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Home My WebLink About04/18/2017Final Clff*M]9 General Government Committee Agenda Date: Tuesday, April 18, 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 Clarington General Government Committee Agenda Date: April 18, 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 March 27 Minutes of a Regular Meeting of March 27, 2017 Page 6 Minutes 7 Delegations 7.1 Tim Burke, Evergreen Power Ltd. And Krista Klawitter, Newcastle Family Chiropractic, Regarding Access to 3985 Concession Road 3 for a Single Family Dwelling 7.2 Sheila Hall, Executive Director, Clarington Board of Trade, Regarding an Economic Development Update 7.3 Rhonda Houston, Clarington Cycling Club Regarding a Request to Name a Section of the Waterfront Trail After Jim Boate 8 Communications - Receive for Information 8.1 Kawartha Minutes of the Kawartha Conservation Authority dated Page 20 Conservation February 22, 2017 Minutes Page 2 Clarington General Government Committee Agenda Date: April 18, 2017 Time: 9:30 AM Place: Council Chambers 8.2 CLOCA Minutes of the Central Lake Ontario Conservation Authority Page 25 Minutes dated March 21, 2017 8.3 Newcastle Minutes of the Newcastle Downtown Business Page 29 BIA Improvement Area Association dated March 9, 2017 8.4 Bowmanville Minutes of the Bowmanville Business Improvement Area Page 32 BIA Association dated February 7, 2017 8.5 Ganaraska Minutes of the Ganaraska Region Conservation Authority Page 36 Minutes dated March 16, 2017 9 Communications — Direction 9.1 Tim Burke & Tim Burke, Evergreen Power Ltd. And Krista Klawitter, Page 40 Krista Newcastle Family Chiropractic, Regarding Access to 3985 Klawitter Concession Road 3 for a Single Family Dwelling (Motion for Direction) 9.2 Clarington Rhonda Houston, Clarington Cycling Club Regarding a Page 43 Cycling Club Request to Name a Section of the Waterfront Trail After Jim Boate (Motion for Direction) 10 Presentation (Scheduled for 11:00 AM) 10.1 Brian Kelly, Manager of Sustainability, Office of the CAO, Region of Durham and Hida Manns, Durham Environmental Advisory Committee, Regarding the Durham Community Climate Adaptation Plan 11 Engineering Services Department 11.1 EGD -011-17 Rose Garden Subdivision Phase 2, Bowmanville, Plan Page 45 40M-2457 `Certificate of Acceptance' and `Assumption By-law', Final Works Including Roads and Other Related Works Page 3 CIarington General Government Committee Agenda Date: April 18, 2017 Time: 9:30 AM Place: Council Chambers 12 Operations Department No Reports 13 Emergency and Fire Services Department No Reports 14 Community Services Department 14.1 CSD -004-17 2017 Community Grant Requests Page 50 15 Municipal Clerk's Department 15.1 CLD -002-17 Smoking on Municipal Property Page 118 16 Corporate Services Department 16.1 COD -005-17 Access Permit and Ditching Services Page 126 16.2 COD -006-17 2017 Surface Asphalt Page 130 16.3 COD -007-17 2017 Pavement Rehabilitation Page 138 17 Finance Department 17.1 FND-007-17 Annual Leasing Report for 2016 Page 146 17.2 FND-008-17 Annual Commodity Hedging - 2016 Page 148 18 Solicitor's Department No Reports 19 Chief Administrative Office No Reports Page 4 CIarington General Government Committee Agenda Date: April 18, 2017 Time: 9:30 AM Place: Council Chambers 20 New Business — Consideration 21 Unfinished Business 21.1 ESD -002-17 Emergency and Fire Services - Governing By -Law Update, Page 152 Automatic Aid Agreement Update [Tabled from the April 10, 2107 Council Meeting] 22 Confidential Reports No Reports 23 Adjournment Page 5 Clar-ington General Government Committee Minutes March 27, 2017 Minutes of a meeting of the General Government Committee held on Monday, March 27, 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 Regrets: Councillor W. Woo Staff Present: C. Clifford, A. Allison, S. Brake T. Cannella, J. Caruana, A. Greentree, M. Marano, N. Taylor, G. Weir, J. Gallagher, M. Chambers, B. Radomski 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 the plowing of secondary roads, to the New Business — Consideration section of the agenda. Councillor Traill added a New Business item, regarding information on parking and patios, to the New Business — Consideration section of the agenda. 3 Adopt the Agenda Resolution #GG -143-17 Moved by Councillor Partner, seconded by Councillor Traill That the Agenda for the Planning and Development Committee meeting of March 27, 2017 be adopted with the addition of the following new business items: • Plowing of secondary roads • Information on parking and patios 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. -1- A• Clarington General Government Committee Minutes March 27, 2017 6 Adoption of Minutes of Previous Meeting Resolution #GG -144-17 Moved by Councillor Hooper, seconded by Councillor Partner That the minutes of the regular meeting of the General Government Committee meeting held on March 6, 2017, be approved. Carried 7 Delegations 7.1 Jaki MacKinnon, Bethesda House Shelter and Community Outreach Services, Regarding Bethesda House Men's Walk Against Domestic Violence Jaki MacKinnon, Bethesda House Shelter and Community Outreach Services, was present regarding Bethesda House Men's Walk Against Domestic Violence. She made a verbal presentation to accompany an electronic presentation. Ms. MacKinnon reviewed the services that Bethesda House provides to survivors of domestic violence, elder abuse, human trafficking, sexual assault, family violence and physical assault. She provided an overview of the many services that are provided by Bethesda House. Ms. MacKinnon reviewed one focus area, which is the lack of public awareness of what is going on in our community. She highlighted statistics from the Durham Regional Police Services with respect to domestic related incidents and noted that only 1/3 of incidents are reported to the police. Ms. MacKinnon reviewed recent statistics on admittance to the shelter, the recent need for extra cots and cribs, having to turn away callers, and providing support to woman living in the community. She continued by explaining the second area of concern, which is that Bethesda House receives insufficient funding to cover the cost of needed services. Ms. MacKinnon continued by explaining that there is a lack of public awareness and insufficient provincial funding. She explained that they receive funds through the Second Chance Store and they raise funds through various fundraising initiatives. Ms. MacKinnon advised the Committee that they are hoping to raise awareness in the municipality to their needs and the types of services they offer. Resolution #GG -145-17 Moved by Councillor Partner, seconded by Councillor Traill That the Rules of Procedure be suspended to allow the delegation of Jaki MacKinnon to be extended for an additional two minutes. Carried She is asking for everyone to speak out and state that this type of violence will not be tolerated in the Municipality of Clarington. Ms. MacKinnon advised the Committee of the Walk -A -Mile -In -Her -Shoes event would take place on June 17, 2017 in downtown -2- Clarington-General Government Committee Minutes March 27, 2017 Bowmanville. She reviewed the ways to contribute to public awareness and fundraising initiatives. Ms. MacKinnon thanked the Committee for their continued support. Resolution #GG -146-17 Moved by Councillor Traill, seconded by Councillor Partner That the delegation of Jaki MacKinnon, Bethesda House Shelter and Community Outreach Services, regarding Bethesda House Men's Walk Against Domestic Violence, be received with thanks. Carried 7.2 Kris -John Kucharik, Fundraising Specialist — Durham Region, Canadian Cancer Society, Durham Regional Office, Regarding Awareness of Daffodil Month in Clarington and the Distribution of Daffodil Pins Kris -John Kucharik, Fundraising Specialist - Durham Region, Canadian Cancer Society, Durham Regional Office, was present regarding raising awareness of Daffodil Month in Clarington and the Distribution of Daffodil Pins. He thanked the Members of Council for their continued support and proclamation of April as Daffodil Month. Mr. Kucharik reviewed the mission statement for the Canadian Cancer Society. He explained that cancer is the number one killer and fear of Canadians. Mr. Kucharik noted that many cancers do not receive enough funding for research. He added that the Canadian Cancer Society is the largest non-government funding source for cancer research in Canada. Mr. Kucharik provided the history of Daffodil Month and the history of why the daffodil was chosen. He explained that the funds raised provide a benefit to both cancer patients and their family and support many programs. Mr. Kucharik concluded by thanking Members of Council for their continued support. Mr. Kucharik distributed daffodils pins to each Member of Committee. Resolution #GG -147-17 Moved by Councillor Hooper, seconded by Councillor Cooke That the delegation of Kris -John Kucharik, Fundraising Specialist — Durham Region, Canadian Cancer Society, Durham Regional Office, regarding awareness of Daffodil Month in Clarington and the distribution of Daffodil Pins, be received with thanks. Carried 7.3 Byron Faretis Regarding the Recent Dust Storm and the Proposed Dust Management Plan Byron Faretis was present regarding the recent dust storm and the proposed Dust Management Plan. He made a verbal presentation to accompany an electronic presentation. Mr. Faretis advised the Committee that he is present on behalf of the residents of the Liberty Crossing area in north Bowmanville. He explained that they are concerned with the dust and debris resulting from the development site on the north -3- 0 Clariiw-n General Government Committee Minutes March 27, 2017 side of Concession Road 3 and Scugog Street. Mr. Faretis noted that there have been numerous resident complaints in addition to media coverage. He stated that, at the March 20th Council meeting, it was noted that the dust storm was due to climate change and an "Act of God". Mr. Faretis advised the Committee that they disagree with this idea. He continued by advising that this problem is resulting from poor site planning and the previous issues of dust in the neighbourhood was not considered before removing the trees and topsoil. Mr. Faretis added that this resulted in a wind tunnel of dust and an excess of dirt and debris throughout the neighbourhood. He explained to the Committee that this has been an issue for over two years and, although there have been repeated complaints, there has been nothing done to permanently correct the problem. Mr. Faretis added that the residents feel they have been held hostage in their own homes during the dry summer months. He add that this development will continue for the next two years and the dust problem will continue to be a major issue. Mr. Faretis advised the Committee that, although they support the proposed dust mitigation measures, this will not address the issues of the existing Liberty Crossing residents. He stated that, at the Council meeting of March 20th, the Director of Engineering advised that the Halminen Homes development on Concession Road 3 will be used as a pilot project for dust control protocols and measures. Mr. Faretis asked for confirmation that these measures will be applied to the developments north of Concession Road 3 and on the southeast corner of Scugog Street and Concession Road 3. He asked whether the dust control measures will still apply if Halminen Homes sells this. Mr. Faretis noted that the Municipality indicated that they would contact the Region or the Province for dust mitigation standards and asked to be provided a copy if any are received by the Municipality. He referred to a document named "Best Practices for the Reduction of Air Emissions for Construction and Demolition Activities" and asked for the recommendations to be applied to the dust control measures. Mr. Faretis noted that the Municipality stated the soil on the site had been previously tested and it was determined to be clean fill and now additional testing has been requested. He referred to an article entitled The "Apple Bites Back" which studies orchards being developed into residential areas and the possibility of contaminants in the soil. Mr. Faretis continued by explaining that the developments on Concession Road 3 were previously an apple orchard. He asked what the initial test results were, why the soil is now being retested and for the information to be shared with the residents. Mr. Faretis asked by the members of Council to ensure that a meeting is set up with Staff and the Liberty Crossing residents to provide information on the dust control plan and enforcement. He noted that the residents were advised that claims can be filed for damages and he asked if this will include the cleaning up of the properties. Mr. Faretis referred to a situation where St. Marys Cement had in issue with dust and St. Marys Cement voluntarily power washed the homes that were affected. He asked if the Municipality would consider this as a goodwill gesture for the Liberty Crossing residents. Mr. Faretis concluded that the Liberty Crossing properties have an average value of $500,000 and pay approximately $4,500 in taxes per home and that they residents have the right to protect their homes, property values, and safety. M E Clarington General Government Committee Minutes March 27, 2017 Resolution #GG -148-17 Moved by Councillor Neal, seconded by Councillor Hooper That the delegation of Byron Faretis be referred to staff to update the Members of Council at the Council meeting of April 10, 2017 on dust control measures being implemented for the subdivisions in the vicinity of the Liberty Crossing area; and That Staff update Council at the Council meeting of April 10, 2017 on any soil tests, and the results. Carried Recess Resolution #GG -149-17 Moved by Councillor Partner, seconded by Councillor Hooper That the Committee recess for 10 minutes. Carried The meeting reconvened at 10:50 AM with Mayor Foster in the Chair. 8 Communications - Receive for Information 8.1 Minutes of the Newcastle Village Community Hall Board, dated January 17, 2017 and February 21, 2017 and February 28, 2017 8.2 Minutes of the Ganaraska Region Conservation Authority dates December 8, 2016 8.3 Minutes of the Tyrone Community Centre, dated March 15, 2017 8.4 Karen Martin, Clerk, Township of Zorra — Automatic External Defibrillators in Ontario Schools 8.5 Dave Keys, Environmental Manager, Blackbird Constructors 407 General Partnership — Highway 407 East Phase 2 Design and Construction Report #5 Resolution #GG -150-17 Moved by Councillor Partner, seconded by Councillor Traill That the Communication Items 8.1 to 8.5 be received for information, with the exception of Correspondence Items 8.4. Carried -5- 10 Clarington General Government Committee Minutes March 27, 2017 Resolution #GG -151-17 Moved by Councillor Neal, seconded by Councillor Cooke That Communication Item 8.4 from Karen Martin, Clerk, Township of Zorra regarding automatic external defibrillators in Ontario schools, be received for information. Carried 9 Communications — Direction 9.1 Donna Lanigan — Energy From Waste — Waste Management Advisory Committee Resolution #GG -152-17 Moved by Councillor Neal, seconded by Councillor Cooke That Correspondence Item 9.2 from Donna Lanigan regarding the Energy From Waste — Waste Management Advisory Committee, be referred to the Energy From Waste — Waste Management Advisory Committee. Carried 9.2 Susan Wills — Regarding Natural Gas Access on Green Road, North of Nash Road Resolution #GG -153-17 Moved by Councillor Hooper, seconded by Councillor Partner That Communication Items 9.2 from Susan Wills regarding natural gas access on Green Road, north of Nash Road, be referred to the Director of Engineering Services. Carried 10 Presentations No Presentations M 11 Clarington Councillor Neal chaired this portion of the meeting. 11 Engineering Services Department General Government Committee Minutes March 27, 2017 11.1 EGD -010-17 Foster Creek North Subdivision Phase 1A, Newcastle, Plan 40M-2445 `Certificate of Acceptance' and `Assumption By law', Final Works Including Roads and Other Related Works Resolution #GG -154-17 Moved by Councillor Traill, seconded by Councillor Partner That Report EGD -010-17 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-2445; That Council approve the by-law attached to Report EGD -010-17 (Attachment 2 to Report EGD -010-17) assuming certain streets within Plan 40M-2445 as public highway; and That all interested parties listed in Report EGD -010-17 be advised of Council's decision. Carried Councillor Partner chaired this portion of the meeting. 12 Operations Department 12.1 OPD -003-17 2016 Winter Budget Report Resolution #GG -155-17 Moved by Councillor Hooper, seconded by Mayor Foster That Report OPD -003-17 be received for information. Carried 12.2 OPD -004-17 Pitch In Week Resolution #GG -156-17 Moved by Mayor Foster, seconded by Councillor Hooper That Report OPD -004-17 be received for information. Carried -7- 12 Clarington-General Government Committee Minutes March 27, 2017 Councillor Cooke chaired this portion of the meeting. 13 Emergency and Fire Services Department 13.1 ESD -002-17 Emergency and Fire Services - Governing By -Law Update, Automatic Aid Agreement Update Resolution #GG -157-17 Moved by Mayor Foster, seconded by Councillor Hooper That Report ESD -002-17 be received; That the updated Emergency and Fire Services Governing By-law (Attachment 1 to Report ESD -002-17) be forwarded to Council for approval; That the Mayor and Clerk be authorized to execute the Automatic Aid Agreement with Port Hope, Attachment 2 to Report ESD -002-17; and That By-law 2010-077 and By-law 2001-172 be repealed. Carried 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 -006-17 Municipal Elections - Methods of Elections Resolution #GG -158-17 Moved by Mayor Foster, seconded by Councillor Partner That Report CLD -006-17 be received; That the Council of the Municipality of Clarington endorse Internet and Telephone Voting for Advance Polls and Voting Day (Option 2) as the preferred method of voting for the Municipality of Clarington, beginning with the 2018 Municipal Elections; and 13 Clarington General Government Committee Minutes March 27, 2017 That Attachment 2 of Report CLD -006-17, the draft by-law to authorize the use of internet and telephone voting, and to repeal By-law 2013-038 (which authorizes the use of vote tabulators, special ballots, and accessible equipment for Municipal Elections), be approved. Motion Tabled Later in the meeting (See following motions) Suspend the Rules Resolution #GG -159-17 Moved by Mayor Foster, seconded by Councillor Hooper That the rules of procedure be suspended to extend the meeting by five minutes until 12:05 PM. Carried Recess The Committee recessed for their one hour scheduled break as per the Procedural By-law. The meeting reconvened at 1:05 PM with Councillor Traill in the Chair. Resolution #GG -160-17 Moved by Mayor Foster seconded by Councillor Cooke That the foregoing Resolution #GG -158-17, regarding Report CLD -006-17, Municipal Elections - Methods of Elections, be tabled until the Council meeting of April 10, 2017. Carried 15.2 CLD -007-17 Online Visitor Parking Pass Resolution #GG -161-17 Moved by Mayor Foster, seconded by Councillor Neal That Report CLD -007-17 be received for information. Carried 14 Clar-ington- General Government Committee Minutes March 27, 2017 15.3 CLD -008-17 Senior of the Year Nominations Suspend the Rules Resolution #GG -162-17 Moved by Councillor Neal, seconded by Councillor Cooke That the rules of procedure be suspended to allow the Committee to conduct a vote by ballot to select Clarington's Senior of the Year nominee. Carried Resolution #GG -163-17 Moved by Councillor Cooke, seconded by Councillor Hooper That Report CLD -008-17 be received; That one individual be selected as Clarington's nominee for the 2017 Senior of the Year Award; That all interested parties listed in Report CLD -008-17 and any delegations be advised of Council's decision. Motion Tabled (See following motions) Resolution #GG -164-17 Moved by Mayor Foster, seconded by Councillor Neal That the foregoing Resolution #GG -163-17 be amended by adding the following paragraph two: "That Mr. Jim Boate be added as a nominee for the 2017 Senior of the Year Award." See following Motion Resolution #GG -165-17 Moved by Councillor Partner seconded by Councillor Neal That the foregoing Resolutions #GG -163-17 and #GG -164-17, regarding Report CLD -008-17, Senior of the Year Nominations, be tabled until the Council meeting of April 10, 2017. Carried -10- 15 Clarington Mayor Foster chaired this portion of the meeting. 16 Corporate Services Department General Government Committee Minutes March 27, 2017 16.1 COD -002-17 Co-op Tender for the Supply, Delivery and Application of Liquid Calcium Magnesium Chloride Resolution #GG -166-17 Moved by Councillor Neal, seconded by Councillor Hooper That Report COD -002-17 be received; That all interested parties listed in Report COD -002-17 and any delegations be advised of Council's decision by the Purchasing Division; That Miller Paving Limited, with a bid in the amount of $149,819.80 (Net of HST), being the low, compliant bidder meeting all terms, conditions and specifications of Co -Op Tender T-539-2017 Supply, Delivery and Application of Liquid Calcium Magnesium Chloride (Section II) be awarded the contract, as recommended by the Operations Department; That Miller Paving Limited, with a total bid in the amount of $10,532.16 (Net of HST), being the only compliant bidder meeting all terms, conditions and specifications for the supply and delivery of bagged flaked magnesium chloride (Section IV) be awarded the contract, as recommended by the Operations Department; That pending satisfactory pricing and service the Purchasing Manager be given authority to extend the contract for these goods and services for a second and third year; and That funds required be drawn from the Operations Department annual operating accounts. Carried 16.2 COD -003-17 Health and Safety Committee — 2016 Summary Resolution #GG -167-17 Moved by Councillor Partner, seconded by Councillor Cooke That Report COD -003-17 be received; and That Council endorse the updated Corporate Harassment and the Health & Safety Policy Statement (Attachment 1 to Report COD -003-17). Carried -11- 16 Clarington 17 Finance Department General Government Committee Minutes March 27, 2017 17.1 FND-003-17 Mayor and Council Remuneration and Expenses For 2016 Resolution #GG -168-17 Moved by Councillor Hooper, seconded by Councillor Cooke That Report FND-003-17 be received for information. Carried 17.2 FND-004-17 City of Oshawa Application to Join the Durham Municipal Insurance Pool (DMIP) Resolution #GG -169-17 Moved by Councillor Neal, seconded by Councillor Traill That Report FND-004-17 be received; and That the Municipality of Clarington approve the City of Oshawa's application to join the Durham Municipal Insurance Pool (DMIP) effective July 1, 2017. Carried 17.3 FND-006-17 Building Permit Fees Annual Report for 2016 Resolution #GG -170-17 Moved by Councillor Cooke, seconded by Councillor Partner That Report FND-006-17 be received for information. Carried 18 Solicitor's Department No Reports for this section of the Agenda. -12- 17 Clarington 19 Chief Administrative Office General Government Committee Minutes March 27, 2017 19.1 CAO -006-17 Mid -Term Report on the Status of the Implementation of the 2015-2018 Strategic Plan Resolution #GG -171-17 Moved by Councillor Cooke, seconded by Councillor Hooper That Report CAO -006-17 and the Progress Report (Attachment #1 to Report CAO -006-17) be received for information. Carried 20 New Business — Consideration 20.1 Plowing of Secondary Roads Resolution #GG -172-17 Moved by Councillor Neal, seconded by Councillor Hooper That Staff be directed to report back to a General Government Committee meeting on the following: • cost of using private contractors to plow secondary roads to supplement staff resources where the road would otherwise remain unplowed for 24 hours; and • any resulting savings in overtime. Carried 20.2 Information on Parking and Patios Councillor Traill did not introduce the New Business Item regarding information on parking and patios as it was deemed a planning matter. This New Business Item may be introduced at the next Planning and Development Committee meeting. 21 Unfinished Business There were no items considered under this section of the Agenda. 22 Confidential Reports There were no items considered under this section of the Agenda. -13- W Clariiw-n 23 Adjournment Resolution #GG -173-17 General Government Committee Minutes Moved by Councillor Partner, seconded by Councillor Traill That the meeting adjourn at 2:50 PM. Mayor Carried -14- 19 March 27, 2017 Deputy Clerk Nz: � KAWARTHA CONSERVATION Minutes of Meeting #2/17 Discover• Protect• Restore Meeting #2/17 was held on Wednesday, February 22, 2017 at the Kawartha Conservation Administrative Offices. Chair Smith called the meeting to order at 2:02 p.m. Present: Ted Smith, Chair Peter Raymond, Vice -Chair Gord Miller Jordan Landry Ron Hooper Pat Dunn Isaac Breadner Regrets: Don Kett Tom Rowett Guests: Andrea McGilvray and her daughter Anna, Owner and Applicant, 1059 Little Britain Road, Little Britain Garry Lay, Father of Ms. McGilvray John Pollard, Councillor, City of Kawartha Lakes Ward 8 Chris Appleton, Past Chair, Community Advisory Committee 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 John Chambers, Marketing and Communications Specialist Judy Stephens, Corporate Services Assistant ADOPTION OF AGENDA RESOLUTION #18/17 MOVED BY: ISAAC BREADNER SECONDED BY: JORDAN LANDRY RESOLVED, THAT, the agenda for Meeting #2/17 be adopted. DECLARATION OF PECUNIARY INTEREST None declared. APPROVAL OF MINUTES RESOLUTION #19/17 CARRIED MOVED BY: PETER RAYMOND SECONDED BY: PAT DUNN RESOLVED, THAT, the Board of Directors Minutes of Meeting #1/17 be adopted. CARRIED 20 Board of Directors Meeting #2/17 Wednesday, February 22, 2017 Page 2 of 5 BUSINESS ARISING FROM THE MINUTES None DEPUTATION The Chair welcomed Ms. Andrea McGilvray and asked her to come forward to make her deputation. Ms. McGilvray addressed the Board with respect to the proposed demolition of an attached garage and the reconstruction of a two-storey habitable space addition to an existing dwelling in the Hamlet of Little Britain. A building permit has been in process for a year. The proposed construction will not change the building envelope or footprint, but is in the flood plain and will require a Hearing. Director Breadner proposed that Staff investigate the possibility of the applicant indemnifying the Conservation Authority by signing an agreement and depositing the same on the title to their property stating that they take full responsibility for any loss in the event of a flood and that no recourse can be taken against Kawartha Conservation in the future. It was noted that since the application does not meet the requirements of the policies and that a Hearing would have to be held. RESOLUTION #20/17 MOVED BY: PAT DUNN SECONDED BY: CORD MILLER RESOLVED, THAT, the deputation presented by Andrea McGilvray be received; and THAT, the staff report on the permit application at 1059 Little Britain Road be received; and THAT, THE KAWARTHA CONSERVATION HEARING BOARD CONVENES prior to the scheduled Kawartha Conservation Annual General Meeting on March 29, 2017, at 2 p.m. in Port Perry, Ontario, in order to hold a Hearing on the subject Permit application for development at 1059 Little Britain Road; and further THAT, Staff be directed to seek a legal opinion regarding an indemnification relative to potential flooding being placed on title. CARRIED SPONSOR, SSFC AWARD RESOLUTION #21/17 MOVED BY: ISAAC BREADNER SECONDED BY: RON HOOPER RESOLVED, THAT, the members of the Board of Kawartha Conservation sponsor a Kawartha Conservation Board of Directors Award of $500 to a graduating student of the Ecological Restoration joint program of SSFC and Trent University by donating one meeting per diem in 2017. CARRIED 21 Board of Directors Meeting #2/17 Wednesday, February 22, 2017 Page 3 of 5 PERMITS ISSUED BY DESIGNATED STAFF Staff responded to the Director Hooper's question with respect to a particular permit. RESOLUTION #22/17 MOVED BY: CORD MILLER SECONDED BY: JORDAN LANDRY RESOLVED, THAT, the following list of Section 28 Permits issued between January 7, 2017 and February 3, 2017 (P2017-005, P2017-006, P2017-007, P2017-008, P2017-009, P2017-010, P2017-011, P2017-012, P2017-013, P2017-014, P2017-015, P2017-016, P2017-017, P2017-018, P2017-019, P2017-020, P2017-021, P2017-022, P2017-023, P2017-024, P2017-025, P2017-026, P2017-027 and P2017-028), be received, AND, THAT, the permitting performance report be received. CARRIED MONTHLY CAO REPORT The Acting CAO presented her monthly report highlighting the City of Kawartha Lakes support for the Council Special Project for Kawartha Lakes Management Plans Implementation in the amount of $157,900. She reported that, further to the direction provided by the Board and subsequent correspondence, Staff recently met with Ontario Waterways to discuss the future of one -window permitting and were advised that Ontario Waterways' Staff decided to discontinue the pilot project immediately. The Pigeon Lake Management Plan was also discussed with Ontario Waterways and a further meeting is to be scheduled in late March. The AGM is confirmed for March 29 at the Port Perry Library and Natalia Moudrak, Director, Natural Infrastructure Adaptation Program (NIAP), Intact Centre on Climate Adaptation, has been selected as the guest speaker. RESOLUTION #23/17 MOVED BY: RON HOOPER SECONDED BY: PETER RAYMOND RESOLVED, THAT, the Acting CAO Monthly Report for meeting #2/17 be received. CARRIED HEARING TRIBUNAL REVIEW & PROCESS Staff presented to the Board a Power Point presentation to review the process and procedures of the Kawartha Conservation Hearing Board. The responsibilities of staff when considering and issuing Permits were highlighted and the key critical responsibilities of the Hearing Board when conducting a hearing were reviewed. Director Dunn asked Staff if a third party has an opportunity to appeal decisions made by the Hearing Board and was advised that there is no opportunity. Director Breadner suggested that Staff identify as soon as possible when a permit may need to be heard at a Hearing and to avoid scheduling delays. Staff advised that that is the current practice. RESOLUTION #24/17 MOVED BY: PAT DUNN SECONDED BY: JORDAN LANDRY THAT, the report and attached staff presentation be received. CARRIED 22 CORRESPONDENCE RESOLUTION #25/17 Board of Directors Meeting #2/17 Wednesday, February 22, 2017 Page 4 of 5 MOVED BY: RON HOOPER SECONDED BY: PAT DUNN RESOLVED, THAT, the attached correspondence be received. CARRIED Director Landry asked the Board to support MPP Scott's letter by way of response to Minister McGarry. RESOLUTION #26/17 MOVED BY: JORDAN LANDRY SECONDED BY: CORD MILLER RESOLVED, THAT, a letter be sent to Minister McGarry in support of MPP Laurie Scott's correspondence dated January 16, 2017 regarding the action plan for saving our local Walleye population. CLOSED SESSION RESOLUTION #27/17 CARRIED MOVED BY: CORD MILLER SECONDED BY: ISAAC BREADNER RESOLVED, THAT, the Board of Directors enters into closed session at 2:55 p.m. CARRIED RESOLUTION #28/17 MOVED BY: RON HOOPER SECONDED BY: PETER RAYMOND RESOLVED, THAT, the Board of Directors rises from closed session. RESOLUTION #29/17 CARRIED MOVED BY: CORD MILLER SECONDED BY: ISAAC BREADNER RESOLVED, THAT, the identify and information of the preferred candidate for the CAO position be forwarded to the Human Resources Department to conduct full and complete reference checks within ten days thereof; and THAT, the recruitment committee begin the employment offer process, within the salary range identified for the position, and that the offer of employment contain clear language confirming that the offer is conditional upon satisfactory results from the full and complete background checks conducted prior to the execution of any employment contract. The background checks are to include education, criminal record, driver's abstract, credit checks and any other appropriate checks. CARRIED 23 Board of Directors Meeting #2/17 Wednesday, February 22, 2017 Page 5 of 5 RESOLUTION #30/17 MOVED BY: PAT DUNN SECONDED BY: ISAAC BREADNER RESOLVED, THAT, Chair Smith, Vice -Chair Raymond and Director Miller be appointed to the recruitment Committee. CARRIED NEW BUSINESS None. REPORTS AND UPDATES FROM BOARD MEMBERS Vice -Chair Raymond asked each Director to share with their respective Councils the Conservation Authorities Act Review Update that he received at the ROMA Conference. It provides a good refresher for current Board Members and a good overview of the Act for new Board Members, as well as where Conservation Authorities came from and where they are going to. Director Landry shared that Cavan Monaghan Council had received a Blue Scalping delegation and that it was very interesting. Also, the dam in Milbrook is being rebuilt and challenges surrounding the clay and soft soil base has required the project to be redesigned. Director Hooper shared that he is in receipt of the Excess Soil Management Policy Framework from CLOCA and asked that Staff obtain a copy and provide to the Board in correspondence. Chair Smith addressed the Board and requested that if members of the Board had concerns or opinions about decisions made by the Board that these issues be dealt with at the Kawartha Conservation Board meetings. ADJOURNMENT There being no further business, the meeting adjourned at 3:06 p.m. RESOLUTION #31/17 RESOLVED, THAT, the meeting be adjourned. Ted Smith Chair 24 MOVED BY: PAT DUNN SECONDED BY: RON HOOPER CARRIED Wanda Stephen Acting CAO CENTRAL LAKE ONTARIO CONSERVATION AUTHORITY MINUTES NO. 2 ANNUAL AUTHORITY MEETING Tuesday, March 21, 2017 - 5:00 P.M. MEETING LOCATION: 100 WHITING AVENUE, OSHAWA AUTHORITY'S ADMINISTRATIVE OFFICE, BOARDROOM Present: Don Mitchell, Chair Bob Chapman, Vice Chair John Aker Shaun Collier Joe Drumm Adrian Foster Derrick Gleed Ron Hooper Joe Neal John Neal Gerri Lynn O'Connor David Pickles Nester Pidwerbecki Tom Rowett C. Darling, Chief Administrative Officer B. Boardman, Administrative Assistant/Recording Secretary R. Catulli, Director, Corporate Services A. Cunning, Accounting Assistant G. Geissberger, Marketing & Communications Coordinator D. Hope, Land Management & Operations Supervisor C. Jones, Director, Planning & Regulations P. Lowe, Director, Community Engagement P. Sisson, Director, Engineering & Field Operations B. Kelly, Region of Durham Excused: Elizabeth Roy H. Brooks, Director, Watershed Planning & Natural Heritage The Chair called the meeting to order at 5:00 p.m. DECLARATIONS of interest by members on any matters herein contained Councillor John Neal noted a conflict with Staff Report #5513-17, Solar Application at the Administrative Office, as his spouse is an employee of Oshawa PUC Networks. Councillor Neal neither took part in discussion nor voted on the matter. ADOPTION OF MINUTES Res. #19 Moved by B. Chapman Seconded by R. Hooper THAT the Authority minutes of January 17, 2017 be adopted as circulated. CARRIED cont'd 25 AUTHORITY MEETING MINUTES NO. 2 — MARCH 21, 2017 — PAGE 2 CORRESPONDENCE (1) Correspondence from Conservation Ontario (Agenda pg. 1) Re: Conservation Ontario Queen's Park Day — April 4, 2017 Res. #20 Moved by T. Rowett Seconded by N. Pidwerbecki THAT the above correspondence be received for information. CARRIED John Neal arrived at 5:01pm DEVELOPMENT REVIEW & REGULATION (1) Staff Report #5508-17 (Agenda pg. 3) Re: Permits Issued for Development, Interference with Wetlands and Alteration to Shorelines and Watercourses - January 1 to February 28, 2017 Res. #21 Moved by J. Aker Moved by D. Pickles THAT Staff Report #5508-17 be received for information. CARRIED DIRECTOR, COMMUNITY ENGAGEMENT (1) Staff Report #5506-17 (Agenda pg. 6) Re: Proposed Fees for Authority Services and Programs for 2017, Revisions and Additions for the 2017 Purple Woods Maple Syrup Festival Res. #22 Moved by J. Aker Moved by D. Pickles THAT Staff Report #5506-17 be received; and, THAT the following 2017 Proposed Fees for Purple Woods Maple Syrup revisions and additions be adopted, effective immediately. CARRIED A. Foster arrived at 5:03pm G. L. O'Connor arrive at 5:04pm S. Collier arrived at 5:06pm B. Kelly arrived at 5:06pm (2) Staff Report #5507-17 (Agenda pg. 8) Re: Well Decommissioning Project Res. #23 Moved by J. Aker Moved by D. Pickles THAT Staff Report #5507-17 be received for information; THAT the Board of Directors approves the Well Decommissioning Program; and, THAT staff be directed to promote and deliver this program to private landowners in the CL OCA jurisdiction. CARRIED cont'd 26 AUTHORITY MEETING MINUTES NO. 2 — MARCH 21, 2017 — PAGE 3 DIRECTOR, WATERSHED PLANNING & NATURAL HERITAGE (1) Staff Report # 5512-17 (Agenda pg. 20) Re: Instream Barrier Action Plan — Watershed Action Plan #17 Res. #24 Moved by G. L. O'Connor Seconded by A. Foster THAT Staff Report #5512-17 be received; THAT the Instream Barrier Action Plan be approved; THAT Staff are authorized to explore opportunities leading to the restoration of priority barriers and to continue work to address data gaps in barrier information; THAT a copy of Staff Report #5512-17and the Instream Barrier Action Plan be provided to CLOCA's municipal partners; and, THAT CLOCA pursue appropriate funding partners to facilitate instream barrier restoration. CARRIED DIRECTOR, ENGINEERING AND FIELD OPERATIONS (1) Staff Report # 5509-17 (Agenda pg. 22) Re: Town of Whitby Lease for Multi -Use Path at Heber Down Conservation Area Res. #25 Moved by J. Drumm Seconded by D. Gleed THAT Staff Report #5509-17 be received for information; and, THAT staff be directed to continue to negotiate and execute a lease agreement with the Town of Whitby for the multi -use trail proposal through Heber Down Conservation Area; and That staff continue discussions with the Town of Whitby regarding the expansion and funding of the Cochrane Street parking lot and report back to the Board. CARRIED (2) Staff Report # 5510-17 (Agenda pg. 25) Re: Lynde Shores Conservation Area, User Survey Res. #26 Moved by R. Hooper Seconded by B. Chapman THAT Staff Report #5510-17 be received for information. CARRIED DIRECTOR, CORPORATE SERVICES (1) Staff Report #5513-17 (Agenda pg. 36) Re: Solar Application at the Administrative Office Councillor John Neal noted a conflict with Staff Report #5513-17, Solar Application at the Administrative Office, as his spouse is an employee of Oshawa PUC Networks. Councillor Neal neither took part in discussion nor voted on the matter. Res. #27 Moved by A. Foster Seconded by T. Rowett THAT Staff Report #5513-17 be received for information; and, THAT the net revenue of $9,826.52 from generation be returned to the reserve for working capital. CARRIED cont'd 27 AUTHORITY MEETING MINUTES NO. 2 — MARCH 21, 2017 — PAGE 4 CHIEF ADMINISTRATIVE OFFICER (1) Staff Report #5511-17 (Agenda pg. 39) Re: Durham Community Climate Adaptation Plan 2016 Res. #28 Moved by G. L. O'Connor Seconded by N. Pidwerbecki THAT Staff Report #5511-17 be received for information; THAT the Board of Directors approves in principle the Durham Community Climate Adaptation Plan 2016. CARRIED MUNICIPAL AND OTHER BUSINESS Staff were thanked for their hard work at the 2017 Maple Syrup Festival. T. Rowett requested that agendas be moved to CLOCA's website home page. ADJOURNMENT Res. #29 Moved by S. Collier Seconded by John Neal THAT the meeting adjourn. CARRIED The meeting adjourned at 5:32 p.m. Newcastle BIA MINUTES March 9, 2017 www.villageofnewcastle.ca Attendance: Catherine Peterson,Theresa Vanhaverbeke, Marni Lewis, Helen Vatandoust, Valentine Lovekin, Joyce King, Krista Klawitter, Councillor Wendy Partner Regrets: Greg Lewis, Ann Harley, Waisze Brown 1. Attendance taken. Theresa Chaired the meeting 2. Meeting called to order at 9:10 a.m. 3. Approval of February Minutes: Motion to accept: Joyce King Seconded: Helen Vatandoust 4. Business Arising from Minutes: Overhead street banner poles (on Hwy 2 and Mill St. just north of the 401 WB ramp) are installed and and banners will be ordered shortly. 5. President's Report: n/a 6. Treasurer's Report: As of Feb 28, 2017 there is a balance of $68,285.68 in our account after outstanding cheques are taken out. $50,000 of that is for the gateway signs. The $22,000 we committed to the Municipality for the over -the -street banner poles will be deducted from our "West End Money". We had also committed $14,000 to the Newcastle Streetscape plan. After both of these items are taken out, it will leave a balance of about $100,000 in West End Money. 7. Council Report: Newcastle Dental is looking good. Tenzin's building on Beaver is expected to break ground the end of May. There will be a Public Information night for the new LCBO, watch for those details. Dee's Harvest table has been sold and they are planning to build apartments or 29 condos, maximum 6 floors. The old firehall is still not developing due to Metrolinx. There will be commercial/retail/residential in front of the Rudell subdivision by the end of 2018. Parkview will be expanding, a new 6 story, 91 unit building. There is a Public Information Night on April 3 in the Bowmanville Chambers. 9. Committee Reports: Safety & Decor: Wreaths are down. Canada 150 Flowers have been ordered. Troy is still responsible for sidewalks until April 15. Advertising: Banner ads are now available to purchase, contact Catherine at Curves for more info. A media Kit will be sent out shortly. Paypal options are coming to the website as well. Special Events: a) The Gift of Art has volunteered to organize the Easter Scavenger Hunt this year. They are collecting questions from businesses that are open on Saturday April 15th and would like to participate. Please post the poster in your storefront and spread the word via social media. The BIA will donate $100 towards a prize basket (or multiply baskets depending on age groups) b) Harvest Festival currently has no committee to organize the event this year. If you are interested or know someone who would be interested please contact me. 10. Chamber News: n/a 11. CIP: n/a 12. New Business: a) Clarington Tourism held a Tourism Symposium at the Town Hall last month and it was not well attended by Newcastle BIA. We didn't hear anything about the event to share with you and we are not aware of how it was advertised. 30 13. Next meeting, Thursday April 13, 2017 @ 9:00am 14. Motion to adjourn meeting by C. Peterson, seconded by M. Lewis 31 BOARD OF MANAGEMENT BOWMANVILLE BUSINESS IMPROVEMENT AREA. Minutesof a regular meeting of the Board of Management held at 6:30 p. m., on Tuesday, February 7, 2017 in Committee Room 1-C in the Bowmanville Library. .Present: Gilpin; Patterson, (Carlos) Salazar, (Paul) Wirch Members. Lucas Hooper, Holmes, Barry, (Hooper left the meet - Ing at 7 p. m., and Rezazda .arrived), Rezazda Absent: McDonald, Chaput. The meeting was called to order by the `Chairman, who noted. that the meeting lacked sufficient members present for a quorum. He then recognized that there were was a delegation present. He then recognized Carlos Salazar and Paul Wirch from the: Planning Department of the Municipality.. Salazar began by announcing. that a major clover -leaf interchange at 401 and Waverly Road was planned. for, by the MTO, to improve access to Regional Road 57. This road will them become four lanes wide up to Highway #2, to accommodate all the regional development in. the north -wrest. Liberty Street will continue to have on -ramps to the 401. On the south side of 401, at the farmer Fifth Wheel site,. Suncor plans to build :a new truck stop with food; showers for truckers, etc., and, on the north side; BONA plans to contract out their site to permit the possible development of a factory outlet mall. Currently it has approximately 200,000 permitted: square feet, which could be expanded to 275,000 square feet of retailgrowth in. the community. The environmental assessment has already been completed for this commercial development. However; the clover -leaf project will require joint funding from the Province, the Region,. the Municipality, and from private sources. This advanced projection is based on the localcommunity's needs. As a result, the start of the project may not occur until 2019--2021., and probably not until 2031 or 2041. The Chairman then recessed the meeting until it reconvened on March 14, 2017 at 6:30P. m. in Committee Room 1-C in the Bowmanville Library.. 32 Page 2 Present: Gilpin, Patterson, (Nichole) Zambri Members: Lucas, Hooper; Holmes, Barry, Rezazada Absent: .McDonald,. Chaput The Chairman reconvened the February meeting and recognized that a quorum was present. He then recognized Nichole .Zambri from the Municipality of Clarington's Planning Department. Zarmbri then spoke about the neve commercial ,development in the west -end on Stevens Road. It will cover 825 square metres of commercial floor space on the ground floor plus 14 residential units on the second .floor She further stated that Lowe's Hardware will be moving into the former Target Store, and that the Payless store and the :Hakin Optical store will be taken down. Lucas thanked Zambri for her up -date. Moved by Holmes, seconded by ,Hooper, THAT the Minutes of the previous meeting be adopted as circulated. "CARRIED" Correspondence was received from the Municipality .of Clarington and The Salvation Army. Moved. by Hooper, seconded by Rezazda, THAT the correspondence be received and filed. `CARRIED' The'Treasurrer presented his report as follows: Current Account $ 31,892.67 GIC #1 1205000.00 GIC #2 5,000.00 Total $156,892.67 33 Page 3 Moved by Rezazada, seconded by Barry, THAT the. Treasurer's :Report be adopted as presented. `CARRIED' Reports: Council, Liaison Hooper .reported that a new By-law Officer had been hired by the Municipality. His name is Duncan Anderson. He also noted that the $1.00 for two hours charge on the parking meters is now in force from 9 a. m. to. 6 p. m. (a change in the hours of operation). Events. Holmes reported that the events are booking up rapidly and that Ladies's Night will be held. on Thursday evening, April 20. She expressed concern that the current emailing .list is not up to date. Membership Relations: No report. Streetscape: No .report. Communications- No report.: Board of Trade: No report. Web Site,: Rezazda reported that Chris will be present for the April. Board meeting. It was noted that the Website needs to be up -dated. James Printing and Signs needs to send information to Chris to. be put on the Website. Media Relations: No report.. Under "BUSINESS ARISING" from the previous meeting, Patterson reported that hardware for the ;hanging flower baskets on Church. Street exist on I1 poles, seven of which have double hangers and one which has :no. hanger. Lucas stated that Atkinson can make the metal hangers for the flower baskets and will report at the next meeting as to the cost. 34 Page 4 Gilpin reported: that he will have the Job Descriptions for the Manager of Operations, the Secretary -Treasurer and the Support Staff ready for the April meeting. Under "NEW BUSINESS", Gilpin asked how many meetings a board member could miss before they were dismissed from sitting on that board. Hooper stated he would ask the. Municipal Clerk for the answer. to this question and report at. the next meeting. Next Gilpin asked aboutwhat could be done about the graffiti w is is increasing in the 'downtown core. Lucas stated that he would contact Sergeant Gordon of the Durham Regional Police Department about this graffiti and how it can be removed and prevented. Moved by Rezazda, seconded by Holmes, THAT the Meeting be adjourned. `CARRIED' The next meeting is scheduled for Tuesday, April 11, 201.7 in Committee Room 1-C in the Bowmanville Library at 6:30 p. m. 35 GANARASKA REGION CONSERVATION AUTHORITY MINUTES OF THE FULL AUTHORITY March 16, 2017 FA 01/17 1. Welcome and Call to Order The Chair called the Full Authority meeting to order at 7:15 p.m. MEMBERS PRESENT: Forrest Rowden, Chair - Town of Cobourg Wendy Partner, Vice -Chair - Municipality of Clarington Raymond Benns - Township of Alnwick/Haldimand Mark Lovshin - Township of Hamilton John Fallis - Township of Cavan Monaghan Brian Darling, Town of Cobourg Louise Ferrie-Blecher - Municipality of Port Hope Jeff Lees - Municipality of Port Hope Heather Stauble - City of Kawartha Lakes Willie Woo - Municipality of Clarington ALSO PRESENT: Linda Laliberte, CAO/Secretary-Treasurer Mark Peacock, Director, Watershed Services Pam Lancaster, Stewardship Technician Steve McMullen, Forest Recreation Technician Jessica Mueller, Hydrogeologist ABSENT WITH REGRETS: ALSO ABSENT: 2. Disclosure of Pecuniary Interest None 3. Minutes of Last Meeting FA 01/17 MOVED BY: Mark Lovshin SECONDED BY: Willie Woo THAT the Full Authority approve the minutes of the December 8, 2016 meeting. CARRIED. 36 Minutes FA 01/17 Page 2 4. Adoption of the Agenda FA 02/17 MOVED BY: SECONDED BY: Louise Ferrie-Blecher Wendy Partner THAT the Full Authority adopt the agenda as presented. CARRIED. 5. Delegations None 6. Presentations a) PGMN Water Level Drought Response in 2016 Jessica Mueller, Hydrogeologist, gave a presentation to the board on the 2016 drought response. FA 03/17 MOVED BY: SECONDED BY: Heather Stauble John Fallis THAT the Full Authority receive the groundwater staff report for information purposes. CARRIED. 7. Business Arising from Minutes a) Penalization of Riders Using Non -Authorized Trails Staff presented a report to the members for discussion. Members discussed the possibility of increasing fines. The Chair stated that he would bring this issue forward at the next Conservation Ontario meeting. A suggestion of using police cadets was also brought forward as well as the use of motion cameras at various sites in the forest. Discussion followed in regard to freedom of information, the quality of pictures gathered, and concerns of possible equipment failure or damage due to vandalism. There were also questions directed to the gathering of licence plate information and concerns that plate numbers are not being collected for day passes. Ray Benns suggested contacting Lower Trent Conservation as he believes their provincial offences officers are authorized to lay charges for incidents beyond what the Ganaraska currently enforces. It was further suggested that more funds be allocated to paid patrols in the forest to which the CAO stated that she would increase the draft budget for 2017 in this area. There were further concerns that the Forest Management Plan would not address motorized use in the Forest. Staff explained that this was not part of the terms of reference of the Forest Management Plan. The plan is being completed to satisfy the requirements of the Managed Forest Tax Incentive Program (MFTIP) however, GRCA had expanded the terms to include stakeholder consultation sessions. Staff further stated that the synopsis report shows the general forest community was supportive of a multi -use forest. There was further discussion in regards to a future review of the terms of reference of the Forest Recreational Users Committee next fall. 37 Minutes FA 01/17 FA 04/17 MOVED BY: John Fallis SECONDED BY: Mark Lovshin THAT the Full Authority receive the staff report for information. Page 3 8. Correspondence FA 01 Roger Anderson, Regional Chair/CEO, Durham region re. Durham Community Climate change Adaptation Plan FA 05/17 MOVED BY: SECONDED BY: Heather Stauble Brian Darling THAT the Full Authority receive the correspondence for information. CARRIED. 9. Applications under Ontario Regulation 168/06: Permits approved by Executive: FA 06/17 MOVED BY: SECONDED BY: Wendy Partner Ray Benns THAT the Full Authority receive the permits for information. CARRIED. Permit Application require Full Authority discussion: None 10. Committee Reports: None 11. New Business: a) Durham Community Climate Adaptation Plan 2016 FA 07/17 MOVED BY: SECONDED BY: Willie Woo Wendy Partner THAT the Full Authority approve in principle the Durham Community Climate Adaptation Plan. CARRIED. Minutes FA 01/17 b) Port Hope Fishing Access Pass FA 08/17 MOVED BY: Brian Darling SECONDED BY: Mark Lovshin Page 4 THAT the Full Authority receive the report entitled "Port Hope Fishing Access Pass" for information purposes. CARRIED. 12. Other Business a) Clean Water - Healthy Land Financial Assistance Program Guidelines Update FA 09/17 MOVED BY: SECONDED BY: Wendy Partner Willie Woo THAT the Full Authority approve the updates made to the Clean Water -Healthy Land Financial Assistance Program Guidelines. CARRIED. The Chair brought forward the idea of establishing a foundation. There was some discussion in regards to the skill set required of an individual to head up a foundation. The Chair suggested that if Board members knew of any potential candidates to assist in forming a foundation, perhaps they could bring those name forwards at a future date. 13. In Camera None 14. Adjourn The meeting adjourned at 8:10 p.m. on a motion by Wendy Partner. CHAIR CAO/SECRETARY-TREASURER 39 March 7, 2017 Municipality of Clarington — Planning & Development Committee Re: 3985 Concession Rd 3, Access for single family dwelling Hello, My wife and I intend to purchase the 18 acre lot at 3985 Conc Rd 3 for the purpose of building one single family home. This former woodlot is on high ground east of Graham Creek with suitable locations for a home in areas where thin stands of second -growth trees may be cleared. The lot is currently zoned Agricultural and is not in the flood plain. We have entered into a purchase and sale agreement with the current landowner, subject to review of building permit availability with the Municipality of Clarington. The lot is currently accessed by a logging road built on the unopened municipal road allowance extending north from the end of Graham Road. The road is currently used by the property owner for lot access and by the neighbours for recreation. The south boundary of the property is approximately 300m north from the currently maintained portion of Graham Road. I would like to propose that I build a driveway from the existing end point of the maintained section of Graham Rd to the property boundary by improving the existing logging road on the road allowance. The driveway would be suitable for year-round access and will be maintained year-round by ourselves. Based on long term planning and zoning information publicly available, it is understood that the municipality does not intend to extend Graham Road any further north from its existing end point. The road allowance is not currently used by the public; in fact, there is a locked gate across the road at the end of the existing portion of Graham Rd. We would like to propose some options for setting up suitable access to the property in question: - Allow use of the road allowance as a driveway with no change to title of the road allowance. We would be willing to sign an appropriate waiver of liability regarding access by emergency vehicles to any point north of the currently maintained extend of Graham Rd. - Convey a section of the road allowance to us from the existing end point of Graham Rd to the property, conditional upon providing deeded right-of-way access to the lot east of the road allowance. This would not affect access in a practical manner to lots located north of the property in question; the road allowance is severed by a creek approximately 20m north of the north boundary of the property in question. The road allowance would still be accessible from Concession 4. - Lease the road allowance to us, with terms allowing use by adjacent land owners. Please review and provide feedback on the above proposals. In general terms, it is our intent to secure a building permit on this property for a single dwelling in a manner which would not increase existing road maintenance costs born by the municipality. Development of this property would increase Clarington's tax base; if the property remains undeveloped and is re -zoned EP, its taxable value will be reduced substantially. We appreciate your time as members of the Planning and Development Committee. Sincere Regards, Krista Klawitter, DC, owner of Newcastle Family Chiropractic, Newcastle klawitter.dc@gmail.com Tim Burke, P. Eng., owner of Evergreen Power Ltd, Bowmanville tburke@evergreenpowerltd.ca Attachments: 18acres.pdf i s FUMU P DROW r+ LNKTIM �,rLw s7 r.� r�xr w,w+r�.Leal� HII 41 ffv Egz"2 PLAN Of J N 3 FMR IDN phn a, LAT im, CNGUBRN J MWMW W !!e� m a aenucu 4� F. 7M . MI i IQ} X4 4 PIL41 0 L 1 yC ---- CAUTION- 15.W A" U. Yllp l,iq�mry r1a WIMI I I r I �� Irl N •^M, ��r y � INrrok i L r 4iIp Lar I — ! If[I ofF rc � � 1 r � - s CONCESSION 3 i s FUMU P DROW r+ LNKTIM �,rLw s7 r.� r�xr w,w+r�.Leal� HII 41 i Driveway Existing Road C(D C6irington Cycling Club April 4, 2017 Mayor Adrian Foster and Council Municipality of Clarington 40 Temperance Street Bowmanville, ON UC 3A6 RE: Request to attend April 18th GGC as a Delegation Dear Mayor Foster and Council: On behalf of the Clarington Cycling Club we would like to propose a section of the Waterfront Trail be named after Jim Boate. I have discussed this proposal at length with staff from the Engineering Department. They are in support of our request. Please accept this as my request to be listed as a delegation on the agenda for the April 18 meeting. I would be speaking on behalf of Clarington Cycling Club and will provide a list of Jim Boate's accomplishments, his advocacy for safe cycling & promoting safer roads in Clarington. The section we propose be named Jim Boate Hill is the re-routed section of the Waterfront Trail that was completed in 2015 (see attached pdf map). Jim was very persistent with the Municipality in having the old steep section of trail re-routed. The prior hill had a 14% grade and was a problem area for cyclists and discouraged many from using this section of the Waterfront Trail. The new location provides an easier 8% grade for cyclists, which I have been advised is now a standard being set as the maximum grade for all trails. Jim was very tenacious about the steep slope and problems with erosion at the old hill. It seems fitting that this section be named after him and his love of hills. If you have any questions, please do not hesitate to contact me. I look forward to your reply. Kind regards, Rhonda Houston SECRETARY Clarington Cycling Club 6 Tabb Ave., Courtice, ON UE 062 Tel: 905.431.0804 Email: claringtoncyclingclub@gmail.com Email: rhondahouston@rogers.com www.claringtoncyclingclub.com 43 7-11 NORT\ r TORONTO STREET ii 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: April 18, 2017 Report Number: EGD -011-17 Resolution: File Number: 8.02.13.008 By-law Number: Report Subject: Rose Garden Subdivision Phase 2, Bowmanville, Plan 40M-2457 `Certificate of Acceptance' and `Assumption By-law', Final Works Including Roads and Other Related Works Recommendations: 1. That Report EGD -011-17 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 Plan 40M-2457; 3. That Council approve the by-law attached to Report EGD -011-17 (Attachment 2 to Report EGD -011-17) assuming certain streets within Plan 40M-2457 as public highways; and 4. That all interested parties listed in Report EGD -011-17 be advised of Council's decision. 45 Municipality of Clarington Resort EGD -011-17 Report Overview Paae 2 This report concerns Rose Garden Subdivision Phase 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 Plan 40M-2457 as public highways. 1. Background 1.1 The Subdivision Agreement The Corporation of the Municipality of Clarington entered into a Subdivision Agreement, registered September 8, 2006, with Halloway Holdings Limited to develop lands by plan of subdivision, located in Bowmanville and described as Plan 40M-2457 (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 works were issued a `Certificate of Completion' and subsequent `Certificate of Acceptance' by the Director of Engineering Services. b) Street Lighting System These works were issued a `Certificate of Completion' and subsequent `Certificate of Acceptance' by the Director of Engineering Services. c) Final Works These 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 November 1, 2015. This initiated a one (1) year maintenance period, which expired on November 1, 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. 2. Proposal 2.1 It is now appropriate to issue a `Certificate of Acceptance' for the Final Works. The Subdivision Agreement requires Council approval prior to the issuance of the `Certificate of Acceptance' for the Final Works. . e Municipality of Clarington Resort EGD -011-17 Paae 3 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 Plan 40M-2457 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 Final Works, which includes final stage roads and other related Works constructed within Plan 40M-2457, and that Council approve the by-law attached to Report EGD -011-17 assuming certain streets within Plan 40M-2457 as public highways. 5. Strategic Plan Application Not Applicable Submitted by: Reviewed by: Anthony S. Cannella, C.E.T. Curry Clifford, MPA, CMO Director of Engineering Services Interim CAO Staff Contact: Tony Ricciardi, Manager of Construction, Engineering Services, 905-623-3379 ext. 2322 or tricciardi@clarington.net AC/TR/mb/jb 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: Robert Hann, Halloway Holdings Limited 47 I DATE: �oC�r Pie' March 27, 2017 `O REPORT EGD -011-17 ATTACHMENT No. 1 C FILE NAME: KEY MAP 40M-2457.mxd J:\Engineerinq\Attachments\Attachments Post ESRI Upgrade\40M-245 CONCESSION ROAD 3 O JZ O TT w } W Z W > O V y LU z cS� oO -OHM J CO W J C� .14 NE HOCKLEYAVENUE SEH 0 wv > cn z w y co w W y w W W d FL v y CHILDS CO � Y O a V z O e: J Q Z O � BONS AVENBE TT � a w Y U = Rose Garden O 0 U Subdivision G`r0 Phase 2 FtiC, Plan 40M-2457 BOWMANVILLE Conc. Rd. 3 N � W 40i� in E U# LO h� S Bons Ave. odL0.01 J DRAWN BY: E.L. 1 I DATE: �oC�r Pie' March 27, 2017 `O REPORT EGD -011-17 ATTACHMENT No. 1 C FILE NAME: KEY MAP 40M-2457.mxd J:\Engineerinq\Attachments\Attachments Post ESRI Upgrade\40M-245 Municipality of Clarington Attachment 2 to Report EGD -011-17 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NO. 2017 - Being a By-law to assume certain streets within the Municipality of Clarington as public highways in the Municipality of Clarington. The Council of The Corporation of the Municipality of Clarington hereby enacts as follows: 1. That the streets shown on Plan 40M-2457, 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: Dan Sheehan Lane Westover Drive BY-LAW passed in open session this t" day of Adrian Foster, Mayor 2017. 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: April 18, 2017 Report Number: CSD -004-17 Resolution: File Number: By-law Number: Report Subject: 2017 Community Grant Requests Recommendations: 1. That Report CSD -004-17 be received; 2. That Council consider all submitted grant requests; and 3. That all interested parties listed in Report CSD -004-17 and any delegations be advised of Council's decision by the Department. 50 Municipality of Clarington Resort CSD -004-17 Report Overview Paae 2 The purpose of this report is to provide Council with a summary of the 2017 Community Grant applicants in order to make decisions about awarding funding. 1. Background The Community Grant Program is an opportunity for Council to acknowledge the contributions made by local community and volunteer organizations to the quality of life for Clarington residents. The Program is intended to provide financial assistance to registered not -for -profits, local Boards of the Municipality or local volunteer community organizations that deliver programs or services that are not the responsibility of any level of government to the residents of Clarington. Funds are awarded by Council through an application process on an annual basis and individual allocations through the Community Grant Program may not exceed $5,000 per request. In 2016, Council allocated $60,000 to 35 organizations. The 2017 Community Grant information meeting was held on January 17, 2017 and was attended by 20 individuals representing 13 community organizations. The Community Services Department invited organizations to this meeting to introduce the upcoming grant program and walk them through the application process. This also provided an opportunity for staff to address any specific questions or concerns applicants may have had with their application. Additionally, an advertisement was placed in all local papers and on the municipal website and social media announcing the program and deadline information. For 2017, a total of 31 grant applications totalling $97,000 have been received for review and consideration. The approved budget allocated for this year's program is $60,000. 2. Proposal 2.1 Application Process All applications received have been recorded in the 2017 Master List of Grant Applicants (Attachment 1), providing Council with an overview of applicants requesting funding. Each application is also presented on a summary sheet numbered from 17-01 through 17-31 (Attachment 2). The summaries provide a snapshot of the programs and services provided by the organizations, the intended use of the Community Grant funding and a 51 Municipality of Clarington Resort CSD -004-17 Paae 3 two-year financial summary of each organization to assist Council in their decision making for the awarding of funding. Organizations who submitted incomplete applications were contacted and staff worked with them to provide as much of the outstanding information as possible. 2.2 First Time Applicants Liberty Allotment Garden (applicant 17-08) is a new group replacing the former Bowmanville Ecology Garden which ceased operation late in 2016. This new group of individuals is eager to get the gardens up and running again for 2017 and will use the requested funds to purchase insurance and supplies such as tools, compost, mulch and tarps in order to do so. They also plan on promoting the Garden in the community to encourage more people to engage in this unique social and learning opportunity. Grandview Children's Foundation (applicant 17-23) raises funds to support Grandview Children's Centre and its education partner, Campbell's Children's School, co -located at the Oshawa site of the Grandview Children's Centre. Grandview Children's Centre is the only children's treatment centre in Durham Region providing clinical outpatient rehabilitation treatment and specialized programs for children and youth with special needs, along with their families. The Centre serves over 5,000 children per year, of which 885 were Clarington residents in 2016. Another 401 Clarington children remained on the waitlist in 2016. The requested funds would assist the Centre in opening up more services to children with special needs and their families sooner. Clarington Face Farmers (applicant 17-27) is a new group of community -minded facial hair enthusiasts that provides social connection and plans to offer events and activities in the community. This group is in their initial stages and do have an elected executive, however, staff was not able to confirm a demonstrated process to ensure regular and timely elections for executive positions, a constitution or by-laws. For this reason they do not meet the eligibility requirements of the Community Grant Program. 2.3 Late Applications The 2017 Community Grant Program closed on Friday, February 24, 2017 at 11:59 p.m. Following the close of the application period, the Community Services Department received two late applications from the Oshawa Camaros Baton Club (applicant 17-30) and the Newcastle Horticultural Society (applicant 17-31) which have been included should Council wish to consider them at this time. 2.4 Comments The Community Grant Program in Clarington ensures citizen involvement in recreational / leisure, civic, social and community hall boards enhancing community well-being. Each application is on file with the Department and will be made available during grant discussions, should further details of a particular application be required. 52 Municipality of Clarington Resort CSD -004-17 Paae 4 In order to assist groups with the completion of their financial statements and balance sheets (as required) for the purposes of the Grant Program, Community Services and Finance Department staff presented and reviewed the application form in detail at the information meeting this past January. As well, throughout the application period, staff from both departments offered assistance over the phone, via email and in person to the groups. 3. Concurrence Not Applicable 4. Conclusion The Community Grant Program is intended to provide financial assistance for not-for- profit, volunteer community organizations providing programs and services within the Municipality of Clarington. This program has proven to be an excellent vehicle to acknowledge and support the efforts of our local volunteer community and not-for-profit agencies that provide services which benefit the community in general. 5. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Reviewed by: Joseph P. Caruana, Curry Clifford, MPA, CMO Director of Community Services Interim CAO Staff Contact: Sharon Meredith, Manager of Recreation, 905-623-3379 ext 2504 or smeredith@clarington.net Attachment 1 — Master List of Grant Applicants Attachment 2 — Community Grant Requests Individual Summary Sheets List of interested parties to be notified of Council's decision is on file in the Community Services Department. 53 2017 Master List of Grant Applicants Attachment 1 to Report CSD -004-17 Appl. # Organization First name Last name 2016 Grant 2017 Request Comments 2017 Grant Running balance $ 60,000.00 17-01 Brownsdale Community Centre Paul Brownell $3,000.00 $3,000.00 17-02 Kendal Community Centre Laurie Tkaczuk $3,000.00 $5,000.00 17-03 Orono Town Hall Sharon McCartney $3,000.00 $3,000.00 17-04 Solina Community Centre Herb Tink $3,000.00 $3,000.00 17-05 Tyrone Community Centre Joy Vaneyk $3,000.00 $5,000.00 17-06 Newtonville Community Hall Yvonne Stefanin $3,000.00 $5,000.00 17-07 Hampton Community Assoc. Amanda Townson $3,000.00 $3,000.00 w 17-08 Liberty Allotment Gardens John Windatt New applicant $750.00 First time applicant CSD -004-17 2.2 $ 17-09 Bowmanville Allotment Gardens William Heathcote $500.00 $500.00 $ 17-10 Orono Horticultural Society Aimie Harris $500.00 $700.00 $ 17-11 Bowmanville Horticultural Society Kim Anderson $500.00 $500.00 $ 17-12 Orono Agricultural Society Shelby Dillon New applicant $5,000.00 $ 17-13 Lakeshore New Horizons Band Ron Christianson $750.00 $750.00 $ 17-14 Clarington Concert Band Colin Rowe $1,000.00 $2,000.00 $ 17-15 Newcastle Art Show Ann-marie Harley $2,500.00 $3,000.00 17-16 Newcastle Village and District Historical Society Sher Leetooze $1,500.00 $2,500.00 17-17 Architectural Conservancy of Ontario - Clarin ton Branch Scott Story $3,000.00 $3,000.00 17-18 The Gathering Place Margaret Pypker $1,500.00 $2,500.00 17-19 Feed the Need Durham Ben Earle $3,000.00 $3,000.00 54 2017 Master List of Grant Applicants Attachment 1 to Report CSD -004-17 55 2017 Running Appl. # Organization First name Last name 2016 Grant Comments 2017 Grant Request balance $ 60,000.00 17-20 Autism Home Base Durham Judy Mead $2,500.00 $2,500.00 17-21 Big Brothers Big Sisters of Clarington Darlene Brown $2,000.00 $5,000.00 17-22 Distress Centre Durham Victoria Kehoe Did not apply $4,800.00 Last applied and received funding ($1,000) in 2014 17-23 Grandview Children's Foundation Laura Celsie New applicant $5,000.00 First time applicant SD-004-17 2.2 17-24 Bowmanville District Navy League Ron Cooke Did not apply $3,000.00 Last applied and received funding ($1,000) in 2015 17-25 Bowmanville Tennis Club Kern Majid $2,000.00 $5,000.00 17-26 Soper Valley Model Railroad Assoc Bill Harford, Jr. $1,000.00 $2,000.00 17-27 Clarington Face Farmers Darrell Crawford New applicant $3,000.00 First time applicant CSD -004-17 2.2 17-28 Darlington Soccer Club Kyle Elliott Did not apply $5,000.00 Last applied and received funding $2,000 in 2008 17-29 Clarington Minor Football Association Alison Deane Did not apply $5,000.00 Last applied and received funding($1,500) in 2009 17-30 Oshawa Camaros Baton Club LeeAnn Wilson $1,000.00 $5,000.00 Late application $ CSD -004-17 2.3 17-31 Newcastle Horticultural Society Bonnie Bedford -Jones $500.00 $500.00 Late application Q CSD -004-17 2.3 55 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Brownsdale Community Centre Application #: 17-01 Date Received: February 24, 2017 Contact Name: Paul Brownell The primary programs / services of the Organization are: • Provide a facility for Clarington residents to hold birthday parties, weddings and receptions Description of the program / service / event that the funding will be used for: The requested funds will be used to replace and install Regency Solar Shades which will improve the appearance of the hall and help with the efficiency of seasonal heating and cooling of the space. As well, the Board anticipates completing the replacement of kitchen countertops and painting of kitchen cupboards. The Organization intends to use the 2017 Community Grant Funds in the following manner: Replacement of blinds Replacement of kitchen countertops Painting of kitchen cupboards Financial Summary: Grant History: 2012 2016 2017 Revenue $ 19,082.40 $ 25,308.12 Expenses $ 14,774.28 $ 24,604.00 Net $ 4,308.12 $ 704.12 Grant $ 3,000.00 $ 3,000.00 Final Net $ 7,308.12 $ 3,704.12 Grant History: 2012 2013 2014 2015 2016 Did not apply $2,500 $3,000 $3,000 $3,000 56 Attachment 2 to Report CSD -004-17 57 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Kendal Community Centre Application #: 17-02 Date Received: February 24, 2017 Contact Name: Laurie Tkaczuk The primary programs / services of the Organization are: • Leases and rentals of building spaces • Provides a space for community activities (pickleball, darts, PiYo fitness classes) • Community events (Beef BBQ, long lunch, ladies night, Christmas tree lighting, Oktoberfest) Description of the program / service / event that the funding will be used for: The requested funds will be used to make improvements to the rental spaces in the building such as redecorating and will assist in offsetting the costs of heat and hydro. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Heat • Hydro • Redecorating the rental spaces Financial Summary: Grant History: 2012 2016 2017 Revenue $ 30,788.68 $ 43,012.06 Expenses $ 24,782.24 $ 26,021.36 Net $ 6,006.44 $ 16,990.70 Grant $ 3,000.00 $ 5,000.00 Final Net $ 9,006.44 $ 21,990.70 Grant History: 2012 2013 2014 2015 2016 $2,500 $2,500 $3,000 $3,000 $3,000 PP Attachment 2 to Report CSD -004-17 Organization Name: Kendal Community Centre BALANCE SHEET as of December 31, 2016 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2016 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2017 - December 31, 2016 for financial dollars) (*Financial information — Fiscal Year priorto Grant Request) Part 1: ASSETS Cash Balance $ 9,006.44 Investments $ Accounts Receivable $ Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $ Capital Assets $ TOTAL ASSETS $ 9,006.44 Part 2: LIABILITIES Accounts Payable $ Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ Net Revenue (deficit) or surplus $ 9,006.44 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $ 9,006.44 Prepared by: Lauren R.Tkaczuk Position with Organization: Treasurer Date Completed DD/MM/YYYY : 23/02/2017 59 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Orono Town Hall Application #: 17-03 Date Received: February 21, 2017 Contact Name: Sharon McCartney The primary programs / services of the Organization are: • Provide a space for community meetings • Community events (Breakfast with Santa, Art Fest, Chili Cook -Off) • Provide a space for social activities (weddings, birthday parties, celebrations of life, Crown Lands, Gentlemen's Club) Description of the program / service / event that the funding will be used for: The requested funds will be used towards the purchase of a new dishwasher. The current one is in disrepair. A new dishwasher would assist in meeting Health Department regulations as well as enable the Hall to offer more rentals and community functions. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Dishwasher Financial Summary: Grant History: 2012 2016 2017 Revenue $ 39,905.73 $ 12,701.73 Expenses $ 42,204.00 $ 36,000.00 Net ($ 2,298.27) ($ 23,298.27) Grant $ 3,000.00 $ 3,000.00 Final Net $ 701.73 ($ 20,298.27) Grant History: 2012 2013 2014 2015 2016 $2,500 $2,500 $3,000 $3,000 $3,000 Attachment 2 to Report CSD -004-17 61 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Solina Community Centre Application #: 17-04 Date Received: February 24, 2017 Contact Name: Herb Tink The primary programs / services of the Organization are: Provide a meeting place for community activities and meetings Provide recreational facilities for both active and passive users Promote children's recreation (soccer, tennis, basketball and playground) Description of the program / service / event that the funding will be used for: The requested funds will be used to offset the operating costs of the hall including hydro, heating and snow removal. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Hydro • Gas heating • Snow removal Financial Summary: Grant History: 2012 2016 2017 Revenue $ 36,345.86 $ 42,918.91 Expenses $ 29,311.95 $ 39,550.00 Net $ 7,033.91 $ 3,368.91 Grant $ 3,000.00 $ 3,000.00 Final Net $ 10,033.91 $ 6,368.91 Grant History: 2012 2013 2014 2015 2016 $2,500 $2,500 $3,000 $3,000 $3,000 62 Attachment 2 to Report CSD -004-17 63 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Tyrone Community Centre Application #: 17-05 Date Received: February 10, 2017 Contact Name: Joy Vaneyk The primary programs / services of the Organization are: • Host community events • Provide a rental facility for private events Description of the program / service / event that the funding will be used for: The requested funds will be used towards the purchase of a new industrial propane, dual oven with four burners and a grill which is needed to secure facility rentals. The current stove is approximately 35 years old and has reached the end of its life. The Organization intends to use the 2017 Community Grant Funds in the following manner: • 60" Garland gas restaurant range • Delivery and installation of range Financial Summary: Grant History: 2012 2016 2017 Revenue $ 48,591.05 $ 43,499.07 Expenses $ 49,091.98 $ 49,515.00 Net ($ 500.93) ($ 6,015.93) Grant $ 3,000.00 $ 5,000.00 Final Net $ 2,499.07 ($ 1,015.93) Grant History: 2012 2013 2014 2015 2016 $2,500 $2,500 $3,000 $3,000 $3,000 ID Attachment 2 to Report CSD -004-17 Organization Name: Tyrone Community Centre BALANCE SHEET as of December 31, 2016 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2016 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2017 — December 31, 2016 for financial dollars) (*Financial information — Fiscal Year priorto Grant Request) Part 1: ASSETS Cash Balance $ 21,027.01 Investments $ Accounts Receivable $ Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $ 750.00 Capital Assets $ 8,155.00 TOTAL ASSETS $ 29,932.01 Part 2: LIABILITIES Accounts Payable $ Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ 1,875.00 Net Revenue (deficit) or surplus $ 28,057.01 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $ 29,932.01 Prepared by: Joy Vane k Position with Organization: Chair Date Completed DD/MM/YYYY : 08/02/2017 65 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Newtonville Community Hall Application #: 17-06 Date Received: February 21, 2017 Contact Name: Yvonne Stefanin The primary programs / services of the Organization are: • Provide community events • Private hall rentals • Provide programs for community members Description of the program / service / event that the funding will be used for: The requested funds will be used to support the operational costs of the Hall. In addition to regular annual maintenance costs to maintain the floor as well as regular utility expenses, the Board would like to pursue updating the kitchen space in 2017. The Board has fundraised over the years in order to renovate the kitchen and is requesting additional funding through the Community Grant Program in order to fulfill this vision which would in turn lead to increased rentals and revenues. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Heat and Hydro • Floor maintenance • Telephone • Kitchen enhancements (cupboards, dishwasher, etc) Financial Summary: Grant History: 2012 2016 2017 Revenue $ 23,734.68 $ 26,614.83 Expenses $ 11,319.85 $ 24,000.00 Net $ 12,414.83 $ 2,614.83 Grant $ 3,000.00 $ 5,000.00 Final Net $ 15,414.83 $ 7,614.83 Grant History: 2012 2013 2014 2015 2016 $2,500 $2,500 $3,000 $3,000 $3,000 . • Attachment 2 to Report CSD -004-17 Organization Name: Newtonville Community Hall BALANCE SHEET as of December 31, 2016 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2016 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2017 — December 31, 2016 for financial dollars) (*Financial information — Fiscal Year priorto Grant Request) Part 1: ASSETS Cash Balance $ 15,564.83 Investments $ Accounts Receivable $ Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $ Capital Assets $ TOTAL ASSETS $ 15,564.83 Part 2: LIABILITIES Accounts Payable $ 150.00 Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ Net Revenue (deficit) or surplus $ 15,414.83 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $ 15,564.83 Prepared by: Yvonne Stefanin Position with Organization: Treasurer Date Completed DD/MM/YYYY : 22/02/2017 67 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Hampton Community Association Application #: 17-07 Date Received: February 24, 2017 Contact Name: Amanda Townson The primary programs / services of the Organization are: • Provide space for groups (New Life, Hampton Soccer, Scouts and Beavers) • Host community events (e.g. Easter Hunt, Hampton Clean -Up, Family Fun Day, Christmas) Description of the program / service / event that the funding will be used for: The requested funds will be used to offset the operating costs of the hall including office supplies, professional services and personnel costs. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Office supplies • Professional services • Personnel costs Financial Summary: Grant History: 2012 2016 2017 Revenue $ 13,790.93 $ 15,031.70 Expenses $ 13,759.23 $ 17,100.00 Net $ 31.70 ($ 2,068.30) Grant $ 3,000.00 $ 3,000.00 Final Net $ 3,031.70 $ 931.70 Grant History: 2012 2013 2014 2015 2016 $2,500 $2,500 $3,000 $3,000 $3,000 Attachment 2 to Report CSD -004-17 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Liberty Allotment Gardens Application #: 17-08 Date Received: February 10, 2017 Contact Name: John Windatt The primary programs / services of the Organization are: Provide garden plots for residents to garden and grow vegetables Provide social and learning opportunities for members, schools and the community Description of the program / service / event that the funding will be used for: Liberty Allotment Gardens is a new group which has been created to oversee community gardens at 181 Liberty Street behind the Visitor's Information Centre of Clarington Tourism. The former Bowmanville Ecology Garden committee who used to oversee this site dissolved following the 2016 gardening season. The requested funds would be used primarily to purchase insurance and basic supplies to get the gardens up and running again. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Office supplies and bank charges • Tools, compost, mulch, tarps • Equipment rentals • Advertising and promotion, new sign • Liability insurance Financial Summary: Grant History: 2012 2013 1 2014 1 2015 2016 New applicant in 2017 70 2016 2017 Revenue $ 0.00 $ 1,050.00 Expenses $ 0.00 $ 1,750.00 Net $ 0.00 ($ 700.00) Grant $ 0.00 $ 750.00 Final Net $ 0.00 $ 50.00 Grant History: 2012 2013 1 2014 1 2015 2016 New applicant in 2017 70 Attachment 2 to Report CSD -004-17 71 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Bowmanville Allotment Gardens Application #: 17-09 Date Received: February 21, 2017 Contact Name: William Heathcote The primary programs / services of the Organization are: Provide access to a garden plot Promote healthy eating and lifestyle Promote outdoor family activity Description of the program / service / event that the funding will be used for: The Bowmanville Allotment Gardens, located at Baseline Road and Haines Street - south of the Bowmanville Cemetery, provide the residents of Clarington the opportunity to grow their own fruits and vegetables free from chemical sprays and additives. The Gardens provide a social and learning experience, encourage self-sufficiency and provide residents with more garden space than their home may presently offer. The requested funds will be applied to the group's annual insurance premium. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Insurance premium Financial Summary: Grant History: 2012 2013 2016 2015 2017 Revenue $ 4,058.64 $ 4,734.64 Expenses $ 2,324.00 $ 1,804.00 Net $ 1,734.64 $ 2,930.64 Grant $ 500.00 $ 500.00 Final Net $ 2,234.64 $ 3,430.64 Grant History: 2012 2013 2014 2015 2016 $500 $500 $500 $500 $500 72 Attachment 2 to Report CSD -004-17 73 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Orono Horticultural Society Application #: 17-10 Date Received: January 17, 2017 Contact Name: Aimie Harris The primary programs / services of the Organization are: • Beautification of Orono's community gardens • Instruct and educate through meetings, shows, workshops • Encourage, promote and increase interest by distributing garden plants and having informative speakers Description of the program / service / event that the funding will be used for: The requested funds will be used to offset the costs of purchasing plant materials for town gardens and flower shows as well as hiring professional speakers, paying for insurance, room rental fees, advertising, outreach, events, tours and the publication of a yearbook. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Program supplies • Professional speakers, judges • Facility rental, office supplies, dues, fees, insurance • Christmas parade • Yearbook printing Financial Summary: Grant History: 2012 2016 2017 Revenue $ 12,275.77 $ 19,088.99 Expenses $ 6,086.78 $ 7,800.00 Net $ 6,188.99 $ 11,288.99 Grant $ 500.00 $ 700.00 Final Net $ 6,688.99 $ 11,988.99 Grant History: 2012 2013 2014 2015 2016 $500 $500 $500 $500 $500 74 Attachment 2 to Report CSD -004-17 75 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Bowmanville Horticultural Society Application #: 17-11 Date Received: February 21, 2017 Contact Name: Kim Anderson The primary programs / services of the Organization are: • Beautify Clarington by design and plant urns at the Municipal Administrative Centre and Library • Maintain and continue to restore heritage flower and herb gardens at Bowmanville Museum • Promote and support the general horticultural group and youth through speakers, plant sales and workshops in Bowmanville Description of the program / service / event that the funding will be used for: The requested funds will be used to purchase plants and horticulture related material for the seasonal plantings at the Municipal Administrative Centre and Library in Bowmanville. These will be designed and planted by members of the Society. As well, funds will be used to maintain a commemorative garden and heritage garden at the Bowmanville Museum. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Design and plant at Municipal Administrative Centre and Library • Maintain commemorative and heritage gardens at Bowmanville Museum • Plant herb and flower gardens at the Bowmanville Museum Financial Summary: Grant History: 2012 2013 2016 2015 2017 Revenue $ 3,904.00 $ 2,872.00 Expenses $ 4,992.00 $ 4,070.00 Net ($ 1,088.00) ($ 1,198.00) Grant $ 500.00 $ 500.00 Final Net ($ 588.00) ($ 698.00) Grant History: 2012 2013 2014 2015 2016 $500 $500 $500 $500 $500 76 Attachment 2 to Report CSD -004-17 77 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Orono Agricultural Society Application #: 17-12 Date Received: February 15, 2017 Contact Name: Shelby Dillon The primary programs / services of the Organization are: • Agricultural education for both children and adults • Entertainment, both educational and leisurely • Provide space for a local soccer organization Description of the program / service / event that the funding will be used for: The requested funds will be used to offset the cost of the Society's existing paid staff (secretary and treasurer) in order to be able to continue on the tradition of a fall fair that has in excess of 35,000 visitors a year and will be celebrating its 165th anniversary in 2017. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Staff wages (existing secretary / treasurer positions) Financial Summary: Grant History: 2012 2013 2014 2015 2016 Did not apply 2016 2017 Revenue $ 314,793.94 $ 394,480.15 Expenses $ 258,463.79 $ 316,850.00 Net $ 56,330.15 $ 77,630.15 Grant $ 0.00 $ 5,000.00 Final Net $ 56,330.15 $ 82,630.15 Grant History: 2012 2013 2014 2015 2016 Did not apply Attachment 2 to Report CSD -004-17 Organization Name: Orono Agricultural Society BALANCE SHEET as of December 31, 2016 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2016 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2017 - December 31, 2016 for financial dollars) (*Financial information — Fiscal Year prior to Grant Request) Part 1: ASSETS Cash Balance $ 164,270.00 Investments $ Accounts Receivable $ 814.00 Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $ 10,830.00 Capital Assets $ 185,132.00 TOTAL ASSETS $ 361,046.00 Part 2: LIABILITIES Accounts Payable $ 3,893.00 Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ Net Revenue (deficit) or surplus $ 357,153.00 TOTAL LIABILITIES & NET REVENUE (DEFICIT) OR SURPLUS $ 361,046.00 Prepared by: Shelby Dillon Position with Organization: Second Vice President Date Completed (DD/MM/YYYY): 15/02/2017 79 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Lakeshore New Horizons Band Application #: 17-13 Date Received: February 16, 2017 Contact Name: Ron Christianson The primary programs / services of the Organization are: • Teach adults music theory and instrumentation • Public performances in our community Description of the program / service / event that the funding will be used for: Lakeshore New Horizons Band aims to provide a recreational daytime band program for adults with a focus on the teaching and performing of music allowing them the opportunity to learn and engage in public performances in the community. The requested funds would assist in the purchase of sheet music and instrumentation. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Sheet music • Percussion instrumentation • Program support, concert rental space Financial Summary: Grant History: 2012 2013 2016 2015 2017 Revenue $ 24,742.81 $ 21,733.37 Expenses $ 17,969.44 $ 21,733.37 Net $ 6,773.37 $ 0.00 Grant $ 750.00 $ 750.00 Final Net $ 7,523.37 $ 750.00 Grant History: 2012 2013 2014 2015 2016 $750 $750 $750 $750 $750 Attachment 2 to Report CSD -004-17 rn Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Clarington Concert Band Application #: 17-14 Date Received: February 24, 2017 Contact Name: Colin Rowe The primary programs / services of the Organization are: Musical concerts and parades Provide an opportunity for volunteer hours for secondary school music students Mentoring students pursuing studies in music at the post -secondary level Description of the program / service / event that the funding will be used for: The Clarington Concert Band operates, maintains, equips and directs a community band and holds public concerts, exhibitions, festivals and education forums in music. The requested funds will support the cost of commissioning music as they celebrate their 25th anniversary and Canada's 150th with a special new musical composition by a Canadian composer. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Commissioned music • Printing • Honoraria • Sound technician • Accommodation and transportation for guest conductor Financial Summary: Grant History: 2012 2013 1 2014 2016 2016 2017 Revenue $ 42,381.15 $ 28,080.40 Expenses $ 37,503.75 $ 28,050.00 Net $ 4,877.40 $ 30.40 Grant $ 1,000.00 $ 2,000.00 Final Net $ 5,877.40 $ 2,030.40 Grant History: 2012 2013 1 2014 2015 2016 $750 Did not apply $1,000 $1,000 ME Attachment 2 to Report CSD -004-17 F]W7 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Newcastle Art Show Application #: 17-15 Date Received: February 23, 2017 Contact Name: Ann-marie Harley The primary programs / services of the Organization are: • Promotion of local artists, providing local artists an opportunity to teach • Provide classes, workshops, camps, drama and opportunity for interaction for youth, adults and seniors • Provide an increase in local visitors to the area through an indoor winter market, speakers' series and two annual art events Description of the program / service / event that the funding will be used for: The Newcastle Art Show serves to enhance the enjoyment of growth of the arts in Clarington through exhibits, events, a retail outlet, performing arts demonstrations, programs, workshops and camps. The requested funds will be used to offset some of the costs of program supplies to operate a popular summer camp program. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Folding tables • Supplies (clay, paper, canvasses, paint, glue, brushes, scissors, beads, stamps) Financial Summary: Grant History: 2012 2013 2016 2015 2017 Revenue $ 196,150.00 $ 211,413.00 Expenses $ 151,537.00 $ 165,600.00 Net $ 44,613.00 $ 45,813.00 Grant $ 2,500.00 $ 3,000.00 Final Net $ 47,113.00 $ 48,813.00 Grant History: 2012 2013 2014 2015 2016 $1,000 Did not apply $2,500 $2,500 $2,500 :IA Attachment 2 to Report CSD -004-17 Flop Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Newcastle Village and District Historical Society Application #: 17-16 Date Received: February 16, 2017 Contact Name: Sher Leetooze The primary programs / services of the Organization are: • Make local history available to the public through opening the history room two mornings each week • Provide research assistance for history or genealogy topics • Ongoing research of people, places and things within Newcastle and district (formerly Clarke Township) Description of the program / service / event that the funding will be used for: The requested funds will be used to maintain the history room so that it can be kept open to the public as well as assisting in the continued research and assistance provided to the community. This year, the Society also hopes to provide a special display in recognition of Canada's 150th anniversary of Confederation. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Display materials • Advertising and promotion • Facility rental fee Financial Summary: Grant History: 2012 2013 2016 2015 2017 Revenue $ 3,431.30 $ 2,233.81 Expenses $ 4,637.49 $ 4,300.00 Net $ 1,206.19 $ 2,066.19 Grant $ 1,500.00 $ 2,500.00 Final Net $ 293.81 $ 433.81 Grant History: 2012 2013 2014 2015 2016 $1,500 $1,500 $1,500 $1,500 $1,500 Attachment 2 to Report CSD -004-17 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Architectural Conservancy of Ontario - Clarington Branch Application #: 17-17 Date Received: February 21, 2017 Contact Name: Scott Story The primary programs / services of the Organization are: • Provide Clarington Doors Open and other ACO heritage events in Clarington • Helping communities and owners preserve building and structures of merit, as well as places of natural beauty and interest (e.g. Jury Lands / Camp 30) • Advocates to preserve Ontario's architectural and environmental heritage Description of the program / service / event that the funding will be used for: The requested funds will be used to support awareness and education activities of the organization within the community. The Architectural Conservancy of Ontario plans on implementing "ACO On The Go" which is a mobile education platform that can be set up at various community events and gathering places. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Advertisement, brochures • Office supplies • ACO On The Go • Display supplies Financial Summary: Grant History: 2012 2013 2016 2017 Revenue $ 7,459.77 $ 10,844.00 Expenses $ 7,615.77 $ 12,675.00 Net $ 156.00 $ 1,831.00 Grant $ 3,000.00 $ 3,000.00 Final Net $ 2,844.00 $ 1,169.00 Grant History: 2012 2013 2014 2015 2016 $2,500 $2,500 $3,000 $3,000 $3,000 Attachment 2 to Report CSD -004-17 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: The Gathering Place Application #: 17-18 Date Received: February 8, 2017 Contact Name: Margaret Pypker The primary programs / services of the Organization are: • Community meals provided without cost • Fellowship / relationships / building community connections • Social skills development Description of the program / service / event that the funding will be used for: The requested funds will be used to purchase food for meals, table setting supplies and decorations. It will also assist in purchasing some small equipment needed for food preparation, replacement dishes, paper products, take-out boxes and some maintenance and custodial costs. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Food • Equipment, dishes • Table setting supplies • Custodial service Financial Summary: Grant History: 2012 2013 1 2014 2015 2016 2017 Revenue $ 7,446.01 $ 10,970.45 Expenses $ 8,275.56 $ 12,300.00 Net ($ 829.55) ($ 1,329.55) Grant $ 1,500.00 $ 2,500.00 Final Net $ 670.45 $ 1,170.45 Grant History: 2012 2013 1 2014 2015 2016 Did not apply 1 $4,000 $1,500 $1,500 ac Attachment 2 to Report CSD -004-17 91 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Feed the Need Durham Application #: 17-19 Date Received: February 24, 2017 Contact Name: Ben Earle The primary programs / services of the Organization are: • Ensuring that low-income residents in and vegetables • Ensuring that low-income residents in items • Ensuring that low-income residents in (e.g. baby and hygiene products) Clarington have access to fresh, nutritious fruits Clarington have access to non-perishable food Clarington have access to non-food necessities Description of the program / service / event that the funding will be used for: The requested funds will be used to support their warehousing and distribution operations, which includes the maintenance of a 10,000 square foot warehouse, walk-in fridge and freezer, and two trucks (one refrigerated). Through the 9 member agencies in Clarington supported by Feed the Need in Durham, 11,148 snacks and 16,722 meals were distributed to 1,888 low-income Clarington residents. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Warehouse rent and utilities • Transportation (truck) costs Financial Summary: Grant History: 2012 2013 2016 $2,000 2017 Revenue $ 543,045.00 $ 556,213.44 Expenses $ 384,831.56 $ 458,500.00 Net $ 158,213.44 $ 97,713.44 Grant $ 3,000.00 $ 3,000.00 Final Net $ 161,213.44 $ 100,713.44 Grant History: 2012 2013 2014 2015 2016 $2,000 $2,000 t Application not $3,000$3,000 approved 92 Attachment 2 to Report CSD -004-17 93 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Autism Home Base Durham Application #: 17-20 Date Received: February 15, 2017 Contact Name: Judy Mead The primary programs / services of the Organization are: • Multi -sport program including adapted cardio, court and aquafit • Community meet -ups including bowling and nature hikes • Arts and culture including adapted music and visual arts Description of the program / service / event that the funding will be used for: Autism Home Base Durham aims to build community partnerships that support adults with autism and their caregivers, offering them opportunities to participate in life enriching experiences available within Durham Region's vast resources. The requested funds would be used to offset program delivery costs such as municipal and private venue rentals, community outreach and program expenses as well as insurance. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Venue rentals • Community outreach • Program supplies • Insurance Financial Summary: Grant History: 2012 2016 2017 Revenue $ 13,725.48 $ 71,444.48 Expenses $ 8,278.00 $ 67,391.00 Net $ 5,447.48 $ 4,053.48 Grant $ 2,500.00 $ 2,500.00 Final Net $ 7,947.48 $ 6,553.48 Grant History: 2012 2013 2014 2015 2016 New applicant in 2013 $2,500 $2,500 $2,500$2,500 MI Attachment 2 to Report CSD -004-17 95 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Big Brothers Big Sisters of Clarington Application #: 17-21 Date Received: February 24, 2017 Contact Name: Darlene Brown The primary programs / services of the Organization are: • Traditional match program (1 to 1 mentoring) (e.g. Big Brother / Little Brother) • In school mentoring (1 to 1 and group) (e.g. Game On, Go Girls, After School program) • Big Bunch monthly activity program, Champions of Change summer camp and March Break camp Description of the program / service / event that the funding will be used for: The requested funds will enable Big Brothers Big Sisters of Clarington to continue to offer their traditional match program serving Clarington children whose support needs seem to be increasing regularly due to the growing number of children and families requiring their services. The funds will also support their newest program, an After School program which serves five high needs communities in Clarington. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Staffing and Training costs Financial Summary: Grant History: 2012 2013 2014 2016 2016 2017 Revenue $ 314,830.00 $ 343,265.00 Expenses $ 309,565.00 $ 341,000.00 Net $ 5,265.00 $ 2,265.00 Grant $ 2,000.00 $ 5,000.00 Final Net $ 7,265.00 $ 7,265.00 Grant History: 2012 2013 2014 2015 2016 $2,000 $2,000 $5,000 *Mayor's Golf Recipient $2,000 Attachment 2 to Report CSD -004-17 Organization Name: Big Brothers Big Sisters of Clarington BALANCE SHEET as of December 31, 2016 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2016 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2017 - December 31, 2016 for financial dollars) (*Financial information — Fiscal Year prior to Grant Request) Part 1: ASSETS Cash Balance $ 16,454.35 Investments $ Accounts Receivable $ Accounts Receivable — Fed. Gov't HST $ 5,524.25 Inventory Supplies $ Prepaid Expenses $ Capital Assets $ 190,819.56 TOTAL ASSETS $ 212,798.16 Part 2: LIABILITIES Accounts Payable $ 1,300.10 Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ 14,000.00 Net Revenue (deficit) or surplus $ 197,498.06 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $ 212,798.16 Prepared by: Darlene Brown Position with Organization: Executive Director Date Completed DD/MM/YYYY : 22/02/2017 97 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Distress Centre Durham Application #: 17-22 Date Received: February 23, 2017 Contact Name: Victoria Kehoe The primary programs / services of the Organization are: • Telephone helpline available 24 hours; free to all Durham Region residents • Online crisis text and chat program; free to all Durham Region residents • Suicide survivor support group and call -out program for those who have lost a loved one to suicide Description of the program / service / event that the funding will be used for: The requested funds will support the Online Crisis text and chat program that is aimed at combatting youth suicide. The service is provided in partnership with 3 other Toronto area Distress Centres in order to maximize the ability to meet demand for service. Since June 2015, the service has provided support to approximately 12,000 individuals and 84 interventions related to suicide attempts and child abuse have been activated. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Training of online responders • Technology costs (platform, texts, data collection software) • After hours on-call staff wages Financial Summary: Grant History: 2012 2013 2016 2015 2016 2017 Revenue $ 960,676.98 $ 322,135.00 Expenses $ 916,801.98 $ 312,740.00 Net $ 43,875.00 $ 9,395.00 Grant $ 0.00 $ 4,800.00 Final Net $ 43,875.00 $ 14,195.00 Grant History: 2012 2013 2014 2015 2016 $1,000 Did not apply $1,000 Did not apply Attachment 2 to Report CSD -004-17 Organization Name: Distress Centre Durham BALANCE SHEET as of December 31, 2016 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2016 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2017 - December 31, 2016 for financial dollars) (*Financial information — Fiscal Year prior to Grant Request) Part 1: ASSETS Cash Balance $ 105,127.52 Investments $ Accounts Receivable $ Accounts Receivable — Fed. Gov't HST $ 57,516.87 Inventory Supplies $ 66.90 Prepaid Expenses $ 4,503.43 Capital Assets $ 618,942.11 TOTAL ASSETS $ 786,156.83 Part 2: LIABILITIES Accounts Payable $ 23,282.34 Accounts Payable — Fed. Gov't HST $ Loans $ 100,000.00 Deferred Revenue $ 43,875.00 Net Revenue (deficit) or surplus $ 618,999.49 TOTAL LIABILITIES & NET REVENUE (DEFICIT) OR SURPLUS $ 786,156.83 Prepared by: Delores Peters Position with Organization: Bookkeeper Date Completed (DD/MM/YYYY): 23/02/2017 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Grandview Children's Foundation Application #: 17-23 Date Received: February 6, 2017 Contact Name: Brigitte Tschinkel The primary programs / services of the Organization are: • Community engagement • Fundraising • Raising awareness Description of the program / service / event that the funding will be used for: Grandview Children's Foundation raises funds to support Grandview Children's Centre and its education partner, Campbell's Children's School, co -located at the Oshawa site of the Grandview Children's Centre. The funds requested through this program would be released directly towards the services provided by the Centre in order for children with special needs and their families to access help sooner. The Centre is the only children's treatment centre in Durham Region providing clinical outpatient rehabilitation treatment and specialized programs for children and youth with special needs, along with their families. In 2016, Grandview provided services to 885 Clarington clients and had 401 children from Clarington on the waitlist. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Staffing costs Financial Summary: Grant History: 2012 2013 1 2014 1 2015 2016 New applicant in 2017 100 2016 2017 Revenue $ 758,572.00 $ 1,111,571.00 Expenses $ 647,001.00 $ 988,400.00 Net $ 111,571.00 $ 123,171.00 Grant $ 0.00 $ 5,000.00 Final Net $ 111,571.00 $ 128,171.00 Grant History: 2012 2013 1 2014 1 2015 2016 New applicant in 2017 100 Attachment 2 to Report CSD -004-17 Organization Name: Grandview Children's Foundation BALANCE SHEET as of December 31, 2016 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2016 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2017 - December 31, 2016 for financial dollars) (*Financial information — Fiscal Year prior to Grant Request) Part 1: ASSETS Cash Balance $ 504,975.00 Investments $ 564,113.00 Accounts Receivable $ 4,386.00 Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $ 10,905.00 Capital Assets $ TOTAL ASSETS $ 1,084,379.00 Part 2: LIABILITIES Accounts Payable $ 252,130.00 Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ 151,413.00 Net Revenue (deficit) or surplus $ 680,836.00 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $ 1,084,379.00 Prepared by: Sarah Skrabek Position with Organization: Foundation Bookkeeper Date Completed DD/MM/YYYY : 23/01/2017 101 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Bowmanville District Navy League Application #: 17-24 Date Received: February 24, 2017 Contact Name: Ron Cooke The primary programs / services of the Organization are: • Promote youth via our new Navy League Cadet Corp for boys and girls (ages 9-12) • Promote youth via our current Sea Cadet Corp for boys and girls (ages 12-18) Description of the program / service / event that the funding will be used for: The requested funds will assist in covering the start up costs of the new Navy League Cadet Corp including uniform and accessories. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Navy League Cadet uniforms • Uniform accessories Financial Summary: Grant History: 2012 2013 2014 2015 2016 Did not apply 2017 Revenue $ 29,272.48 $ 24,147.61 Expenses $ 14,274.87 $ 24,760.00 Net $ 14,997.61 ($ 612.39) Grant $ 0.00 $ 3,000.00 Final Net $ 14,997.61 $ 2,387.61 Grant History: 2012 2013 2014 2015 2016 Did not apply $1,000 Did not apply 102 Attachment 2 to Report CSD -004-17 103 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Bowmanville Tennis Club Application #: 17-25 Date Received: January 22, 2017 Contact Name: Kern Majid The primary programs / services of the Organization are: • Organized lessons for adults including leisure and tournament play • Organized lesson play for juniors including a one week day camp for children and tournaments for children Description of the program / service / event that the funding will be used for: The requested funds will offset the annual municipal rent and property taxes on their unserviced leased premises. Some funds will also be allocated towards the cost of resurfacing the courts which is completed every 5-7 years. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Annual rent • Property taxes • Court resurfacing Financial Summary: Grant History: 2012 2013 1 2014 2015 2016 2017 Revenue $ 15,271.00 $ 20,036.00 Expenses $ 10,835.00 $ 14,000.00 Net $ 4,436.00 $ 6,036.00 Grant $ 2,000.00 $ 5,000.00 Final Net $ 6,436.00 $ 11,036.00 Grant History: 2012 2013 1 2014 2015 2016 New applicant in 2016 $2,000 104 Attachment 2 to Report CSD -004-17 Organization Name: Bowmanville Tennis Club BALANCE SHEET as of December 31, 2016 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2016 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2017 - December 31, 2016 for financial dollars) (*Financial information — Fiscal Year prior to Grant Request) Part 1: ASSETS Cash Balance $ 6,436.00 Investments $ Accounts Receivable $ Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $ Capital Assets $ TOTAL ASSETS $ 6,436.00 Part 2: LIABILITIES Accounts Payable $ Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ Net Revenue (deficit) or surplus $ 6,436.00 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $ 6,436.00 Prepared by: Kern Maid Position with Organization: President Date Completed DD/MM/YYYY : 23/01/2017 105 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Soper Valley Model Railroad Association Application #: 17-26 Date Received: February 9, 2017 Contact Name: Bill Harford, Jr. The primary programs / services of the Organization are: • Hold weekly meetings, work on model train layout and various aspects of the hobby • Host annual model train show and spring flea market; both open to the public • Open for Newcastle Harvest Festival and visits from local schools, scouting organizations and other organizations Description of the program / service / event that the funding will be used for: The requested funds will be used to offset the rental costs of the Association for hall rental as well as to assist with the insurance coverage required for liability and equipment. Some of the funds will also be used to purchase additional building materials to complete more display layout (lumber, track, switches, scenery) which is what groups like to look at when they visit. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Hall rental fee • Construction material Financial Summary: Grant History: 2012 2016 2017 Revenue $ 10,471.00 $ 11,799.00 Expenses $ 7,904.00 $ 8,746.00 Net $ 2,567.00 $ 3,053.00 Grant $ 1,000.00 $ 2,000.00 Final Net $ 3,567.00 $ 5,053.00 Grant History: 2012 2013 2014 2015 2016 $750 $750 $750 $750 $1,000 106 Attachment 2 to Report CSD -004-17 107 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Clarington Face Farmers Application #: 17-27 Date Received: February 24, 2017 Contact Name: Darrell Crawford The primary programs / services of the Organization are: • Provides a social opportunity for facial hair enthusiasts and their fans • Hold fund-raising events and increase tourism within Clarington • Partner with local organizations and musicians to offer events and activities Description of the program / service / event that the funding will be used for: Clarington Face Farmers is a new group that hopes to become self-sustaining within their first year of operation. Their purpose is to provide a social connection for facial hair enthusiasts and their supporters and offer events and activities in the community. While this group does have an elected executive, staff was not able to confirm a demonstrated process to ensure regular and timely elections for executive positions, a constitution or by-laws. For this reason, they do not meet the eligibility requirements of the program. Staff will continue to work with this group as they form and assist them in moving towards being in a position to apply in the future if they so desire. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Website creation, advertising / banners / flyers • Bank fees • Office supplies Financial Summary: Grant History: 2012 2013 2014 1 2015 2016 New applicant in 2017 2016 2017 Revenue $ 0.00 $ 15,200.00 Expenses $ 0.00 $ 5,950.00 Net $ 0.00 $ 9,250.00 Grant $ 0.00 $ 3,000.00 Final Net $ 0.00 $ 12,250.00 Grant History: 2012 2013 2014 1 2015 2016 New applicant in 2017 Attachment 2 to Report CSD -004-17 109 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Darlington Soccer Club Application #: 17-28 Date Received: February 13, 2017 Contact Name: Kyle Elliott The primary programs / services of the Organization are: • Provides soccer programming, both indoors and outdoors, for youth • Provides mens and ladies leagues • Offers development and representative programs for youth Description of the program / service / event that the funding will be used for: The requested funds will go towards recruiting, developing and retaining young referees with the Club. This will strengthen the efforts the Club is already involved with to reduce referee turnover by supplying uniforms, offering a mentoring program and holding workshops and regular meetings to provide support for the referees and parents alike. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Uniform kits • Honoraria • Meeting expenses Financial Summary: Grant History: 2012 2013 1 2014 2015 2016 Last applied and received funding ($2,000) in 2008 110 2016 2017 Revenue $1,067,524.00 $1,225,183.00 Expenses $1,092,506.00 $1,184,859.00 Net ($ 24,982.00) $ 40,324.00 Grant $ 0.00 $ 5,000.00 Final Net ($ 24,982.00) $ 45,324.00 Grant History: 2012 2013 1 2014 2015 2016 Last applied and received funding ($2,000) in 2008 110 Attachment 2 to Report CSD -004-17 Organization Name: Darlington Soccer Club BALANCE SHEET as of December 31, 2016 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2016 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2017 - December 31, 2016 for financial dollars) (*Financial information — Fiscal Year prior to Grant Request) Part 1: ASSETS Cash Balance $ 416,474.00 Investments $ 25.00 Accounts Receivable $ 7,219.00 Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $ 6,666.00 Capital Assets $ 32,605.00 TOTAL ASSETS $ 462,989.00 Part 2: LIABILITIES Accounts Payable $ 37,175.00 Accounts Payable — Fed. Gov't HST $ 4,486.00 Loans $ Deferred Revenue $ 205,463.00 Net Revenue (deficit) or surplus $ 215,865.00 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $ 462,989.00 Prepared by: Melissa Collier Position with Organization: Bookkeeper Date Completed DD/MM/YYYY : 27/02/2017 111 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Clarington Minor Football Association (formerly Clarington Tiger Cats) Application #: 17-29 Date Received: February 26, 2017 Contact Name: Alison Deane The primary programs / services of the Organization are: • Provide youth football programs for children (ages 5-19) Description of the program / service / event that the funding will be used for: Clarington Minor Football Association develops athletes who strive for personal excellence. Their goal is to create a quality football experience that generates support, pride and tradition for our youth and community to share. The requested funds will assist in covering the cost of the turf rental fees which has challenged the group over the past few years. Using the turf is preferable to the grass fields, especially when the weather and field conditions are not favourable. However, this carries a significant cost increase in rental fees. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Turf rental fees Financial Summary: Grant History: 2012 2013 1 2014 1 2015 2016 Last applied and received funding ($1,500) in 2009 112 2016 2017 Revenue $ 76,532.70 $ 99,536.82 Expenses $ 80,995.88 $ 103,500.00 Net ($ 4,463.18) ($ 3,963.18) Grant $ 0.00 $ 5,000.00 Final Net ($ 4,463.18) $ 1,036.82 Grant History: 2012 2013 1 2014 1 2015 2016 Last applied and received funding ($1,500) in 2009 112 Attachment 2 to Report CSD -004-17 Organization Name: Clarington Minor Football Association BALANCE SHEET as of December 31, 2016 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2016 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2017 - December 31, 2016 for financial dollars) (*Financial information — Fiscal Year prior to Grant Request) Part 1: ASSETS Cash Balance $ 13,396.00 Investments $ Accounts Receivable $ Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $ Capital Assets $ 71,545.00 TOTAL ASSETS $ 84,941.00 Part 2: LIABILITIES Accounts Payable $ Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ 9,700.00 Net Revenue (deficit) or surplus $ 75,241.00 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $ 84,941.00 Prepared by: Alison Deane Position with Organization: Secretary Date Completed DD/MM/YYYY : 20/02/2017 113 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Oshawa Camaros Baton Club Application #: 17-30 Date Received: March 6, 2017 Contact Name: LeeAnn Wilson The primary programs / services of the Organization are: • Provide baton twirling lessons primarily in Clarington school gymnasiums Description of the program / service / event that the funding will be used for: Through our programs we promote health and fitness as well as strong community involvement while developing team spirit and strong self-esteem. The requested funds will be used to register for competitions and travel costs. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Competition entry fees • Travel costs Financial Summary: Grant History: 2012 2013 2014 2015 2016 New applicant in 2015 2017 Revenue $ 43,223.48 $ 45,785.46 Expenses $ 42,438.02 $ 47,450.00 Net $ 785.46 ($ 1,664.54) Grant $ 1,000.00 $ 5,000.00 Final Net $ 1,785.46 $ 3,335.46 Grant History: 2012 2013 2014 2015 2016 New applicant in 2015 $1,000 $1,000 114 Attachment 2 to Report CSD -004-17 Organization Name: Oshawa Camaros Baton Club BALANCE SHEET as of August 31, 2016 *Please note this portion of the application is only required for requests of $3,001.00 or greater through the Community Grant Program. Should one be available, an accountant prepared statement may instead be attached with your application. NOTE: List all Financial Dollars as of December 31, 2016 (or your organization's Fiscal Year End). The date is the previous year to the grant request year. (i.e. Grant request year is 2017 - December 31, 2016 for financial dollars) (*Financial information — Fiscal Year prior to Grant Request) Part 1: ASSETS Cash Balance $ 7,659.83 Investments $ Accounts Receivable $ Accounts Receivable — Fed. Gov't HST $ Inventory Supplies $ Prepaid Expenses $ Capital Assets $ TOTAL ASSETS $ 7,659.83 Part 2: LIABILITIES Accounts Payable $ Accounts Payable — Fed. Gov't HST $ Loans $ Deferred Revenue $ Net Revenue (deficit) or surplus $ 7,659.83 TOTAL LIABILITIES & NET REVENUE DEFICIT OR SURPLUS $ 7,659.83 Prepared by: Michelle Bretherick Position with Organization: President Date Completed DD/MM/YYYY : 05/03/2017 115 Attachment 2 to Report CSD -004-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: Newcastle Horticultural Society Application #: 17-31 Date Received: March 8, 2017 Contact Name: Bonnie Bedford -Jones The primary programs / services of the Organization are: • Provide educational speakers on horticulture subjects • Planting of community gardens • Plant sales, community lunches, junior gardeners Description of the program / service / event that the funding will be used for: The requested funds will be used to purchase plants for the gardens at the Newcastle Community Hall, the Newcastle Library, Newcastle Fire Hall and two cemeteries in Newcastle. They will also offset the cost of creating a yearbook and to pay for judges and speakers at regular Society meetings. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Garden plants • Meetings • Yearbook • Printing / copying Financial Summary: Grant History: 2012 2013 2016 2015 2017 Revenue $ 7,637.79 $ 7,836.43 Expenses $ 6,236.71 $ 6,197.00 Net $ 1,401.08 $ 1,639.43 Grant $ 500.00 $ 500.00 Final Net $ 1,901.08 $ 2,139.43 Grant History: 2012 2013 2014 2015 2016 $500 $500 $500 $500 $500 116 Attachment 2 to Report CSD -004-17 117 Clarftwn 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: April 18, 2017 Report Number: CLD -002-17 Resolution: File Number: By-law Number: Report Subject: Smoking on Municipal Property Recommendations: 1. That Report CLD -002-17 be received; 2. That Council prohibit smoking within 9 metres of any entrance to any Municipal building within the Municipality of Clarington; 3. That the 9 metre smoking prohibition be communicated to the general public and patrons of the buildings and facilities; 4. That the organizers of special events be advised of the smoking prohibitions contained in the Smoke -Free Ontario Act, in particular those dealing with smoking in reserved seating areas of entertainment venues; and 5. That all interested parties listed in Report CLD -002-17 and any delegations be advised of Council's decision. 118 Municipality of Clarington Report CLD -002-17 Report Overview Page 2 This Report is to provide information on extending smoking restrictions for Municipal property beyond the Provincial legislation. 1. Background 1.1 General On July 4, 2016 Council passed Resolution #GG -411-16 directing staff to report on a complete ban of smoking at all Municipal buildings and the manner of enforcement. Following the July 4, 2017 meeting, it was explained to staff that the matter was raised as a result of an issue at community halls whereby guests at the halls are smoking near the entrances, and hall board members have had no means by which to require the guests to stop. Staff were further advised that smoking at community events has also been reported to members of Council as an issue for the attendees at these events. This Report will address each concern separately. 1.2 Governing Legislation and By-laws Smoke -Free Ontario Act, S.O. 1994, c.10 (the Act) sets out the following restrictions as they pertain to smoking: • No smoking within 20m of children's playgrounds and publicly owned sport fields and surfaces or the reserved seating area of a sports arena or entertainment venue • post "No Smoking" signs at all entrances, exits, washrooms and anywhere signs can be easily placed and seen • make sure that within Clarington no one smokes or holds lighted tobacco in an enclosed workplace, public place, or area where smoking is banned • make sure that a person who does not comply leaves the premises • Enforcement of the new restrictions is the responsibility of DRHD within Clarington 119 Municipality of Clarington Report CLD -002-17 Page 3 In 2016 the Electronic Cigarette Act, 2015 was enacted. The following definitions apply to Electronic Cigarettes; electronic cigarette" means any of the following: 1. A vaporizer or inhalant -type device, whether called an electronic cigarette or any other name, that contains a power source and heating element designed to heat a substance and produce a vapour intended to be inhaled by the user of the device directly through the mouth, whether or not the vapour contains nicotine. 2. A component of a device described in paragraph 1. 3. Any other prescribed device or product; The above Act similarly mirrors the Smoke -Free Ontario Act. Currently, certain sections which will regulate the use of electronic cigarettes has yet to come into force. Clarington By-law 93-146, being a By-law to Regulate Smoking in Public Places, was superseded by the Act. The Act is enforced by The Tobacco Enforcement Division of Durham Region, as is the Electronic Cigarette Act, 2015. 2. Discussion 2.1 Municipal Buildings Municipal buildings include the Municipal Administrative Centre (MAC), Operations depots, Animal Shelter, and some library branches. Smoking within Municipal buildings is prohibited and is governed by the Act. Smoking outside of the Municipal buildings entrances, however is not governed by the Act. These buildings can be generally categorized as either municipal workplaces or municipal buildings generally used as a place of public assembly (which hence forth will be referred to a community halls throughout this Report). Smoking outside of the municipal workplace buildings has generally not been an issue. Smoking outside of community halls, however is the genesis of this review. Although the initial complaint was received by one community hall board member, members of other community hall boards did express concerns to a member of Council. Essentially, the problem stems from private functions held at the community hall where guests are gathering immediately outside of the entrances into the hall, thus forcing the other guests to have to walk through the "smoking area" to enter and exit the building. Members of the hall boards expressed frustration with an apparent lack of authority or mechanisms to prohibit smoking immediately outside of the community hall entrances. 120 Municipality of Clarington Report CLD -002-17 Page 4 2.2 Municipal Facilities Municipal facilities include the recreation facilities. Several years ago, a policy was put in place to prohibit smoking within 3 metres from the entrances to the Municipal facilities, as it was deemed to support the goals of healthy living. In 2004, the policy was amended (as approved by Council) and smoking is now prohibited within 9 metres from the entrances to the Municipal facilities. This policy has been well received by the public and is generally complied with. Should an issue be raised, these facilities are typically staffed during facility hours of use and as such, staff are available to swiftly address any concerns. According to feedback from facility staff, smoking on Municipal facility property beyond 9 metres of the entrances, presents no concerns. (An example of such areas would be an arena parking lot.) 2.3 Municipal Parks Municipal parks include sports fields, playgrounds, passive parkland, and trails. As stated above, the Act prohibits smoking within 20m of playgrounds and sports fields. As well, the Act prohibits smoking within the reserved seating area of an entertainment venue. This could include the seating areas for such community events in Clarington's parks such as the concerts in the park, provided the seating area is identified as such. The issue of smoking within the seating areas of such community events has been raised as a concern by members of the public. Further, staff have been advised that there is confusion as to whether or not smoking is currently prohibited at such events and if so, who would enforce the prohibition. Community event organizers should contact the Durham Region Health Department Environmental Health Division for details regarding enforcement for smoking within reserved seating areas at community events. 2.4 Regulating Smoking Beyond the Act 2.4.1 Outside of Durham Region Staff research indicates that, in general, there is a varying degree of by- laws/policies regulating smoking throughout municipalities. By-laws range from a complete mirror of Ontario's Smoke -Free legislation, to additional restrictions that are specific to the municipality, to by-laws that are now superseded by Ontario's Smoke -Free legislation. The City of Peterborough By-law mirrors Smoke -Free legislation to assist in enforcement but, in addition, adds specific park areas or additional buildings where smoking is prohibited within 9 metres of entrance ways. Orillia, on the other hand, has a by-law that restricts smoking within 9 metres of any entrances to municipal Buildings. There are portions of the Orillia Smoking 121 Municipality of Clarington Resort CLD -002-17 e5 By-law which have been superseded by Ontario's Smoke -Free legislation. Orillia does however, require that all employers must have a smoke free policy in all work places. Collingwood's Smoking By-law includes a 9 metres restriction around municipal entrances and they report that they receive few concerns. 2.4.2 Within Durham Region Currently within Durham Region Whitby and Scugog each have a Smoke -Free by- law which imposes a 15 metre restriction near any municipal facility or municipal outdoor activity area. These by-laws were passed in 2014, in response to residents' concerns of smoking near playgrounds and sports fields. Whitby's by- law was initiated along with a communication campaign and increased enforcement/education. During the initial stages there were frequent complaints brought forward; over time however, the volume of complaints has significantly decreased but has proven difficult to enforce so officers tend to rely more on education approach than enforcement. The Act now supersedes the by-laws with a 20m restriction for playgrounds and sports fields. Ajax and Pickering rely on Smoke -Free legislation and enforcement therefore, is performed by the Region of Durham, while Oshawa has a restriction on entrances to their City Hall. 2.4.3 Feedback from Durham Region's Health Department Environmental Health Division As per Council's direction staff discussed the pros and cons of an outright ban and generally concluded that each property has its unique characteristics, including geographic locations and once size does not necessarily fit all. Further, the HDEHD also commented on enforcement challenges. They see a parallel between their experience in enforcing legislation in areas such as schools and hospitals, and believe the same challenges would also be experienced were there a complete ban on Municipal property. Smoking related issues would merely be displaced (ie. pushed onto adjacent properties.) In 2016 Durham Region received 7 complaints for smoking within 20 metres of sport fields and an estimated 18 for within 9 metres of public entrances. (Note; public entrance infractions / complaints are not fully tracked as the current legislation does not include all public entrances.) 122 Municipality of Clarington Report CLD -002-17 Page 6 2.4.4 Feedback from Hall Boards General feedback from community hall board members, when asked if they support any smoking restrictions being imposed, concluded that there is limited support in a complete ban on smoking on the hall property. Should there be smoking restrictions imposed, their concerns primarily focus on enforcement during events or rentals of facilities. (ie. Who would be responsible as they have very limited staff/volunteer resources?). As well, most indicated that they have not received requests from their hall users requesting changes to the current smoking restrictions. 2.4.5 Enforcement Feedback from other municipalities and the HDEHD suggests that enforcement is the key challenge to implementing greater smoking restrictions beyond the provincial requirements which are regulated by the HDEHD. Staff therefore considered the use of setting a policy versus enacting a by-law. A) Policy -- Regulating Clarington-specific smoking policies (beyond the provincial legislation) can be promoted through public education and enforced by any staff person or facility board member (depending on the enforcement clauses of the policy of course). This approach to regulation provides the ability to address issues as they are brought forward and in real time. A policy would not include monetary penalties for the smoker who may be violating the policy as a by-law would. A policy could, however, provide for other disciplinary measures. For example, the policy provide for the inclusion of a standard "termination of contract" clause where a person/organization who rents the facility is not complying with the smoking policy, or the policy could provide for the inclusion of non-refundable deposit if smoking policy is contravened. To best achieve success, the policy should be consistent for all municipal facilities and buildings. It should be noted, that where a person is refusing to comply with staff direction, as with any situation on municipal property, the situation could be escalated through the Trespass to Property Act. B) By-laws — Currently the Municipality of Clarington's Smoking By-laws are out dated as they have been superseded by Ontario's Smoke -Free legislation. A new by-law could be enacted by Council to establish any smoking restrictions beyond those established by the province. A regulatory by-law is enforceable by designated individuals only and within Clarington is solely enforced by Municipal Law Enforcement Officers. By-law enforcement is initiated through education awareness and generally a compliance based focus. Following education and compliance monetary penalties are used as a deterrent to gain compliance. As previously mentioned, enforcement proves to be difficult when addressing members of the public, because usually by the time an officer is able to respond to the scene, the smoker has left. As well, the hours that our facilities are used, are frequently well outside of the regular hours of enforcement which would provide further challenges and increased costs. 123 Municipality of Clarington Resort CLD -002-17 Paae 7 2.5 Proposal Through Resolution #GG -411-16 staff have been requested to address the concern of smoking at the entrances of community halls and (through additional discussions) staff also reviewed the issue of smoking in the seating areas of community events. Evidence from Smoke -Free Ontario -Scientific Advisory Committee (2010) indicates that smoke free interventions are effective at reducing exposure, supporting quitting and the denormalization of tobacco use. Additional benefits to smoke free environments include a reduction in: fire hazards from discarded cigarettes, litter and costs associated with clean up, and exposure to clients or staff near exits. Based on feedback from the HDEHD and best practices from other municipalities, and the successes realized at Clarington's Municipal facilities including Clarington library branches, staff recommends that Council approve a policy to prohibit smoking within 9 metres of any entrance to any Municipal building or facility. Implementing the policy (rather than a by-law) acknowledges our limitations while implementing a mechanism which is appropriate for the extent of the problem we are trying to address. A public education program would be initiated to educate the community hall board members, staff, community event organizers, and the general public. This program would include signage at each Municipal building and facility and the inclusion of "smoking restrictions" and "right to terminate" clauses included in each rental agreement. As well, facility staff, operations staff, and community hall board members, and community event organizers will be provided educational materials detailing the restrictions and contact information for enforcement should they not be able to remedy the situation. This public education will address both smoking near entrances as well as smoking within reserved venue seating areas at community events. 3. Concurrence This report has been reviewed by the Director of Community Services and the Director of Operations who concur with the recommendations. 4. Conclusion Ontario's Smoke -Free legislation regulates smoking in Ontario and is enforced in Clarington by staff of the HDEHD. Implementing any restrictions beyond those imposed by the Province through the Smoke -Free Ontario Act, would promote and facilitate a healthy environment for patrons and staff and must be cautiously imposed with due consideration to enforcement and any necessary resources. 124 Municipality of Clarington Report CLD -002-17 Page 8 In an effort to promote healthy living through reasonable and achievable restrictions with minimal impact on the Municipality, the hall boards, and neighbours, it is recommended to implement a policy prohibiting smoking (including the use of electronic cigarettes) within 9 metres of all entrances to Municipal buildings. To implement such a policy for all of Clarington's Municipal buildings addresses the concerns brought to the attention of Council, provides for consistency, and facilitates success through education, awareness and the use of smoking restrictions" and "right to terminate" clauses in rental agreements. 5. Strategic Plan Application Not applicable. 4- X/ Submitted by. Reviewed by: C. Anne Greentree, Curry Clifford, MPA, CMO Municipal Clerk Interim CAO Staff Contact: Duncan Anderson, Manager Municipal Law Enforcement, 905-623-3379 ext. 2110 List of interested parties to be notified of Council's decision: Clarington Arena and Hall Boards 125 Clarington Corporate 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: April 18, 2017 Report Number: COD -005-17 Resolution: File Number: CL2016-28 By-law Number: Report Subject: Access Permit and Ditching Services Recommendations: That Report COD -005-17 be received; 2. That Nick Carchidi Excavating Limited with a total bid amount of $159,362.52 (Net HST Rebate) being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2016-28 be awarded the contract for Access Permit and Ditching Services as required by the Operations Department; 3. That funds required for this project in the amount of $167,503.32 (Net of HST Rebate) which includes the construction cost of $159,362.52 (Net of HST Rebate) and consulting costs of $8,140.80 (Net of HST Rebate) be drawn from the following account: Ditch/Shoulder Maintenance 100-36-380-10240-7112 $167,503.32 4. That the Purchasing Manager be authorized to extend the contract for up to four additional one year terms pending satisfactory service, available funds, and subject to yearly rate increase based on the Consumer Price Index, All Items, Ontario, most recent issue; and 5. That all interested parties listed in Report COD -005-17 and any delegations be advised of Council's decision by the Purchasing Division. 126 Municipality of Clarington Report COD -005-17 Report Overview Page 2 To request authorization from Council to award CL2016-28 for Access Permit and Ditching Services. 1. Background Tender specifications were prepared by AECOM and provided by the Operations Department for access permit and ditching services. Tender CL2016-28 was issued by the Purchasing Division and advertised electronically on the Municipality's website. Notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. Eight companies downloaded the document. The tender closed on Friday, November 18, 2016. A total of two submissions were received in response to the tender call. Bids were reviewed and tabulated (see Attachment 1). All submissions were deemed compliant. As part of the requirement of the tender the Municipality has the option to extend the contract for up to four additional one year terms pending satisfactory service, available funds, and subject to yearly rate increase based on the Consumer Price Index, All Items, Ontario, most recent issue. 2. Proposal 2.1 Analysis After review and analysis of the submissions by the Consultant, Operations Department and the Purchasing Division, it was mutually agreed that the low bidder, Nick Carchidi Excavating Limited be recommended for the award of contract CL2016-28 for Access Permit and Ditching Services. Nick Carchidi Excavating Limited has done work for the Municipality in the past and the level of service has been satisfactory. 2.2 Financial The total funds required for this project in the amount of $167,503.32 (Net of HST Rebate) which includes the consulting costs of $8,140.80 (Net of HST Rebate) be drawn from the following account: Ditch/Shoulder Maintenance 100-36-380-10240-7112 $167,503.32 Queries with respect to the department needs should be referred to the respective Department Head. 127 Municipality of Clarington Report COD -005-17 Page 3 3. Concurrence This report has been reviewed by the Director of Operations who concurs with the recommendation. 4. Conclusion It is respectfully recommended that Nick Carchidi Excavating Limited with the lowest compliant bid of $159,362.52 (Net of HST Rebate) be awarded the contract for Access Permit and Ditching Services as per the terms, conditions and specifications of Tender CL2016-28. 5. Strategic Plan Application Not applicable. 7 Submitted by: ZZ�—Reviewed by: Ma ie arano, H.B. Sc., C.M.O., Curry Clifford, MPA, C.M.O Director of Corporate Services Interim CAO Staff Contact: David Ferguson, Purchasing Manager, x2209 or dferguson@clarington.net Attachment 1 – Summary of Bid Results List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. 128 Municipality of Clarington Summary of Bid Results Tender CL2016-28 Access Permit and Ditching Services Attachment 1 to Report COD -005-17 129 Total Bid Total Bid Projected 5 Year Bidder (Including HST) (Net HST Rebate) Contract Value (Net HST Rebate) Nick Carchidi $156,606.25 $159,362.52 $796,812.60 Excavating Limited Elirpa Construction $218,669.60 $222,518.18 $1,112,590.92 and Materials Ltd. 129 Clarftwn Corporate Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Governance Committee Date of Meeting: April 18, 2017 Report Number: COD -006-17 File Number: CL2017-6 Report Subject: 2017 Surface Asphalt Recommendations: 1. That Report COD -006-17 be received; Resolution: By-law Number: 2. That Coco Paving Inc. with a total bid amount of $283,857.38 (Net HST Rebate) being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2017- 6 be awarded the contract for the 2017 Surface Asphalt as required by the Engineering Services Department; 3. That the funds required for this project in the amount of $321,000.00 (Net HST Rebate) which includes the construction cost of $283,857.38 (Net HST Rebate) and other related costs such as materials testing and contingencies of $37,142.62 (Net HST Rebate) be funded by the Municipality as follows: Green Road Surface Asphalt Given Road Surface Asphalt Wilmot St Surface Asphalt Fourth St Surface Asphalt 110-32-330-83356-7401 110-32-330-83371-7401 110-32-330-83373-7401 110-32-330-83236-7401 $176,000.00 $ 43,000.00 $ 38,000.00 $ 64,000.00 ;and 4. That all interested parties listed in Report COD -006-17 and any delegations be advised of Council's decision by the Purchasing Division. 130 Municipality of Clarington Report COD -006-17 Page 2 Report Overview To request authorization from Council to award the contract for the 2017 Surface Asphalt for four locations as required by the Municipality of Clarington's Engineering Services Department. 1. Background Tender specifications were prepared by the Engineering Services Department and provided to the Purchasing Services Division. This project relates to the 2017 Surface Asphalt and involves the placement of the final lift of asphalt for the following four locations: • Green Road — Stevens Road to Harvey Jones Avenue in Bowmanville • Given Road — King Avenue to Cul-de-sac, Newcastle • Wilmot Street — North Street to Mill Street, Newcastle • Fourth Street — Scugog Street to Elgin Street, Bowmanville Tender CL2017-6 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. Notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. Nine (9) companies downloaded the document. The tender closed on Friday, March 17, 2017. 2. Analysis Three (3) bids were received in response to the tender call. Bids were reviewed and tabulated by the Purchasing Services Division (see Attachment 1). All submissions were deemed compliant. The results were forwarded to the Engineering Services Department for their review and consideration. After review and analysis of the submissions by the Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Coco Paving Inc. be recommended for the award of contract CL2017-6. Coco Paving Inc. has successfully completed work for the Municipality in the past. 3. Financial That the funds required for this project in the amount of $321,000.00 (Net HST Rebate) which includes the construction cost of $283,857.38 (Net HST Rebate) and other related costs such as materials testing and contingencies of $37,142.62 (Net HST Rebate) be funded by the Municipality as follows: Green Road Surface Asphalt 110-32-330-83356-7401 $176,000.00 131 Municipality of Clarington Report COD -006-17 Given Road Surface Asphalt 110-32-330-83371-7401 $ 43,000.00 Wilmot St Surface Asphalt 110-32-330-83373-7401 $ 38,000.00 Fourth St Surface Asphalt 110-32-330-83236-7401 $ 64,000.00 Page 3 Queries with respect to the department needs should be referred to the Director of Engineering Services. 4. Concurrence This report has been reviewed by Tony Cannella, Director of Engineering Services who concurs with the recommendation. 5. Conclusion It is respectfully recommended that Coco Paving Inc. being the lowest compliant bid be awarded the contract for the 2017 Surface Asphalt in the amount of $283,857.38 (Net HST Rebate) as per the terms and conditions of Tender CL2017-6. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted byVaraAno, Reviewed by: MarieH.B.Sc., CMO. Curry Cliff d MP , CMO, Director of Corporate Services Interim CAO C��,�� - (for) Nancy Taylor, BBA, CPA, CA., Director of Finance/Treasurer Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or dferguson@clarington.net Attachments: Attachment 1 — Tabulation of Bid Summary Attachment 2 — Memo from Engineering Services List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. MM/DF/sm 132 Municipality of Clarington Clarington Attachment 1 to Report COD -006-17 Municipality of Clarington Summary of Bid Results Tender CL2017-6 2017 Surface Asphalt BIDDER TOTAL BID (Net HST Rebate) Coco Paving Inc. $283,857.38 Ashland Paving Ltd. $300,737.29 Brennan Paving & Construction Ltd. $518,976.92 133 Attachment #2 to COD -006-17 Memo If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 To: David Ferguson, Purchasing Manager From: Ron Albright, Assistant Director, Engineering Services Date: March 31, 2017 Subject: 2017 Surface Asphalt CL2017-6 The Engineering Services Department has reviewed the submissions for CL2017-6 and offers the following comments. The work involves placement of the final lift of asphalt at four locations, as shown below, where the road was previously reconstructed. Surface asphalt is typically deferred to allow for any settlement to occur. Road Limits Green Rd Stevens Rd to Harvey Jones Ave, Bowmanville Given Rd King Ave to Cul-de-sac, Newcastle Wilmot St North St to Mill St, Newcastle Fourth St Scugog St to Elgin St, Bowmanville The low bidder on this contract was Coco Paving Inc. Based on past experience with this contractor, we recommend the contract be awarded to Coco Paving Inc. in the amount of $315,211.13 inclusive of HST, or $283,857.38 net of HST rebate. A total contingency amount of approximately 10% of construction costs is required for this project, based on past experience. Design and tendering was completed by staff, and inspection and contract administration will also be completed in-house. Therefore, including other costs such as material testing, contingency and net HST costs, the Engineering Department advises of the following funding. The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 134 2017 Surface Asphalt CL2017-6 Page 12 Construction Cost, Based on Low Bid (net of HST) $283,857.38 Other Costs (net of HST) $37,142.62 Total Project Cost $321,000.00 Allocated Financing Green Rd Surface Asphalt (Stevens to Harvey Jones) 110-32-330-83356-7401 $176,000.00 Given Rd Surface Asphalt 110-32-330-83371-7401 $43,000.00 Wilmot St Surface Asphalt 110-32-330-83373-7401 $38,000.00 Fourth St Surface Asphalt 110-32-330-83236-7401 $64,000.00 Total Allocated Financing $321,000.00 * A more detailed breakdown to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). Considering all project costs, there is sufficient funding available and the Engineering Dept. recommends that the Purchasing Dept. move forward with award of the contract based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. Regards, Ron Albright, P. Eng. Assistant Director, Engineering Services RA/sb/nl Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 135 2017 Surface Asphalt CL2017-6 Page 13 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 136 Clarington Corporate Services Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Governance Committee Date of Meeting: April 18, 2017 Report Number: COD -007-17 File Number: CL2017-8 Report Subject: 2017 Pavement Rehabilitation Recommendations: 1. That Report COD -007-17 be received; Resolution: By-law Number: 2. That Coco Paving Inc. with a total bid amount of $1,818,857.38 (Net HST Rebate) being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2017- 8 be awarded the contract for the 2017 Pavement Rehabilitation as required by the Engineering Services Department; 3. That the funds required for this project in the amount of $2,070,000.00 (Net HST Rebate) which includes the construction cost of $1,818,857.38 (Net HST Rebate) costs such as inspection and contract administration, material testing, permit fees and contingencies of $251,142.62 (Net HST Rebate) be funded by the Municipality as follows: Pavement Rehabilitation 110-32-330-83212-7401 $1,920,000.00 Rural Road Rehabilitation Program 110-32-330-83680-7401 $ 150,000.00 ; and 4. That all interested parties listed in Report COD -007-17 and any delegations be advised of Council's decision by the Purchasing Division. 138 Municipality of Clarington Report COD -007-17 Report Overview Page 2 To request authorization from Council to award the contract for the 2017 Pavement Rehabilitation for various locations as required by the Municipality of Clarington's Engineering Services Department. 1. Background Tender specifications were prepared by the Engineering Services Department and provided to the Purchasing Services Division. This project relates to the 2017 Pavement Rehabilitation and involves the rehabilitation of roads at various locations (see Attachment 2 for locations). Tender CL2017-8 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. Notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. Ten (10) companies downloaded the document. The tender closed on Friday, March 31, 2017. 2. Analysis Three (3) bids were received in response to the tender call. Bids were reviewed and tabulated by the Purchasing Services Division (see Attachment 1). All submissions were deemed compliant. The results were forwarded to the Engineering Services Department for their review and consideration. After review and analysis of the submissions by the Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Coco Paving Inc. be recommended for the award of contract CL2017-8. Coco Paving Inc. has successfully completed work for the Municipality in the past. 3. Financial That the funds required for this project in the amount of $2,070,000.00 (Net HST Rebate) which includes the construction cost of $1,818,857.38 (Net HST Rebate) and other related costs such as inspection and contract administration, material testing, permit fees and contingencies of $251,142.62 (Net HST Rebate) be funded by the Municipality as follows.. Pavement Rehabilitation 110-32-330-83212-7401 $1,920,000.00 Rural Road Rehabilitation Program 110-32-330-83680-7401 $ 150,000.00 139 Municipality of Clarington Report COD -007-17 Page 3 Queries with respect to the department needs should be referred to the Director of Engineering Services. 4. Concurrence This report has been reviewed by Tony Cannella, Director of Engineering Services who concurs with the recommendation. 5. Conclusion It is respectfully recommended that Coco Paving Inc. being the lowest compliant bid be awarded the contract for the 2017 Pavement Rehabilitation in the amount of $1,818,857.38 (Net HST Rebate) as per the terms and conditions of Tender CL2017-8. 6. Strategic Plan Application The recommendations ined in this report conform to the Strategic Plan. Submitted by- Reviewed by: Y - Marie Marano, H.B.Sc., CMO. Curry Cliffor MP CMO, Director of Corporate Services Interim CAO (for) Nancy Taylor, BBA, CPA, CA., Director of Finance/Treasurer Staff Contact: David Ferguson, Purchasing Manager, 905.623.3379 Ext 2209 or dferguson@clarington.net Attachments: Attachment 1 — Tabulation of Bid Summary Attachment 2 — Memo from Engineering Services List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. MM/DF/sm Municipality of Clarington Clarington Attachment 1 to Report COD -007-17 Municipality of Clarington Summary of Bid Results Tender CL2017-8 2017 Pavement Rehabilitation BIDDER TOTAL BID (Net HST Rebate) Coco Paving Inc. $1,818,857.38 Ashland Paving Ltd. $1,978,670.34 Brennan Paving & Construction Ltd. $3,033,208.15 141 0 Attachment 2 COD-007-17 ClaF. Memo If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 To: David Ferguson, Purchasing Manager From: Ron Albright, Assistant Director, Engineering Services Date: April 7, 2017 Subject: 2017 Pavement Rehabilitation CL2017-8 The Engineering Services Department has reviewed the submissions for CL2017-8 and offers the following comments. The work involves rehabilitation of the roads noted below. Location Scope of Work Summerlea Ct from Bruntsfield St to west end Cul de Sac Replace Asphalt Bruntsfield St from Glenabbey Dr to Bloor St Mill -Overlay Glenabbey Dr from Townline Rd S to Bruntsfield St Mill -Overlay Kingswood Dr from Edinborough Ln to Kingswood Dr Mill -Overlay Kingsview Ct from Fox Hunt Trail to west end Cul de Sac Mill -Overlay Empire Cres from Fox Hunt Trail To Fox Hunt Trail Mill -Overlay Kingsway Gt from Townline Rd to Empire Cres Mill -Overlay Energy Dr from 500m east of Holt Rd to 290m west of RR 57 Pulverize and Pave Green Rd from Concession Rd 4 to Taunton Rd Pulverize and Pave Lakeshore Rd, at Railroad Crossing, Newtonville Replace Asphalt The low bidder on this contract was Coco Paving Inc. Based on past experience with this contractor, we recommend the contract be awarded to Coco Paving Inc. in the amount of $2,019,761.04 inclusive of HST, or $1,818,857.38 net of HST rebate. A total contingency amount of approximately 8% of construction costs is required for this project, based on past experience. The tender includes provisional items that equal approximately 3% of the construction cost, so 5% of construction costs have been carried to bring the contingency to the required 8%. Therefore, including other costs such as inspection and contract administration, material testing, permit fees, contingency and net HST costs, the Engineering Department advises of the following funding. The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 142 2017 Pavement Rehabilitation CL2017-8 Page 16 Construction Cost, Based on Low Bid (net of HST) $1,818,857.38 Other Costs (net of HST) $251,142.62 Total Project Cost $2,070,000.00 Allocated Financing Pavement Rehabilitation 110-32-330-83212-7401 $1,920,000.00 Rural Road Rehabilitation Program 110-32-330-83680-7401 $150,000.00 Total Allocated Financing $2,070,000.00 * A more detailed breakdown to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). Considering all project costs, there is sufficient funding available and the Engineering Dept. recommends that the Purchasing Dept. move forward with award of the contract based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. Regards, Ron Albright, P. Eng. Assistant Director, Engineering Services RA/sb/n I Pc: Nancy Taylor, Director of Finance A.S. Cannella, Director of Engineering Services The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 143 2017 Pavement Rehabilitation CL2017-8 Page 17 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 144 2017 Pavement Rehabilitation CL2017-8 N E M1 suMon Road �I Green Rd. jConc_ Rd, d to Taunton Rd-} � w 0. W� 9 9 � p � dG 0 � a 6 o nccssinn Rd fi A M1 F - r _ Kingsway Gate [Townlina Rd. hw E7 to Emipire Cres') L ` � jFo-x Hunt Tr. M1 Kingsviaw CrL I I I I IFox Hunt Tr. W w J.' W End Cul de Sac) = Kingswood ter. _ tEdinhorough Ln. to Ki ngswovd Ur.j Glenatshey ar. a {Tewnline Rd. S Bruntsrield St.l V I BruntsHeld sL {Oa n b St }r r dr Rosd -0 $ummarfea Crt.�' ntSfield $t- kv nnr rrn "A d'.. W End Cul du Sas) 1 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 145 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: April 18, 2017 Report Number: File Number: Report Su FND-007-17 Annual Leasin Recommendations: Resolution: By-law Number: Report for 2016 That Report FND-007-17 be received for information. Municipality of Clarington Report FND-007-17 Page 2 Report Overview This report complies with the Municipal Act annual reporting requirements on leasing, under Ontario Regulation 653/05. 1. Background 1.1 Under Ontario Regulation 635/05, the Treasurer is required to report annually to Council details of existing material leases confirming that they comply with the lease policy, a summary of material leases, estimated cost of the material leases and the impact of these leases on the financing arrangements and debt servicing levels of the Municipality. 1.2 As required by the Municipal Act, 2001, Council adopted a Statement of Lease Financing Policies and Goals in report FND-021-03, on Monday, September 8, 2003. To date Clarington has typically chosen to purchase or debenture (if necessary), rather than use financial leases. For 2016 and to date, there are no material lease agreements. There is no impact on long-term financing or debt services levels of the Municipality.cc 2. Concurrence Not Applicable 3. Conclusion At this time, the Municipality of Clarington does not have any material leases. It is recommended that this annual lease report be received for information in compliance with Ontario Regulation 653/05. 4. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Nancy Taylor, BBA, CPA, CA, Director of Finance/Treasurer Reviewed by: Curry Clifford, MPA, CMO 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.cc 147 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: April 18, 2017 Report Number: FND-008-17 Resolution: File Number: By-law Number: Report Subject: Annual Commodity Hedging - 2016 Recommendations: 1. That Report FND-008-17 be received for information. Municipality of Clarington Report FND-008-17 Page 2 Report Overview This report complies with the annual reporting required under Ontario Regulation 653/05 of the Municipal Act with respect to Commodity Hedging for 2016. The Municipality of Clarington did not have any hedging agreements in 2016. 1. Background Under Ontario Regulation 635/05, the Treasurer is required to report annually to Council the status of existing commodity hedging agreements, including a comparison of the expected results to actual using the agreements and confirmation that they comply with the Municipality's policies and goals. As required by the Municipal Act, 2001, Council adopted a Commodity Price Hedging Agreements Statement of Policies and Goals in report COD -054-08, on Monday October 6, 2008. In this statement of policies and goals, the responsibilities are delegated as follows. The Director of Finance/Treasurer or designate is responsible for the financial administrative matters pertaining to the commodity price hedging. The Director of Corporate Services or designate is responsible for the procurement and contractual administrative matters pertaining to the commodity price hedging. 2. Comments As Clarington did not have any hedging agreements, the comments below are intended to provide the context around the ongoing activity and analysis that occurs on this file. Clarington has monitored the energy requirements and consumption patterns throughout the Municipality's operating departments since 2008. This information together with the procurement strategy aimed at reducing risk and stabilizing cost continues to focus on the need for a stable natural gas supply contract. The Municipality has an energy consulting agreement with Blackstone Energy Consulting for the term of November 1, 2014 to October 31, 2017 with an option to extend for two additional one year terms. This agreement covers many services related to the decision making; arranging contracts for the continuous supply; analysis and reconciliation of usage; and forecasting of natural gas pricing pressures. Blackstone Energy Services Inc. working on the Municipality's behalf is authorized to enter into fixed price natural gas agreements as per the procurement strategies and to the agreed indicative prices. The 2016 budget used a price of $0.205 m3 for natural gas when calculating the $381,880 total value. The 2017 budget used a price of $0.14 m3 for natural gas when 149 Municipality of Clarington Report FND-008-17 Page 3 calculating the $374,830 total value. This price was based on the projected rates from Blackstone's analysis of the market. One component of the natural gas purchasing is that the Municipality sets the price on bill (POB). The price on bill is set to estimate the average cost of the gas factoring in transportation costs. Setting the price on bill reduces the fluctuations from one period to another. Blackstone does provide recommendations for the price on bill and the Municipality has the right to change the price on bill at any time. The natural gas year is from November 1 to October 31. During this period the Municipality may use more gas than estimated during heating season and use less gas during the cooling season. These differences are settled in the Municipality's account at Blackstone with the three (3) gas pools/suppliers (Empress, Dawn, and CDA). As of October 31, there may be a balance of gas owing or a surplus of gas to be sold in the market based on the gas supply obligation calculated from the estimate required versus actual usage. Blackstone provides advice on the best time to settle the gas account for the best price. As well, the price differences between the price on bill and the market gas prices (or hedge price if applicable) is settled in the account. At the time of the 2016 budget preparation the budget price of $0.205 was recommended. However, during 2016 due to a number of market factors natural gas prices were lower than expected. As well, overall the weather was milder. In October 2016, the Municipality reduced the price on bill to $0.14 and has not changed the price on bill since. In 2016, the combination of these factors created a surplus in Clarington's account in Blackstone of approximately $100,000. Clarington requested a payment of $60,000. The remaining balance was left to be used towards the gas account for the 2016/2017 year. The $60,000 was put in the Municipal Enterprise Reserve Fund to be used towards repaying the Energy Master Plan Phase 1 project costs. Blackstone sends Monthly Reporting Packages and Clarington reviews their account on a regular basis. As noted for 2016, the Municipality did not enter any hedging agreements. It was recommended that a hedge would not be required because of the prediction of a milder winter and low natural gas prices due to increased supply. Currently Clarington does not hedge in the electricity market. Blackstone has indicated that it may be beneficial to look at electricity hedging going forward. The Municipality has focused on energy retrofits in an effort to reduce electricity consumption. 3. Concurrence This report has been reviewed by the Director of Corporate Services who concurs with the recommendations. 150 Municipality of Clarington Report FND-008-17 Page 4 4. Conclusion The Municipality of Clarington did not have a natural gas commodity hedging agreement in 2016. The Municipality did enter into natural gas commodity hedging agreements effective January 2017. The results will be reported on in the 2017 annual update. The market will continue to be monitored by the Municipality and Blackstone Energy Consultants during the term of the consultation agreement. Commodity hedging is based on recommendations from Blackstone and the evaluation of the Municipality's needs going forward. It is respectfully recommended that this annual commodity hedging report be received for information in compliance with Ontario Regulation 635/05 of the Municipal Act. 5. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Nancy Taylor, BBA, CPA, CA, Director of Finance/Treasurer Reviewed by: 4e -- Curry Clifford, MPA, CMO 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. 151 Unfinished Business 21.1 Excerpt of Council Minutes April 10, 2017 Item 5 — Emergency and Fire Services — Governing By-law Update, Automatic Aid Agreement Update Resolution #C-087-17 Moved by Councillor Cooke, seconded by Councillor Hooper That Report ESD -002-17 be received; That the updated Emergency and Fire Services Governing By-law (Attachment 1 to Report ESD -002-17) be approved; That the Mayor and Clerk be authorized to execute the Automatic Aid Agreement with Port Hope, Attachment 2 to Report ESD -002-17, as amended as follows: to strike the words "and one rescue van" from item 2.2 of the Agreement; and to replace the words "seven men" with the words "five firefighters" in item 3; and That By-law 2010-077 and By-law 2001-172 be repealed. Tabled (See following motion) Resolution #C-088-17 Moved by Councillor Partner, seconded by Councillor Cooke That the foregoing Resolution #C-087-17 be tabled until the General Government Committee meeting of April 18, 2017. Carried 152 Handouts & Presentations 3985 Concession Rd 3 18 Acres fronting on Graham Rd Allowance April 18 Tim Burke (Owner of Evergreen Power, Bowmanville) Krista Klawitter (Owner of Newcastle Family Chiropractic, Newcastle) Request for building permit availability review 3985 Concession Rd 3 Driveway Existing Gate Existing Road Existing R Allowance C Gate & signage at north end of existing maintained portion Of Graham Rd General condition Of existing logging road built On municipal road allowance along the eastern edge of the property :2;. dk General condition Of existing logging road built On municipal road allowance along the eastern edge of the property Building Permit Availability • Subject property is zoned Agricultural • Wood lot that was logged ^'30 years ago • Physical characteristics • High ground • Well drained • Several suitable locations for building that would comply with setback requirements from Graham Creek • Goal: find a solution that will allow a building permit to be granted without increasing servicing costs for the municipality Benefit to Clarington • Increased tax revenue • Subject property currently taxed on appraised value of $44,000 • Expect 10x increase in value after home construction • 10x increase in tax revenue • No change to service costs • No change to road maintenance costs • No change to waste collection costs Option 1 • Convey road allowance • Road allowance not currently used by the public at large • Graham road will not be extended through to Concession 4 by the municipality according to the Official Plan • Provide deeded access to the 2 private landowners adjacent to the conveyed portion of the road allowance • Precedent for deeded access exists in Clarington • The road allowance is not the primary access point for either property • Subject property would then have frontage on maintained portion of Graham Rd • Similar to 4140 Concession 3 Zoning v-,,ith Laridu r.,,,1ap February 8, 2017 1:9.028 ❑0 x.075 a 15 0.3 m1 Oak Ridges Moraine (ORM) Boundary I . ITI i T Minimum ,area of Influence (MAOI) o a? 0.2 0.4 km ammmes. Er.' H6tE. CeL[r-,e, rdermap, rmrment P C -0'p., GEBW, t6 fa8, F Z. NPy, WRCAN, Crto6a u, rH, FSetickr NL Or]nanoc B rreh Mu't[J)a 1ty CCG Wrgm-: Cpm rO WnefeaR,3nlla is MFR, Frayrec G Cttaiq ESM. FERE, iarmn, IN'REMENT P,•1hrrnap, M.B. LE-nAV. kEFYti UA, WMA-C, NFiCar,;�I Oara�.EZR:Inc.. Muncloatty at Clainp; R9Rt Inc., MPAG Subject property 5 February 8, 2017 1:9.028 ❑0 x.075 a 15 0.3 m1 Oak Ridges Moraine (ORM) Boundary I . ITI i T Minimum ,area of Influence (MAOI) o a? 0.2 0.4 km ammmes. Er.' H6tE. CeL[r-,e, rdermap, rmrment P C -0'p., GEBW, t6 fa8, F Z. NPy, WRCAN, Crto6a u, rH, FSetickr NL Or]nanoc B rreh Mu't[J)a 1ty CCG Wrgm-: Cpm rO WnefeaR,3nlla is MFR, Frayrec G Cttaiq ESM. FERE, iarmn, IN'REMENT P,•1hrrnap, M.B. LE-nAV. kEFYti UA, WMA-C, NFiCar,;�I Oara�.EZR:Inc.. Muncloatty at Clainp; R9Rt Inc., MPAG Subject property Option 2 • Allow use of the road allowance as a driveway • Title would not change • Agree upon suitable standard for driveway improvements • Tim &Krista to sign waiver of liability regarding access by municipal vehicles Option 3 • Grant a "3 -season" building permit • Common practice for properties that have difficult access • Properties on fire roads, islands, etc • Constructed building to be classified as a 3 -season structure • 3 -season structure not subject to same by-law conditions regarding access Other options? 777w7)))) DURHAM REGION Durham Community Climate Adaptation Plan Notes for Remarks to Clarington General Government Committee April 18, 2017 77w7D) DURHAM REGION Y Now" A R - _ • 'JL 1p S1- i T • vw40 to of RP Purhallri -Cof'n" mu'llhity } 1i'mal Alap tal io'n' I 2 ,lk&Y s x If this information is required in an accessible format, please contact 1-800-372-1-102 � y ext. 26 o. Today's Asks 1. Approval by Council in principle of the Plan 2. Delegation by CAO of Clarington staff as appropriate to Working Groups to develop programs further (next steps) 11 Regional Municipality of Durham I Service Excellence for Our Communities Phasing and Schedule Phase 1: Assessment Report endorsed Assessment (2014) by Regional Council (Jan. 21, 2015) z \4 Plan approval in principle by Regional Council (Dec. 14, 2016) `:} Regional Municipality of Durham I Service Excellence for Our Communities J iTer-krAwk Climate Projections Impacts Likelihood x Consequence Output: Risks Am Actions Implementation Tools Sectoral Programs Output: Plan Process Characteristics • Scientifically -based — SENES future climate study • Consultative — stakeholders across Durham • Rigorous — risk analysis • Peer -based — best practice analysis among municipalities • Collaborative — experts from stakeholder agencies created program proposals (FTEs) • Comprehensive — six sectors addressed, more to come `:} Regional Municipality of Durham I Service Excellence for Our Communities Phase 3 • Referral to responsible agencies/partners • Further joint program development (next steps) • Costing • Incorporation into future business plans • Annual reporting on progress 11 Regional Municipality of Durham I Service Excellence for Our Communities Current Status of Plan • Approved in principle by Regional Council, Dec. 14/16 • A substantial and attractive public version of Plan was completed and printed week of Feb. 6 • Posted on website and widely MOECC, FCM, CAC members coordinators in Ontario • Letters of commendation from Minister Murray and Intact Centre on Climate Adaptation • Letter requested from Insurance Bureau of Canada distributed to IBC, and environmental lNE rw}p �e,rnrirgcn se W we.Fary. rw..Y�.wrt. Mp�G t�x,w.�� Regional Municipality of Durham I Service Excellence for Our Communities Vision "In the face of changing climate, Durham region remains a liveable, resilient and prosperous community through at least mid-century." e :} Regional Municipality of Durham Service Excellence for Our Communities 8 Sectors - 18 Programs 1. Cross -Sectoral 2. Buildings Sector 3. Electrical Sector 4. Flooding Sector 5. Health Sector 6. Roads Sector 7. Natural Environment Sector 8. Food Security Sector (placeholder for future development) 11 Regional Municipality of Durham I Service Excellence for Our Communities 1. Cross -Sectoral Programs • CS1 Protect Our Outside Workers — page 32 • CS2 Social Infrastructure for Emergency Resilience — page 33 11 Regional Municipality of Durham I Service Excellence for Our Communities 2. Buildings Sector • B1 The Durham Climate Resilience Standard for New Buildings — page 35 • B2 Building Retrofit for Climate Resilience — page 37 11 Regional Municipality of Durham I Service Excellence for Our Communities 3. Electrical Sector • E1 Asset Protection Against Flooding — page 39 � • E2 Vegetation Management — page 41 '-`-VIM � -- - • E3 Asset Design and Service Life Management Program — page 42 11 Regional Municipality of Durham I Service Excellence for Our Communities 4. Flooding Sector • F1 Addressing Urban Flooding — page 43 • F2 Redefine Flood Hazards Considering Climate Change — page 47 • F3 Improving Flood Forecasting Warming and Emergency Response — page 49 • F4 Addressing Riverine Flooding — page 51 11 Regional Municipality of Durham I Service Excellence for Our Communities 5. Human Health Sector • H H 1 Extreme Weather Alert and Response (EWAR) System — page 53 • HH2 Property Standards By -Laws for Maximum Temperature Allowed in Apartments — page 55 • HH3 "Cool Durham" Heat Reduction Program — page 56 `:} Regional Municipality of Durham I Service Excellence for Our Communities 6. Roads Sector • R1 Resilient Asphalt Program — page 57 • R2 Road Embankment Program — page 59 • R3 Adaptive Culverts and Bridges — page 61 11 Regional Municipality of Durham I Service Excellence for Our Communities 7. Natural Environment Sector • NE1 Achieving Climate Change Resilience in the Natural Environment — page 63 11 Regional Municipality of Durham I Service Excellence for Our Communities Roles and Responsibilities • Responsibility and authority are spread among: — The Region of Durham — Local municipalities — Electrical utilities — Conservation authorities — Provincial agencies — Federal agencies — Private sector "It is expected that responsible agencies will respond to this Plan in a phased and measured manner consistent with their risk management policies and practices. Ultimately, however, it will be the role of each responsible agency to make informed decisions within its legal obligations and financial resources on whether and how to implement the programs recommended in this Plan." `:} Regional Municipality of Durham I Service Excellence for Our Communities Letters of Referral • Letters of referral sent Feb. 21 to: — Mayors and CAOs of local municipalities — Chairs and CEOs of electrical utilities — Chairs and CEOs of conservation authorities • Letters requested: — Approval in principle of the Plan by Councils, Boards — Participation in Working Groups to further develop Programs — Work with us to develop a Progress Reporting Framework • Letters noted $100,000 " seed fund" for next steps `:} Regional Municipality of Durham I Service Excellence for Our Communities Council Approvals Approved to date: • Uxbridge (Mar. c) • Brock (Mar. 6) • CLOCA (Mar. 21) • Oshawa (Apr. 10) Note possible "Durham Accord" event Scheduled for consideration: • Clarington (Apr. 18) • TRCA(Apr. 21) • Whitby (Apr. 24) • Ajax (TBD) • Pickering (May s) • Others TBD `:} Regional Municipality of Durham I Service Excellence for Our Communities Upcoming Initiatives Initiative Meetings with Regional Commissioners and staff Celebration event and Phase 3 Task Force launch Appointment of staff to Working Groups Regional and local council resolutions to Province requesting inclusion of resilience measures in Ontario Building Code ASAP (Program B1) Approval of Progress Reporting Framework Potential "Durham Accord" signing event April May 9 May May/June June Sept? 11 Regional Municipality of Durham I Service Excellence for Our Communities Today's Asks 1. Approval by Council in principle of the Plan (no approval of budgets at this time) 2. Delegation by CAO of Clarington staff as appropriate to Working Groups to develop programs further (next steps): — June to Dec. 2017 — 1 Clarington person per Working Group — 1-2 days per month each — Mid-level to senior staff with policy and program experience `:} Regional Municipality of Durham I Service Excellence for Our Communities Questions & Comments? 11 Regional Municipality of Durham I Service Excellence for Our Communities IN: I rN i llp-I1II�"�, ,A - Transportation Reducing carbon footprint J,M Baas s Ple0flZi-4- Actively involved with the following groups over the years as a Volunteer, Member or Founding Member: Great Lakes Waterfront Regeneration Trust — Volunteer Member Share the Road — Member Ontario Power Generation — sitting Member OPG Community Council Bike Friendly — Active Transportation Users — Clarington Durham Region Cycling Coalition — Founding Member USA Adventure Cycling — Member Seniors on Spokes — Founding Member Beech Street Spinners BSS — Founding Member Clarington Cycling Club 3C — Member & Contributor Clarington 55+ Active Adults — Founding Member Bicycle Route Planner / Trip Coordinator sos, BSS, 3C & Clarington 55+ - _ 4Pr or - - ` t '1 - go 'fir t 1 PROPOSED E4 STING BENE H ,ww OWC HohlE Abou l us HECON: A Mk EER MEMftlt AREA RES }URGES - cY.rrr1ijilcFrr L Let fenp f'fu6 MFO - 9aPo- C}r.4np w1% I arms MON. m ak'pnp cydirg Club Information Protected: MEMS 0 MkihoniTial ]G Oub & Appal rrmm FA,aXIIII Click Fere to Open and Prant the TUESDAY Ride Schedule R*gPmxo? Click Here to Open and Print the SATURDAY Ride Schedule MLsi Maw "i*d Kin Safety 2017 Fide Schedule — Tuesday Mei SabrF E3i try iG Oa A-kW Jim's TIPS t jhe P+vfde Jim n Salary Tkrs jmGLk@MIxRflan. NKhaFkdj Jim contributes to our website 1. � hfag Dnp with "Jim's Tips" and providing ''��""'�' the Resource websites Meeting Minutes Ful Ueei j Minmon - 2015 Spring WB" Minmss - h 0G F=EIV=,O-yMum -2d 15 Club Forms dl� Boas ///I/ Should our request be approved, the Clarington Cycling Club would be pleased to pay for 2 signs to be posted at the site. At the top & bottom of the hill. Suggested copy: JIM BOATE HILL This section of The Great Lakes Waterfront Trail is dedicated to Jim Boate for his efforts in improving Cycling Safety in Clarington and his dedication to The Waterfront Trail and the Cycling Community. I believe there is a trail opening at the Wilmot Nature Area tentatively scheduled for May 27. If Council approves, I respectfully request the dedication of Jim Boate Hill be included in the same event. t& goate, ///?'/ ('tai i -m.0 op ( lick Pig ( [[IF+ Mayor Foster & Council — Thank you for hearing me today. My name is Rhonda Houston and I am the Executive Secretary of the Clarington Cycling Club. When I think of someone who is deserving of not just recognition but a lasting legacy that is part of The Waterfront Trail, I think of Jim Boate. On behalf of the Clarington Cycling Club we would like to propose a section of the Waterfront Trail be named after Jim Boate. I have discussed this at length with the staff from the Engineering Department. They support our request. The Lake Ontario Waterfront Trail began in 1995 which was intended to be a walking & cycling trail from Trenton to Burlington and to bring awareness to protecting the shoreline of Lake Ontario. They needed volunteers. Jim & Mary signed up and have been active ever since. Jim started Bike Friendly to advocate for the cycling community in Clarington which now includes the safe use of our Streets, Roads and Multi -Use trails. Bike Friendly is a founding member of the Durham Region Cycling Coalition. Bike Friendly committed to act as stewarts of Clarington's stretch of the Trail. This trail is now called The Great Lakes Waterfront Trail and is expected to be signed all the way from the Quebec border to Sault Ste. Marie this year. t& goate, ///?'/ ('ILI i-lrrljt[3!7 [ Krjj Pj1j { [[IF+ The section we propose be named Jim Boate Hill is the re-routed section of the Trail that was completed in 2015. Jim was persistent with the Municipality in having the old steep section of trail re- routed sooner than planned. The prior hill had a 14% grade which discouraged many from using this section. The new section provides an easier 8% grade which I have been informed is now the standard being set as the maximum grade for all trails. Jim was tenacious about the steep slope and the erosion problems due to the grade. Jim has mentored and inspired hundreds of young and old to be active and take up cycling. He is turning 75 this year on May 7t" and I see no better way to thank him for all he has done for the Clarington section of The Waterfront Trail, promoting Cycling, Safety, being active and forging great fellowships. In fact, he is passionate about hills which makes this section fitting. Please lets not wait to make this a Posthumous Dedication. Thank you larintn Board of Trade and 9 Office of Economic Development Clarington Board of Trade and Office of Economic Development Update to Council April 18, 2017 Type and Number of Inquiries (First Quarter) 2017 (First Quarter) ■ Commercial Industrial Office ■ Commercial Industrial ■Office 20 16 15 14 12 10 7 6 5 2 0 2016 2017 M 50 30 O c x Follow Ups (First Quarter) 2016 2017 Business Support and Corporate Calls (First Quarter) Corporate Calls 14 12 10 R 8 6 4 2 0 2016 2017 50 30 20 10 Business Support 2016 2017 12 10 �'1 0 M 2 I Attraction and Outreach (First Quarter) 2016 2017 � Existing Business Serious Interest/Activity Site Plan Application Building Being Constructed For our Members Actions from the Main Street BR+E.... • Create Marketing Piece with Downtowns • Retail Bootcamp with Patrick Lyver • Membership reached 310 for year end 2016 • 2017 18 new members • So far in we have hosted 6 events with over 240 in attendance 'ACIaHoa rd of Trade and rington Office of Economic Development Annual General Fasting Business Awards WEDNESDAY, DAY, APRIL 19 5:30 - 8:30 PIVI larington Beech Centre • 26 Beech Ave, Bowmanville The Clarington Board of Trade and Office of Economic Development: Proactive Players in the Strategic Game of Growth Clatington Board of Trade and Office of Economic Development staff., Jessica Som- FnerviNe, research and marketing lead; Tanya AIbis, membership and program lead, Sheila Half, execuOve director, 8onnfe Wrightrrran. fnamkger of businsss development. given by purpose, professionalism and passion. CBOT does not take economic im- pact for granted, she says, or wait for the benefits the community may ex- perience, rather the team proactively engages and facilitates connections to opportunity_ "This philosophy ap- plies to the way vve operate, chatleng- ing status quo every day as we support existing and future business investment." According to Hall, CBOT is a unique hands-on model that performs two functions, Board of trade (chamber) mernber services and econornic de- velopment initiatives. In 1998 a taskforce was created t y larington Mayor Harnre, and the de- -i6f%n WAC martp to rnntrart th4a ePn._ Thank you for your time - Questions?