment #2 to Report #2017 -COW -32 of the Commissioner of
Planning and Economic Development; and
D) That a copy of Report #2017 -COW -32 of the Commissioner of
Planning and Economic Development be forwarded to the Durham
Environmental Advisory Committee and the area municipalities.
Please find enclosed a copy of Report #2017 -COW -32 for your
information.
Cheryl Ban el, Dipl. M.A.
Acting Regional Clerk
C Bltf
°serer"Jllence c: Please see attached list
toQr., .: rrfri;rr,es" If this information is required in an accessible format please contact
the Accessibility Co-ordinator at 1-800.372-1102 ext. 2009.
37
-2-
c: N. Wellsbury, Clerk, Town of Ajax
T. Gettinby, CAO/Clerk, Township of Brock
A. Greentree, Clerk, Municipality of Claring.ton
A. Brouwer, Clerk, City of Oshawa
D. Shields, Clerk, City of Pickering
J.P. Newman, Clerk, Township of Scugog
D. Leroux, Clerk, Township of Uxbridge
C. Harris, Clerk, Town of Whitby
B. Bridgeman, Commissioner of Planning and Economic Development
M. Blake, Project Planner
If this information is required in an accessible format, please contact 1-800-372-1102 ext. 2564
The Regional Municipality of Durham
Report
To: Committee of the Whole
From: Commissioner of Planning and Economic Development
Report: #2017 -COW -32
Date: February 1, 2017
Subject:
Durham Environmental Advisory Committee 2016 Annual Report and 2017 Workplan,
File A01-37
Recommendations:
That the Committee of the Whole recommends to Regional Council:
A) That Commissioner's Report #2017 -COW -32 be received as the Durham
Environmental Advisory Committee's 2016 Annual Report;
B) That the Durham Environmental Advisory Committee's 2017 Workplan be approved,
as outlined in Attachment 1, to Commissioner's Report #2017 -COW -32;
C) That the revisions to the Terms of Reference for the Durham Environmental Advisory
Committee be approved, as outlined in Attachment 2, to Commissioner's Report No.
2017 -COW -32; and
D) That a copy of Commissioner's Report #2017 -COW -32 be forwarded to the Durham
Environmental Advisory Committee and the area municipalities.
Report:
1. Purpose
1.1 The Durham Environmental Advisory Committee (DEAC) Terms of Reference (ToR)
requires the submission of an annual report to Committee of the Whole summarizing
the activities completed in the previous year. DEAC is also required to prepare a
proposed Workplan for the coming year and when necessary, recommend revisions
39
Report #2017 -COW -32
Page 2of5
to the ToR, for consideration and approval of Committee of the Whole and Council.
1.2 The purpose of this report is to:
• Summarize the activities of DEAC for 2016;
• Present the 2017 DEAC Workplan; and
• Recommend minor housekeeping revisions to the ToR.
2. 2016 Annual Report
Membership
2.1 DEAC is composed of seventeen members, including one member of Committee of
the Whole.
2.2 Membership at the end of 2016 was:
• Karen McDonald (Vice -Chair) (Member at Large);
• Hida Manns (Vice -Chair) (Clarington);
• Susan Clearwater (Member at Large);
• Geoff Carpentier (Scugog);
• Kim Sellers (Ajax);
• Cria Pettingill (Brock);
• Wendy Moss -Newman (Oshawa);
• Dr. Ozair Chaudhry (Pickering);
• Gwen Layton (Uxbridge);
• Ellen McRae (Chair) (Whitby);
• Kimberly Murray (Member at Large);
• Matt Thompson (Member at Large);
• Dimitri Stathopoulos (Member at Large);
• Claire Tincombe (Post -Secondary Member);
• Christopher Junop (Youth Member);
• Megan McGwire (Youth Member);
• Councillor Steve Parish (Committee of the Whole); and
• Councillor John Henry (Committee of the Whole - Alternate).
2.3 At the inaugural meeting of 2017, Hida Manns was elected as the new DEAC Chair.
Kim Sellers was elected as first Vice -Chair and Matt Thompson as second Vice -
Chair.
HE
Report #2017 -COW -32
Major Activities
Page 3of5
2.4 The role of DEAC is to provide advice to the Region on environmental matters. The
Committee also has a role in implementing and participating in community outreach
programs which support the growth of environmental awareness and appreciation in
the Region. During 2016, DEAC fulfilled this role by:
a) Expanding its knowledge by receiving presentations and engaging in discussion
on:
• Rouge National Park;
• Durham Sustainablity, Partners in Project Green;
• Central Lake Ontario Conservation Monitoring Review;
• Durham York Energy Centre; and
• Durham Community Energy Plan;
b) Providing advice to the Region on various issues including:
• Draft Provincial Pollinator Health Action Plan;
• Proposed Excess Soil Management Policy Framework;
• Conservation Authorities Act Review Priorities; and
• Co-ordinated (Provincial) Review of the Growth Plan, Greenbelt Plan,
Oak Ridges Moraine Conservation Plan and the Niagara Escarpment
Plan).
c) Administering the annual Environmental Achievement Awards Program to
recognize and acknowledge environmental achievements of individuals and
organizations in the public, private and non-profit sectors within Durham Region.
The awards were presented at a reception on May 12, 2016.
d) Participating on various stakeholder advisory committees including:
• Participation in the Southeast Collector Stakeholder Advisory
Committee;
• Participation in the Stakeholder Engagement Process for the Regional
Community Energy Plan;
• Participation on the Regional Transportation Master Plan Steering
Committee; and
• Participating in community events (including tree planting, garbage pick-
ups, and information sessions).
41
Report #2017 -COW -32
3. 2017 Workplan
Page 4 of 5
3.1 The proposed 2017 DEAC Workplan (Attachment 1), represents activities which are
considered to be a priority and achievable within the calendar year. The activities
are divided into four categories:
a) Policy Development and Implementation - Activities involve providing
advice on the formulation and implementation of land use planning policies to
the Planning and Economic Development Department and Committee of the
Whole. This includes: the Provincial Long -Term Energy Plan; Aggregate
Resource Act Review; the Regional Community Energy Plan; and
Transportation Master Plan Update;
b) Community Outreach and Stewardship - Activities that support community
environmental awareness. This includes continuing to promote and implement
the Environmental Achievement Awards Program and updating reference
materials on the DEAC website;
c) Committee Education and Development - Activities, such as presentations
and tours that enhance the members' knowledge of environmental issues;
and
d) Issues of Interest - Activities related to the monitoring of issues that DEAC
deems significant and may require future consideration.
4. Terms of Reference
4.1 The DEAC is guided by a Council approved ToR. The ToR outlines the goal,
mandate and scope of activities for the Committee. The proposed minor changes to
the DEAC ToR (Attachment 2) include:
• Updating references from "The Planning & Economic Development Committee"
to "The Committee of the Whole"; and
• Broadening the scope of DEAC's activities to include "environmental matters"
generally, as it relates to the policies of the Regional Official Plan.
42
Report #2017 -COW -32
5. Conclusion
Page 5of5
5.1 DEAC accomplished a great deal in 2016 and members should be commended for
the time and commitment they have invested in the activities of the Committee. In
2017, Amanda Bathe and Michael Blake will act as the Planning and Economic
Development staff liaisons.
5.2 It is recommended that:
• This report be received as DEAC's annual report on its 2016 activities;
• The proposed 2017 DEAC Workplan be approved (Attachment 1);
• The amended DEAC ToR be approved (Attachment 2); and
• A copy of this report be forwarded to the Durham Environmental Advisory
Committee and the area municipalities.
6. Attachments
Attachment #1: 2017 DEAC Workplan
Attachment #2: DEAC Terms of Reference
Respectfully submitted,
Original signed by
B. E. Bridgeman, MCIP, RPP
Commissioner of Planning and
Economic Development
Recommended for Presentation to Committee
Original signed by
G.H. Cubitt, MSW
Chief Administrative Officer
43
Attachment 1
DURHAM ENVIRONMENTAL ADVISORY COMMITTEE (DEAC)
2017 WORKPLAN
1. Policy Development and Implementation
a. Provide advice on:
• Regional Official Plan — input and advice on proposed amendments
• Coordinated (Provincial Plans) Review.
• Regional Transportation Master Plan Update.
• Long -Term Energy Plan.
• Environmental Assessment (EA) Studies.
• Public and/or Stakeholder Advisory Committees.
• Source Water Protection Plans.
• Environmental Bill of Rights postings.
2. Community Outreach and Stewardship
a. High Priority:
• Promote and continue to implement the Environmental Achievement
Awards.
• Participate in community environmental and stewardship events.
• Redesign and maintain the Environmental Information Guide, "Natural
Areas as Neighbours".
• Develop a home owner's guide to climate resilience.
b. Medium Priority:
• Update DEAC website materials.
• Natural Heritage Map.
• Establish a working relationship with the Durham Agricultural Advisory
Committee.
• Participate in Climate Change outreach activities/events hosted by the
Durham Region Roundtable on Climate Change.
3. Committee Education & Development
a. The Committee will expand its knowledge in some of the following issues:
• Energy (e.g. sources, alternatives, producers, efficiency, etc.).
• Recreational uses in the natural environment.
• Source water protection.
• Water quality.
• Human health and the environment.
• Green infrastructure and low impact development.
• Road salt.
• Species at Risk.
• Waste reduction and management progress.
• Lifecycle assessment of products and packaging (e.g. plastics).
• Microplastics.
• Forest, grassland and wetland health.
• Active transportation.
• Climate change.
• Pesticides and alternatives.
• Invasive species.
• Native species.
• Biodiversity.
• Urban sustainability.
• Air quality.
• Food security.
• Community gardens.
• Aggregate pit rehabilitation.
• Peat moss and top soil removal and restoration.
• Incineration, gasification and carbonization.
• Noise and light pollution.
45
4. Issues of Interest
a. The Committee will continue to monitor the following issues as prioritized by
current events:
• Conservation Authority initiatives and activities, such as Carruthers Creek
Watershed Plan Update and McLaughlin Bay Restoration Strategy.
• Provincial planning initiatives.
• Oak Ridges Moraine.
• Regional Official Plan Amendment applications.
• Water — groundwater, surface water, watersheds (e.g. Great Lakes
Protection Act).
• Transportation developments.
• Waterfront protection and development.
• Darlington Nuclear Generating Station refurbishment.
• Nutrient management planning.
• Future airport lands.
• Rouge National Urban Park.
• Urban forest/naturalization strategies.
• Energy from Waste Facility.
5. Meeting Schedule
Due to the Committee's workload, DEAC will schedule 11 meetings for 2017. In
general, meetings will take place on the second Thursday of each month.
Resources (Planning Division and Legislative Services) will be required to
accommodate the schedule and workload.
Attachment 2
Terms of Reference
Durham Environmental Advisory Committee
Goal
1.1 To provide advice to the Region of Durham on environmental plfig
matters, as expressed in the Durham Regional Official Plan.
2. Mandate
2.1 The Durham Environmental Advisory Committee (DEAC) is a volunteer
Advisory Committee established by Regional Council in accordance with
these Terms of Reference. Committee members are guided by these
Terms of Reference.
2.2 The Terms of Reference provide for a balance between activities referred
from the Planning and Economic Development Department or Reg+eRal
Planning and EGenomiG Development Committee of the Whole and a
provision for DEAC to be proactive and advise on matters identified on its
own initiative.
2.3 Environmental matters may be referred to the DEAC from the Regional
Planning and Economic Development Department or Planning aR
EGORemin Development Committee of the Whole. DEAC shall report
directly to Regional Planning and Cnenemin Development Committee of
the Whole and/or Regional Planning and Economic Development
Department, as appropriate.
3. Scope of Activities
3.1 The scope of the DEAC may include activities such as:
a) providing advice on environmental policy directions pursued by the
Region. This may include providing advice on official plan
amendments related to environmental policies or providing advice on
Regional environmental policies through an Official Plan review
process;
b) providing advice in the identification and implementation of new or
existing programs, approaches or policies relating to the protection,
sustainability and enhancement of natural resources and systems
within the Region in co-operation with other organizations where
appropriate. This may include investigating conservation easements,
47
land trusts, tree planting, environmental stewardship, new provincial
directions and funding grants;
c) providing advice in identifying and implementing community outreach
activities which support the growth of environmental awareness and
appreciation in Durham Region in co-operation with other
organizations where appropriate. This may include recommending and
assisting with educational workshops or homeowner guides which can
be used by the public in areas such as tree cutting, fertilizer use,
erosion control and general enhancement of the environment;
d) providing advice on Regional environmental data in co-operation with
other organizations where appropriate;
e) providing advice on the state of environmental resources such as
water resources and natural heritage features such as wetlands,
forests, and wildlife within Durham Region in co-operation with other
organizations where appropriate;
f) appointing a member of DEAC to participate on steering committees
for environmental impact studies related to Regional Official Plan
Amendment applications. In accordance with the Region's approved
EIS Guideline, a DEAC representative would participate in Regionally
co-ordinated EIS's and peer reviews; and
g) at the request of Planning and EGennmin Development Committee of
the Whole or the Regional Planning and Economic Development
Department, provide advice on miscellaneous matters as they arise.
4. Composition
4.1 The DEAC will be comprised of seventeen members in total. Thirteen of
which will be citizen members, one of which will be a Post -Secondary
Student member, two of which will be youth members, plus one member
of Planning and EGonomin Develonmen+ Committee of the Whole. The
thirteen citizen members, one Post -Secondary Student member and two
youth members shall not hold elected office (municipal, provincial or
federal). All members are regarded as private citizens and do not
represent their respective employers or advocacy group in their capacity
as a DEAC member.
4.2 Membership for citizen members shall correspond with the term of
Regional Council. Membership for Post -Secondary Student members and
youth members shall be a 1 year term, generally corresponding with the
school year. At the end of each term members will be asked to consider
their interest in remaining for an additional term. If a member chooses to
resign the Region will seek a replacement in accordance with Section 5.
2
However, citizen members shall continue to serve until their replacements
are appointed by Regional Council. At the discretion of the DEAC, non-
attendance of three consecutive meetings will be sufficient grounds for
replacement.
4.3 DEAC will strive to maintain a high level of relevant technical expertise
and competence in environmental issues within its membership.
5. Membership Selection
5.1 For the selection of citizen members, the Regional Planning and
Economic Development Department may place a newspaper
advertisement within each area municipality requesting expressions of
interest from individuals willing to volunteer for appointment to the DEAC.
Interested individuals will be required to provide a brief resume and
statement of interest. Responses from qualified candidates will be
forwarded to the respective area municipality with a request that the local
Council nominate one representative. Regional Planning and Economic
Development staff, from the remaining resumes received, will nominate a
sufficient number of members at large in order to bring the citizen
membership to thirteen. All members of the DEAC will be appointed by
Planning and EGennmiG Development Committee of the Whole and
Council.
5.2 Regional Council shall appoint a representative and an alternate to DEAC
from the members of MonniRg and EGOR Amin Deyelepmon+ Committee of
the Whole.
5.3 In nominating citizen members to the DEAC, regard shall be given to the
aim of achieving a combination of technical experts and community
representatives with knowledge of environmental and land use planning
matters. Regard shall also be given to residency within the Region and
availability to attend meetings. An elaboration of the selection criteria is
provided in Appendix 1, Section A, of the Terms of Reference. The
nomination of members at large will help to achieve the desire of a diverse
and balanced DEAC. All residents of Durham Region are eligible for
membership.
5.4 In the case of a citizen member vacancy, the approach described in
Sections 5.1 and 5.2 will generally be followed.
5.5 For the selection of Post -Secondary Student members, the Regional
Planning and Economic Development Department shall contact the
College/Universities in the Region of Durham, and request that students
be notified about the opportunity to volunteer with DEAC. Advertisements
may be placed in the school newspapers/websites. Students willing to
volunteer for DEAC shall submit a letter of interest, outlining their
3
knowledge about the environment. Regional Planning and Economic
Development staff will nominate one Post -Secondary Student member
from the responses received. Post -Secondary Student members will be
appointed by Dlonninn and GnOnE)min D8VeI„nmon+ Committee of the
Whole and Council.
5.6 In selecting Post -Secondary Student members, members must be
enrolled full-time in a College or University program and express an
interest in environmental matters. Consideration shall be given to the
individual's interests, level of participation and knowledge of
environmental issues in Durham Region and the planning process. The
relevance of their interests to the mandate of DEAC will be an important
consideration. Regard shall also be given to residency within Durham
Region for the school year and availability to attend meetings. An
elaboration of the selection criteria is provided in Appendix 1, Section B, of
the Terms of Reference.
5.7 In the case of a Post -Secondary Student member vacancy, the approach
described in Section 5.5 and 5.6 will generally be followed.
5.8 For the selection of youth members, the Regional Planning and Economic
Development Department shall contact the secondary schools in the
Region of Durham, and request that students be notified about the
opportunity to volunteer with DEAC. Students willing to volunteer for
DEAC shall submit a letter of interest, outlining their knowledge about the
environment. Regional Planning and Economic Development staff will
nominate two youth members from the responses received. Youth
members will be appointed by Planning and EGGROmi/+ Deyelepment
Committee of the Whole and Council.
5.9 In selecting youth members, consideration shall be given to ensure
representation from both the urban and rural communities. An elaboration
of the selection criteria is provided in Appendix 1, Section C of the Terms
of Reference.
5.10 In the case of a youth member vacancy, the approach described in
Section 5.8 and 5.9 will generally be followed.
6. Officers
6.1 A chair and two vice -chairs (first and second) will be elected annually by
the membership of the DEAC. The Planning and EGennmin Development
Committee of the Whole representative will chair the inaugural DEAC
meeting.
6.2 Post -Secondary Student members and youth members are not eligible to
sit as chair or vice -chair.
M
50
7. Support Services
7.1 The Commissioner of Planning and Economic Development or designate
shall serve as staff liaison to the DEAC. The liaison will provide
administrative, procedural and technical support to the DEAC.
7.2 The liaison will co-ordinate all requests for advice from the DEAC, through
meeting agendas and addenda to meeting agendas. DEAC responses to
such requests shall be co-ordinated by the liaison to the Planning and
Economic Development Department or MaRRORg and EGORemin
Deyelonmen+ Committee of the Whole.
7.3 The Region will provide secretarial and other support services. Regional
Council will provide a budget to cover the operational expenses of the
DEAC, and this budget will be administered by the PlanniRg and
EGenerniG Development Committee of the Whole.
8. Meetings
8.1 Regularly scheduled meetings of DEAC will be held once a month at the
Durham Regional Headquarters. The DEAC will establish a meeting
schedule at its inaugural meeting taking into account the business needs
and the schedule of Council and PlanniRg and EGORemin Deyelopmen+
Committee of the Whole. The DEAC shall provide Planning ap
EGORemin Development Committee of the Whole with a schedule of
meetings in December for the following year. Special meetings may be
held at the call of the Chair. Planning and EGOR Amin Development
Committee of the Whole is to be kept informed of such meetings.
8.2 Unless otherwise determined, all meetings will be open to the public. As a
formal advisory Committee to the Region, the DEAC is subject to the
Regional Procedural By-law, unless otherwise specified in the Terms of
Reference.
8.3 A quorum for a DEAC meeting shall consist of a majority of the sitting
DEAC members.
9. Delegations of Committee Meetings
9.1 Any person(s) wishing to appear before the DEAC as a delegate must
submit a request to the staff liaison in the Regional Planning and
Economic Development Department, advising of the topic or item to which
they wish to speak. All requests for delegations must be received at least
one week prior to the meeting to ensure that the delegation is included on
the agenda. Any person wishing to address the DEAC as a delegate, who
has not previously arranged to do so, may be granted permission to do so
only by Committee resolution.
6i
51
10. Minutes and Agenda
10.1 The minutes of each DEAC meeting will be amended as necessary and
approved at the following meeting. The unapproved minutes will be
forwarded to the next regularly scheduled PlonniRg and En„n„min
De„elopmen Committee of the Whole meeting. When approved, any
amendments will be forwarded to DlaRRiRg and EGeRemiG Development
Committee of the Whole. The DEAC agendas will be prepared by the
staff liaison and the DEAC chair or vice chair with input from other DEAC
members. As the first item of business at every meeting, the Committee
shall approve its agenda.
11. Committee Resolutions
11.1 The DEAC will seek to achieve consensus on decisions.
Recommendations are "carried" if supported by a majority. Only
resolutions as they appear in the adopted Minutes may be considered as
officially representing the position of the DEAC.
12. Annual Reports and Workplan
12.1 An annual report summarizing the activities completed in the previous
year shall be prepared by the DEAC. The annual report shall be
forwarded to Planning and EGenomin Development Committee of the
Whole.
12.2 An annual workplan with an estimate of the resources necessary and any
suggested revisions to the Terms of Reference for the coming year shall
also be prepared by the DEAC for consideration and approval by Planning
and EconommG De„elopmen Committee of the Whole and Council. To
avoid duplication, the DEAC shall ensure that the workplan is co-ordinated
with other environmental initiatives in the Region.
12.3 An annual review of the DEAC by Planning and Enenemin Development
Committee of the Whole will be completed to examine the effectiveness
of the Committee and to ensure continued improvements.
C:
52
APPENDIX 1
A) Citizen Membership Eligibility Criteria
To facilitate the nomination and appointment of new citizen members to the DEAC
the following criteria will be considered. The aim is to achieve a diverse committee
with a combination of technical experts and community representatives.
1. Residency
Members should reside in Durham Region.
2. Technical Expertise
A high level of technical expertise is required within the Committee. Applicants
with academic qualifications and/or work experience in environmentally -related
disciplines will be an important consideration.
3. Community Representatives
Consideration shall be given to the individual's level of participation and
knowledge of environmental issues and the planning process. The relevance of
their interests to the mandate of DEAC will be an important consideration.
4. Availability
It is important that an applicant be able to attend as many DEAC meetings as
possible and undertake work outside of the regular monthly meetings. An
applicant should be able to be contacted or reached during the day in order for
meetings to be arranged.
B) Post -Secondary Student Membership Eligibility Criteria
To facilitate the nomination and appointment of new Post -Secondary Student
members to the DEAC the following criteria will be considered.
1. Residency
Members should reside in Durham Region for the school year.
2. Education
Members must be enrolled full-time in a College or University program and
express an interest in environmental matters.
Consideration shall be given to the individual's interests, level of participation and
knowledge of environmental issues in Durham Region and the planning process.
7
53
The relevance of their interests to the mandate of DEAC will be an important
consideration.
3. Availability
It is important that an applicant be able to attend as many DEAC meetings as
possible and undertake work outside of the regular monthly meetings. An
applicant should be able to be contacted or reached during the day in order for
meetings to be arranged.
C) Youth Membership Eligibility Criteria
To facilitate the nomination and appointment of new youth members to the DEAC
the following criteria will be considered.
1. Residency
Youth members should reside in Durham Region.
2. Education
Youth members must be enrolled in Grade 11 or Grade 12 and express an
interest in environmental matters.
3. Availability
It is important that an applicant be able to attend as many DEAC meetings as
possible. An applicant should be able to be contacted or reached during the day
in order for meetings to be arranged.
4. Letter of Reference/Suaaort
Applicants for youth membership must include a letter of reference from their
school and a letter of parental/guardian support with their expression of interest.
FQ
54
February 10, 2017
Mr. Terry Clayton, Ch-air—
Durham Trail Co r inating Committee
c/o Regiop of urham Planning Division
60 s- land Road East, Level 4
,IAfhitby, ON L1 N 6A3,
The Regional
Municipality
of Durham
RE: Durham Trail Coordinating Committee (DTCC) 2016
Annual Report and .2017 Workplan (2017 -COW -29)
Corporate Services
Our File: C00
department -
Legislative Services
Mr. Clayton, please be advised that Committee of the Whole of Regional
605 ROSSLAND RD. E.
PO BOX 623
Council considered the above matter and at a meeting held on February
WHITBY ON L1 N 6A3
8, 2017, Council adopted the following recommendations of the
CANADA
Committee:
905-668-7711
1-800-372-1102
A) That Report #2017 -COW -29 of the Commissioner of Planning and
Fax: 905-668-9963
Economic Development be received as the Durham Trail
www.durham.ca
Coordinating Committee's 2016 Annual Report;
Matthew L. Gaskell
Commissioner of
g That the Durham Trail Coordinating Committee's 2017 Workplan
) 9 I?
Corporate Services
be approved, as outlined in Attachment #1 to Report #2017 -COW -
29 of the Commissioner of Planning and Economic Development;
C) That the Terms of Reference for the Durham Trail Coordinating
Committee be approved, as outlined in Attachment #2 to Report
#2017 -COW -29 of the Commissioner of Planning and Economic
Development; and
D) That a copy .of Report #2017 -COW -29 of the Commissioner of
Planning and Economic Development be forwarded to the area
municipalities, conservation authorities and other primary trail
providers.
Please find enclosed a copy of. Report #2017 -COW -29 for your
information.
Cheryl Banel, Dipl. M.A.
Acting Regional Clerk
C Bltf
ce
c: Please see attached list
h;tles" If this information is required in an accessible format, please contact
0.11 1",
the Accessibility Co-ordinator at 1-800-372-1102 ext. 2009.
55 x
-2-
c: N. Wellsbury, Clerk, Town of Ajax
T. Gettinby, CAO/Clerk, Township of Brock
A. Greentree, Clerk, Municipality of Clarington
A. Brouwer, Clerk, City. of Oshawa
D. Shields, Clerk, City of Pickering
J.P. Newman, Clerk, Township.of Scugog
D. Leroux, Clerk, Township of Uxbridge
C. Harris, Clerk, Town of Whitby
C. Darling, Chief Administrative Officer, Central Lake Ontario
Conservation Authority
L. Laliberte, CAO/Secretary Treasurer, Ganaraska Region
Conservation Authority
R. Messervey, Chief Administrative Officer, Kawartha Conservation
M. Walters, Chief Administrative Officer, Lake Simcoe Region
Conservation Authority
B. Denney, Chief Administrative Officer, Toronto & Region Conservation
Authority
B. Bridgeman, Commissioner of Planning and Economic Development
S. McEleney, Planner
56 10
If this information is required in an accessible format, please contact 1-800-372-1102 ext. 2564
The Regional Municipality of Durham
Report
To: Committee of the Whole
From: Commissioner of Planning and Economic Development
Report: #2017 -COW -29
Date: February 1, 2017
Subject:
Durham Trail Coordinating Committee (DTCC) 2016 Annual Report and 2017 Workplan
File: A01-40
Recommendations:
That the Committee of the Whole recommends to Regional Council:
A) That Commissioner's Report #2017 -COW -29 be received as the Durham Trail
Coordinating Committee's 2016 Annual Report;
B) That the Durham Trail Coordinating Committee's 2017 Workplan be approved, as
outlined in Attachment 1, to Commissioner's Report #2017 -COW -29;
C) That the Terms of Reference for the Durham Trail Co-ordinating Committee be
approved, as outlined in Attachment 2, to Commissioner's Report #2017 -COW -29;
and
D) That a copy of Commissioner's Report #2017 -COW -29 be forwarded to the area
municipalities, conservation authorities and other primary trail providers.
Report:
1. Purpose
1.1 The Durham Trail Co-ordinating Committee (DTCC) Terms of Reference (ToR)
requires the submission of an annual report to Regional Council summarizing the
activities of the previous year. The DTCC is also required to prepare a Workplan
for the coming year and when necessary, recommend revisions to the ToR for
consideration and approval of Committee of the Whole and Regional Council.
57
Report #2017 -COW -29
1.2 The purpose of this report is to:
Page 2of4
a. Summarize the activities of the DTCC for 2016;
b. Present the 2017 Workplan; and
C. Recommend minor housekeeping changes to the Terms of Reference.
2. 2016 Annual Report
Membership
2.1 The DTCC is comprised of sixteen members, including one Council representative
and one citizen volunteer from each area municipality. Membership at the end of
2016 was as follows:
• Shaun Collier (Regional Councillor, Ajax);
• Mark Weist (Ajax);
• Gord Lodwick (Municipal Councillor, Brock);
• Terry Clayton (Brock) — Chair;
• Joe Neal (Regional Councillor, Clarington);
• Paul Davidson (Clarington);
• Dan Carter (Regional Councillor, Oshawa);
• Keith Jones (Oshawa) — Vice -Chair;
• David Pickles (Regional Councillor, Pickering);
• Vacant (Pickering);*
• Jennifer Back (Municipal Councillor — Scugog);
• Ian McDougall (Scugog);
• Elizabeth Roy (Regional Councillor — Whitby);
• Carol Slaughter (Whitby);
• Jack Ballinger (Regional Councillor — Uxbridge);
• David Taylor (Uxbridge).
*At its meeting on January 18, 2017, Regional Council confirmed Mr. Azmat
Mujeeb as Pickering's citizen volunteer member.
Major Activities
2.2 The primary role of the DTCC is to monitor and assist with the implementation of
the Regional Trail Network (RTN). In 2016, the DTCC fulfilled this role by:
a. Updating its Five -Year Trail Priority Plan to include planned trail projects
which would impact the RTN over the next five years; and
Report #2017 -COW -29
b. Receiving presentations and engaging in discussions on:
Page 3 of 4
• The Township of Uxbridge Heritage Canada funding application to
celebrate Canada's 150th Birthday in 2017 with a "Canada Walks the
150" trail event;
• On-going progress regarding the installation of Durham Trail signs at
key locations on the RTN;
• Opportunities available through conservation authorities to fund trails;
• Trail activities and projects occurring in the Township of Uxbridge;
• Tourism related partnership opportunities for trail providers as part of
Central Counties Tourism's Integrated Trails Strategy;
• Strategies and plans to advance provincial trail projects through the
Ontario Trails Council;
• Gaps in the TransCanada Trail through north Pickering; and
• Oshawa's Active Transportation Advisory Committee and its role in
implementing a continuous active transportation network, including
trails.
3. 2017 Workplan
3.1 The proposed 2017 DTCC Workplan (Attachment 1), represents activities which are
considered to be a priority and achievable within the calendar year. The activities
are divided into three categories:
a. Coordination of Trail Activities - Includes the co-ordination and facilitation
of inter -municipal trail development and planning that implements the RTN,
including developing a Vision for future Regional trail planning;
b. Outreach, Education and Advocacy — Actively promoting awareness and
use of the RTN as a tourism benefit and to appreciate the natural features of
Durham's trails; and
C. Monitoring Trail Implementation — Activities include updating the Regional
Trail Network (RTN) based on input from Durham trail providers.
4. Terms of Reference (ToR)
4.1 The DTCC is guided by a Council approved ToR. The ToR outlines the goal,
mandate and scope of activities for the Committee. The proposed minor changes to
the DTCC ToR (Attachment 2) include:
a. Updating references from "Regional Planning & Economic Development
Committee" and "Regional Committees" to "Committee of the Whole"; and
59
Report #2017 -COW -29
Page 4 of 4
b. Updating references from "Clerks Department" to "Legislative Services
Division".
5. Conclusion
5.1 The DTCC continues to work effectively towards its mandate. To this end, the
Committee has undertaken a number of activities related to the implementation and
promotion of the RTN. Members should be commended for their achievements and
dedication in 2016. Sandra McEleney will continue as the Planning and Economic
Development staff liaison in 2017.
5.2 It is recommended that:
• This report be received as the DTCC's Annual Report on its 2016
activities;
• The proposed 2017 DTCC Workplan be approved;
• The revisions to the ToR be approved; and
• A copy of this report be forwarded to the area municipalities,
conservation authorities and other primary trail providers.
6. Attachments
Attachment #1: 2017 Workplan
Attachment #2: DTCC Terms of Reference
Respectfully submitted,
Original signed by
B. E. Bridgeman, MCIP, RPP
Commissioner of Planning and
Economic Development
Recommended for Presentation to Committee
Original signed by
G.H. Cubitt, MSW
Chief Administrative Officer
Attachment 1
DURHAM TRAIL CO-ORDINATING COMMITTEE
0(DTCC) TRAILS
� 1
2017 WORKPLAN
Co-ordination of Trail Activities
• Co-ordinate and facilitate inter -municipal trail development and planning that
implements the Regional Trail Network (RTN):
o Receive presentations from DTCC members and local municipal staff on
current trail status and planning activities within their respective
municipalities with the objective of information sharing and identification of
local activities to implement the RTN;
o Receive presentations from other trail groups and a variety of other
external stakeholders with the objective of advocating implementation of
the RTN; and
o Assist in the co-ordination of inter -municipal efforts, resolving trail
development obstacles and identifying priority linkages.
Aid in the inter -regional and provincial co-ordination of trail systems that are
consistent with the RTN through the following activities:
o Facilitate linkages to trails in York Region, the City of Kawartha Lakes,
Northumberland County and the City of Toronto; and
o Network with other trail committees and/or groups on a regular basis.
In conjunction with relevant trail stakeholders, implement the installation of
Durham Trails signs at key junctions on the RTN which meet approved
protocols.
• Develop a Vision for future Regional trail planning.
Outreach, Education and Advocacy
• Promote the awareness and use of the RTN as a tourism benefit and as a
means to appreciate the natural features of Durham trails through various
promotional events;
• Participate in the Durham Environmental Advisory Committee (DEAC)
Environmental Achievement Awards program by nominating an individual or
organization in an appropriate category recognizing their contributions to trails
development; and
61
• Advocate for long term trail connections on the RTN.
Monitor Trail Implementation
• Update the RTN based on the most recent trails data;
• Monitor and report to Committee of the Whole on the implementation of the
RTN; and
Update the Five -Year Trail Priority Plan.
62
New wording is shown in bold and deleted wording is shown in strike threug,
7777m))))
DURHAM
REGION
DURHAM TRAIL CO-ORDINATING COMMITTEE
Terms of Reference
1.1 Goal
Attachment 2
TRAILS
1.2 To expand, enhance and promote a public regional trail system connecting
Durham's municipalities that supports active and healthy community lifestyles.
2. Mandate
2.1 The Durham Trail Coordinating Committee (DTCC) is an ad hoc committee of
Regional Council and is guided by these Terms of Reference. The DTCC reports
through Regional Planning and EGonnmin Development Committee of the Whole
to Regional Council.
2.2 The mandate of the DTCC is to co-ordinate and implement a Regional Trail
Network to:
• interconnect and enhance the Lake Ontario waterfront trail system;
• further the trail system of the Lake Scugog waterfront; and
further a regional trail system that establishes connections between:
o area municipalities;
o the Oak Ridges Moraine and Lakes Ontario, Scugog and Simcoe;
0 other key destination points such as marinas, parks, conservation
authority owned lands and the Trent Severn Waterway; and
o trails beyond the Region's boundaries
2.3 For the purposes of this Terms of Reference, a "trail" is defined as:
• a trail route on land or water with protected status and public access for
recreation or transportation purposes. Activities that are typically performed
along a trail can include walking, jogging, motorcycling, hiking, bicycling,
horseback riding, mountain biking, canoeing, kayaking, snowmobile or ATV
driving, bird watching, nature observation or backpacking.
2.4 In co-ordinating and implementing the Regional Trail Network the DTCC shall
adhere to the following guiding principles:
63
• a focus on a recreational trail system, primarily located off road and either
publicly owned or publicly accessible;
• a recognition of the differing needs of users within urban and rural areas and
where appropriate restrict trail uses;
• the protection of natural heritage features and functions;
• consultation with other stakeholders throughout the process of developing the
network and its implementation; and seeking funding partners to support trail
enhancements and acquisition.
2.5 The DTCC, in consultation with the participating area municipalities, will facilitate
the implementation of the approved Regional Trail Network including funding
opportunities.
3. Scope of Activities
3.1 The scope of the DTCC activities will include assisting in the implementation of the
approved Regional Trail Network by:
• co-ordinating trail planning and development efforts that implements
the Regional Trail Network;
• promoting the use and awareness of the Regional Trail Network;
• identifying potential funding and partnership opportunities;
• establishing and maintaining a five year implementation budget for a
regional trail system in consultation with the area municipalities. The
budget shall include funding priorities for regional trail enhancements
and the development of a regional trail network;
• recommending to Regional Council on an annual basis the required
funds to implement the Regional Trail Network;
• monitoring the implementation of the Regional Trail Network;
• establishing a trails recognition program; and
• considering accessibility issues. For example, at appropriate feature
points on the Regional Trail Network.
4 Composition and Membership Selection
4.1 In accordance with the Regional Council resolution, the DTCC will be comprised
of up to sixteen voting members with a minimum of five area municipalities
participating.
4.2 Regional Council shall appoint up to one Regional Councillor from each area
municipality, with a minimum of five municipalities being represented. If unable
to appoint a Regional Councillor from a municipality, a local Councillor may be
substituted.
4.3 Each participating area municipality shall appoint one volunteer member of the
public to sit on the DTCC.
4.4 The term of membership shall coincide with the Term of Regional Council at the
discretion of the DTCC, non-attendance of three consecutive meetings will be
sufficient grounds for replacement.
5 Officers
5.1 A chair and a vice -chair will be elected by the DTCC membership. The Regional
Planning and Economic Development Commissioner or his designate will chair
the inaugural DTCC meeting.
6 Support Services
6.1 The Commissioner of Planning and Economic Development shall appoint a staff
liaison to support the activities of DTCC. The liaison will provide administrative,
procedural and technical support to the DTCC and will utilize the Technical
Support Group noted in 6.3 as deemed necessary.
6.2 Regional Clerks DepaFt'''' ent Legislative Services Division will provide
secretarial and other support services. Regional Council will as necessary
provide a budget to cover the operational expenses of the DTCC and this budget
will be administered by the Planning and Economic Development Department.
6.3 A Technical Support Group, consisting of Regional staff, area municipal staff and
representatives from other appropriate agencies (e.g. Conservation Authorities
and the Waterfront Regeneration Trust) shall be established to provide technical
advice and expertise to the DTCC. The DTCC may invite stakeholders and/or
individuals with specialized expertise to attend meetings on an as needed basis.
6.4 The liaison from the Regional Planning and Economic Development Department
shall contact participating area municipalities and other agencies to establish the
Technical Support Group.
65
7 Meetings
7.1 The DTCC will establish a meeting schedule at its inaugural meeting, taking into
account the business needs and the schedule of Regional Committees
Committee of the Whole/Council. Special meetings may be held at the call of
the Chair.
7.2 Unless otherwise determined, all meetings will be open to the public. As an ad
hoc Committee, the DTCC is subject to the Regional Procedural By-law, unless
otherwise specified in the Terms of Reference.
7.3 Notwithstanding the Regional Rules of Procedure By-law, the quorum for DTCC
meetings shall be six members (ie. 2/3 of the majority 9).
8 Delegations at Committee Meetings
8.1 Any person(s) wishing to appear before the DTCC as a delegation must submit a
request to the staff liaison, advising of the topic or item to which they wish to
speak. All requests for delegations must be received at least one week prior to
the meeting to ensure the inclusion in the agenda. Any person wishing to
address the DTCC as a delegate, who has not previously arranged to do so, may
be granted permission to do so only by Committee resolution.
9 Minutes and Agenda
9.1 The minutes of each DTCC meeting will be amended as necessary and
approved at the following meeting. The unapproved minutes will be forwarded to
the Regional Clerk for inclusion in the next regularly scheduled meeting of
RegiE)nol RlanniRg and CnOnE)min Deyel„nmon+ Committee of the Whole. When
approved, any amendments will be forwarded to Glerks Department
Legislative
Services Division. The DTCC agendas will be prepared by the staff liaison
and/or the clerks Department Legislative Services Division, along with the
DTCC chair or vice -chair, with input from other DTCC members.
10 Committee Resolutions
10.1 The DTCC will seek to achieve consensus on decisions. Recommendations are
`carried' if supported by a majority. Only resolutions as they appear in the
adopted Minutes may be considered as officially representing the position of the
DTCC.
11 Annual Reports and Workplan
11.1 An annual report summarizing the activities completed in the previous year shall
be prepared by the DTCC. The annual report shall be forwarded to Planning and
EGOROMOG Development Committee of the Whole.
m •
11.2 An annual workplan with an estimate of the resources necessary and any
suggested revisions to the Terms of Reference for the coming year shall also be
prepared by the DTCC for consideration and approval by Planning and Gnnnnmin
Devel Amon+ Committee of the Whole and Council.
11.3 An annual review of the DTCC by DlonniRg and EGOR Amin Development
Committee of the Whole will be completed to examine the effectiveness of the
Committee and to ensure continued improvements.
67
Marian Timmermans
72 Ontario Street,
Bowmanville ON L1 C 2S9
Donna Metcalf -Woo
293 Andrew Street,
Newcastle ON L1 B 1 K3
February 10, 2017
Dear Mayor Foster and Members of Clarington Council,
Bowmanville is at jeopardy of losing 160 of its 244 Long -Term Care (LTC) beds.
Durham Christian Homes intends to take 160 of its 244 LTC Beds from the community of Bowmanville and
move them to a proposed, new build, LTC home on their current site of rental apartments for seniors on
Glen Hill Dr. Whitby
Since the Ministry Of Health and Long -Term Care will not release newly licensed LTC beds in Ontario,
Durham Christian Homes wants to pull the beds that they own the licenses to in Bowmanville, (Marnwood
and Strathaven) and move them to Whitby.
Families at the Bowmanville Long Term Care Homes have been advised that Marnwood (60 beds) will
close and Strathaven will lose 100 beds as soon as the new build in Whitby is complete.
Communities across Ontario already struggle to place their elderly and loved ones requiring LTC in a bed
close to home. The loss of 160 beds will only leave 171 beds for all of Clarington (84 in Bowmanville and
87 in Newcastle)!
What effect will this have -
• Residents in a LTC home want and need to be near family. Families of residents are most
satisfied when they have easy access to their family member.
• 180 patients in Lakeridge Health are currently awaiting for an alternate level of care. Some
of these 180 patients are waiting in the Bowmanville site. Acutely ill patients are unable to
get a bed as a result and the emergency department becomes backlogged with admitted
patients and sometimes OR's have to be cancelled to accommodate the volumes.
• Many of the employees of Strathaven are local and it is important to them to be near their
children's schools and to not spend time on commuting. Let's keep their jobs in our
community!
The reassignment of 160 LTC beds from Bowmanville to Whitby will be a huge loss to our community.
We ask that you support keeping our current LTC beds in our community; Please make your support to
keep beds in Clarington known to our provincial and federal members of parliament. We ask that you also
send a strong message to the provincial government asking for additional LTC licenses in Ontario.
Please do not allow 160 beds to be removed from our community. We cannot afford to loose these much
needed beds.
Regards,
Marian J. Timmermans R.N.
mjtimmermans(o sympatico.ca
905 623 7239
Donna Metcalf -Woo
d.metcalfwoo a@rogers.com
905.987.3388
Clari►igton
Engineering Services
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: March 6, 2017
Report Number: EGD -007-17 Resolution:
File Number: B.02.30.003 By-law Number:
Report Subject: Gay Family Partnership Subdivision Phases 1 and 2, Courtice, Plans
40M-1939 and 40M-2489
`Certificate of Acceptance' and `Assumption By-law',
Final Works Including Roads and Other Related Works
Recommendations:
1. That Report EGD -007-17 be received;
2. 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 Plans 40M-1939 and 40M-2489;
3. That Council approve the by-law attached to Report EGD -007-17 assuming certain
streets within Plans 40M-1939, 40M-2489, and adjacent Plans 40M-1839 and 40R-16748
as public highways; and
4. That all interested parties listed in Report EGD -007-17 be advised of Council's decision.
70
Municipality of Clarington
Resort EGD -007-17
Report Overview
Paae 2
This report concerns Gay Family Partnership Subdivision Phase 1 and 2. It requests
Council's permission to issue the required Certificate of Acceptance for the Final Works, as
well as approve a by-law to assume certain streets within Plans 40M-1939, 40M-2489, 40M-
1839 and 40R-16748 as public highways.
1. Background
1.1 The Subdivision Agreement
The Corporation of the Municipality of Clarington entered into a Subdivision Agreement,
registered September 1, 1998, with The Gay Family Partnership to develop lands by plan
of subdivision, located in Courtice and described as Plans 40M-1939 and 40M-2489
(Attachment 1). The agreement required the developer to construct all roadworks,
including hot -mix paving, sidewalks, curb and gutter, street trees, a storm drainage
system and streetlights, hereinafter referred to as the `Works'.
1.2 The Subdivision Agreement provides for:
a) Initial Works
These were issued a `Certificate of Completion' and subsequent `Certificate of
Acceptance' by the Director of Engineering Services.
b) Street Lighting System
These were issued a `Certificate of Completion' and subsequent `Certificate of
Acceptance' by the Director of Engineering Services.
c) Final Works
The Phase 1 Final Works, which include all surface works such as curb and gutter,
sidewalk, hot mix paving, boulevard works and street trees, were issued a
`Certificate of Completion' dated December 1, 2000. This initiated a one (1) year
maintenance period, which expired on December 1, 2001. The Works were re-
inspected at that time, and, although the developer experienced lengthy delays in
resolving all outstanding agreement issues, all deficiencies have now been rectified
to the satisfaction of the Director of Engineering Services.
The Phase 2 Final Works, which include all surface works such curb and gutter,
sidewalk, hot mix paving, boulevard works and street trees, were issued a
`Certificate of Completion' dated November 23, 2015. This initiated a one (1) year
maintenance period, which expired on November 23, 2016. The Works were re-
inspected at that time, and all deficiencies have now been rectified to the
satisfaction of the Director of Engineering Services.
71
Municipality of Clarington
Resort EGD -007-17
2. Proposal
Paae 3
2.1 It is now appropriate to issue a `Certificate of Acceptance' for the Phase 1 and Phase 2
Final Works. The Subdivision Agreement requires Council approval prior to the issuance
of the `Certificate of Acceptance' fort the Phase 1 and 2 Final Works.
2.2 Further to the issuance of a `Certificate of Acceptance', a by-law is required to permit the
Municipality to assume certain streets within Plans 40M-1939, 40M-2489, and adjacent
Plans 40M-1839 and 40R-16748 as public highways (Attachment 2).
3. Concurrence
Not Applicable
4. Conclusion
It is respectfully recommended that the Director of Engineering Services be authorized to
issue a `Certificate of Acceptance' for the Phase 1 and Phase 2 Final Works, which
includes final stage roads and other related Works constructed within Plans 40M-1939
and 40M-2489, and that Council approve the by-law attached to Report EGD -007-17
assuming certain streets within Plans 40M-1939, 40M-2489, and adjacent Plans 40M-
1839 and 40R-16748 as public highways.
3. Strategic Plan Application
Not Applicable
Submitted by. Reviewed by:
Anthony S. Cannella, C.E.T.
Director of Engineering Services
Curry Clifford, MPA, CMO
Interim CAO
Staff Contact: Tony Ricciardi, Manager of Construction, Engineering Services, 905-623-3379
ext. 2322 or tricciardi@clarington.net
AC/TR/mb/jb
72
Municipality of Clarington
Resort EGD -007-17
Attachments:
Attachment 1 — Key Map
Attachment 2 — Proposed By-law
The following is a list of the interested parties to be notified of Council's decision:
Lawson Gay, The Gay Family Partnership
73
Paae 4
o�
x
L) CALECHE
Gay Family Partnership
Subdivision, Phase 1
Plan 40M-1939
I i si low
rl III
Hwy. No. 2
Gay Family Partnership
/Subdivision, Phase 2
r Plan 40M-2489
Part 2 on
Plan 40R-16748
IF II��
Block 47,on
Plan 140M-1839
AVONDAL.E DRIVE
Part 3 on
Plan 40R-16748
AVENUE
in 8 on IT
10R-116748
SAN DRINGH
AM DRIVE
COURTICE
74 KEY MAP
DRAWN BY:
E.L.
DATE:
February 16, 2017
REPORT EGD -007-17
ATTACHMENT No. 1
FILE NAME:
40M-1939 2489.mxd
tachments Post ESRI Upgrade
0
Municipality of Clarington
Attachment 2 to
EGD -007-17
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW NO. 2017 -
Being a By-law to establish, lay out and dedicate certain lands as public
highways in the Municipality of Clarington, to assume certain streets within
the Municipality of Clarington as public highways in the Municipality of
Clarington, and to name them.
The Council of The Corporation of the Municipality of Clarington hereby enacts as
follows:
1. That the block shown on Plan 40M-1939, and listed below in this section, being in the
Municipality of Clarington, in the Regional Municipality of Durham, is hereby established,
laid out, and dedicated by the Corporation of the Municipality of Clarington as public
highway:
Block 18 (0.3 metre reserve)
2. That the block shown on Plan 40M-1839, and listed below in this section, being in the
Municipality of Clarington, in the Regional Municipality of Durham, is hereby established,
laid out, and dedicated by The Corporation of the Municipality of Clarington as public
highway:
Block 47 (0.3 metre reserve)
3. That the streets and block shown on Plan 40M-1939, and listed below in this section, being
in the Municipality of Clarington, in the Regional Municipality of Durham, are hereby
accepted by The Corporation of the Municipality of Clarington as public highways, and
assumed by the said Corporation for public use:
Caleche Avenue
Maplefield Drive (now Richard Gay Avenue)
Block 18 (0.3 metre reserve)
4. That the block shown on Plan 40M-1839, and listed below in this section, being in the
Municipality of Clarington, in the Regional Municipality of Durham, is hereby accepted by
The Corporation of the Municipality of Clarington as public highway, and assumed by the
said Corporation for public use:
Block 47 (0.3 metre reserve).
75
Municipality of Clarington
Attachment 2 to
EGD -007-17
5. That the streets shown on Plan 40M-2489, and listed below in this section, being in the
Municipality of Clarington, in the Regional Municipality of Durham, are hereby accepted
by The Corporation of the Municipality of Clarington as pubic highways, and assumed by
the said Corporation for public use:
Avondale Drive
Richard Gay Avenue
6. That the following lands are hereby established as public highway, assumed by the
Corporation for public use and assigned the names set out below:
Land Established as Public Highway
Part of lot 30, Concession 2,
Designated as Parts 2 and 3 on Plan
40R-16748
Part of lot 30, Concession 2,
Designated as Part 8 on Plan
40R-16748
BY-LAW passed in open session this t" day of
76
Name
Avondale Drive
Caleche Avenue
Adrian Foster, Mayor
2017.
C. Anne Greentree, Municipal Clerk
Clarington
Engineering Services
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: March 6, 2017
Report Number: EGD -009-17 Resolution:
File Number: G.10.20.02 By-law Number:
Report Subject: OCIF Top -Up Application - Execution of Agreement
Recommendations:
1. That Report EGD -009-17 be received;
2. That the By-law attached to Report EGD -009-17 as Attachment 2 to Report EGD -009-17
be approved; and
3. That all interested parties listed in Report EGD -009-17 and any delegations be advised
of Council's decision.
77
Municipality of Clarington
Resort EGD -009-17
Report Overview
Paae 2
In October, 2016, the Municipality of Clarington submitted an application to the Province of
Ontario for funding under their Ontario Community Infrastructure Fund (OCIF) Top -up
Application Component. Clarington has been approved for funding in the amount of
$17,110. This report is to create a By-law authorizing staff to execute the agreement with the
Province of Ontario.
1. Background
The Ontario Community Infrastructure Fund (OCIF) program includes a formula based
component, and a top -up application based component.
In October, 2016 the Municipality of Clarington submitted an application to the province
for funding under the OCIF top -up application based component. The submitted project is
for installation of streel beam guide rail on Leskard Rd, south of Concession Rd 7, where
there is a steep embankment hazard. Clarington was approved for the maximum we were
eligible to receive under this program, $17,110.
2. Proposal
A copy of the notification letter from the Ministry of Agriculture, Food and Rural Affairs
outlining the funding approval and the requirements for execution of the agreement is
provided as Attachment 1. This report is to create a by-law authorizing staff to execute
the agreement with the Province.
The Province has agreed to extend the deadline submitting the signed and sealed
agreement and by-law until after the regularly scheduled Council meeting on March 20,
2017.
3. Concurrence
This report has been reviewed by the Director of Finance/Treasurer who concurs with the
recommendations.
4. Conclusion
It is respectfully recommended that the Mayor and Clerk be authorized to execute the
funding agreement between the Province of Ontario and the Municipality of Clarington
and that the By-law, provided as Attachment 2 to Report EGD -009-17, be approved.
Municipality of Clarington
Resort EGD -009-17
5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Paae 3
Submitted by: Reviewed by:
Anthony Cannella, Curry Clifford, MPA, CMO
Director of Engineering Services Interim CAO
Staff Contact: Sean Bagshaw, Capital Works Engineer, 905-623-3379 x2320 or
sbagshaw@clarington.net
AC/RA/sb/jb
Attachments:
Attachment 1 - Notification letter from Ontario Ministry of Agriculture, Food and Rural Affairs
Attachment 2 - By-law to authorize staff to execute the OCIF Top -Up agreement
The following is a list of the interested parties to be notified of Council's decision:
Joel Locklin, Manager, Infrastructure Renewal Programs, Rural Programs Branch
79
Ministry of Agriculture,
Food and Rural Affairs
4th Floor
1 Stone Road West
Guelph, Ontario N1G4Y2
Tel: 1-877-424-1300
Fax: 519 826-3398
Ministere de I'Agriculture, de
I'Alimentation et
des Affaires rurales
4e etage
1 Stone Road West
Guelph (Ontario) N 1 G 4Y2
T61.: 1-877-424-1300
T616c.: 519 826-3398
Rural Programs Branch
February 17, 2017
Sean Bagshaw, Capital Works Engineer
The Corporation of the Municipality of Clarington
40 Temperance Street
Bowmanville, Ontario
L 1 C 3A6
sbagshaw@clarington.net
Dear Sean Bagshaw:
Attachment 1 to
Report EGD -009-17
Ontario
Our File: OCIF AC3-3260
Re: Ontario Community Infrastructure Fund (OCIF) Top -Up Application Component —
2016 Intake
As recently communicated, we are pleased to confirm that your project has been selected for
funding under the recent intake of the OCIF Top -Up Application Component. Provided that the
The Corporation of the Municipality of Clarington enters into an Agreement, and subject to the
terms and conditions of the same, the Province will provide the following:
Please note this information should be kept as confidential as possible, recognizing
your need to obtain a council by-law, until such time as the government has announced
funding for this project.
Please review the attached Agreement. It is recommended that councils or boards meet as
soon as possible to pass necessary documentation to allow signatories to sign the Agreement.
This may require a special council meeting in order to meet the timelines noted. To fully
execute the Agreement, we require:
1. A by-law authorizing municipal/local services board representatives to enter into this
agreement with the Province.
a. The by-law should reference the Ontario Community Infrastructure Fund Top -Up
Application Component and include the names of the designated signatories for the
Agreement.
b. The signatories' names and titles must then be inserted on the appropriate signature
Good Things ty;
Grow in Ontario
A. bonne terre, Foodiand
80 bons produits ONTARIO
Total Net Eligible
%
Maximum
Project Title
Cost
Approved
Provincial
Contribution
Reconstruction of Leskard Road
$34,155
50%
$17,110
Guide Rails
Please note this information should be kept as confidential as possible, recognizing
your need to obtain a council by-law, until such time as the government has announced
funding for this project.
Please review the attached Agreement. It is recommended that councils or boards meet as
soon as possible to pass necessary documentation to allow signatories to sign the Agreement.
This may require a special council meeting in order to meet the timelines noted. To fully
execute the Agreement, we require:
1. A by-law authorizing municipal/local services board representatives to enter into this
agreement with the Province.
a. The by-law should reference the Ontario Community Infrastructure Fund Top -Up
Application Component and include the names of the designated signatories for the
Agreement.
b. The signatories' names and titles must then be inserted on the appropriate signature
Good Things ty;
Grow in Ontario
A. bonne terre, Foodiand
80 bons produits ONTARIO
-2 -
lines on page 3 of the Agreement.
2. Two original signed copies of the attached Agreement affixed with the corporate seal on
page 3.
Once completed, please return the two original signed and sealed copies along with a copy of
the authorizing by-law via courier by Wednesday, March 15, 2017 to:
Ministry of Agriculture, Food and Rural Affairs
Rural Programs Branch
1 Stone Road West, 4NW
Guelph, ON
N 1 G 4Y2
Once executed by the Province, an original copy will be returned to you by mail.
When reviewing the Agreement, please ensure the following:
The project description noted on Schedule "D" is accurate. Note that elements of your
proposed project may have been revised based on the eligibility of project components and
this will be indicated on the project description page. Construction for all approved projects
must be completed no later than December 31, 2018.
• The dates noted on Schedule "F" accurately reflect the timelines that you will:
1. Award your construction contract (if there are multiple tenders — the estimated date by
which at least 70 per cent of the construction tender will be awarded).
2. Complete your project (this date should be when you are anticipating submitting your
Final Report and other relevant documentation).
Dates currently noted in your Agreement are from your application. Please note, if you
deviate from these dates, you may risk losing your funding.
• The requirements for insurance as outlined in Article A13 of Schedule "A" are implemented
prior to the start of the project. Note: At this time, OMAFRA does not need to receive
documentation that these requirements have been met.
Any required aboriginal consultation pursuant to Schedule "G" is completed prior to the
start of any project construction work.
• You are aware of all of the communication (Schedule "H") and reporting (Schedule "I")
requirements you will be required to fulfil.
Pending receipt of the fully executed Agreement, the Province expects to provide funds
pursuant to Schedule "F" in early April 2017. As per the program guidelines, since your
community was successful under this intake, you will not be eligible to apply for the 2017 top -
up application intake.
rP
-3 -
Should you have any questions, please do not hesitate to call the contact centre at 1-877-424
1300 or email OCIFAoos(a)ontario.ca.
Congratulations on your successful application and we look forward to working with you as you
implement this project.
Sincerely,
Manager, Infrastructure Renewal Programs
Rural Programs Branch
Attachment: Agreement
ME
Attachment 2 to
Municipality of Clarington EGD -009-17
The Corporation of the Municipality of Clarington
BY-LAW NO. 2017 -XXX
Being a By-law to authorize the Corporation of the Municipality of
Clarington and the Province to enter into the Ontario Community
Infrastructure Fund — Application -Based Component Agreement
NOW THEREFORE the Council of the Corporation of the Municipality of Clarington
hereby enacts as follows:
1. That the Mayor and Clerk are hereby authorized to execute, on
behalf of the Corporation of the Municipality of Clarington, and seal
with the Corporation seal, an agreement between the Province and
the Corporation of the Municipality of Clarington.
2. That this agreement attached hereto as Schedule "A" form part of this
By-law.
This By-law shall come into effect on the date of passing.
BY-LAW passed in open session this 20th day of March, 2017.
Adrian Foster, Mayor
C. Anne Greentree, Municipal Clerk
Clarington
Community Services
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: March 6, 2017
Report Number: CSD -002-17 Resolution:
File Number: By-law Number:
Report Subject: Community Services - 2016 Year End Review
Recommendations:
That Report CSD -002-17 be received for information.
MI
Municipality of Clarington
Resort CSD -002-17
Report Overview
Page 2
The Community Services Department is responsible for planning, implementing and
evaluating municipal recreation, leisure programs and facilities. This report provides Council
with an overview of the activities associated with the Department's Recreation Services and
Facilities Divisions during 2016.
1. Recreation Services Division
There are many opportunities to participate in recreation activities in Clarington through a
wide range of programs and services offered directly by the Municipality for residents of
all ages. In addition, the number of volunteer and not-for-profit community organizations
that provided valued and needed programming, activities and events continued to expand
in 2016.
This section provides a snapshot of the activities offered throughout the year directly by
the Recreation Services Division as well as provide an update on Community
Development activities and special events.
2. Aquatic Section
The Municipality operates three indoor aquatic facilities (Alan Strike Aquatic and Squash
Centre, Courtice Community Complex and Newcastle & District Recreation Complex).
These facilities operate seven days a week and offer a wide variety of both recreational
swimming and aquatic instructional programs for the community. In addition, during the
summer months there is also a seasonal outdoor pool (Orono Park Pool) which operates
daily for recreational swimming.
The Aquatic Division provides a number of part-time job opportunities, and employs
approximately 75 staff, the majority of which are students (secondary and post-
secondary) and young adults. These positions offer employees valuable experience in
areas of customer service, working with the public, conflict resolution, and first aid/aquatic
emergency response. On average, staff must complete a minimum of six certifications to
be eligible for employment. Once hired, they undergo intensive training in areas such as
WHMIS, health and safety, accessibility, and aquatic procedures/emergency response at
each aquatic facility. Quarterly in-service training and annual/bi-annual recertification
ensures all staff continue to perform at required standards.
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2.1 Instructional Aquatic Programs
Community Services currently offers 76 hours of aquatic instructional programming each
week between all three indoor pools. This includes preschool/youth/adult swimming
lessons, private and semi -private swimming lessons, lifesaving, leadership, and aquafit.
Additionally, the Department offers end of session/condensed advanced leadership
programming which run 16 — 40 hours in length.
In 2016, approximately 9,200 individuals participated in registered aquatic instructional
programs. This number reflects an overall increase in the number of registrants,
additional aquafit classes at the Courtice Community Complex, and a full year of
operation at the Alan Strike Aquatic and Squash Centre which included the addition of
Thursday evening lessons.
Aquatic Program Participant Statistics (Swimming Lessons)
Pool
2014
2015
2016
Alan Strike Aquatic and
217
314
1,295
Squash Centre
Closed in June
Re -opened for fall
Full year
2014
session only
operation
Courtice Community
3,087
3,296
3,516
Complex
Newcastle & District
4,027
4,343
4,384
Recreation Complex
Total Number of Users
7,331
7,953
9,195
2.2 Recreational Swimming
The Department offers a wide variety of recreational swims at its indoor facilities,
including Adult, Lane, Adult/Lane, Public and Public/Lane. Combined at all three indoor
facilities, the Municipality offers an average of 109 hours of swims per week.
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Recreational swimming remains a popular activity for all ages in the community. 2016
saw a significant increase in the number of people who visited the pools for recreational
swimming. The annual number of users rose to 108,886, an increase of 14.5% over
2015. While most facilities did see an increase in users, a decrease was noted at the
Newcastle & District Recreation Complex. This was anticipated as a result of the full year
operation of the re -opening of both the Alan Strike Aquatic and Squash Centre and the
Jack Burger Sports Complex (Port Hope). During 2015, Newcastle & District Recreation
Complex did see an increase in Port Hope residents swimming and using other
amenities.
Recreational Swimming Participant Statistics
Pool
2014
2015
2016
Alan Strike Aquatic and
6,363
4,964
15,795
Squash Centre
Closed in June
Re -opened for fall
Full year
2014
session only
operation
Courtice Community
32,593
31,845
37,696
Complex
Newcastle & District
49,623
53,719
50,140
Recreation Complex
Orono Park Pool
3,683
4,509
5,255
Total Number of Users
92,262
95,037
108,886
3. Fitness Section
The Community Services Department offers fitness programs and activities at several
municipal recreation facilities. The Fitness Training Facility is located within the Courtice
Community Complex and is a fully equipped fitness facility. Group fitness programs are
offered at the Courtice Community Complex, Newcastle & District Recreation Complex,
Alan Strike Aquatic and Squash Centre, South Courtice Arena, Garnet B. Rickard
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Recreation Complex, Bowmanville Indoor Soccer facility and new in 2016 the Kendal
Community Centre. All fitness programs and activities are conducted by Certified Fitness
professionals.
rd
3.1 Courtice Fitness Training Facility
This facility is open weekdays, 6:00 a.m.-10:00 p.m. and weekends 8:00 a.m.-9:00 p.m.
The Courtice Fitness Training Centre offers 33 strength machines, 35 cardio machines
and a variety of free weight/functional equipment for members to utilize. The group fitness
studio and the newly renovated program room provide space for 50+ fitness classes per
week. Programs such as Muscle Moves, Spinning, Yoga and Zumba provide members
with a wide variety of professionally led classes. The Fitness Division offers one-on-one
and small group personal training with certified personal trainers.
3.2 Newcastle & District Recreation Complex
Group fitness classes at the Newcastle & District Recreation Complex continue to grow in
variety and popularity. The Group Fitness programs are available to the Fitness Plus
members, Group Fitness members, registered participants and drop-in participants. The
Fitness Division continues to see an increased demand for additional class time and
variety of class types from the surrounding neighborhoods.
3.3 Alan Strike Aquatic and Squash Centre
Approximately 12 group fitness classes operate at the Alan Strike Aquatic and Squash
Centre. Fitness members are enjoying a wide variety of classes both indoor and outdoor
including the Run/Walk Bootcamp, High Intensity Interval Training, Yoga and Stress
Busters.
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Clarington's Learn to Run 5 km program also expanded to Bowmanville in 2016. The
runners meet twice weekly at the Alan Strike Aquatic and Squash Centre and have
several routes mapped out in the adjoining neighbourhoods.
3.4 Active Living Memberships
The membership structure that was introduced in September 2014 continues to provide
various membership types and terms so that all Clarington residents can have access to
suitable Active Living membership options. The re -introduction of the Squash
membership (due to the re -opening of the Alan Strike Aquatic and Squash Centre) was
well received with a continued uptake on the squash memberships. The Run Club
Membership gives patrons access to all of the Fitness Training Centre amenities as well
as access to all of the Municipality of Clarington's Run Club Programs throughout the
patron's membership term. This membership type has helped to expand our Run Club
programs and events.
Clarington Run Club Members —
2016 - 26km Inaugural Facility
Run
The Courtice Community Complex Fitness Training Centre has seen a large increase in
usage in 2016. We not only track our membership sales, we also track patron head
counts, tour and orientation requests and fitness services such as Personal Training.
Year
2015
2016
Head Counts
81,034
96,865
Tours
447
765
Training
435
492
Orientations
233
265
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3.5 Group Fitness Programs
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The newly renovated Program Room and Fitness Studio at the Courtice Community
Complex re -opened in the spring of 2016 and welcomed the return of new and existing
group fitness classes and enhanced training opportunities. Currently, the group fitness
classes service all fitness membership types as well as registered and drop-in
participants. The classes are run out of six Community Services Department facilities.
2016 saw the inclusion of the Bowmanville Indoor Soccer facility as the home of the new
Youth Fit programming. This programming brings functional fitness opportunities for kids
from 6-17 years of age.
3.6 Membership Retention and Incentives
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Membership retention is tracked through our
recreation software and hourly head counts that are
invaluable to managing our peak times and
equipment usage records.
The Fitness Division offers programs throughout the
year to keep members accountable for their own
fitness and encourage membership retention.
"Club 150" is a tracking program that monitors how
Club 150 — Participants and Club often a member utilizes the Fitness Centre or
winners celebrate their attends one of the fitness classes at each facility.
accomplishments. 2016 had 150 people participate.
Popular seasonal events occur as well, such as
Amazing Race, Race Across Canada, Recreation & Parks Month and more.
ac
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Report CSD -002-17 Page 8
3.7 Grade 5 Action Pass
The Municipality of Clarington has been a partner in the Durham Region Grade 5 Action
Pass program, which was introduced in 2008 to all grade 5 students in Durham Region.
The pass provides free drop-in access to students for public swimming and skating and
runs October 1 of the year the student is in grade 5 until August 31 of the following year.
With rising childhood obesity rates, this initiative was introduced to address the growing
concern over the number of children leading a sedentary lifestyle and not meeting daily
physical activity guidelines.
2011/2012
2012/2013
2013/2014
2014/2015 2015/2016
415
400
306
303 394
4. Recreation Programming Section
The Community Services Department offers recreation programs and camps at various
municipal recreation facilities, local schools and park locations throughout Clarington. The
recreation programs service all age groups. Residents have options for registered
programs, weekly drop -ins, pay -as -you -play and free programs.
The Recreation Division employs 98 part-time recreation staff annually. The staff team is
made up primarily of high school, college and university students. All recreation staff take
part in seasonal training, including health and safety, WHMIS, customer service,
leadership, program planning, accessibility and many other topics.
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Many of the employees within the recreation section are first time job seekers. The
Municipality has the opportunity to assist these young adults in gaining and developing
skills that will benefit them for years to come.
4.1 Summer Camps
For a number of years, the Community Services Department has offered summer camp
programs to our residents. These camps serve a wide range of children and youth from 4
to 16 years of age. In 2016, there were a variety of camp opportunities including;
Leadership Camp, Counsellor in Training, Trip Camp, Sports Camp, Road Hockey Camp,
Kinder Camp, Arts Camp, Eco Camp, Junior Chef Camp, French Camp, Dodgeball
Camp, Soccer Camp, Lacrosse Camp, Ice Hockey Camp, Outdoor Adventure Camp and
new additions in 2016 were Lego Camp, Dance Camp and Theatre Stars Camp.
2013
2014
2015
2016
Total Camp Registrations
(including extended care registrations)
1798
2068
2300
2621
500 1000 1500 2000 11 3000
*please note 2015 had 10 weeks of camp, all others had 9 weeks
Camp programs continue to accommodate as many individuals in the Municipality as
possible and the Department continues to revise and diversify camp opportunities each
year, achieving the underlying goal of providing quality programs at a reasonable fee.
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In the summer of 2016, Community Services employed a total of 42 students as camp
supervisors and counsellors. They brought a wide range of knowledge, experience,
leadership and enthusiasm to the team. All staff received over 40 hours of pre -camp
training in leadership development, team building, health and safety, customer service,
program planning, behaviour management, conflict resolution, risk management and
administrative responsibilities. They were also required to be certified in the High 5
Principles of Healthy Child Development, Standard First Aid and CPR "C" as well as
providing an acceptable Criminal Background Check.
Community Services partnered with the YMCA Early Years staff to continue in delivering
a comprehensive Mobile Playground program to the community each week of the
summer. YMCA Early Years and Community Services each committed one van and two
staff. The Community Services staff delivered playground programs for children 6 — 12
years of age. The YMCA staff provided games and activities for children 0 — 6 years of
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Report CSD -002-17 Page 11
age. The drop-in style programs offered a less structured option to our day camps for
participants and caregivers.
The two "Funmobiles" visited different locations every day and delivered games,
activities, and crafts appropriate to the participants. No pre -registration is required and
often parents/caregivers would come to the park and socialize as their children
participated. The Mobile Playgrounds rotated through many different parks weekly which
included: Tyrone Park, Orono Park, Pearce Farm Park, Rosswell Park, Ina Brown
Parkette, Solina Park, Haydon Hall, Harry Gay Park, Bons Park, Port Darlington East
Beach Park, Avondale Park, Harold Longworth Park and Memorial Park. Attendance at
most Mobile Playground locations was very positive, with over 2,000 people visiting the
playgrounds throughout the summer.
4.2 Public Skating
In 2016, Community Services had close to 12,000 participants attend our public skating
programs throughout the Municipality.
Facility
2014
2015
2016
South Courtice Arena
6,737
6,752
6,363
Garnet B. Rickard Complex
4,131
3,460
3,342
MI
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Report CSD -002-17 Page 12
Darlington Sports Complex
1,793
1,886
2,143
Total
12,661
12,098
11,848
4.3 Financial Assistance Program
The Community Services Department is committed to increasing access and participation
in recreation activities among Clarington residents.
The Canadian Tire Jumpstart program was created by Canadian Tire Foundation for
Families, and works in partnership with the Community Services Department. The
program's goal is to provide financially disadvantaged children 4 to 18 years of age with
the opportunity to participate in sports and recreation activities. 2016 saw a continued
increase in the number of applicants and the amount of funding distributed to the
residents of Clarington.
Year
Number of Children Assisted
Funding Distributed
2014
61
$9,588
2015
95
$16,172
2016
111
$22,125
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Report CSD -002-17 Page 13
In addition, the Municipality of Clarington directly offers two financial assistance
programs:
Financial Assistance Program (FAP)
Individuals or families currently receiving Ontario Works or Ontario Disability Support
Program Income Support can apply for financial assistance of up to a maximum of the
program/membership registration fee. The chart below identifies the number of families
and individuals who received financial assistance with registration fees over the past
three years.
Year
Number of Families
Number of Individuals
2014
20
48
2015
25
54
2016
36
85
Membership Access Program (MAP)
The Membership Access Program strives to increase recreation opportunities for
individuals with a permanent disability. Clarington residents who meet the age criteria for
facility memberships and who have a permanent disability are eligible for the Membership
Access Program which provides a reduced fee for facility memberships. As this program
relates to a permanent disability, once an individual is confirmed eligible this program
remains available to them indefinitely; there is no re-application process.
2014
2015
2016
Total
MAP
participants
5
13
10
28
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Report CSD -002-17 Page 14
5. Community Development Section
Community Development seeks to empower individuals and groups of people by
providing them with the skills they need to effect change in their own communities.
Everyone can take part in the issues that affect their lives. It starts from the principle that
within any community there is a wealth of knowledge and experience which, if used in
creative ways, can be channeled into collective action to achieve the communities'
desired goals.
Volunteers have a real impact in our community. They lead local boards, sports
organizations and plan events. Volunteers are often the glue that holds a community
together and make our community a better place. Local activities bring people together to
build a stronger community. They allow everyone to have a say in shaping the
community. Through volunteering, everyone has a voice.
Staff are committed to enhancing the relationship with community partners by creating an
environment of encouragement, facilitation and learning which would help to ensure that
the volunteer experience is fulfilling and productive.
5.1 Connecting with our Community
Training and Development
Through Community Development, we work alongside people in our community, build
relationships with organizations, and identify common concerns. We attempt to create
opportunities for the community to learn new skills and by enabling people to act
together, help to foster social inclusion and equality.
Based on feedback from our community partners, staff worked with local trainers to
develop an offering of workshops which addressed some training needs and also
provided a forum for networking and support among the volunteer community. The
following workshops were offered to the volunteer sector in 2016:
• Smart Serve Certification workshops
• Accounting 101 for Not -for -Profits
• Board Development: Steps to Building a Better Board
We are currently planning future community board development sessions which will cover
topics such as board leadership and strategic planning.
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In November 2016, the first Community Connections Networking Event was held in an
effort to bring representatives of local organizations together, find opportunities for
collaboration, share information and make connections. Nineteen representatives from 17
local organizations participated in this event and 100% of those who responded to a post -
event survey felt they would follow up with one or more individuals they connected with
that evening.
Community networking in action
We are looking forward to offering this event on an annual basis in an effort to foster
connections, encourage collaboration and resource sharing.
Increased Communication
From funding opportunities to new legislation, a lot of information becomes available from
many different sources that is applicable to the community organizations who offer
programs and services in our community.
The Community Services Department continues to share information through Clarington
Community Connections, an electronic newsletter, a tool that serves to streamline that
share of information and helps us to better connect with our community organizations.
The newsletter is sent out quarterly by email to community organizations that have an
email address on file with the Department. In the fall of 2016, staff began utilizing a new
distribution technology, Mail Chimp that allows us to more easily manage our mailing list
and track readership through various reports. This new format also encourages sharing
and posting of the newsletter by its recipients for an increased reach. This newsletter
allows us to get news out quickly and better engage with our volunteer community. There
are currently close to 200 recipients of the electronic newsletter, with more added at
every opportunity.
Municipality of Clarington
Report CSD -002-17 Page 16
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5.2 Special Events
This past year was the first full year that corporate special events were administered by
the Community Services Department. In addition to existing events already implemented
through our Department, we added several other events to our lineup.
For the Love of Art — Mayor's Gala
The 4t" annual For the Love of Art — Mayor's Gala happened on Saturday, February 20,
2016 at the Clarington Public Library — Bowmanville Branch. The Mayor's Gala is an
evening showcasing art and artists in Clarington through live demonstrations, musical
performances and art displayed throughout the venue. The beneficiaries of the Gala, the
Visual Arts Centre of Clarington and A Gift of Art Gallery, each received $22,000. Funds
were raised through sponsorships, ticket sales, a silent auction and mystery gift boxes.
For the Love of Art — Mayor's Gala
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Clarington Sport & Leisure Fair
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The Clarington Sport & Leisure Fair is an annual event, with a host of community displays
offered free of charge to local community groups and sport and leisure providers. The
2016 Clarington Sport & Leisure Fair was held on Sunday, February 28, 2016. The event
coincided with an existing public skate which was offered at no charge for this day. We
saw over 500 people visit close to 40 community displays throughout the afternoon. The
2017 Clarington Sport & Leisure Fair was held on Sunday, March 5, 2017 from 1:30 to
4:30 p.m. at the Newcastle & District Recreation Complex.
Clarington Sport & Leisure Fair
Recreation and Parks Month
Since 2011, the Municipality of Clarington has joined communities across Ontario to
celebrate Recreation and Parks Month. It is an opportunity to increase public awareness
of the value and benefits of recreation by offering low or no cost activities to our
residents. The Community Services Department celebrated by visiting local parks through
the Neighbourhood Family Fitness Tour, hosted in conjunction with Clarington Basketball
Academy; and offered other activities such as Race Across Canada, Toonie Tuesdays
and Free Fitness Fridays. In the last six years approximately 2,500 people have
participated in June is Recreation and Parks Month in Clarington.
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N
June is Recreation and Parks Month — Neighbourhood Family Fitness Tour
11th Annual Clarington Mayor's Golf Classic
The 11th Annual Clarington Mayor's Golf Classic was held on Thursday, July 7, 2016 at
the Newcastle Golf and Country Club with a dinner following golf at the Garnet B. Rickard
Recreation Complex. The event was another huge success, selling out quickly with over
150 golfers, most from our generous local business community. The 2016 beneficiary,
Clarington Museums and Archives, received the net proceeds which totalled $30,000.
The 12th Annual Mayor's Golf Classic is scheduled for Thursday, July 6, 2017 with the
Clarington Project of Oshawa / Clarington Community Living as the beneficiary.
Clarington Blooms
Clarington Mayor's Golf Classic
Clarington Blooms is an annual program celebrating its 18th year. The program
recognizes the residents, businesses, churches and schools in Clarington who put time
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and effort into making Clarington beautiful and is organized in cooperation with the
Bowmanville and Newcastle Horticultural Societies. In 2016, over 260 gardens were
nominated and in October close to 100 people attended the recognition ceremony.
Celebrating Ciadngton's beauliU9,7rdens!
Clarington Sports Hall of Fame
Clarington Blooms
The Clarington Sports Hall of Fame has welcomed over 80 distinguished athletes, teams
and builders since its inception in 2003. In 2016, we proudly welcomed five more
inductees. As part of a plan to bring the Sports Hall of Fame out into the community, the
Community Services Department set up a satellite display of plaques and sports
memorabilia at the Alan Strike Aquatic and Squash Centre in late 2016. These displays
will be expanded to several other recreation facilities in 2017.
Clarington Sports Hall of Fame
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CP Holiday Train
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The CP Holiday Train pulled into Clarington on Monday, November 28, 2016 to a great
crowd ready to enjoy the show. Through this fun, holiday themed event, three local
Clarington based food banks received donations of food and money from both CP and
attendees. St. Vincent de Paul, Clarington East Food Bank and the Salvation Army
received $2,500.00 each from CP Rail and hundreds of pounds of food from show
spectators.
CP Holiday Train
New Year's Eve Family Celebration
Clarington rang in the New Year at the South Courtice Arena during the 3rd annual New
Year's Eve Family Celebration. Over 500 people took part in the festivities which included
public skating, an inflatable obstacle course, face painting, balloon art, carnival games,
crafts and much more. We also welcomed Soper Creek Wildlife Rescue and their family
of rescued animals to the event. A nominal fee was charged for public skating, but all
other activities were offered to the community at no charge.
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New Year's Eve Family Celebration
5.3 Community Grant Program
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The Community Grant Program was established many years ago with the intent to
provide Council with a vehicle to acknowledge and support the efforts of our local
volunteer community and not-for-profit agencies that provide services, programs or
activities which benefit the community. A maximum amount of $60,000.00 was available
for the 2016 Community Grant Program.
Each year staff invite representatives of local organizations to a community meeting to
introduce the upcoming program and to brief applicants on any changes or revisions to
the grant program while walking them through the application process. This meeting also
provides an opportunity for staff to address any specific questions or concerns applicants
may have with their specific application. The 2016 Community Grant meeting was held on
January 13, 2016 and was attended by 21 individuals representing 17 community
organizations.
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Community Grant Application Summary
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Community Grants
2012
2013
2014
2015
2016
Number of Applications
42
41
34
35
40
Received
Dollar Amount
$132,406
$122,497
$102,200
$115,781
$119,874
Requested
Dollar Amount
$60,000
$54,600
$56,000
$55,500
$60,000
Awarded
The 2017 Community Grant Program was introduced to the community groups on
January 17, 2017. The application form is available online as well as hard copy is
available at various recreation facilities and the Municipal Administrative Centre.
Applications were accepted until February 24, 2017 (11:59 p.m.)
5.4 Community Sponsorship Program
In 2016, the Community Services Department introduced a formalized Community Event
Sponsorship Program which was approved by Council and subsequently implemented in
the spring for events occurring July 1 to December 31, 2016. This program allows Council
to continue to support and recognize events in our community that promote engagement
and foster civic pride.
Through the introduction of this new program, Council supported 27 events in our
community for a total of $33,500.00 in 2016.
Community Event Sponsorships
2015
2016
Number of Applications Received
34
29
Dollar Amount Requested
$45,565
$43,810
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Dollar Amount Awarded $34,791 $33,500
6. Older Adult Section
As of January 1, 2016 the Community Services Department's mandate was expanded to
include direct recreation programming for older adults living in Clarington. Recreation
programs offer great benefits for this population, which include socialization, staying
engaged and active within the community. A variety of programs are currently offered
ranging from registered programs, drop-in, workshops and special events.
The Grand Opening of the Older Adult Activity Centre at the Courtice Community
Complex took place on Saturday, April 23.
Grand Opening of the Older Adult Activity Centre
6.1 Registered Programs
Registered programs vary from active living classes (fitness, yoga, aquafit) to general
interest classes (art, language, bridge lessons) to computer classes (iPad, laptop).
Programs take place at Courtice Community Complex, Newcastle & District Recreation
Complex, Alan Strike Aquatic and Squash Centre, Bowmanville Indoor Soccer and South
Courtice Arena.
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Registered Program/Event Participant Statistics for 2016
Active
Living
General
Interest
Computers
Workshops
Luncheons
Special
Events
643
152
184
237
328
647
6.2 Drop-in Activities
Offering a range of low cost and low commitment drop-in opportunities is an important
aspect of older adult programming. We have offered a wide range of drop-in activities,
ranging from games such as bingo and euchre to more physically active activities like
pickleball, table tennis, and biking.
Drop-in Activity Statistics for 2016
Euchre
Open
Activity
Open Jam
Pickleball
Table
Tennis
Bingo
312
726
147
1,839
141
70
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6.3 Volunteers
Paae 25
As many older adults transition from full time work to part time work or retirement
volunteering can be a way to stay involved, keep active and connected with the
community. Staff are currently in the early stages of the development of a formal
volunteer management program specifically geared to older adult programs and services.
Currently, volunteer recruitment has been taking place to assist with specific programs
and special events. Since the opening of the dedicated space in Courtice, 485 volunteer
hours have been logged by 15 volunteers who have assisted in many special events and
drop-in programs. The volunteer program is expected to expand in the coming years by
adding more volunteer roles, responsibilities and training opportunities.
6.4 Special Events
June is Seniors Month in Canada, and for the Municipality of Clarington's Community
Services Department, this was the first year providing a special event for those residents
of Clarington 55+ to say thank you. On June 22, 2016, a "Celebrating Seniors Month
Barbecue" was held at the Courtice Community Complex. The no -cost event featured
interactive displays, live entertainment, free barbecue, and draw prizes. Over 200 people
took part in this event.
Special events with meals were very popular in 2016. An end of summer Corn Roast took
place in August. In September, a 50's Sock Hop was held with the Lincolnaires
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performing and a delicious roast beef dinner. A Murder Mystery with spaghetti dinner was
held in October. Hot luncheons were offered every two weeks, and averaged 20 people.
December 21 was the Christmas Luncheon. Entertainment was provided by Adele
Simmons with the ukulele players and Jeanette Vandervooren. A delicious, traditional
turkey meal was served. A wonderful time was had by all.
The Municipality received a grant through the Ontario Seniors Secretariat, and the Older
Adults Centres Association of Ontario to host an Older Adult Information and Active
Living Fair at the Courtice Community Complex. The event took place on November 5. A
total of 35 exhibitors (equal mix of non-profit and for-profit) took part in the Trade show.
Fitness demonstrations and educational workshops were scheduled throughout the day.
Free healthy snacks and lunch were also provided, along with door prizes. A free shuttle
was offered at pick up points in the rural and urban areas of Clarington.
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7. Facilities Division
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The Facilities Division is responsible for the operations and maintenance of recreation
facilities managed by the Community Services Department. This includes permitting
rentals for our swimming pools, arenas, indoor soccer, gymnasiums and multi-purpose
rooms. The Division is also responsible for concession and vending operations at these
facilities.
Supporting the Manager, the Division is staffed with four Supervisors, a part time
Concession Supervisor, four Lead Hands and 19 Facility Operators. We also have one
full time and one part time position in our facility booking office. Additionally we employ
approximately 75 part time staff in facility maintenance and concession operations.
8. Facilities Permitting
Our facility booking office and staff is located at Garnet B. Rickard Recreation Complex
and are responsible for facility permits issued by the Department for indoor recreation
facilities. This includes five ice pads, one outdoor and three indoor swimming pools,
gymnasiums, various meeting rooms, the outdoor lacrosse bowl and indoor soccer
rentals.
The majority of our facility permits are for Clarington minor sport organizations so they
can deliver sports programs to their participants, primarily at the child and youth age
groups. Additionally, we assist the organizations with any special events they hold, such
as tournaments, shows and competitions.
8.1 2016 Hourly Ice and Floor Rental Statistics
The total hours booked for 2016, although down slightly from 2015, represent a
consistent demand for prime time ice during the winter season and lacrosse for the
spring/summer season. Minor sport ice booking reductions reflect the cancellation of
hours during the Christmas holidays and March Break. Adult hockey rental cancellations
do occur at the late night hours which was the case in 2016. The speed skating decrease
is due to a reduction in weekly ice requested for the 2015/16 season.
Category
2014 hours
2015 hours
2016 hours
Minor Hockey Boys
5,708
5,759
5,676
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Paae 28
Minor Hockey Girls
2,165
2,123
1,976
Figure Skating
646
596
665
Speed Skating
217
155
121
Adult Hockey
1,143
1,129
1,018
School Boards
229
218
203
Other
1,392
772
796
Lacrosse
1,190
1,143
1,072
Totals
12,690
11,895
11,527
8.2 2016 Hourly Swimming Pool Rental Statistics
Swimming pool rentals saw an increase in 2016 for two reasons. The Clarington Swim
Club has increased their weekly pool use in 2016, including early morning swims that had
been previously cancelled. The 2015 statistics showing decreased use were partially
attributed to the renovation at Alan Strike Aquatic and Squash Centre.
Category
2014 hours
2015 hours
2016 hours
Swim Club
511
535
596
School Boards
106
92
117
Private Rentals
106
86
116
111
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Totals 723 713 829
8.3 2016 Hourly Indoor Soccer/Outdoor Lacrosse Rental Statistics
Paae 29
Youth indoor soccer usage increased in 2016 as was expected. Discussions with the
Darlington Soccer Club following the 2015/16 season indicated a registration irregularity
that would not occur for the 2016/17 indoor season. Lacrosse bowl rentals increased as
the Clarington Minor Lacrosse Association added more activities from 2015.
Category
2014 hours
2015 hours
2016 hours
Youth Soccer
1,207
889
1,038
Adult Soccer
141
138
138
Private Rentals
163
102
101
Lacrosse Bowl
244
153
255
Totals
1755
1282
1532
8.4 Pay -as -You -Go and Complimentary Programming
Attendance at these various activities saw an overall increase from 2015. The addition of
a second weekend Parent & Tot session at South Courtice Arena is proving successful.
We listened to parents who were unable to get their tots to our weekday sessions but still
wanted a safe atmosphere to teach them how to skate. We will monitor the popularity and
look to expand the dates/times when ice supply is available.
Category
2015 attendance
2016 attendance
Shinny Hockey
2,862
2,552
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Shinny 55+
3,194
4,842
Shinny Youth
240
179
Skate 55+ (complimentary)
5,425
5,034
Parent & Tot Skate
(complimentary)
6,845
7,982
Indoor Soccer Walking
Program (complimentary)
6,646
4,871
Indoor Soccer Drop-in
72
207
Totals
25,284
25,667
9. Construction Project Management
With the responsibility for municipal facility construction, the Department manages new
build and renovation projects for the Municipality.
The focus in early 2016 was the completion of the interior renovation at Courtice
Community Complex. This project transformed the former banquet hall into our Older
Adult Activity Centre. Additionally we converted the former leased area adjacent to the
fitness centre and now have additional space to use for department programs and
activities. The facility was officially re -opened on April 23.
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Courtice Community Complex Program Room Renovation
Paae 31
Following the approval of a federal grant from the Canada 150 Community Infrastructure
Program, staff began the task of hiring an architectural firm and working with them on the
renovation design of the banquet hall at Garnet B. Rickard Recreation Complex. In
addition to the upgrading of the hall and kitchen facilities, the design will provide a
welcoming new lobby at the west parking lot entrance. This construction contract was
awarded in December and work commenced early January with the demolition phase.
The target date for completion is June 30 to be available for Canada's 150th birthday
celebration on July 1, 2017.
Garnet B. Rickard Recreation Complex Community Hall Renovation
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10. Energy Conservation
Paae 32
The Community Services Department budgets approximately $1.5M annually for heat,
hydro and water for our recreation facilities. Each year supervisors are tasked with the
goal of managing energy usage in our facilities. Through our involvement on the Energy
Management Steering Committee we work collectively with other departments to achieve
maximum energy conservation.
As part of our capital budget program planning, conservation ranks high when
considering equipment replacement and system enhancements. Recently, we have
upgraded the refrigeration systems controls at South Courtice Arena and Garnet B.
Rickard Recreation Complex. This will provide more efficient operation of the ice pads in
these facilities. In addition to reducing energy, we were also successful in receiving
saveONenergy incentives that will go toward the cost of the systems.
Regardless of any conservation efforts, the challenge to control the overall cost of our
utility bills is hampered by the charges not directly related to usage. Global Adjustment
represents the single largest cost on facility hydro bills. This charge is difficult to relate
directly to energy consumption. As energy consumption remains more in our control this
is what we focus on.
11. Health and Safety
Workplace health and safety remains a daily priority for our supervisors and staff. The
Municipality has been successful in creating a culture of safety in the workplace, with buy
in at all levels.
Health and safety is a key component of our annual full time and part time staff training.
In 2016, staff were certified in the new WHMIS 2015 program. Training in 2016 also
included hearing conservation and fit testing for hearing protection devices; Legal
Awareness Level II offered by the Ontario Recreation Facilities Association; fire
extinguisher training; and automatic external defibrillator (AED) training.
In addition to being represented on the Joint Health and Safety Committee, supervisors
work with the Health and Safety Coordinator on internal/external training as well as
ongoing communication in the area of industry health and safety best practices.
12. Facilities Development Strategy
With the rate of growth and the changing demographic profile of our residents a
comprehensive strategy for future development of indoor recreation facilities was needed.
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Paae 33
Staff worked throughout 2016 with Monteith Brown Planning Consultants on the
Department's Facilities Development Strategy. This Strategy's objective is to provide both
Council and staff a reference to advance an indoor recreation facility development
program.
In addition to looking at growth and emerging industry trends, consultation was sought
from our facility use stakeholders and the general public. From this work came a number
of recommendations that culminated in a report to General Government Committee this
January.
Following a fulsome discussion of the strategy and its recommendations, the report was
referred back to staff with direction to review the facility components that were presented
and to revise the implementation program, specifically with reference to the South
Bowmanville location.
13. Concurrence
Not Applicable
14. ConclusionThe Community Services Department is very
proud of our accomplishments over the past year.
Our youth and adult recreation programming continues to provide Clarington residents
with a variety of opportunities that encourage a healthy lifestyle.
In 2017, the Department will continue to identify areas of potential development and
growth, ensuring quality recreational opportunities for our growing and diverse population.
15. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Reviewed by:
Jos h P. Caruana,
Director of Community Services
116
Curry Clifford, MPA, CMO
Interim CAO
Municipality of Clarington
Report CSD-002-17 Page 34
Staff Contact: George Acorn, Facilities Manager, 905-623-3379 ext. 2503 or
gacorn@clarington.net and Sharon Meredith, Manager of Recreation, 905-623-3379 ext. 2504
or smeredith(a-_)clarington.net.
There are no interested parties to be notified of Council's decision.
Attachments — N/A
117
Clarftwn
Community Services
Report
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Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 6, 2017
Report Number: CSD -003-17 Resolution:
File Number: By-law Number:
Report Subject: White Cliffe Terrace Retirement Residence - Emergency Evacuation
Centre Reauest
Recommendations:
1. That Report CSD -003-17 be received;
2. That White Cliffe Terrace Retirement Residence be approved to designate the Courtice
Community Complex as an emergency relocation site for localized emergencies,
subject to the conditions outlined in this report; and
3. That White Cliffe Terrace Retirement Residence be advised of Council's decision.
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Report Overview
Paae 2
Staff is recommending Council approval to provide the Courtice Community Complex as an
emergency evacuation location for White Cliffe Terrace Retirement Residence in the event
of a localized emergency at their location in Courtice.
1. Background
Staff received a written request from Tawab Karimi, General Manager, White Cliffe
Terrace Retirement Residence (Attachment 1) requesting permission to utilize the
Courtice Community Complex to temporarily evacuate its residents and staff, in the event
of a localized emergency at their residence.
Since 2004, Council has approved a number of similar requests from various groups. To
date, the following requests have been approved:
Group
Evacuation Location
Dr. Ross Tilley YMCA Child Care Centre
Garnet B. Rickard Recreation Complex
Mother Teresa Elementary School
South Courtice Arena
Little Tots Daycare Centre
Courtice Community Complex
Marnwood Lifecare Long Term Care and
Retirement Home
Garnet B. Rickard Recreation Complex
Kingsway Arms Management (Clarington)
Inc. (now Seasons Clarington)
Garnet B. Rickard Recreation Complex
P.R.Y.D.E. Learning Centres Inc.
Newcastle & District Recreation Complex
Dr. Ross Tilley Public School
Bowmanville Indoor Soccer
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Paae 3
These previous requests from schools, child care facilities and retirement residences
were granted with the understanding our facilities would be used to temporarily relocate
occupants in the event an evacuation of their facility was needed. This would allow the
groups a safe location from which to arrange pick up of children or make more suitable
arrangements for senior residents.
2. Program
The Retirement Homes Regulatory Authority (RHRA) requires White Cliffe Terrace to
secure two emergency relocation sites in the event an evacuation of their facility is
needed. Their primary relocation site is Faith United Church. The request could involve
the evacuation of approximately 115 residents and 10 staff members. The reasons for a
localized emergency evacuation could include fire, a natural gas leak, or a heating
system failure in cold weather months.
The recommended approval is for the temporary evacuation of residents and staff and is
not intended to facilitate the continuation of their programs and services.
The management of this retirement residence is aware that approval of this request will
be superseded by any Municipal, Regional or Provincial Emergency Measures Plan in the
event a large scale emergency situation occurs. They are also aware any emergency
evacuation is subject to the availability of the facility due to the operation of municipal
programs and services.
3. Concurrence
Not Applicable
4. Conclusion
It is respectfully recommended that Council approve the staff recommendation to
designate the facility as an emergency evacuation location. If approved, the Department
and its staff will work with the management of the retirement residence and provide
assistance should the need for evacuation arise.
5. Strategic Plan Application
Not applicable.
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Submitted by:
Jose P. Caruana,
Director of Community Services
Paae 4
Reviewed by:
Curry Clifford, MPA, CMO
Interim CAO
Staff Contact: George Acorn, Manager of Facilities, 905 623-3379 ext. 2503 or
gacorn@clarington.net
Attachment 1: Letter from White Cliffe Terrace Retirement Residence requesting permission to
use CCC as an emergency relocation site for its residents and staff
The following is a list of the interested parties to be notified of Council's decision:
Tawab Karimi, General Manager, White Cliffe Terrace Retirement Residence
121
(*1TE(*L1FFE
TE RRAC E
RETIREMENT RESIDENCE
January 18, 2017
Mr. George Acorn
Community Services Department
Manager of Facilities
Municipality of Clarington
40 Temperance Street
Bowmanville, ON
Dear Mr. Acorn,
Attachment 1 to
Report CSD -003-17
Further to our conversation with Mark Sutherland at the Courtice Community Centre
(CCC), we would like to request permission to use the CCC at 2950 Courtice Road North in
Courtice as an emergency relocation site for our residents and staff.
We are a retirement home located at 1460 Highway #2, Courtice and are required by the
Retirement Homes Regulatory Authority (RHRA) to have 2 emergency location sites in the
case of a catastrophic event. On average we have approximately 115 residents and 10 staff
members who would require the use of lounge space, a kitchen area and use of washroom
facilities.
We are aware that this matter must be brought to Council for a decision and have recently
secured our alternative location with Faith United Church located at 1778 Nash Road,
Courtice (copy of letter attached).
We look forward to hearing from you at your earliest convenience. In the meantime, if you
require any further information from us, please contact me directly at 905-579-0800 x223
or by email at m.wct verveseniorlivin .cam.
Kind regards,
Ta Karimi
General Manager
INSPIRED
1460 Highway #2, Courtice ON L1# 3C4 SENIOR LIVING
Tel 905-579-0800 / Fax 905-579-1255
www-vervesenjorV,V,ng.com
122
Clarington
Clerk's
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: March 6, 2017
Report Number:
File Number:
Report Su
CLD -004-17
Balloon Releases
Recommendations:
Resolution:
By-law Number:
That Report CLD -004-17 be received;
2. That, whereas mass balloon releases have been proven to cause environmental
concerns, the Council of the Municipality of Clarington hereby declares that releases of
balloons, greater than 10 during a 24-hour period, be banned;
3. That Council's direction on this matter be addressed by the approval of the draft By-law,
Attachment 1 to Report CLD -004-17, being a by-law to amend By-law 2003-101
regulating dumping, disposing and removing of refuse, debris, litter and other waste
materials on lands within the Municipality of Clarington, be approved;
4. That Staff be directed to write to the Ministry of the Environment and Environment and
Climate Change Canada asking that the Ministry take appropriate measures to address
this environmental issues surrounding the release of balloons, as has been done in
other jurisdictions in the United States;
5. That Report CLD -004-17 be forwarded to all Durham Region municipalities requesting
that they also ban balloon releases; and
6. That all interested parties listed in Report CLD -004-17 and any delegations be advised
of Council's decision.
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Municipality of Clarington
Resort CLD -004-17
Report Overview
Paae 2
This Report, in response to concerns raised by Committee in September 2016, details the
environmental concerns related to mass release of balloons and recommends that the
Ministry of Environment take appropriate measures to address this environmental issue as
has been done in other jurisdictions in the United States.
1. Background
1.1 Resolution
At the General Government meeting of September 6, 2016, the Committee referred the
following Resolution #GG -459-16 to staff for a report:
That the large-scale release of non -biodegradable balloons not be allowed within
the Municipality of Clarington as they are not environmentally safe.
This resolution was arising out of a complaint, received by a Member of Council, from a
group of citizens who were concerned about the clean-up required from the release of
balloons.
1.2 Traditions & Culture of Balloon Releases
According to research undertaken by staff, the Chinese culture has a tradition called
"Kongming lantern" where "sky lanterns" are released into the sky. A majority of
Kongming practices have turned to releasing balloons to serve as a quiet prayerful group
at funerals or solemn occasions.
Many cultures use the release of balloons at weddings instead of throwing confetti, to
avoid the immediate mess and impact on the environment. Also of note, balloons are
used at major celebrations such as the 1984 Summer Olympics and the 1985 30th
anniversary celebration of Disneyland.
1.3 Impacts of Balloon Releases
According to www.onegreenplanet.org, when balloons descend, about 70% of them fall
into the world's oceans or lakes. Marine life assumes these balloons are a source of
food, which then may cause death. According to an article from takepart.com, scientists
at the University of California concluded that there is a 25% or chance that the fish caught
off the coast of California contains plastic.
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Municipality of Clarington
Report CLD -004-17 Page 3
When a balloon reaches a certain level of height and pressure, the balloon will burst into
small little fragments. Others will slowly release the helium eventually falling back to
earth wreaking havoc with wildlife of all forms. Research shows that balloons, including
the "biodegradable" latex ones, take years to break down, allowing it time to travel and
encounter many animals that may mistake it as food.'
There are essentially two main types of balloons - latex and mylar (or foil). Although latex
balloons are considered the more environmentally friendly and bio -degradable, they will
take anywhere from six months to four years to decompose.2 During the decomposition
of the balloon, animals will become attracted to their colour and mistake them for food.
Once ingested, the plastic begins to wrap around their intestines and contributes to
starvation or loss of oxygen. Turtles have also become impacted by the balloon waste as
the balloons take the look of a jelly fish which is a source of food for the turtle.
A report from the EPA (Environmental Protection Agency), based on ocean conservancy
beach debris data, shows an alarming amount of waste washed up on shore from state to
state, or country to country.3
1.4 Latex Balloons as a Health Risk
Unless allergic to latex, these balloons dont pose a strong health risk. For those who are
allergic to latex, the process of blowing up or encountering latex balloon waste can be
harmful and even life threating in some cases. Some allergies are so sensitive that even
the smell can cause trauma.4
2. Discussion
2.1 Trends in Balloon Releases
2.1.1 Outside of Canada
In 1990, the California State Legislature enacted the California Balloon Law to regulate
the sales and use of helium -filled foil balloons. The law was passed in an effort to reduce
power outages due to metallized Mylar or foil balloons. The balloon law prohibits the sale
or distribution of a balloon that is constructed of mylar or foil helium balloons without
affixing an object of sufficient weight to the balloon to counter the lift capability, affixing a
https://balloonsbiow.org/impacts-on-wildlife-and-environment/
2 http://encenter.org/visit-us/programs/birthday-parties/balloons/
3 https:Hdocs.googIe.com/spreadsheets/d/l v07gT4VJRpCiWlOzJ3T7NA4fmV9w5FuQz4nQkwBmr7E/pub?qid=2
4 http://acaai.org/allergies/types/skin-allergies/latex-aIIergy
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Municipality of Clarington
Report CLD -004-17 Page 4
specified warning statement on the balloon, and affixing a printed identification of the
balloon's manufacturer. The law also prohibits a person from selling or distributing a
helium balloon filled attached to an electrically conductive string or tether.
Connecticut prohibits persons, non-profit organizations, firms or corporations, including
the state and its political subdivisions, from releasing, organizing the release of 10 or
more helium balloons or intentionally causing to be released into the atmosphere, within a
twenty -four-hour period.
Florida does not recognize any balloon as "biodegradable". Florida's Chapter 379
Section 233 states that "no person(s) shall release any more than 10 balloons filled with
lighter than air gases within a twenty four hours period". Balloons released on behalf of
the government such as hot air balloons that are being recovered; balloons released
indoors; or balloons that are biodegradable and approved by the Fish and Wildlife
Conservation Commission are the exception.5
Provincetown, MA prohibits the sale, use, and distribution of helium filled balloons, both
for public and private use.
A 2012 campaign in Wales titled "Keep Wales Tidy" resulted in the Cardiff Council
imposing a ban on the intentional release of balloons and lanterns on Council owned
land. This also resulted in a report, "Sky lanterns and helium balloons: an assessment of
impacts on livestock and the environment".6 This study not only outlined the impact
balloon releases have on the wildlife, but also the ongoing risk to coastal rescue services
who attend to false flare distress calls that were actually sky lanterns.
On its National Day, Gibraltar traditionally released balloons into the sky as a tradition of
celebration. In 2015, the government stopped their national tradition and cited its
discontinuation was due to the negative impact it has on wildlife and marine life. Similar
events in Northumberland, Dorset and Norfolk have also cancelled their balloon releases
due to the environmental impact.'
5 http://www.flsenate.gov/Laws/Statutes/2014/379.233
6 http://aov.wales/docs/desh/publications/130514sky-lanterns-helium-ba lloon s-assessment-en.Of
https://www.theguardian.com/environment/2016/apr/07/gibraltar-ends-annual-balloon-release-on-environmental-
g rounds
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2.1.2 Non -Governmental Agencies
Paae 5
The World Animal Foundation believes that any amount of balloons, no matter the cause,
celebration or tradition, creates a negative impact on wildlife.
The Marine Conservation Society is very much opposed to balloon releases. They are
against the practicing of balloon releases and have created a "Don't Let Go" campaign to
promote general awareness. The Society has developed a policy and statement on the
matter.$
Plastic Oceans, although they don't agree with the release of balloons, understand that
the general public are conducting small ceremonies with emotional attachments and are
unaware of the overall risk it causes the environment. Plastic Oceans' position is actually
targeting larger corporations such as the television show "X Factor".9
2.1.3 Within Canada
Staff were only able to find one province in Canada that has specifically acknowledged
and addressed the matter of balloon releases. In 2002 the Director of the Department of
the Environment of Newfoundland and Labrador approved the Helium Balloon Release
Guidance Document. According to the Director, the Guidance Document is enforceable,
but the release of balloons is not a significant issue at this time and therefore there is no
enforcement activity to speak of. According to findings, the only municipality which has
dealt with this matter is the City of Toronto which has banned in parks the release of any
balloons filled with lighter -than -air gases.
Although it's hard to calculate how many balloon releases are being conducted and if
they are gaining popularity, according to beach debris data maintained by the Ocean
Conservancy in Canada, balloon debris accounts for approximately 2% of debris found on
shorelines originating through shoreline or recreational activities (with food wrappers
being the most prominent at 27%).
Environment and Climate Change Canada has confirmed that have not developed any
guidelines or regulations pertaining to this matter, and nor is it a matter of focus for them
at this time.
8 http://www.mcsuk.org/what_we_do/Clean+seas+and+beaches/Campaigns+and+policy/Don't+let+go+-
+bal loons+and+sky+lanterns
9.http://www.plasticoceans.org/806/
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According to feedback from the Ministry of the Environment, the release of balloons is not
a significant issue and as such no provincial initiatives specific to balloon releases have
been undertaken.
According to Operations, Community Services, and Municipal Law Enforcement staff,
mass release of balloons is not common in Clarington and until brought to the attention of
Committee last September, staff have not received any complaints concerning the issue.
2.2 Regulating Balloon Releases in Clarington
Clarington By-law 2003-101 regulates dumping, disposing and removing of refuse,
debris, litter and other waste materials on lands within the Municipality of Clarington.
Released balloons meet the definition of By-law 2003-101 as "any garbage, debris, waste
material or effluent that in the opinion of the officer,
I. Appears to have been cast aside, discarded or abandoned; or
II. Appears to be worthless, useless or of no practical value; or
III. Appears to be used up in whole or in part or expended or worn out in whole or
in part."
The by-law prohibits the above from being deposited on private property, municipal
property, or public road allowance. Admittedly, this by-law does not expressly define
balloons as litter.
Although balloon releases in Clarington have not been a matter of concern, in passing
Resolution #GG -459-16, Council acknowledged the importance of protecting the
environment while remaining practical as it would be extremely challenging to institute a
total ban on the release of balloons.
3. Recommendation
To provide greater clarity in regulating the large scale release of balloon, it is
recommended that Clarington's Litter By-law 2003-101 be amended to add the following
definition:
"Balloon Release" means the release of 10 or more balloons filled with lighter -
than -air gasses within a 24-hour period.
Additionally we recommend amending the definition of "Litter" to included "Balloon
Release".
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Report CLD -004-17 Page 7
4. Concurrence
Not Applicable
5. Conclusion
The large-scale releasing of helium balloons is not a significant issue in Clarington and
nor has it been deemed a significant issue for the Ministry of the Environment or
Environment and Climate Change Canada. Admittedly, though, according to research
findings, the debris from balloons does pose a threat to the environment, and protecting
our environment is everyone's responsibility. It is therefore recommended that Council
acknowledge the negative impact that a large-scale release of helium balloons has on the
environment by amending Clarington's Litter By-law to expressly define large-scale
releases of balloons as being more than 10 and to prohibit large scale releases into the
environment. Staff further recommends that Council request the Ministry of the
Environment and Environment and Climate Change Canada to develop and adopt similar
guidelines to those adopted by Newfoundland and Labrador and that such guidelines be
promoted through a public education awareness campaigning.
6. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by:
C. Anne Greentree,
Municipal Clerk
Reviewed by:
Curry Clifford, MPA, CMO
Interim CAO
Staff Contact: June Gallagher, Deputy Clerk, 905-623-3379 ext. 2103 or
jgallagher@clarington.net
Attachment 1 — Draft By-law to Amend By-law 2003-101, being a by-law to regulate dumping,
disposing and removing of refuse, debris, litter and other waste materials on
lands within the Municipality of Clarington
The following is a list of the interested parties to be notified of Council's decision:
Honourable Catherine McKenna, Minister of Environment and Environment and Climate
Change Canada
All Durham Region Municipalities
129
Attachment 1
to Report CLD -004-17
The Corporation of the Municipality of Clarington
By-law 2017-xxx
Being a by-law to amend By-law 2003-101, regulating
the dumping, disposing and removing of refuse,
debris, litter and other waste materials on lands within
the Municipality of Clarington.
Whereas the debris from the large scale release of balloons poses a threat to the
environment;
And Whereas protecting our environment is everyone's responsibility;
And Whereas the Municipality of Clarington deems it advisable to amend
Clarington's Littering By-law 2003-101 to clarify that littering includes large scale
release of balloons;
Now therefore the Council of the Corporation of the Municipality of Clarington
hereby enacts as follows:
1. That Section 1 of By-law 2003-101 be amended by adding the following
definition:
"Balloon Release" means the release of 10 or more balloons filled with
lighter -than -air gasses within a 24-hour period.
2. That the definition of "litter" in Section 1 of By-law 2003-101 be amended to
add "balloon releases" to the end.
Passed this 20th day of March, 2017.
130
Adrian Foster, Mayor
C. Anne Greentree, Municipal Clerk
Clarington
Clerk's
Report
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Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 6, 2017
Report Number: CLD -005-17 Resolution:
File Number: By-law Number:
Report Subject: 2016 Accessibility Annual Status Update
Recommendations:
That Report CLD -005-17 be received for information.
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Municipality of Clarington
Report CLD -005-17
Report Overview
This report provides an overview of the 2016 Accessibility Annual Status Update
1. Background
Page 2
Under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), municipalities
are also required to prepare an annual status update on the progress they have made to
prevent and remove barriers relating to accessibility.
2. Proposal
The Municipality of Clarington is committed to ensuring that people of all ages and
abilities enjoy the same opportunities as they live, work, play, visit and invest in our
community. We strive to promote an inclusive, caring and respectful community where
programs, services and facilities are available to everyone. Our goal is to make
Clarington a barrier -free community and each year we come closer to achieving that goal.
In keeping with this commitment, the Municipality is working to meet and exceed its
obligations under the AODA and its Standards. The 2016 Accessibility Annual Status
Update (Attachment 1) highlights the accessibility accomplishments the Municipality has
made over the past year.
The Annual Status Update also provides a summary of the work to be accomplished in
2017.
3. Concurrence
The 2016 Accessibility Annual Status Update has been reviewed and endorsed by the
Clarington Accessibility Advisory Committee.
4. Recommendation
It is respectfully recommended that the 2016 Accessibility Annual Status Update report
be received for information.
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Report CLD -005-17
5. Strategic Plan Application
Not applicable.
Submitted by:
C. Anne Greentree,
Municipal Clerk
Page 3
Reviewed by:
Curry Clifford, MPA, CMO
Interim CAO
Staff Contact: Jeannette Whynot, Accessibility Coordinator, 905-623-3379 x 2131 or
jwhynot@clarington. net
There are no interested parties to be notified of Council's decision.
Attachments:
Attachment 1 - 2016 Accessibility Annual Status Update
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Attachment 1 to
Report CLD -005-17
2016 Accessibility Annual Status Update
Statement of Commitment
The Municipality of Clarington is committed to ensuring that people of all ages and abilities
enjoy the same opportunities when they live, work, play, visit and invest in our community.
We promote an inclusive, caring and respectful community where programs, services and
facilities are available to everyone. Our goal is to make Clarington a barrier -free community
and each year we come closer to achieving that goal.
About the 2016 Annual Status Update
This report is the Municipality of Clarington's annual update on the measures taken during
2016 to improve accessibility in our community and to report on the progress made under the
Accessibility for Ontarians with Disabilities Act, 2005 (AODA).
Accessibility Legislation in Ontario
Ontarians with Disabilities Act, 2001 (ODA)
In 2001, the Government of Ontario created the ODA. The ODA requires public sector
organizations (the provincial government, municipalities, hospitals, educational institutions and
public transportation service providers) to undertake activities aimed at reducing and
eliminating barriers for people with disabilities. It also required municipalities with populations
over 10,000 to appoint an Accessibility Advisory Committee (AAC), develop annual
accessibility plans and seek the advice of AACs on certain matters.
On December 1, 2015 the Government of Ontario rescinded the sections of the ODA that
applied to Municipalities. This was done to streamline accessibility requirements and remove
duplicated requirements. As a result of these changes, the Municipality of Clarington no longer
has obligations under the ODA.
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Attachment 1 to
Report CLD -005-17
Accessibility for Ontarians with Disabilities Act, 2005 (AODA)
The AODA sets out a road map for an accessible Ontario by 2025 with mandatory and
enforceable standards in five key areas:
• Customer Service
• Information and Communications
• Employment
• Transportation
• Public Spaces
The Customer Service Standard became law (Ontario Regulation 429/07) on January 1, 2008.
The Municipality of Clarington has complied with this Standard since January 1, 2010.
On July 1, 2016, the Government of Ontario made several changes to the Customer Service
Standard, which required the Municipality to update its Accessible Customer Service Policy.
One important change that occurred during this update was that the Customer Service
Standard was moved into the Integrated Accessibility Standards Regulation (IASR). As a result
of this change, all five standards now reside under one regulation.
The IASR also includes standards for: Information and Communication, Employment,
Transportation, and the Design of Public Spaces.
The Design of Public Spaces Standard focus on removing barriers in areas not covered by the
Ontario Building Code such as playgrounds, on and off-street parking, recreational trails and
service counters. It applies to new construction or re -construction of existing spaces. It does
not require organizations to retrofit in order to be compliant.
Ontario Building Code (OBC)
The OBC regulates the minimum building standards for the construction of all new buildings
and buildings that undergo a significant renovation. The Code includes requirements for
minimum accessibility within buildings.
The OBC was amended to include enhancements to accessibility in buildings. As of January 1,
2015, most new construction and extensive renovations will be subject to updated accessibility
requirements. Existing buildings, where no work is planned, are not affected by these new
requirements.
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Clarington's Accessibility Advisory Committee
Attachment 1 to
Report CLD -005-17
The Clarington Accessibility Advisory Committee (CAAC) is a citizen committee that acts as an
advisory body for Council. Its mandate is to advise on the identification, removal and
prevention of barriers to people with disabilities in Clarington.
The CAAC's term coincides with Council. Following the 2014 Municipal Elections, a new CAAC
was formed and is working within its mandate until 2018. Each member of the CAAC is a
volunteer, with the exception of the Council representative. The CAAC is supported by the
Accessibility Coordinator and the Clerk's Department.
The current CAAC members bring a wide range of personal and professional experiences and
perspectives related to the challenges faced by people with disabilities. They provide
invaluable advice and support as we continue to work toward a barrier -free Clarington.
In 2016, the CAAC reviewed 18 site plan applications and 5 municipal projects for barriers to
accessibility. Having the CAAC review site plan applications is a core requirement of the
AODA and one that the Committee takes seriously. They take pride knowing they have helped
contribute to a more accessible Clarington.
In 2016, the CAAC also:
Updated their Terms of Reference
Created a new logo and re -developed marketing materials
Attended AppleFest and handed out over 500 brochures and hundreds of pieces of
promotional material.
Enabling Accessibility in Clarington
In 2015, Council approved a full-time Accessibility Coordinator position in response to the
growing demands of the AODA and its Standards and a review of the Municipality's
compliance with the Standards. The Accessibility Coordinator acts as a resource for all service
areas and facilitates compliance with the AODA. The Coordinator keeps informed about
legislation and participates in accessibility networks such as the Ontario Network of
Accessibility Professionals (ONAP).
The Coordinator also liaises with the other Accessibility Coordinators in Durham through a
quarterly coordinators meeting. In addition, the Accessibility Coordinator sits on the Durham
136
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Attachment 1 to
Report CLD -005-17
Regional Transit's Specialized Services Appeals Panel. This panel hears eligibility appeals for
Specialized Service, as required under the AODA.
1016 Accomplishments
Quick Facts
Activity
Number of occurrences
Clarington Accessibility Advisory Committee meetings
8
Accessible document training sessions
13
Site plans reviewed
18
Municipal projects reviewed
5
Number of Specialized Transit appeals heard
-40
AODA training sessions
10
Public inquiries
7
Staff requests for accessible document assistance
--27
Public feedback on accessibility
5
Requests for information in an alternative format
2
Ongoing Activity
Customer Service Standard
The Accessibility Standards for Customer Service came into effect in 2008. The Municipality of
Clarington has been in compliance with this Standard since 2009. In 2016, the Government of
Ontario updated this standard. As a result of these changes, the Municipality has updated its
Accessible Customer Service Policy. Staff and volunteers will be provided updated training on
the changes to this policy in 2017.
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Municipality of Clarington
Attachment 1 to
Report CLD -005-17
We recognize that providing accessible customer service is an ongoing effort and that we can
always do better. We continue to train all new employees and volunteers on Accessible
Customer Service.
General Requirements
The Municipality of Clarington's Multi -Year Accessibility plan is posted on the Clarington
website. This plan outlines the steps we will take to meet our obligations under the AODA. In
partnership with the Clarington Accessibility Advisory Committee, we will review and update
this plan in 2017 to make sure we are meeting or exceeding our obligations under the AODA.
Training on the IASR and the Ontario Human Rights Code continues to be given to new staff
and volunteers. Accessibility training continues to play an important role in new employee
orientation.
The Purchasing Department continues to include accessible design, features and criteria when
purchasing goods, services or facilities. If the Municipality is not able to purchase accessible
goods, services or facilities, the Municipality will give an explanation as to why, upon request.
Information and Communications
1. Website
In 2015, the Municipality re -launched its website. The website was completely redesigned to
be user-friendly and accessible. The new website and the content on it complies with WCAG
2.0 Level AA, an achievement the Municipality met well before the January 1, 2021 deadline
prescribed by the AODA.
Staff across all departments continue to work hard to ensure everything on the website is in an
accessible format. In some situations we are not able to post content that is in an accessible
format. If something is not accessible to someone, we encourage them to contact us and we
will work with them to find a suitable accessible format.
Our website continues to feature BrowseAloud. BrowseAloud has a number of helpful tools
that make our website even more accessible such as: highlighting, reading out loud, and
language translation. It had 3723 speech requests and 2843 toolbar loads between December
2015 and November 2016.
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Municipality of Clarington
2. Accessible Documents
Attachment 1 to
Report CLD -005-17
In support of accessible documents for our website, municipal staff received training on how to
create accessible Word 2013 documents throughout 2016. The Accessibility Coordinator
continues to train and support staff that need help creating accessible documents.
The Municipality continues to make great strides in providing documents in an accessible
format. We encourage individuals who find a document inaccessible to contact us via phone or
email to request it in an alternative format.
Employment
The Municipality of Clarington is committed to accessible and equitable hiring practices and
continues to meet its Employment Standard obligations under the AODA. All job postings
include a statement about the availability of accommodations for applicants with disabilities
during the recruitment process.
Successful candidates are informed, through their offer of employment, that accommodations
are available for people with disabilities. All employees are informed of policies regarding job
accommodations. The Municipality continues to provide workplace emergency information to
employees who require it.
Transportation
The Region of Durham is responsible for transportation within Clarington. Metrolinx (GO
Transit) also provides transportation service through Clarington.
All feedback regarding transportation is shared with Durham Regional Transit and/or Metrolinx.
The Accessibility Coordinator frequently liaises with Durham Regional Transit on issues
relating to accessible public transportation in Clarington. The Accessibility Coordinator also
serves as an Appeals Panel member for Durham Regional Transit's Specialized Service
appeals.
Design of Public Spaces
As of January 1, 2016, the Municipality was required to comply with the requirements of the
Design of Public Spaces Standard. In 2015, the Municipality reviewed the Standard and
developed strategies for ensuring all new and redeveloped public spaces are compliant with
the requirements beginning in 2016.
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Municipality of Clarington
Attachment 1 to
Report CLD -005-17
Although the Municipality is not required to retrofit public spaces under this Standard, we will
continue to proactively make accessibility improvements. We will work towards creating a
barrier -free Clarington by removing barriers and exceeding our legal requirements whenever
possible.
Next Steps
Throughout 2017, the Municipality of Clarington will continue to work towards meeting,
maintaining, and exceeding its obligations under the AODA and its Standards. In keeping with
our goal of becoming a barrier -free community we will:
• Review and update our Multi -Year Accessibility Plan, in collaboration with the
Clarington Accessibility Advisory Committee.
• Respond to requests for information in an alternative format.
• Continue conducting accessibility audits on municipal facilities.
• Update current accessibility policies and preform a gap analysis of missing policies.
• Provide current staff and volunteers with updated information on changes to our
accessibilities policies and continue providing accessibility training to all new staff
and volunteers.
• Continue to review by-laws to ensure they are consistent with the principles of the
AODA and that they meet or exceed the minimum Standards required under the
AODA.
• Collaborate with the Clarington Board of Trade and contribute monthly to their
newsletter.
• Monitor accessibility trends, themes and actions at the grassroots, provincial and
federal levels.
Continue advocating for greater accessibility within the community.
140
Clarington
Finance Department
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: March 6, 2017
Report Number: FND-002-17 Resolution:
File Number: By-law Number:
Report Subject: Financial Update as at December 31, 2016
Recommendations:
That Report FND-002-17 be received for information.
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Municipality of Clarington
Resort FND-002-17
Report Overview
Paae 2
The purpose of this report is to update Council on the overall budget variances as of
December 31, 2016 as well as other financial indicators such as taxes receivable,
investments, debt and development charges collected. These are not audited figures and
are subject to change as the year-end process are complete. This report cannot be used to
forecast the year-end financial position.
1. Background
The financial update has been designed to focus on overall budget variance.
2. Fourth Quarter of 2016 Results
2.1 Attachment 1, Summary of Operating Expenditures and Revenues compares the
Municipality's budget to actuals as of December 31, 2016. This statement reflects the
Municipality's operating budget only and excludes year to date financial activities for the
library, museum, BIAs and consolidated hall/arena boards. Year to date expenditures as
of December 31, 2016 totalled $76,173,931 which represents 104% of the 2016 budget.
Year to date revenues totalled $78,984,229 which represents 107.8% of the 2016 budget.
2.2 Attachment 1 is intended to provide an indication of the status of Municipality's operating
accounts compared to the approved budget as at December 31, 2016. It is very
important to note that the figures presented in this report do not represent final year-end
figures. Year-end accruals and adjustments necessary to ensure revenue and expenses
are charged to the appropriate fiscal year will continue to be done to finalize the 2016
year in order to prepare the Municipal Financial Statements in accordance with the
Canadian generally accepted accounting principles. The external audit of the 2016 year
will be completed at the end of June 2017. The figures for both years do not include all
consolidated municipal service boards activities nor non-cash transactions such as
capital asset amortization and unfunded post -employment. This statement cannot be
used in isolation and does not indicate the final position of the Municipality in either year.
2.3 In 2016, the Clarington Board of Trade (CBOT), as well as the Communications and
Tourism division were transferred to the budget of the Administrator's office. Previously,
the Clarington Board of Trade was included as a Unclassified Administration line under
the Finance department. Communications and Tourism were included as part of the
Corporate Services department. This will account for the change in the budget figures
from 2016 to 2015 within these departments.
2.4 Municipal taxation revenue is higher than budgeted due to the increase in the
supplementary billing in the fourth quarter. Significant payment in lieu (PIL) assessments
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Municipality of Clarington
Resort FND-002-17
Paae 3
were added to the tax roll including the Ontario Power Generation office building and the
Durham Region Energy from Waste (EFW) facility. This has increased the PIL billings
and education retained portion of the tax billing by approximately $1.3 million.
2.5 The Clerks department net expenditures are 94.6% of the 2016 budget. Revenues are
higher than budgeted at 144.9%. This is mainly attributed to higher than budgeted
parking revenues of $217,930. The higher than budgeted expenditures are due to the
corresponding transfer to the reserve fund of the parking revenues. Cemetery and by-
law revenues are higher than budgeted which have helped offset the lower than
budgeted animal licenses.
2.6 Emergency Services net expenditures are 100.1% for 2016. Emergency call revenues
are unbudgeted and are offset by a corresponding expense which transfers this revenue
to the reserve fund. The increase in the revenues is due to the emergency calls and
other miscellaneous revenues such as charges to Ontario Power Generation as per the
Memorandum of Understanding with them. Expenses overall are on track at 101.7%.
Overall the higher expenses are due to the transfer to reserve funds and higher than
budgeted part-time firefighter wages.
2.7 Engineering net expenditures are 80.4% of the 2016 budget. This is due to the higher
revenues in building inspections and building permits thus reducing the net expenditures.
At the end of the 2016, building permit revenues were at $2,838,221 or 214.7% of the
total 2016 budget. A portion of the building permit revenues are transferred to the
Building Division Reserve Fund to offset expenses during years of low revenues.
2.8 Operations net expenditures are at 102.4% of the 2016 budget. As noted earlier not all
year-end entries have been processed. Due to the late issue of the Courtice Library
debenture, there is no principal payment in 2016. At the time of the 2016 budget it was
estimated that the Courtice Library debenture cost would be $99,000. Operating
expenditures (excluding fleet and debenture payments) are at 105.9% of the 2016
budget. Some of the higher expenditures are hydro cost for street lighting and winter
maintenance which are both conservatively budgeted. Winter maintenance costs will
also be adjusted once the inventory for sand and salt has been finalized. Tree contracts
that cover emergency pruning, stump removal and tree replacement are over budget as
well. This would include emerald ash activities.
2.9 The Community Services net expenditures are at 103% of the 2016 budget. Hydro costs
continue to be over budget by approximately $190,000. Increase in the revenues in
aquatic and fitness have offset lower revenues in ice rentals and canteen sales. With the
increase activities, the associated staffing costs have increased.
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Paae 4
2.10 Boards and agencies are on budget for 2016. As noted in previous reports the increase
is due to capital budget transfers to the library approved in prior years. This is offset by a
non -departmental revenue transfer from reserve fund from previous commitments.
2.11 Attachment 2, Continuity of Taxes Receivable as of December 31, 2016 provides the
status of the taxes billed and collected by the Municipality. A total of $3,906,617 in
supplementary tax bills were issued to property owners in the Municipality during the
fourth quarter. At the end of 2016, a total of $2,502,214 remains unpaid compared to
December 2015 taxes receivable of $3,148,772. The net balance is $646,558 lower or
20.5% lower than the previous year at this time. This in part can be attributed to a tax
sale property with significant arrears which was cleared in July 2016. Another factor is
the increased enrolment in the Pre -Authorized Payment (PAP). For those who participate
in the monthly PAP program the monthly payments are taken from December 2015 to
November 2016 for their 2016 property taxes. Monthly PAPs processed in December
2016 are applicable to the 2017 taxes and therefore appear as pre -paid taxes on
Attachment 2. PAPs have increased by $339,331 or by 7.1 % when compared to the
previous year. Taxes outstanding continue to be managed by ongoing collection efforts.
2.12 Attachment 3, Investments Outstanding as of December 31, 2016 provides the status of
the Municipality's general, capital and reserve fund investment holdings at the end of
2016. The Municipality at December 31, 2016 holds $10,016,581.23 in general fund
investments, $0 in capital fund investments, $9,438,736.03 in Development Charge
reserve fund investments and $48,366,737.92 in reserve fund investments. The general
fund investment is with the One Fund High Interest Savings Account (HISA). This
investment offers better returns with high liquidity. Investments held in the Municipality's
portfolio are assessed on an ongoing basis to ensure they meet the requirements of
Section 418 of the Ontario Municipal Act, Ontario Regulation 438/97 and the
Municipality's investment policy. Clarington investments are very conservative in nature
and only high quality investments are chosen as per the investment policy.
2.13 Attachment 4, Debenture Repayment Schedule provides the status of the Municipality's
long term debt obligations as of January 1, 2017. The Municipality will have
approximately $20,283,942.62 in outstanding debt as of January 1, 2017. The debenture
for the Rickard Recreation Complex (RRC) and the Municipal Administrative Centre
(MAC) improvements have not been issued yet by the Region so the associated
repayment plan is an estimate. In 2017, the debt repayment obligations as per the
current debt are $4,000,814.66 which include the estimated figures for RRC and MAC.
The annual principal and interest payments required to service these liabilities continue to
be well within the annual debt repayment limits prescribed by the Ministry of Municipal
Affairs and Housing.
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Paae 5
2.14 Attachment 5, Municipal Development Charges as of December 31, 2016 provides the
Municipal Development charges collected separated into residential and non-residential.
In 2016 Residential Municipal Development Charges collected was $10,867,004.27. In
the recent 2015 Development Charges Background Study, it is forecasted that the
Municipality would be collecting approximately 591 residential units in total for 2016 or
about 49 units per month. For 2016 budget considerations, the figure of 600 units (50
units per month) was used for the year. In 2016, there were 945 residential units.
Compared to the previous year there was 4.15% decrease in development charges
collected and a 6.18% increase in the number of units. The decrease in development
charges collected versus the increase in the number of unit is due to the Development
Charges incentive for the Queen Street, Bowmanville project and the higher numbers in
townhouses and apartments. The smaller type units have lower development charges
which results in the decrease in development charges collected when compared to 2015.
2.15 In 2016, Non -Residential Municipal Development Charges collected was $272,599.85.
Compared to the same period the previous year there was 35.27% decrease in
development charges collected. Non-residential development charges are based on the
area in square meters rather than per unit cost so it can be expected to have significant
variances from one year to another.
2.16 In the 2015 Development Charges By-law 2015-035, there are a number of incentives to
encourage development in Clarington. As of December 31, 2016 a total of $568,035.22
in incentives have been given to eight properties. To date there has been one residential
development incentive given to a mid -rise residential development of $413,822.26. The
remaining $154,212.96 has been given to non-residential incentives.
3. Concurrence
Not Applicable
4. Conclusion
It is respectfully recommended that the fourth quarter of 2016 financial update report be
received for information.
5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
145
Municipality of Clarington
Report FND-002-17 Page 6
Submitted by. Reviewed by:
(for) Nancy Taylor, BBA, CPA, CA, Curry Clifford, MPA, CMO
Director of Finance/Treasurer Interim CAO
Staff Contact: Catherine Carr, Manager of Internal Audit, 905-623-3379 ext 2606 or
ccarr@clarington.net
There are no interested parties to be notified of Council's decision.
Attachment 1 — Summary of Operating Revenues and Expenditures
Attachment 2 - Continuity of Taxes Receivable
Attachment 3 — Investments Outstanding
Attachment 4 — Debenture Repayment Schedule
Attachment 5 — Municipal Development Charges
NT/CC/hjl
The Municipality of Clarington
Summary of Operatinq Expenditures and Revenues for 2016 (not final fiqures)
Attachment 1 for FND-002-17
147
2016 Total
Budget
2016 Actual
YTD
2016 YTD
Unexpended
in $
2016 YTD
Expended
%
2015 Total
Budget
2015 Actual
YTD (not
consolidated
figures)
2015 YTD
Unexpended
in $
05 Non -departmental Accounts
(53,048,526)
(2,139,573)
(5,573,121)
(53,531,786)
(2,875,860)
(9,756,135)
483,260
736,287
4,183,014
Municipal Taxation
(55,690,829)
(57,572,925) 1,882,096
103.4%
Other Revenue
(1,646,289)
(1,879,909) 233,620
114.2%
Contributions
(5,839,274)
(5,898,249) 58,975
101.0%
Revenues/Taxation/Contributions
(63,176,392)
(65,351,083)
2,174,691
103.4%
(60,761,220)
(66,163,781)
5,402,561
(199,200)
199,200
(199,200)
199,200
0
0
100.0%
100.0%
(194,230)
194,230
(194,230)
194,230
0
0
59 BIA Taxation
BIA Taxes
BIA Payments
Net Expenditures
0
0
0
0
0
0
10 Mayor and Council
Net Expenditures
13 Administrator's Office
Revenue/Recoveries
Expenditures (2016 includes CBOT
and Communications/Tourism)
908,605 832,764 75,841 91.7%
903,733 876,866
26,867
(166,200) (266,552) 100,352 160.4%
2,094,155 2,498,329 (404,174) 119.3%
(85,500) (202,733)
747,794 829,542
117,233
(81,748)
Net Expenditures
1,927,955
2,231,777
(303,822)
115.8%
662,294
626,809
35,485
(105,000)
462,087
(116,600)
430,935
11,600
31,152
14 Legal Administration
Revenue/Recoveries
(69,000) (116,941)
47,941 169.5%
Expenditures
417,659 440,464
(22,805) 105.5%
Net Expenditures
348,659
323,523
25,136
92.8%
357,087
314,335
42,752
(100,500)
4,718,536
(264,859)
4,887,038
164,359
(168,502)
16 Corporate Services
Revenue/Recoveries
Expenditures (2015 includes
Communications/Tourism)
Net Expenditures
(108,500) (193,398)
3,807,847 3,827,048
84,898 178.2%
(19,201) 100.5%
3,699,347 3,633,650
65,697 98.2%
4,618,036
4,622,179
(4,143)
147
The Municipality of Clarington
Summary of Operatinq Expenditures and Revenues for 2016 (not final fiqures)
Attachment 1 for FND-002-17
2016 Total
Budget
2016 Actual
YTD
2016 YTD
Unexpended
in $
2016 YTD
Expended
%
2015 Total
Budget
2015 Actual
YTD (not
consolidated
figures)
2015 YTD
Unexpended
in $
(629,300)
2,914,872
(981,140)
3,288,856
351,840
(373,984)
19 Clerk's
Revenue/Recoveries
(708,900)
(1,027,231) 318,331 144.9%
Expenditures
3,074,911
3,266,144 (191,233) 106.2%
Net Expenditures
2,366,011
2,238,913
127,098
94.6%
2,285,572
2,307,716
(22,144)
(1,564,000)
2,406,973
2,324,331
(1,701,934)
4,369,344
2,373,200
137,934
(1,962,371)
(48,869)
21 Finance & Unclassified Adminstration
Revenue/Recoveries
(1,564,000)
(1,773,319) 209,319 113.4%
Unclassified Administration
(2015 includes CBOT)
Operating Expenditures
Expenditures
Net Expenditures
2,287,726
2,473,638
2,396,621
(185,912)
10,394
108.1%
99.6%
2,407,015
4,694,741 4,870,259 (175,518) 103.7%
4,731,304
6,742,544
(2,011,240)
3,130,741 3,096,940 33,801 98.9%
3,167,304 5,040,610
1,873,306
(49,000)
11,506,881
(153,151)
12,316,479
104,151
(809,598)
28 Emergency Services - Fire
Revenue/Recoveries
(80,000) (279,557) 199,557 349.4%
Expenditures
Net Expenditures
11,815,340
12,020,803
(205,463)l
101.7%
11,735,340 11,741,246 (5,906) 100.1%
11,457,881
12,163,328
(705,447)
(1,381,500)
(3,340,181)
1,958,681
241.8%
(1,359,500)
522,189
6,284,391
(2,645,613)
522,189
6,995,699
1,286,113
0
(711,308)
32 Engineering Services
Revenue/Recoveries
Debenture Payments
528,771 528,771 01 100.0%
Operating Expenditures
6,536,575 7,382,217 (845,642)1 112.9%
Expenditures
Net Expenditures
7,065,346
7,910,988
(845,642)1
112.0%
6,806,580
7,517,888
(711,308)
5,683,846 4,570,807 1,113,039 1 80.4%
5,447,080 4,872,275
574,805
The Municipality of Clarington
Summary of Operatinq Expenditures and Revenues for 2016 (not final fiqures)
Attachment 1 for FND-002-17
36 Operations
2016 Total
Budget
2016 Actual
YTD
2016 YTD
Unexpended
in $
2016 YTD
Expended
%
2015 Total
Budget
2015 Actual
YTD (not
consolidated
figures)
2015 YTD
Unexpended
in $
(606,100)
14,888,669
1,163,820
(901,235)
16,894,663
1,158,046
295,135
(2,005,994)
5,774
Revenue/Recoveries
(677,300)
(1,052,096) 374,796
155.3%
Operating Expenditures
15,840,827
1,090,643
16,770,661 (929,834)
927,366 163,277
105.9%
85.0%
Fleet & Debenture Payments
Expenditures
16,931,470
17,698,027
(766,557)1
104.5%
16,052,489
18,052,709
(2,000,220)
Net Expenditures
16,254,170
16,645,931
391,761
102.4%
15,446,389
17,151,474
1,705,085
(4,574,215)
10,239,421
3,105,368
100,000
(4,759,374)
10,869,450
3,105,368
90,292
185,159
(630,029)
0
9,708
42 Community Services
Revenue/Recoveries
(4,694,600) (4,845,010) 150,410 103.2%
Operating Expenditures
10,900,097 11,339,407 (439,310) 104.0%
Debenture Payments
3,104,458 3,104,458 0 100.0%
115,000 113,500 1,500 98.7%
Annual Grants & Sponsorships
Expenditures
14,119,555
14,557,365
(437,810)
103.1%
13,444,789
14,065,110
(620,321)
Net Expenditures
9,424,955
9,712,355
287,400
103.0%
8,870,574
9,305,736
435,162
(405,000)
3,980,012
(443,511)
4,051,580
38,511
(71,568)
50 Planning Services
Revenue/Recoveries
(436,000) (539,661) 103,661 123.8%
4,141,092 3,920,605 220,487 94.7%
Expenditures
Net Expenditures
Boards & Agencies
3,705,092
3,380,944
324,148
91.3%
3,575,012
3,608,069
(33,057)
Net Expenditures
3,991,671
4,131,935
(140,264)
103.5%
3,970,258
4,210,878
(240,620)
Total Operating
(70,433,565)
70,433,565
(78,528,161)
77,464,655
8,094,596
(7,031,090)
Revenue/Recoveries
(73,261,592)
(78,984,229)
5,722,637 107.8%
Expenditures
73,261,592
76,173,931
(2,912,339) 104.0%
Net Difference
0
(2,810,298)
2,810,298
0
(1,063,506)
1,063,506
* These are not audited figures and are subject to change as the year-end process is completed. This report
cannot be used to forecast the ear -end financial position.
149
CORPORATION OF THE MUNICIPALITY OF CLARINGTON Attachment 2 to
Continuity of Taxes Receivable Report FND-002-17
for the Fourth Quarter of the Year 2016
Beginning Balance
Interest
Payments &
December
December
Receivable
Added
Taxes Billed
Balance
Adjustments
2016
2015
September 30, 2016
Prepaid Taxes
(5,148,466)
(4,809,135)
Current Year
Taxes
16,089,915
2,921,298
19,011,213
(13,757,630)
5,253,583
5,326,613
Penalty and Interest
163,240
267,610
430,850
(232,831)
198,019
222,747
First Prior Year
Taxes
1,946,094
650,533
2,596,627
(1,070,214)
1,526,413
1,644,504
Penalty and Interest
162,174
61,443
223,617
(90,852)
132,765
129,726
Second Prior Year
Taxes
532,202
334,786
866,987
(481,016)
385,971
325,428
Penalty and Interest
54,705
15,373
70,078
(33,719)
36,359
36,165
Third and Prior Years
Taxes
107,296
-
107,296
(20,143)
87,153
163,670
Penalty and Interest
30,483
3,358
33,841
(3,425)
30,416
109,055
Total
19,086,109
347,784
3,906,617
23,340,510
(15,689,831)
2,502,214
3,148,772
Note 1: Prepaid taxes include property tax preauthorized payment program (PAP).
** Includes refunds, write-offs, 357's, etc.
150
Attachment 3 to
Municipality of Clarington Report FND-002-17
Investments Outstanding
As at December 31, 2016
General Fund
One Fund
Capital Fund
HISA H 07 -Sep -1 6
General fund total
10,016,581.23 1.15%
10,016,581.23
n/a
10,016,581.23 (B)
10,016,581.23
Capital fund total - -
Non-develoament charae monies fincludina Strateaic Capital)
Purchase
Interest
Maturity
Issuer
Type
I Rating
I Date
I Cost
I Rate
I date
I Maturity
General Fund
One Fund
Capital Fund
HISA H 07 -Sep -1 6
General fund total
10,016,581.23 1.15%
10,016,581.23
n/a
10,016,581.23 (B)
10,016,581.23
Capital fund total - -
Non-develoament charae monies fincludina Strateaic Capital)
151
Manulife Bank
GIC
HM
19 -Mar -12
1,693,000.00
2.88%
19 -Mar -17
1,951,224.70
BMO
coupons
L
15 -Mar -12
159,396.18
2.86%
28 -Mar -17
183,615.00
RBC
GIC
H
01 -May -13
1,000,000.00
2.10%
01 -May -17
1,086,683.24
BMO
coupons
L
15 -Mar -12
196,287.25
2.92%
28 -Sep -17
230,141.00
BNS
GIC
H
30 -Oct -12
1,884,365.00
2.50%
30 -Oct -17
2,131,986.04
HSBC
GIC
H
21 -Dec -12
1,121,354.00
2.40%
21 -Dec -17
1,262,352.30
National Bank
GIC
M
12 -Feb -13
1,927,464.00
2.45%
12 -Feb -18
2,175,434.89
Tangerine
GIC
H
25 -Mar -13
1,254,427.00
2.40%
26 -Mar -18
1,412,449.93
HSBC
GIC
H
13 -May -13
321,079.00
2.25%
14 -May -18
358,862.84
BNS
GIC
H
03 -Jun -13
1,499,069.00
2.30%
03 -Jun -18
1,679,576.51
RBC
GIC
H
30 -Jul -13
2,341,277.00
2.60%
30 -Jul -18
2,661,886.92
Tangerine
GIC
HM
10 -Aug -15
672,368.00
1.60%
10 -Aug -18
705,160.80
BMO
GIC
H
30 -Sep -13
1,174,214.00
2.90%
01 -Oct -18
1,354,748.00
Prov NB
coupons
H
27 -Jun -13
248,068.78
2.59%
03 -Dec -18
285,071.00
RBC
GIC
H
11 -Mar -14
1,084,844.00
2.50%
11 -Mar -19
1,227,401.41
RBC
GIC
H
17 -Mar -14
1,000,000.00
2.50%
18 -Mar -19
1,131,408.21
Tangerine
GIC
H
02 -May -14
1,000,000.00
2.60%
02 -May -19
1,139,019.14
BMO
GIC
H
17 -Aug -14
830,000.00
2.41%
19 -Aug -19
935,015.04
151
Attachment 3 to
Municipality of Clarington Report FND-002-17
Investments Outstanding
As at December 31, 2016
Issuer
Type
Rating
Purchase
Date
Cost
Interest
Rate
Maturity
date
Maturity
BNS
GIC
H
12 -Sep -14
1,037,127.00
2.46%
12 -Sep -19
1,171,126.20
Manulife Bank
GIC
HM
23 -Sep -14
789,343.56
2.50%
22 -Sep -19
893,069.79
Tangerine
GIC
H
02 -Dec -14
1,191,382.00
2.56%
02 -Dec -19
1,351,889.19
Tangerine
GIC
H
18 -Dec -14
1,045,809.00
2.56%
18 -Dec -19
1,186,704.08
BNS
GIC
H
01 -Jun -15
1,500,632.00
2.10%
01 -Jun -20
1,664,956.59
BMO
GIC
H
11 -Aug -15
2,000,000.00
1.95%
11 -Aug -20
2,202,754.75
RBC
GIC
H
11 -Aug -15
1,741,656.00
1.95%
11 -Aug -20
1,918,220.51
BNS
GIC
H
28 -Sep -15
708,582.00
2.10%
29 -Sep -20
786,174.27
BMO
GIC
H
15 -Oct -15
621,864.00
2.15%
15 -Oct -20
691,651.42
BNS
GIC
H
10 -Dec -15
1,500,000.00
2.32%
10 -Dec -20
1,682,263.09
BMO
GIC
H
10 -Dec -15
1,500,000.00
2.20%
10 -Dec -20
1,672,421.48
BNS
GIC
H
10 -Dec -15
1,976,951.00
2.32%
10 -Dec -20
2,220,381.86
HSBC
GIC
H
18 -Dec -15
1,182,689.00
2.25%
18 -Dec -20
1,321,865.11
HSBC
GIC
H
29 -Mar -16
195,399.00
2.18%
29 -Mar -21
217,646.57
HSBC
GIC
H
02 -May -16
1,001,980.00
2.15%
03 -May -21
1,114,256.16
RBC
GIC
H
03 -Oct -16
2,000,000.00
1.70%
04 -Oct -21
2,175,879.10
BMO
GIC
H
03 -Oct -16
1,281,741.00
1.70%
04 -Oct -21
1,394,456.73
BMO
GIC
H
05 -Oct -16
1,812,000.00
1.70%
05 -Oct -21
1,971,346.46
RBC
GIC
H
21 -Dec -16
181,765.00
1.80%
21 -Dec -21
198,723.46
BNS
GIC
HM
21 -Dec -16
2,544,990.00
2.00%
21 -Dec -21
2,809,874.60
Prov BC
Bond
H
11 -Dec -13
2,369,685.75
2.70%
18 -Dec -22
2,425,000.00
Prov Manitoba
Bond
H
23 -Nov -15
775,928.40
2.45%
02 -Jun -25
780,000.00
Non -development
charge total
48,366,737.92
53,762,698.39
152
(A)
(A)
Attachment 3 to
Municipality of Clarington Report FND-002-17
Investments Outstanding
As at December 31, 2016
Development charge funds
One Fund
Bond
Purchase
08 -Aug -00
Interest
Maturity
n/a
Issuer
Type
I Rating
I Date
I Cost
I Rate
I date
I Maturity
Development charge funds
One Fund
Bond
NR
08 -Aug -00
3,927,265.03
n/a
3,927,265.03
One Fund
Equity
NR
31 -Jan -07
500,000.00
n/a
500,000.00
RBC
GIC
H
13 -Dec -16
179,549.00
0.75%
12 -Jun -17
180,216.77
National Bank
GIC
HM
20 -Dec -13
1,300,000.00
2.75%
20 -Dec -18
1,488,855.35
BNS
GIC
H
21 -Dec -16
1,128,572.00
1.80%
21 -Dec -21
1,233,866.47
Prov Ontario
Bond
H
19 -Dec -13
2,403,350.00
2.85%
02 -Jun -23
2,500,000.00
Development charge total
9,438,736.03
9,830,203.62
Total Investments
$ 67,822,055.18
Note that interest is annual compounding with the exception of the following:
(A) Bond interest is paid semi-annually (B) Pooled Investment Fund
153
$ 73,609,483.24
(B)
(B)
(A)
Muncipality of Clarington
Attachment 4 of
Report FND-002-17
NOTE:
2018 Newcastle Library requires renewal of debenture for a further 5 year period unless funding is available from other sources. Partial funding at those times
would reduce debenture burden for following 5 year period. An estimate is provided based on a further 5 years.
154
Debenture Repayment Schedule
As of January 1, 2017
RRC
MAC
Green Road
South Courtice
Indoor Soccer
RRC CCD
Improvements
Improvements
Grade
Newcastle
Newcastle
Year
Arena
Lacrosse
space
(estimated)
(estimated)
Separation
Library
Courtice Library
Aquatic
Total
2017
1,069,666.77
163,532.59
105,047.39
77,900.00
102,107.00
534,406.77
103,787.14
82,665.09
1,761,701.91
4,000,814.66
2018
164,093.85
104,942.45
79,400.00
101,582.00
538,772.66
106,787.14
78,904.97
1,759,687.50
2,934,170.57
2019
165,174.58
104,831.80
78,000.00
101,107.00
541,802.38
109,787.14
78,146.32
1,757,651.34
2,936,500.56
2020
164,755.07
104,715.46
77,300.00
101,082.00
544,416.38
112,787.14
78,341.53
1,604,355.98
2,787,753.56
2021
163,863.49
104,593.15
78,200.00
101,532.00
546,623.02
115,787.14
78,465.50
1,054,141.30
2,243,205.60
2022
163,542.75
79,600.00
101,707.00
546,559.49
117,000.00
78,488.31
1,006,711.96
2,093,609.51
2023
162,800.11
80,200.00
102,257.00
546,276.36
119,000.00
78,425.64
1,088,959.11
2024
160,675.42
79,200.00
103,091.00
553,240.30
78,249.84
974,456.56
2025+
565,450.00
715,770.00
2,693,604.53
546,030.80
4,520,855.33
1,069,666.77
1,308,437.86
524,130.25
1,195,250.00
1,530,235.00
7,045,701.89
784,935.70
1,177,718.00
8,944,249.99
23,580,325.46
Principal
at January
1, 2017
1,057,000.00
1,167,000.00
425,533.62
1,010,000.00
1,296,809.00
5,695,600.00
602,000.00
990,000.00
8,040,000.00
20,283,942.62
Principal
at January
1, 2018
-
1,033,000.00
339,154.57
932,100.00
1,194,702.00
5,332,600.00
529,000.00
931,000.00
6,595,000.00
16,886,556.57
Interest
Rates
2.00% to 2.25%
1.35% to 3.35%
5.12%
estimated
estimated
1.35% to 3.8%
4.9% to 5.2%
1.15% to 2.8%
4.5% to 4.75%
NOTE:
2018 Newcastle Library requires renewal of debenture for a further 5 year period unless funding is available from other sources. Partial funding at those times
would reduce debenture burden for following 5 year period. An estimate is provided based on a further 5 years.
154
Municipality of Clarington
RESIDENTIAL
Single/Semi- Detached
-New construction
-Additions
Townhouse
Apartment
TOTAL:
Attachment 5 to
Report FND-002-17
Municipal Development Charges
January to December YTD
Change in DC paid from prior year:
Change in DC units from prior year:
NON-RESIDENTIAL
Commercial
-New construction
-Additions
Industrial
-New construction
-Additions
Agricultural
Government
Institutional
TOTAL:
-4.15%
6.18%
2016
2015
2015
Development
Municipal Development
Number
Municipal Development
Number
Charges Paid
Charges Paid
of Units
$
Charges Paid
of Units
$
7,240,639.00
459
$
8,530,500.03
558
$
15,985.00
1
$
172.10
1
$
2,273,872.00
184
$
1,218,906.00
99
$
1,336,508.27
301
$
1,587,344.00
232
$
10,867,004.27
945
$
11,336,922.13
890
421,158.44
Change in DC paid from prior year:
Change in DC units from prior year:
NON-RESIDENTIAL
Commercial
-New construction
-Additions
Industrial
-New construction
-Additions
Agricultural
Government
Institutional
TOTAL:
-4.15%
6.18%
Change in DC paid from prior year:
155
-35.27%
2016
2015
Municipal
Development
Municipal Development
Charges Paid
Charges Paid
$
254,511.76
$
46,214.61
$
13,422.89
$
4,941.17
$
4,665.20
$
365,715.86
$
-
$
4,286.80
$
272,599.85
$
421,158.44
Change in DC paid from prior year:
155
-35.27%
156
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Clarington
CAO
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: March 6, 2017
Report Number: CAO -002-17 Resolution:
File Number: By-law Number:
Report Subject: Service Delivery Review Approach
Recommendations:
1. That Report CAO -002-17 be received; and
2. That Council approve the recommendations set out in this report.
157
Municipality of Clarington
Reaort CAO -002-17
Report Overview
Paae 2
This report outlines the proposed approach to undertaken service delivery reviews of the
Municipality's 145 services including: the criteria for selecting services for review, questions to
be answered by reviews, frequency of reviews, number of reviews per year and who would
undertake them. It suggests how priorities should be determined for services to be reviewed
for this and future years to ensure an ethos of evaluation in delivery of municipal services.
1. Background
1.1. Report CAO -003-15, "Implementing the 2015-18 Strategic Plan" indicated that to
implement Strategic Plan item 2.2, staff would, in 2017:
(1) Review best practices by municipalities in service delivery reviews,
(2) Develop an evaluation process including (a) criteria for selecting services for review,
(b) questions to be answered by reviews, (c) frequency of reviews, (d) number of
reviews per year and (e) who would undertake them,
(3) Determine priorities for services to be reviewed.
1.2 These types of reviews are one of three types that the Interim CAO will be putting in place.
As noted in earlier reports, including his December 9, 2016 presentation and discussion
with Council and repeated at paragraph 4.5 of FND-001-17 (the 2017 Budget Report) the
other reviews include Customer Service Improvement Initiatives by each department and
a deep review of the land development approval process. As their name implies, these
reviews have a different purpose and are not designed to answer the 10 questions of
Service Delivery Reviews - explained in 2.4 below.
2. Proposal
2.1. Best practices for these types of reviews was researched and identified in Report
CAO -006-13 (Attachment 1). A quick scan of literature and practice since then would
suggest this widely researched and used process referenced there — "A Guide to
Service Delivery Reviews" (which was developed jointly by the Municipal Finance
Officers, the Ontario Municipal Administrators Association, the Association of Municipal
Managers, Clerks and Treasurers and the then Ministry of Municipal Affairs and
Housing) remains the most suitable, feasible and acceptable process for these reviews.
2.2. Most of the items that the Strategic Plan Implementation called for to be developed —
item (2) of paragraph 1.1 above — have been presented to Council in the past, but are
158
Municipality of Clarington
Report CAO -002-17
detailed and consolidated here so that the complete approach to service delivery
reviews can be seen in one place.
Page 3
2.3. While not addressed in the earlier report, the best practices guide referenced above
addresses (a) the criteria for selecting services for review. In summary, it suggests
these include services that may be:
1. Frequently over -budget or
2. The subject of an inordinate number of complaints or
3. Consistently unable to meet customer demands or
4. Consistently scoring lower than industry norms on customer service surveys or
5. Frequently unable to meet quality standards, industry/legislative standards or
6. Unable to attract or retain qualified staff/contractors or
7. Not likely to be competitive with alternative providers or
8. Putting at risk the ability to meet a strategic or business plan priority or
9. Materially constrained in its ability to: meet current accepted industry practices or
use available technologies or respond to shifts in demographics or trends in service
demands.
The Interim CAO would add a 10th and 11th criteria:
10. Those services where a department requested staffing for the service and the
Interim CAO responded indicating that the request would be first subject to the
service undergoing a service delivery review. In this case, for the 2017 requests this
included Animal Shelter services or
11. Those services where the Department responsible for the service has asked that the
service be reviewed.
2.4. Importantly another issue to be resolved is the definition of the "service". It is important
to be clear about the scope of a service when deciding a "service' will be reviewed.
Rarely would a "service" be the same as a "Department". (And where an entire
Department would be reviewed using the definition of review used here, the allocation
provided in the 2017 Budget would be insufficient except in the case of a very small
Department.) This was addressed in Report CAO- 004-14 where a Service Inventory
detailing the 145 services provided by Clarington was established. Appendix 2 of that
159
Municipality of Clarington
Report CAO -002-17
Page 4
report listing these services and categorizing them by purpose is attached (Attachment
2). This essentially took a recognized framework used in many Canadian municipalities
and established by IBM/KMPG/MISA of organizing and naming services based on their
purpose. Staff looked in detail at each Department's services classifying them according
to this best practice inventory.
It is from this list of 145 services that one would choose services to be reviewed.
A few changes have occurred in the responsibility for service delivery since this
inventory was completed in 2014 and these have been updated in this table. Of course,
there are a range of services where, within the service, its complexity and nature may
have changed (e.g., increased number of regulations in the accessibility area, new
standards affecting cemeteries) but this does not constitute a new "service".
2.5. Item (b) in1.1 above - questions to be answered — were noted and discussed in the
CAO's Dec 9, 2016 report at Council's Special Meeting. These 10 questions repeat what
is addressed in Report CAO -006-13 which are derived again from the best practices
guide referenced earlier. For ease of reference, again, these 10 questions are:
1. Do we really need to continue to be in this business/service?
2. What do citizens expect of the service and what outcomes does Council want for
the service?
3. How does current performance compare to expected performance?
4. Do the activities logically lead to the expected outcomes?
5. How is demand for the service being managed?
6. What are the full costs and benefits of the service?
7. How can benefits and outputs of the service be increased?
8. How can the number and costs of inputs be decreased?
9. What are the alternative ways of delivering the service?
10. How can a service change best be managed, implemented and communicated?
2.6. Item (c) frequency of reviews is not specifically addressed in earlier reports or best
practice guides, but it can be reasonably concluded that it is important to frequently
monitor factors noted in1.3 and ensure services are reviewed where they consistently
display one or more of these characteristics or have significant risks to the corporation if
not addressed. Various discussions in the sector over time suggest that regardless of
any other factors, a service should be thoroughly reviewed at least once every three
council terms, i.e., 12 years. This does not mean that 12 services would be reviewed
each year in order to get through the 145 services in 12 years. Instead, some services
may be grouped together for review purposes because they are interrelated. In other
instances other types of significant reviews may be undertaken that means a service
delivery review is not suitable, e.g., the upcoming Planning and Engineering
160
Municipality of Clarington
Report CAO -002-17
Page 5
Development process review. And, of course, some reviews are much smaller in scale
than others simply because some services are smaller in scale than others,
2.7. Item (d), number of reviews per year, is largely a function of:
- need (as set out in 1.3 and 1.6 above)
- complexity of the service being reviewed
- resources available to undertake the reviews.
Council decided in its 2017 Budget that it would make $40,000 available for reviews in
2017. Clarington is not in the position of Whitby as an example that allocated some
$147,000 to undertake reviews in 2016. Interestingly some of the key items suggested
in that review, Le, IT planning, enhancing strategic planning/business planning, office
space planning and talent management planning are all items that Clarington's Interim
CAO has recommended. Arguably a service delivery review is not required to determine
common modern management processes and systems like this that need to be in place
to ensure municipal efficiency.
2.$. Item (e) — who would undertake the reviews is a key item of discussion in Report
CAO -006-13 attached. There are four key considerations noted at 3.0 of that report in
deciding whether to do these reviews in-house or contract them: impartiality, expertise,
time and cost. External reviews are much more likely to deliver stronger scores on the
first three considerations. In-house can cost less, but may not deliver these benefits of
impartiality, expertise and timeliness. Regardless, current resources could not
accommodate these reviews without dropping or deferring important internal audit
activity or other activities undertaken by the internal auditor who in Clarington also
performs a range of other finance functions.
3. Determining priorities for services to be reviewed.
3.1 It is proposed that the Audit Committee determine the priorities for services to be
reviewed. To do this, the Committee would use the 11 criteria set out at 2.3 of this
report and, applying those criteria to the 145 services, determine which services would
be most suitable to review.
3.2 Carefully using the 2017 funding allocation, the Interim CAO would then issue RFPs for
external reviews (using the review process as set out in this report) of priority services.
The Internal Auditor would work with the external reviewers to organize this work inside
the organization and with existing resources may directly undertake a small number of
reviews of non-technical services.
161
Municipality of Clarington
Report CAO -002-17 Page 6
3.3 Once Clarington has some experience with choosing services for review and testing the
market for the cost of these reviews and key factors affecting these costs, the CAO
should return to Council. The CAO should report on lessons learned about the process
and propose what would be an effective annual allocation for service delivery reviews to
implement the approach set out in this report as part of an ethos of evaluation in
delivery of municipal services.
3. Conclusion
The Municipality has an opportunity, in the words of its Strategic Plan, to "demonstrate
good governance and value for the taxpayer" by undertaking service delivery reviews as
part of an ethos of evaluation in delivery of municipal services. How to undertake these
reviews and the questions they should answer has been widely studied and the
approach from other municipalities' experiences, it is recommended, should be adopted
by Clarington. Using these approaches, the Audit Committee will select services for
external review. These will be managed by the Internal Auditor with CAO Office
authorized RFPs issued based on the Audit Committee's decisions. Experience with
selecting services for review, including costs of such reviews, will be reported back to
Council with a recommended annual allocation for service delivery reviews in future
years.
4. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by: Curry Clifford, MPA, CMO
Interim CAO
Staff Contact: Curry Clifford, Interim Chief Administrative Officer, 905-623-3379 ext. 2002 or
cclifford@clarington.net
There are no interested parties to be notified of Council's decision.
Attachment 1 — Report CAO -006-13 "Value Added Service" Audit
Attachment 2 — Appendix 2 to Report CAO -004-14 Table of Programs and Services
162
Attachment 1 to
Report CAO -002-17
ciffiWoon
CHIEF ADMINISTRATIVE OFFICE
Meeting: GENERAL,PURPOSE AND ADMINISTRATION COMMITTEE
Date: June 24, 2013 Resolution #: By-law#:
Report#: CAO -006-13 File #:
Subiect: "VALUE ADDED SERVICE" AUDIT
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report CAO -006-13 be received for information.
Submitted by.
Franklin Wu, M.A.O.M.
Chief Administrative Officer
CC:FW
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO LIC 3A6 T 905-623-3379
163
REPORT NO.: CAO- 006-13
PURPOSE
PAGE 2
1.1 The purpose of this report is to respond to Resolution #GPA -336-13 of May 27th
11
THAT Staff be directed to prepare a report to the General Purpose and
Administration Committee before summer recess on how a "Value Added
Service" audit can be performed with a view to questioning if certain services
can be subcontracted."
2. BACKGROUND
2.1 Our Understanding of "Value Added Service Audit"
In our research on municipal literature and practice we were unable to find a
clear definition of "value added service audit". However, given the context of the
discussion and the face value of the term, we assume it to mean a service
delivery review.
This term is defined in the municipal sector as "an evaluation process in which a
specific service is systematically reviewed to determine the most appropriate
way to provide it". This is the term and definition used in Making Choices: A
Guide to Service Delivery Review for Municipal Councillors and Senior Staff, a
joint publication of four Ontario municipal organizations: The Ontario Ministry of
Municipal Affairs and Housing, the Association of Municipal Managers, Clerks
and Treasurers of Ontario, the Municipal Finance Officers' Association of
Ontario and the Ontario Municipal Administrators' Association.
2.2 Best Practices for Undertaking Municipal Service Delivery Reviews
The review process set out in the Guide referenced above "draw on best
practices" from processes tested in Ontario and internationally. The basic
framework set out in that Guide is shown in Attachment 1 and it suggests that a
service delivery review answer the following 10 questions:
1. Do we really need to continue to be in this business/service?
2. What do citizens expect of the service and what outcomes does Council want
for the service?
3. How does current performance compare to expected performance?
4. Do the activities logically lead to the expected outcomes?
5. How is demand for the service being managed?
6. What are the full costs and benefits of the service?
7. How can benefits and outputs of the service be increased?
8. How can the number and costs of inputs be decreased?
9. What are the alternative ways of delivering the service?
10. How can a service change best be managed, implemented and
communicated?
1 � �
REPORT NO.: CAO- 006-13
2.3 Options for How to Undertake a Review
There are two broad options for how to undertake a review: (a) contract a
consultant to undertake the review or (b) provide the review internally.
PAGE 3
The matter posed by the resolution — questioning whether certain services
should be subcontracted - would be a matter that either a consultant or an
internal review could address. This is Question #9 above and "Stage 4 Option
Two" of the attached flow chart.
3.0 KEY CONSIDERATIONS IN CHOOSING HOW TO UNDERTAKE A REVIEW
Experience elsewhere revealed that the key considerations in choosing whether
to contract a consultant to undertake a review or to undertake it internally tend to
be:
1. impartiality
2. cost
3. expertise
4. time
3.1 Level of Impartiality Expected
The level of impartiality expected in carrying out these reviews is a key
consideration in choosing whether to contract a consultant to carry them out or
conduct them internally. Of course, having a party independent of the
Department can.bring greater acceptance of the results of the review by some
stakeholders, regardless of whether maintaining the status quo or something
close to it or far from it is suggested by the review. It limits perceptions of a
biased review that may be held if the review is provided internally.
3.2 Cost of the Review
There are few municipalities of Clarington's population size and responsibilities
that have undertaken a service delivery review. Three examples were found:
Grey County (pop. approx. 85,000) hired a consultant at cost of about
$92,000 to undertake a review of its transportation services that went into
organizational matters, businesses process as well as matters of
contracting out certain components. It is estimated that an equivalent or
greater amount of internal staff time was also devoted to supporting this
work, e.g., information collection, analysis, reporting, project
management over about a two year period. The County has since
decided to allocate $75,000 annually for regular departmental reviews.
Port Hope (pop. approx 16,500) using its own staff undertook a review of
a wide range of services (using some of the 10 questions) over a 14
month period. They note that the cost of the review is difficult to
ascertain, given it was done in-house and literally almost all of the
165
REPORT NO.: CAO- 006-13
PAGE 4
Department Heads, managers, supervisors and front line staff were
involved in the review — so a lot of man hours over and above regular
work flows. This review includes suggestions that in turn there be a
review of contracting out in two areas: (1) the marina ("to review
opportunities for privatization or contracting the service or a partnership')
and (2) outsourcing of funeral set up service at non -municipal
cemeteries.
Brockville (pop. approx. 20,000) hired a consultant at a $75,000 cost to
conduct a review primarily focussed on three areas: general
administration, fire services and economic development. Contracting -out
was not examined in these reviews. This review took about six months.
3.3 Expertise
Closely related to cost is the availability of in-house expertise if internal review is
the preferred option. Experience elsewhere indicates that expertise is required
in: program evaluation, financial analysis, operational analysis, cost accounting,
service management and labour relations. This type of expertise needs to be
come in tandem with management skills required to assess how best to ensure
efficiency and effectiveness in service delivery.
Caarington does not have any staff with all of the above skill set and experience
to undertake service delivery reviews. However, if using a team approach
drawing on the expertise from various departments, then undertaking an
individual service delivery may be doable depending on the time and timing of
the review and the ability to forego other work.
3.4 Time Required to Undertake the Review
The amount of time required for the review is also an important and interrelated
consideration. The amount of time involved is a function of (1) the scope of the
review (many or just one service), (2) the number and nature of the questions
being asked (the 10 questions from the Guide or something more or less than
that) and (3) the scale and complexity of the particular service(s) under review.
The time required for the three examples are noted in 3.2 above. More
generally, it has been found that for municipalities of any size:
• that contract a consultant to do a comprehensive review, generally
undertake them over the course of one to two years, although the time
required varies based on availability of municipal staff to provide
background information, data requested by consultants, the complexity of
the service under review and availability of comparable data.
1 • •
REPORT NO.: CAO- 006-13
PAGE 5
• that contract a consultant to review one service can complete it in as little
as 90 days and as long as a year. Of course the cost the municipality is
willing to pay can also determine the amount of time to undertake the
review, with a trade-off to some extent between time and money.
• that choose to do an internally led review focussed on one service have
ranged in time from a few to several months depending on the complexity
of the review. Again, unlike with a consultant, all the municipal staff
expertise is not able to be pulled off exclusively or all at the same time to
focus on the review.
4.0 CONCLUSION
4.1 This report has set out to answer the question about how to undertake service
delivery reviews. There are two broad options: (a) contract a consultant to
undertake the review or (b) provide the review internally provided it is a single
service that is to be reviewed.
4.2 If Council wishes to undertake a review, the next steps will be to identify a
particular service(s) to be reviewed, the questions it would seek to have
answered by the review, whether to undertake the review using a consultant or
internally and the municipal cost/time it is willing to incur to undertake a review.
4.3 Service delivery reviews are time and resource intensive exercises and may
involve sensitive local issues with accountability resting with Council for
determining the service(s) to be reviewed, the desired service levels and
performance standards (against which the service delivery options would be
assessed) and ultimately deciding whether to adopt the review's
recommendations in whole or in part. Before beginning a review, Council must
be committed to seeing it through, provide the necessary resources, give staff
clear direction and wholeheartedly support the process.
CONFORMITY WITH STRATEGIC PLAN — The recommendations contained in this
report conform to the following priorities of the Strategic Plan:
Promoting economic development
X Maintaining financial stability
X Connecting Clarington
Promoting green initiatives
Investing in infrastructure
Showcasing our community
Not in conformity with Strategic Plan
Staff Contact: Curry Clifford, MPA, CMO, Corporate Initiatives Officer
Attachment 1 - Flow Chart For Service Delivery Reviews
167
Getting Organized For
Service Delivery Review
� J
V Establish Performance
6 f' Outcomes and Service °Develop performance measures
QZ Standards ° Set performance targets
understand And EvMuate
91 -
9 -" Current Performance
Zvi How does current performance
compare to your performance
targets?
° What is current performance versus targets?
��t0®� one
° Do outputs logically lead to preferred outcomes?
° How is demand being
;
Consider Internal
managed?,t
° What arethefull costs & benefits?
improvements
° How efficient isthe service?
Could internal improvements be made
in a cost-effective mannerto meet the
desired service levels and outcomes?
Increase the number of benefits
Increasethe number of outputs
• Decrease the number of inputs
Decrease the cost of inputs
If'internal improvements are successful in
achieving service targets and performance
outcomes, go to Stage 6.
If they are not, go to Stage 4, Option 2
1 Option u pro
91
Investigate Other Feasible
V� LT Service Delivery Methods
Select Service Prodder
lmpiement, Evaluate
L� ! ) and Report
Identify range of delivery methods
Direct delivery
Purchase of services (including in-house bids)
Municipal business corporations
Municipal service boards and other local entities
• Partnerships
Licensing
• Privatization
Identify barriers to changing methods
Assess suitability of feasible methods
Use the four analytical tools from Stage 3 to analyze the
suitable methods
Define scope of work
Prepare and circulate bid document
Evaluate bids
Prepare and negotiate the contract
Execute implementation plan for delivery of the service
Implement
Evaluate
Report on any improvements and barriers to
improvements as per section 300 of Municipal Act, 2001
MUNICIPALITY OF CLARINGTON ATTACHMENT 2 TO REPORT
TABLE OF PROGRAMS AND SERVICES CAO -002-17
LAST REVISED: 01/03/2017 Page 1 of 11
169
Discretionary (D)
#
Service
Service Delivery Mode
Departments Involved
or
Mandatory (M)
Leisure and Culture Programs
1.
Recreational Instruction- Seniors programs
Contracted out
Community Services
D
2.
Recreational Instruction- Children's dance,
Contracted out
Community Services
D
some children sports
3.
Recreational Instruction- other
Direct delivery
Community Services
D
4.
Recreational Programming
Direct delivery
Community Services
D
5.
Recreational Facility- Booking
Direct delivery
Community Services
D
6.
Recreational Facility- Food and Beverage
Direct delivery
Community Services
D
7.
Sportsfield Booking
Direct delivery
Operations
D
8.
Community Grant Funding
Administration- direct
Community Services
D
delivery; Service delivery -
Community groups
9.
Volunteer organizational develop. and training
Direct delivery
Community Services
D
10.
Playground/Splash Pads- planning, design and
Contracted -out
Engineering
D
construction
11.
Playground/Splash Pads inspection &
Direct delivery
Operations
D
maintenance
12.
Parks - Planning and Design
Direct delivery with some
Engineering
D
contracting out
Planning Services
13.
Parks Maintenance
Direct delivery with some
Operations
D
contracting out
14.
Trails - Planning and Design
Direct delivery with some
Engineering
D
contracting out
Planning Services
15.
Trails Construction
Contracted out
Engineering
D
16.
Trails Maintenance
Direct delivery with some
Operations
D
volunteers in several areas,
e.g., Valleys 2000 and some
contracting -out
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169
MUNICIPALITY OF CLARINGTON ATTACHMENT 2 TO REPORT
TABLE OF PROGRAMS AND SERVICES CAO -002-17
LAST REVISED: 01/03/2017 Page 2 of 11
170
Discretionary (D)
#
Service
Service Delivery Mode
Departments Involved
or
Mandatory (M)
17.
Municipal Special Event Support
Direct delivery, e.g.,
Corporate Services
D
programming,
Community Services
communications,
Operations
operational and facilities;
Community groups
18.
Non -Municipal Special Event Support
Community groups and
All Depts
D
some with direct delivery
19.
Heritage Building Designation
Heritage Committee
Planning Services
M
supported by staff
Municipal Clerk's
20.
Heritage Programming and Awareness
Heritage Committee,
Planning Services
D
Clarington Museum
supported by staff
21.
Arts & Culture
Local Boards, e.g. Museum
Community Services
D
and Archives Board, BIAS;
Corporate Services
other local entities, e.g.,
Planning Services
Visual Arts Centre; direct
Operations
delivery, e.g.,
communicating and
promoting community
events, sponsoring Heritage
Week, Mayor's Gift of Art
Environment Program
D
22.
Storm Water drainage ponds- design
Direct delivery with some
Engineering
D
contracting out
23.
Storm Water drainage ponds - maintenance
Direct delivery
Operations
D
24.
Storm Water drainage to pond - design
Direct delivery with some
Engineering
D
contracting out
25.
Storm Water drainage to pond - maintenance
Direct delivery
Operations
D
26.
Weed Control
Direct delivery
Operations
M
27.
Litter collection- parks, valley lands
Direct delivery
Operations
D
LAST REVISED: 01/03/2017 Page 2 of 11
170
MUNICIPALITY OF CLARINGTON ATTACHMENT 2 TO REPORT
TABLE OF PROGRAMS AND SERVICES CAO -002-17
LAST REVISED: 01/03/2017 Page 3 of 11
171
Discretionary (D)
#
Service
Service Delivery Mode
Departments Involved
or
Mandatory (M)
28.
Port Granby Project
Direct delivery (project mgt)
Planning Services
D
with some contracting out
29.
Priority Green Project
Direct delivery
Planning Services
D
D
Economic Development Program
D
30.
Business Retention and Expansion Support
Contracted -out to CBOT
Planning Services and
D
Engineering facilitate
changes to land -use, road
servicing, building
approvals to enable and
follow through on BR&E
31.
New Business Attraction
Contracted -out to CBOT
As above
D
32.
Physician Recruitment
Contracted -out to CBOT
N/A
D
33.
Tourism Promotion
Direct delivery with
Corporate Services
D
planning assisted by CTMB
34.
Visitor Information
Direct delivery
Corporate Services
D
35.
Land -Use Planning Policy Development
Direct delivery with some
Planning Services
M
special studies contracted-
Engineering
out
Legal Services
36.
Site Plan Approval
Direct delivery with some
Planning Services
M
special studies contracted -
out
37.
Official Plan Amendment Approval
Direct delivery with some
Planning Services
M
special studies contracted -
out
38.
Rezoning Approval
Direct delivery with some
Planning Services
M
special studies contracted -
out
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171
MUNICIPALITY OF CLARINGTON ATTACHMENT 2 TO REPORT
TABLE OF PROGRAMS AND SERVICES CAO -002-17
#
Service
Service Delivery Mode
Departments Involved
Discretionary (D)
or
Mandatory (M)
39.
Subdivision Plan Approval
Direct delivery with some
special studies contracted-
out
Planning Services
Engineering
Legal Services
M
40.
Condominium Plan Approval
Direct delivery with some
special studies contracted -
out
Planning Services
M
41.
Street Naming and Numbering
Direct delivery
Planning Services
M
42.
Committee of Adjustment
Appointed Committee
supported by staff
Planning Services
M
43.
Community Improvement Program
Direct delivery with
Advisory Committee
Planning Services
D
44.
Development Enquiries
Direct delivery
Planning Services
D
Transportation Program
D
45.
Transportation Planning
Direct delivery with some
contracting -out
Engineering
D
46.
Road Construction- Design
Direct delivery with some
contracting -out
Engineering
D
47.
Road Construction- Delivery
Contracted -out
Engineering
D
48.
Road Maintenance- Non -winter
Direct delivery with some
contracting -out
Operations
M
49.
Road Maintenance - Winter
Direct delivery
Operations
M
50.
Seniors Snow Clearing Program
Contracted- out
Operations
D
51.
Sidewalk Construction
Contracted -out
Engineering
D
52.
Sidewalk Inspection
Contracted -out
Engineering
D
53.
Sidewalk Maintenance
Direct delivery with some
contracting-
out
Operations
Engineering
D
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172
MUNICIPALITY OF CLARINGTON ATTACHMENT 2 TO REPORT
TABLE OF PROGRAMS AND SERVICES CAO -002-17
#
Service
Service Delivery Mode
Departments Involved
Discretionary (D)
or
Mandatory (M)
54.
Sidewalk Maintenance- Winter in case of by-
law violation
Contracted -out
Municipal Clerk's
D
55.
Bicycle Path — Design
Direct delivery with some
contracting out
Engineering
D
56.
Bicycle Path — Marking
Contracted -out
Engineering
D
57.
Bicycle Path - Maintenance
Direct delivery
Operations
D
58.
Parking enforcement - on street
Direct delivery
Municipal Clerk's
D
59.
Parking enforcement - off street on municipal
land
Direct delivery
Municipal Clerk's
D
60.
Right-of-way Management
Direct delivery with some
contracting out
Engineering
Operations
D
61.
Traffic Control
Direct delivery with some
contracting with the Region
Operations
Engineering
M
Community Health Program
62.
Mosquito Control (West Nile Virus Program)
Direct delivery with some
contracting with the Region
Operations
M
Community Safety Program
63.
Building and Plumbing Permission and
Inspection
Direct delivery
Engineering
M
64.
Provincial Offences Prosecution
Contracted out
Municipal Clerk's
D
65.
Fire Safety Public Education
Direct delivery
Emergency & Fire Services
M
66.
Fire Safety Inspection
Direct delivery
Emergency & Fire Services
M
67.
Fire Rescue
Direct delivery
Emergency & Fire Services
M
68.
911 Call Taking and Dispatching
911 Call taking- Region; Fire
dispatch — contracted out
Emergency & Fire Services
D/M
69.
Emergency Operations Centre Management
Direct delivery
Emergency & Fire Services
M
70.
Disaster Data Recovery Management
Direct delivery
Corporate Services
D
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173
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TABLE OF PROGRAMS AND SERVICES CAO -002-17
LAST REVISED: 01/03/2017 Page 6 of 11
174
Discretionary (D)
#
Service
Service Delivery Mode
Departments Involved
or
Mandatory (M)
71.
Emergency Shelters
Direct delivery with some
Community Services
D
contracting -out, e.g. Red
Cross
72.
Defibrillator program
Direct delivery with some
Community Services
D
contracting -out
Operations
Emergency & Fire Services
73.
Storm Clean-up
Direct delivery with some
Operations
D
contracting -out to deal with
peaks in demand or where
specialized equipment req'd
74.
Street Lighting Maintenance
Contracted out
Operations
D
75.
School Crossing Guards
Direct delivery
Planning Services
M
76.
Animal Licensing
Direct delivery with some
Municipal Clerk's
D
contracting -out (door-to-
door sales)
77.
Animal Sheltering
Direct delivery with some
Municipal Clerk's
D
volunteers
78.
Animal Enforcement
Direct delivery
Municipal Clerk's
D
79.
Animal Adoptions
Direct delivery with some
Municipal Clerk's
D
contracting -out
80.1
Animal Education
Direct delivery
Municipal Clerk's
D
81.
Livestock Evaluation
Appointed livestock
Municipal Clerk's
M
evaluators
82.
By-law enforcement — regulatory by-laws: e.g.,
Direct delivery
Municipal Clerk's
D
zoning, property standards, noise, snow
clearing, nuisances, site alteration
83.
Event Permitting - e.g., fireworks, special
Direct delivery
Municipal Clerk's
D
events, liquor events, exotic animal
entertainment events)
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MUNICIPALITY OF CLARINGTON ATTACHMENT 2 TO REPORT
TABLE OF PROGRAMS AND SERVICES CAO -002-17
#
Service
Service Delivery Mode
Departments Involved
Discretionary (D)
or
Mandatory (M)
84.
Business Licensing: e.g., Taxi Driver, Body Rub
Parlour, Refreshment Vehicle, Fireworks
Vendors, Hawker & Peddler, Dog Kennel
Direct delivery
Municipal Clerk's
D
85.1
Lottery Licensing
Direct delivery
Municipal Clerk's
D
Personal Rights Program
86.
Death Registration/Burial Permit Issuance
Direct delivery
Municipal Clerk's
M
87.
Marriage Licensing
Direct delivery
Municipal Clerk's
M
88.
Wedding Ceremonies
Direct delivery
Municipal Clerk's
D
89.
Municipal Elections Management
Direct delivery with
contracted staffing to assist
at election polls
Municipal Clerk's
M
90.
Cemetery— Burial
Direct delivery
Operations
Municipal Clerk's
M
91.
Cemetery- Perpetual Care
Direct delivery
Operations
Municipal Clerk's
M
92.
Cemetery - Sales/transfers
Direct delivery
Municipal Clerk's
M
93.
Accessibility planning
Direct delivery with some
contracting -out and with
guidance from an Advisory
Committee
Municipal Clerk's
M
94.
Accessibility Standards implementation
Direct delivery
All Depts
M
Governance Program
95.
Council and Committee Meeting
Administration
Direct delivery
Municipal Clerk's
M
96.
Mayor and Council Administrative Support
Direct delivery
CAO's Office
D
97.
Advisory Committee Admin and Support
Direct delivery — secretariat
service to 11 committees
Clerk's, Planning Services,
Operations, CAO's Office
D
98.
Public Policy Development
Direct delivery
All Depts
D/M
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TABLE OF PROGRAMS AND SERVICES CAO -002-17
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176
Discretionary (D)
#
Service
Service Delivery Mode
Departments Involved
or
Mandatory (M)
99.
Public Communications, Consultation and
Direct delivery
Corporate Services
D/M
Engagement
develops overall policy; all
depts involved in delivery
100
Volunteer recognition
Direct delivery and facilitate
Municipal Clerk's
D
nominations to external
agencies offering
recognition awards
Corporate Management Program
101
Corporate level leadership, planning and
Direct delivery
CAO's Office
D
monitoring
102
Department level planning, procedural
Direct delivery
All Depts
D
development and monitoring
103
Internal Communications
Direct delivery
Corporate Services
D
104
Corporate Policy Development
Direct delivery
CAO's Office
D
105
Emergency Measures Planning
Direct delivery
Emergency and Fire
M
Services
All Depts
106
Contract/Agreement Management
Direct Delivery
All Depts
D
107
Legal Support
Direct delivery with some
Legal Services
D
contracting for specialized
matters, e.g., HR
108
By-law development and administration
Direct delivery
Municipal Clerk's
M
109
Risk Management
Direct delivery with some
Finance
D
contracted legal assistance
All Depts
110
Customer Support
Direct delivery
All Depts
D
111
Corporate Training and IT training
Direct delivery with some
Corporate Services
D
contracting- out
112
Occupation Specific Training
Contracted out
All Depts
M
Human Resources Management Program
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177
Discretionary (D)
#
Service
Service Delivery Mode
Departments Involved
or
Mandatory (M)
113
Compensation Management
Direct delivery
Corporate Services
M
114
Benefits Management
Direct delivery
Corporate Services
D
115
Health, Safety and Wellness
Direct delivery
Corporate Services
M
116
Human Resources Recruitment Support
Direct delivery
Corporate Services
D
117
Labour Relations
Direct delivery with some
Corporate Services
D
contracting -out on legal
matters
Corporate Asset Management Program
118
Facility Management- Municipal
Direct delivery with some
Operations
D
Administrative Centre
contracting out for design,
architecture, major changes
in building systems
119
Facility Management —Operations buildings
Direct delivery with some
Operations
D
contracting -out for building
cleaning, design,
architecture, major changes
in building systems
120
Facility Management - Community Halls
Local Boards (5); local
Operations
D
entities (8)
121
Facility Management—Animal Services
Direct delivery
Operations
D
122
Facility Management — Recreation facilities,
Direct delivery with some
Community Services
D
incl project mgt
contracting out for design,
architecture, major changes
in building systems
123
Sportsfield management
Direct delivery
Operations
D
124
Real Property Acquisition, Disposal &
Direct delivery
Planning Services
D
Management
Legal Services
1251
Real Property lease mgt
Direct delivery
Corporate Services
D
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TABLE OF PROGRAMS AND SERVICES CAO -002-17
#
Service
Service Delivery Mode
Departments Involved
Discretionary (D)
or
Mandatory (M)
Operations
Community Services
Planning Services
126
Fleet Management
Direct delivery with some
contracting- out
Operations
D
127
Energy Management
Direct delivery
Community Services for
recreation facilities,
Operations for all other
purposes
M
128
Linear Property management
Direct delivery with some
contracting -out
Engineering
D
Information Management Program
129
Geographic Information
Direct delivery
Planning Services
Corporate Services
D
130
Business Solution Implementation and
Integration
Direct delivery
Corporate Services
D
131
Information Technology Infrastructure
Management
Direct delivery
Corporate Services
D
132
User Support
Direct delivery
Corporate Services
D
133
Maintenance Management and Support
Direct delivery
Corporate Services
D
134
Telecommunications Infrastructure Mgt
Direct delivery
Corporate Services
D
135
Records Management
Direct delivery
Municipal Clerk's
M
Financial Management Program
136
Financial Planning and Budget Monitoring
Direct delivery
All Depts
M
137
Financial Reporting
Direct delivery
All Depts
M
138
Accounting
Direct delivery
Finance
M
139
Accounts Payable
Direct delivery
Finance
M
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179
Discretionary (D)
#
Service
Service Delivery Mode
Departments Involved
or
Mandatory (M)
140
Purchasing
Direct delivery
Corporate Services
M
141
Debt/Investment Management
Direct delivery
Finance
M
142
Billing and Collection of Fees, Fines and
Direct delivery
Finance
M
Charges
Community Services
Operations
Municipal Clerk's
Emergency & Fire Services
143
Cash Handling
Direct delivery
Finance
M
Community Services
Operations
Emergency & Fire Services
1441
Internal Audit
Direct delivery
Finance
D
1451
Assessment Base mgt
Direct delivery
Finance
D
LAST REVISED: 01/03/2017 Page 11 of 11
179
Clarftwn
CAO
Report
If this information is required in an alternate accessible format, please contact the Municipal
Clerk at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 6, 2017
Report Number: CAO -004-17 Resolution:
File Number: By-law Number:
Report Subject: Broadband Options for Clarington
Recommendations:
1. That Report CAO -004-17 be received;
2. That the Municipality of Clarington, through the Clarington Board of Trade and Office of
Economic Development, continue working with the group representing Regional
stakeholders and further investigate the feasibility of the telMAX Proposal; and
3. That all interested parties listed in Report CAO -004-17 and any delegations be advised of
Council's decision.
Municipality of Clarington
Resort CAO -004-17
Report Overview
Paae 2
Broadband services have been a concern of the Municipality of Clarington residents and
businesses for 10 years. Over the years Council has supported the exploration of options.
This has proven to be a very costly and complicated project and no quick solution has been
found. Since 2015, a collaborative working group comprised of representatives from Durham
municipalities; Region of Durham, and private sector have been researching new opportunities
for a self-sustaining Durham solution.
1. Background
1.1. At the January 23rd General Government Committee Council passed Resolution
#GG -046-17: "That Staff report back to the February 13, 2017, General Government
Committee meeting on strategies available to expand broadband in the Municipality of
Clarington". The Interim CAO subsequently indicated he would require additional time to
respond to this request as it required the involvement of the Clarington Board of Trade
and Office of Economic Development that would not be available in that time frame to
respond.
1.2. The level of broadband service in Clarington's rural area's is not sufficient nor cost
effective.
1.3. Many businesses in our urban centres struggle with adequate broadband service to
operate their business. This includes businesses directly along the 401 corridor, Hwy
35/115 and our downtown cores.
1.4. Between the years of 2008 and 2012, Clarington supported efforts of the Region of
Durham to secure funding and implement a broadband solution. This included a
Regional application to the Rural Connections Broadband 2010 Program to allow the
Region of Durham to enter into a contract with Xplornet.
1.5. Although successful in all processes, the project was unable to proceed due to
Xplornet's inability to purchase or lease the licensed 3.5GHz Spectrum by the deadline
of December 31, 2011.
1.6. The challenges in broadband service in Clarington and Durham has been widely
discussed through various groups and committees, including the Municipality:
185
Municipality of Clarington
Report CAO -004-17
Page 3
Clarington's Strategic Plan 2015 - 2018 — references improved fibre optics
(broadband) as one of three key projects in the number 1 priority to: Facilitate the
creation of jobs, attraction of new businesses and expansion of existing businesses.
Clarington Growth Summit 2016 — 2018 — Recommended a focus on broadband
problem to help retain and attract business. It was suggested as the number 2 priority
from the 1/2 day think tank hosted by the Clarington Board of Trade and Office of
Economic Development.
Clarington Agriculture Advisory Committee — recommended that broadband be a
priority in the 2013-18 Durham Agricultural Strategy.
1.7. Various parties including the Clarington Board of Trade, Chambers of Commerce in
Durham and private and public sector representatives from across the Region have
continued to collaborate and work towards a regional solution.
1.8. One of the most promising options is teIMAX Co.. It is currently working with Oshawa
and is interested in expanding reach across the region. It has leadership in this sector
with vast experience with Rogers and Bell. The company is applying for rural funding
program and has secured funding from OMERS and the Teachers pension fund in
advance. teIMAX has taken very significant steps with the City of Oshawa and in earlier
stages with Scugog Township and has already completed a great deal of work in
identifying gaps.
2. Policy Analysis
2.1. The Municipality needs to satisfy itself that broadband service delivery will support key
priorities for the community. Key criteria for decision-making on broadband options:
• Suitability: will the chosen option suit the problem and or/the opportunity that is
before the Municipality and the benefits outweigh the risks?
• Feasibility: will the chosen option technologically, financially and management
wise be able to be reasonably implemented and in a time frame that addresses
the problem or opportunity?
• Acceptability: will the chosen option find general acceptance amongst the key
affected stakeholders including funders, customers, suppliers, regulators?
2.2. There are a range of options for how to improve broadband services for Clarington
residents and businesses. The key ones are:
a. support the development of the teIMAX model
Municipality of Clarington
Report CAO -004-17
Page 4
b. apply pressure to existing providers to increase service in Clarington
c. use of small independent service providers such as local utilities to deliver service.
2.3 Option analysis
A. Support the development of the telMAX model
Pros:
Suitable to the opportunity at hand: knowledgeable and experienced in
broadband; clear understanding of Durham Region and service needs.
Feasible: strategy in place to secure government funding for rural
implementation with urban spin offs; interest in local utilities to partner.
Acceptable: strong relationships in the industry; effective working
relationships with the community.
Cons:
■ Need to secure infrastructure.
■ New delivery process to be established.
B. Apply pressure to existing service providers
Pros:
• Companies have existing infrastructure and delivery process in place.
Cons:
Suitability: little to no interest in moving this forward community wide; only
looking at one off solutions.
Feasibility: servicing improvements in Clarington are a minimum 10 years
out.
C. Use of small independent service providers such as local utilities to deliver service
Pros:
■ Acceptability: Existing trusted relationship with the local community.
■ Some infrastructure and processes in place that can be tailored.
Cons:
• Feasibility: This is a very large and expensive undertaking and much
bigger than our local utilities; steep learning curve would ultimately slow
process down.
187
Municipality of Clarington
Report CAO -004-17
3. Concurrence
Page 5
This report has been developed in consultation with the Clarington Board of Trade and
Office of Economic Development that has been leading the work on this initiative.
4. Conclusion
Suitable broadband services are important for the quality of life for Clarington residents
and for the attraction, retention and expansion of business in our community. The
challenges of getting Clarington connected to good services is growing as quickly as our
community is. Efforts over the past decade to work with existing service providers has
been unsuccessful. The magnitude of such a project has a large learning curve,
extensive costs and would require a lengthy timeframe to implement.
5. Recommendation
Option "A" is recommended. Specifically, that the Municipality of Clarington, through
the Clarington Board of Trade and Office of Economic Development, continue working
with the group representing Regional stakeholders and further investigate the feasibility
of the teIMAX Proposal.
This represents a suitable, feasible and acceptable approach to securing broadband
service for Clarington. teIMAX has already completed a great deal of the upfront work
and research, are well connected and knowledgeable and enthusiastic to move forward.
6. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by:
Curry Clifford, MPA, CMO
Interim CAO
Staff Contact: Curry Clifford, Interim Chief Administrative Officer, 905-623-3379 ext. 2002 or
cclifford@clarington.net
List of interested parties to be notified of Council's decision is on file in the department.
Attachments: N/A
F R161141-11
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