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Home My WebLink About06/19/2017Final C141llgC0Il General Government Committee Agenda Date: June 19, 2017 Time: 9:30 AM Place: Council Chambers, 2nd Floor Municipal Administrative Centre 40 Temperance Street Bowmanville, Ontario Inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Michelle Chambers, Committee Coordinator, at 905-623-3379, ext. 2106 or by email atnchambers(a)_clarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Audio Record: The Municipality of Clarington makes an audio record of General Government Committee meetings. If you make a delegation or presentation at a General Government Committee meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality's website. Noon Recess: Please be advised that, as per the Municipality of Clarington's Procedural By-law, this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by the Committee. Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or placed on non -audible mode during the meeting. Copies of Reports are available at www.clarington.net CIarington General Government Committee Agenda Date: June 19, 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 May 29 Minutes of a Regular Meeting of May 29, 2017 Page 6 Minutes 7 Delegations 7.1 Craig Hebert, General Manager, Port Hope Area Initiative Management Office, Regarding an Annual Update 7.2 Jennifer Deith and Benjamin Deith, Zoo to You, Regarding a Request for an Exemption to the Exotic Animal By-law 7.3 Sarah Delicate and Nancy Edwards accompanied by Marj and Tom Kara, on behalf of the Port Darlington Residents, Regarding the Shoreline Protection Petition 8 Communications - Receive for Information 8.1 Kawartha Minutes of the Kawartha Conservation Authority dated Minutes April 26, 2017 8.2 Tyrone Minutes of the Tyrone Community Centre dated May 17, Minutes 2017 Page 38 Page 44 Page 2 Claritgton General Government Committee Agenda Date: June 19, 2017 Time: 9:30 AM Place: Council Chambers 8.3 Orono BIA Minutes of the Orono Business Improvement Area dated Page 46 Minutes March 16, 2017 and June 6, 2017 8.4 EFW-WMAC Minutes of the Energy From Waste — Waste Management Page 49 Minutes Advisory Committee dated April 20, 2017 8.5 DEAC Award Roger Saunders, Director of Planning, Region of Durham — Page 57 DEAC Environmental Achievement Awards Commissioner's Report #2017 -INFO -61 8.6 Strategic Municipality of Clarington — Strategic Priorities Update Priorities Article Update 9 Communications — Direction 9.1 Leeds and Shena Earl, Deputy Clerk, The United Counties of Leeds Page 63 Grenville and Grenville — Speed Reduction on 400 Series Highways in Inclement Weather (Motion for Direction) 9.2 Zoo to You Jennifer Deith, Zoo to You — Request for an Exemption to Page 65 the Exotic Animal By-law (Motion for Direction) 10 Presentations 10.1 Bill McLean, Board Member and Brad Carter, Acting Manager of Strategic Planning, Durham Regional Police Service Board, Regarding the Durham Regional Police Service 2017-2019 Business Plan (Scheduled for 10:00 AM) 10.2 Dietmar Reiner, Senior Vice President, Nuclear Projects, Ontario Power Generation, Regarding the Darlington Refurbishment Project Status Update Page 3 CIarington General Government Committee Agenda Date: June 19, 2017 Time: 9:30 AM Place: Council Chambers 11 Engineering Services Department 11.1 EGD -015-17 Cedar Crest Beach Erosion Mitigation Page 67 12 Operations Department 12.1 OPD -005-17 2017 Winter Budget Report Page 156 13 Emergency and Fire Services Department No Reports 14 Community Services Department 14.1 CSD -006-17 2017 Community Grant Request - Supplementary Page 161 14.2 CSD -007-17 Schedule of Rates and Fees - 2017/18 - 2018/19 Page 165 15 Municipal Clerk's Department No Reports 16 Corporate Services Department 16.1 COD -011-17 Rout and Seal Crack Repair Page 192 16.2 COD -012-17 Concession Road 3 Reconstruction Page 196 16.3 COD -013-17 2017 Stormwater Management Pond Cleanout and Maintenance File - CL2017-13 16.4 COD -014-17 2017 Stormwater Management Pond Cleanout and Maintenance File - CL2016-16 17 Finance Department No Reports Page 4 CIarington General Government Committee Agenda Date: June 19, 2017 Time: 9:30 AM Place: Council Chambers 18 Solicitor's Department 18.1 LGL -007-17 Orono Arena and Community Centre Board Page 201 19 Chief Administrative Office 19.1 CAO -007-17 Research on Municipal Organizational Reviews Page 218 20 New Business — Consideration 21 Unfinished Business None 22 Confidential Reports No Reports 23 Adjournment Page 5 Clarftwv General Government Committee Minutes May 29, 2017 Minutes of a meeting of the General Government Committee held on Monday, May 29, 2017 at 9:30 AM in the Council Chambers. Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper, Councillor J. Neal, Councillor W. Partner, Councillor W. Woo Regrets: Councillor Traill Staff Present: C. Clifford, A. Allison, T. Cannella, J. Caruana, F. Horvath, M. Marano, N. Taylor, G. Weir, A. Greentree, J. Gallagher, M. Chambers 1 Call to Order Mayor Foster called the meeting to order at 9:32 AM. 2 New Business — Introduction Councillor Neal added a New Business item, regarding a tax matter, to the New Business — Consideration section of the agenda. Councillor Neal added a New Business item, regarding waste receptacles at Tim Hortons, to the New Business — Consideration section of the agenda. Councillor Partner added a New Business item, regarding Service Ontario, to the New Business — Consideration section of the agenda. Councillor Woo added a New Business item, regarding the extension of the term of contract for the Interim CAO appointment, to the New Business — Consideration section of the agenda. Suspend the Rules Resolution #GG -266-17 Moved by Councillor Cooke, seconded by Councillor Hooper That the Rules of Procedure be suspended. Carried Addition to Agenda Resolution #GG -267-17 Moved by Councillor Hooper, seconded by Councillor Cooke That delegation of Christopher Holoboff be added to the Delegation section of the Agenda (as Agenda Item 7.12). Carried -1- A• Clarftwv 3 Adopt the Agenda Resolution #GG -268-17 General Government Committee Minutes May 29, 2017 Moved by Councillor Cooke, seconded by Councillor Neal That the Agenda for the Planning and Development Committee meeting of May 29, 2017 be adopted as presented, with the addition of the following new business items: • Correspondence Item 9.7 from Martin Field, regarding Communication Item 9.2 - HSDR Supporting Pet Shop Ban • a tax matter • waste receptacles at Tim Hortons • Service Ontario • extension of the term of contract for the Interim CAO appointment Carried 4 Declaration of Interest Later in the meeting, Councillor Hooper declared an interest in Report CSD -005-17 regarding a 2017 Community Event Sponsorship Requests — Spring Intake. 5 Announcements Members of Council announced upcoming community events and matters of community interest. 6 Adoption of Minutes of Previous Meeting Resolution #GG -269-17 Moved by Councillor Partner, seconded by Councillor Woo That the minutes of the regular meeting of the General Government Committee meeting held on May 8, 2017, be approved. Carried 7 Delegations 7.1 Andre O'Bumsawin, Accessibility Advisory Committee Regarding National Access Awareness Week Andre O'Bumsawin, Accessibility Advisory Committee (AAC), was present regarding National Access Awareness Week. He made a verbal presentation to accompany an electronic presentation. Mr. O'Bumsawin reminded the Committee that the week of May -2- Cladiw-n General Government Committee Minutes May 29, 2017 29 to June 2, 2017 has been declared by the Council of the Municipality of Clarington as "National Access Awareness Week". He continued by providing background information on the purpose of National Access Week. He reviewed the accomplishments of the AAC in 2016. Mr. O'Bumsawin provided an overview of the new promotional material of the ACC which included a new logo. He explained the overall goal and ongoing priorities of the AAC. Mr. O'Bumsawin highlighted some statistics of the demographics in Canada related to accessibility. He noted some of the upcoming activities for 2017 and highlighted the successes of the AAC. Mr. O'Bumsawin concluded by explaining that the Municipality of Clarington is a step closer to becoming more accessible but still has to work at becoming more inclusive. He thanked the Committee for their continued support and offered to answer questions. Resolution #GG -270-17 Moved by Councillor Partner, seconded by Councillor Woo That that the delegation of Andre O'Bumsawin, Accessibility Advisory Committee, regarding National Access Awareness Week, be received with thanks. Carried 10.1 Tom Griffin, Assistant Professor, School of Hospitality and Tourism Management and Assistant Director of the Hospitality and Tourism Research Institute, Regarding Tourism as an Economic Activity Tom Griffin, Assistant Professor, School of Hospitality and Tourism Management and Assistant Director of the Hospitality and Tourism Research Institute, was present regarding "Tourism as an Economic Activity". He made a verbal presentation to accompany an electronic presentation. He explained tourism as an export, as an economic activity and tourism economic leakage. Professor Griffin provided details on why tourism is important and noted it can be difficult to define and comprehend. He reviewed the tourism product and noted it can be an object, service and experience which is sold. Professor Griffin reviewed tourism information and distribution, access, operators and the community as they relate to the tourism product. He added that experiences are evaluated based on a combination of all of these factors. Professor Griffin reviewed the need to engage residents in tourism and noted this will increase tourism when they have visiting friends and relatives. He highlighted a series of graphs comparing how often a resident hosted, encouraged guests to visit or joined a guest on a visit in or outside of the Greater Toronto Area. Professor Griffin reviewed the 2016 Census Profile. He urged the Committee to view the Youtube video from Australia with a "guilt trip" theme to increase tourism. Professor Griffin concluded by reviewing the Key Points and offered to answer questions from the Committee. -3- Clarftwji General Government Committee Minutes May 29, 2017 Resolution #GG -271-17 Moved by Councillor Cooke, seconded by Councillor Hooper That the presentation of Tom Griffin, Assistant Professor, School of Hospitality and Tourism Management and Assistant Director of the Hospitality and Tourism Research Institute, regarding Tourism as an Economic Activity, be received with thanks. Carried 7.2 David Hanratty, Director of Land & Resources, North American Aggregates, St. Marys Cement and Alyson Beal, Associate, Environmental Assessment Specialist, Golder Associates Ltd., Regarding an Update on the St. Marys Cement Bowmanville Underground Mine Expansion David Hanratty, Director of Land & Resources, North American Aggregates, St. Marys Cement and Alyson Beal, Associate, Environmental Assessment Specialist, Golder Associates Ltd., were present regarding an update on the St. Marys Cement Bowmanville Underground Mine Expansion. They made a verbal presentation to accompany an electronic presentation. Mr. Hanratty provided a project overview and an update on the status of the project. Ms. Beal provided details of the environmental assessment process and reviewed the baseline studies completed. She reviewed the key areas of interest and provided details on how each key area is being addressed. Ms. Beal explained to the Committee that the safety for the project is of paramount concern. She provided details on the environmental assessment milestones. Ms. Beal summarized the engagement programs, timelines, and the integration of community feedback. She explained that the environmental assessment is the main focus in the current phase of this project and this will result in the project design. Ms. Beal added that construction will start in approximately eight to twelve years. She concluded by reviewing the next steps and noted they continued to welcome feedback from the community and the municipality. Mr. Hanratty and Ms. Beal answered questions from the Committee. Resolution #GG -272-17 Moved by Councillor Woo, seconded by Councillor Hooper That the delegation of David Hanratty, Director of Land & Resources, North American Aggregates, St. Marys Cement and Alyson Beal, Associate, Environmental Assessment Specialist, Golder Associates Ltd., regarding an update on the St. Marys Cement Bowmanville Underground Mine Expansion, be received with thanks. Carried E Clarftwji Recess Resolution #GG -273-17 General Government Committee Moved by Councillor Partner, seconded by Councillor Woo That the Committee recess for 10 minutes. Carried The meeting reconvened at 11:05 AM with Mayor Foster in the Chair. Minutes May 29, 2017 7.3 Brian Laine, Senior Lands Technician, Ministry of Northern Development and Mines, Regarding the Ministry of Northern Development and Mines, Class Environmental Assessment, St. Marys Cement Inc. Underground Aggregate Mining Proposal Brian Laine, Senior Lands Technician, Ministry of Northern Development and Mines (MNDM), was present regarding the Ministry of Northern Development and Mines, Class Environmental Assessment, St. Marys Cement Inc. Underground Aggregate Mining Proposal. He made a verbal presentation to accompany an electronic presentation. Mr. Laine reviewed the MNDM's Class environmental assessment categories. He explained the Category C rationale for the St. Marys Cement project. Mr. Laine reviewed the Category C Class environmental assessment process. He noted the completion of the Class environment assessment is a requirement, but that the MNDM will make the final decision regarding the lease. Resolution #GG -274-17 Moved by Councillor Woo, seconded by Councillor Hooper That the Rules of Procedure be suspended to allow the delegation of Brian Laine to be extended for an additional two minutes. Carried Mr. Laine explained the public and Municipality's roles in the Class EA process and the roles and responsibilities of the proponent. He concluded by providing a brief overview of the St. Marys Cement approvals required in the mineral development process. Mr. Laine answered questions from the Committee. -5- 10 Clarftwji General Government Committee Minutes May 29, 2017 Resolution #GG -275-17 Moved by Councillor Woo, seconded by Councillor Hooper That St. Marys Cement and the Ministry of Northern Development and Mines (MNDM) commit to providing the Municipality of Clarington, agencies and the broader public a formal opportunity to provide comment on the final Environmental Assessment Project Documentation, including all final assessment results and proposed mitigation measures, prior to submission to the MNDM for approval/issuance of a Notice of Completion for the Environmental Assessment; and That Staff meet with St. Marys Cement to determine the level of support required to peer review the background studies. Carried 7.4 Jim Wilson Regarding the Orono Fish and Hunt Club and the Various Decibel Levels of Guns Shots Jim Wilson, local resident, was present regarding the Orono Fish and Hunt Club (OFHC) and the various decibel levels of gun shots. He made a verbal presentation to accompany an audio demonstration. Mr. Wilson explained to the Committee that six years ago he requested that the Municipality work with the OFHC to assist with the residents' noise concerns. He noted that, at that time, the OFHC reduced the days for shooting and built a berm. Mr. Wilson added that the residents asked for the permitted maximum decibel level be reduced to 50 and it remained at 70 decibels. He continued by demonstrating the sound of gun shots at 50, 60 and 70 decibels. Mr. Wilson explained to the Committee the noise from the shooting has resulted in health implications for his family. He noted the OFHC is shooting approximately 112 days a year. Mr. Wilson advised the Committee he feels there has been no attempt made by the OFHC to reduce the noise. He asked if the Municipality follows the NPC -300 guideline as set out by the Ministry and Environment and Climate Change (MOECC). Mr. Wilson added that these guidelines suggest a maximum of 45 decibels and should be implemented within the Municipality of Clarington. Suspend the Rules and Recess Resolution #GG -276-17 Moved by Councillor Hooper, seconded by Councillor Partner That the Rules of Procedure be suspended for the Committee to recess for 45 minutes. Carried The meeting reconvened at 12:50 PM with Mayor Foster in the Chair. Councillor Neal returned to the meeting at 12:52 PM. M 11 Cladiw-n General Government Committee Minutes May 29, 2017 Councillor Hooper returned to the meeting at 12:53 PM. 7.5 Tammy Gould Regarding the Orono Gun Club Tammy Gould, local resident, was present regarding the Orono Fish and Hunt Club (OFHC). She made a verbal presentation to accompany an electronic presentation. Ms. Gould explained to the Committee she has suffered many adverse health impacts resulting from the gun club noise. She explained that her dogs are also impacted from the noise and showed a series of photos and videos of her dog's reaction during the shootings. Ms. Gould explained that, even though the gun club does not fall under the jurisdiction of the Ministry of the Environment and Climate Change, they are still obligated to under the Environmental Protection Act. She stated that it does not matter if the OFHC or the residents were there first. Ms. Gould concluded by advising the Committee there was shooting this past Saturday and she does not know if it was the OFHC. 7.6 Bruce Blight Regarding the Orono Gun Club - Past Present and Future Bruce Blight, local resident, was present regarding the Orono Fish and Hunt Club (OFHC) - Past Present and Future. He advised the Committee that he has lived in Clarington for 26 years and enjoys living in the Orono area. Mr. Blight thanked the members of Council and Staff for sharing the most recent Swallow Acoustic Consultants' report. He explained to the Committee this was his third time addressing Council on this matter. Mr. Blight advised the Committee the OFHC is negatively affecting the residents in his community. He reviewed the history of the OFHC and noted that, in 2005, the OFHC purchased 17 acres to the north to develop as a shooting range. Mr. Blight advised the Committee that the original location and purpose of the club have changed since it was opened. He explained that the increase in shooting has decreased his ability to entertain and enjoy his property. Mr. Blight stated that the OFHC performed a noise review and attempted to put noise mitigation measures in place. He added that, since 2016, the shooting, special events and noise have increased. Mr. Blight noted that a comparative study was done in March 2017 and the impulse level should be at 45 decibels as per the Ministry of Environment and Climate Changes guidelines. Resolution #GG -277-17 Moved by Councillor Partner, seconded by Councillor Woo That the Rules of Procedure be suspended to allow the delegation of Bruce Blight to be extended for an additional two minutes. Carried He continued by advising the Committee that the residents have adapted to the noise and do not use their yards on Wednesdays or Sundays. Mr. Blight advised the Committee he uses a sound reading application which has recorded 360 shots in two hours. He added that there is new information and technology which results in constant -7- 12 Cladiw-n General Government Committee Minutes May 29, 2017 changes. Mr. Blight concluded by recommending that Section 3.1.1 of By-law 2007-071 be amended to have a maximum level of 60 decibels. He asked that the shooting days be limited to two per week with a maximum of one special event per month. Mr. Blight welcomed the members of Council to visit his property at any time. 7.7 Jim Grimley, Wilmot Creek Homeowners Association, Regarding Calling for an End to Whistle Noise Pollution in Wilmot Creek Jim Grimley, Wilmot Creek Homeowners Association, was present regarding calling for an end to train whistle noise pollution in Wilmot Creek. He made a verbal presentation to accompany an electronic presentation. Mr. Grimley asked if their presentation could be deferred until Councillor Traill was able to be present. He advised the Committee of the current situation in Wilmot Creek and the locations where the whistle blasts were measured. Mr. Grimley reviewed the decibel readings at Wilmot Creek. He provided a comparison of various noise sources and sound levels while being both indoors and then outdoors. Mr. Grimley explained that there will be increasing rail traffic as a result of increased frequency of VIA trains. He reviewed whistle cessation in other communities of Ontario. Mr. Grimley referred to rail crossing safety and whistles and highlighted statistics regarding a decrease in accidents after whistles are banned. He stated that a Transport Canada study referred to train whistles as unnecessary and ineffective and should only be used when needed. Mr. Grimley advised the Committee that the neither of the crossings near Wilmot Creek are in the top 500 high risk railway crossings. He continued by explaining why most drivers do not notice train whistles while in their car. Mr. Grimley referred to a map which illustrated the location of the Wilmot Creek Phase 8 and Lakebreeze Homes in relation to the railway crossings. He concluded by advising the Committee whistle noise pollution affects quality of life and asked for the train whistles to be stopped. 7.8 Lynn Stilwell, Wilmot Creek Homeowners Association, Regarding Calling for an End to Whistle Noise Pollution in Wilmot Creek Lynn Stilwell, Wilmot Creek Homeowners Association (WCHA), was present regarding calling for an end to train whistle noise pollution in Wilmot Creek. She advised the Committee that the WCHA do not want to minimize the importance of safety. Ms. Stilwell added that she believes the Transport Canada standards have been researched and have proven effective. She advised the Committee the negative impacts of noise pollution on the Wilmot Creek residents need to be considered. Ms. Stilwell stated that she takes exception to the Staff report referring to whistle blowing as an annoyance. She explained the she is concerned about VIA plans to triple the number of trains traveling from Toronto to Montreal. Ms. Stilwell explained to the Committee the report submitted by the WCHA was well researched and provided references to ensure it was as factual and accurate as possible. She continued by advising the Committee that their research showed there was a decrease in railway crossing accidents when other safety measures were put in place. Ms. Stilwell added that this has led to many municipalities introducing whistle cessation by-laws. She stated that only an engineer can determine if the crossings at Cobbledick Road and Bennett Road meet the 13 Clarftwn General Government Committee Minutes May 29, 2017 standards established by Transport Canada. Ms. Stilwell advised the Committee that the WCHA is requesting that the appropriate safety studies be conducted with the costs to be covered by Rice Developments, CAPRIET, The Kaitlin Group and the WCHA. She asked for a decision to be made after these studies have been completed. She asked the Committee to refer to the last slide of Mr. Grimley's presentation for a suggested resolution to be endorsed. Ms. Stilwell concluded by presenting a petition of approximately 900 signatures supporting this proposal. The petition contained the following request "We, the undersigned residents of Wilmot Creek, request the Municipality of Clarington undertake a safety study on the implementation of train whistle cessation at Bennett Road and Cobbledick Road level crossings on the CN line. 7.9 Jim Gibner Regarding Report CLD -014-17, Noise By-law Limits Pertaining to Gun Clubs Jim Gibner advised the Municipal Clerk's Department, prior to the meeting, that he would be unable to attend as a delegation. Andrew Simkins read a letter to the Committee in place of Mr. Gibner's delegation, as part of Mr. Simkins' delegation. Declaration of Interest Councillor Hooper declared an interest in Item 14.1, Report CSD -005-17, regarding the 2017 Community Event Sponsorship Requests - Spring Intake. Delegations - Continued 7.10 Andrew Simkins, Board Member, Orono Fish and Hunt Club, Regarding Report CLD 014-17, Noise By-law Limits Pertaining to Gun Clubs Andrew Simkins, Board Member, Orono Fish and Hunt Club (OFHC), was present regarding Report CLD 014-17, Noise By-law Limits Pertaining to Gun Clubs. He made a verbal presentation to accompany an electronic presentation. Mr. Simkins read Jim Gibner's letter to the Committee. He noted the OFHC supports the community in many ways and has implemented many noise reductions measures including building a berm. Mr. Gibner believes the clearing of trees, resulting from the construction of the future 407 Highway, has resulted in an increase in noise. Mr. Gibner's letter concluded by stating the amendment is premature and requested for the Committee to wait until the 407 construction is completed. Mr. Simkins provided background information on the OFHC. He reviewed the origins of the summarized current operating information of the OFHC. Mr. Simkins provided details on the current membership. 14 Clarftwji General Government Committee Minutes May 29, 2017 Resolution #GG -278-17 Moved by Councillor Partner, seconded by Councillor Woo That the Rules of Procedure be suspended to allow the delegation Andrew Simkins to be extended for an additional five minutes. Carried He explained that the OFHC is a social environment and summarized the Club's community involvement. Mr. Simkins concluded by noting that he hopes this information will help provided some insight into the OFHC and offered to answer questions from the Committee. 7.11 Dan Lawson, Board Member, Orono Fish and Hunt Club, Regarding Report CLD 014 17, Noise By-law Limits Pertaining to Gun Clubs Dan Lawson, Board Member, Orono Fish and Hunt Club (OFHC), was present regarding Report CLD 014 17, Noise By-law Limits Pertaining to Gun Clubs. He made a verbal presentation to accompany an electronic presentation. Mr. Lawson explained to the Committee that he has been a member since 2011 and the Maintenance Manager since 2015. He added that most of work done at the OFHC is done on a volunteer basis. Mr. Lawson continued by reviewing a series of photos to show the various improvements they have done to decrease the noise. He noted the most recent improvement, to insulate the baffles, which was completed last year. Mr. Lawson explained that they will continue to monitor if it assists with reducing the noise. He added they will continued to install insulation in the shooting shelter. Mr. Lawson referred to a photo of the 100 metre range which shows the dirt berm. Resolution #GG -279-17 Moved by Councillor Partner, seconded by Councillor Woo That the Rules of Procedure be suspended to allow the delegation of Dan Lawson to be extended for an additional two minutes. Carried He provided examples of noise reducing measures from other gun clubs. Mr. Lawson reviewed how much the OFHC has spent over the last five years on noise reducing measures. He stated that this was $195,655.44 and was primarily completed by volunteers. Mr. Lawson concluded by advising the Committee the OFHC is an active member of the community. He offered to answer questions from the Committee. 7.12 Christopher Holoboff, Board Member, Orono Fish and Hunt Club, Regarding Report CLD 014-17, Noise By-law Limits Pertaining to Gun Clubs Christopher Holoboff, Board Member, Orono Fish and Hunt Club (OFHC), was present regarding Report CLD 014-17, Noise By-law Limits Pertaining to Gun Clubs. He made -10- 15 Cladiw-n General Government Committee Minutes May 29, 2017 a verbal presentation to accompany an electronic presentation. Mr. Holoboff provided background information from 2011 to present. He explained the initial concern of the residents was the increased use by various enforcement agencies. Mr. Holoboff added that they OFHA agreed to work with the Municipality. He advised the Committee that, in 2012, the residents agreed that the noise levels had reduced. Mr. Holoboff continued by advising the Committee that, since 2011, the OFHC has made huge improvements to reduce the noise. He noted that he can appreciate that their neighbours do not want excess noise and they have made every attempt to reduce the noise. Mr. Holoboff explained that, in 2016, the noise concerns started again and they cooperated with By- law Enforcement and agreed to have further sound monitoring conducted. He noted that the noise levels had reduced from 2012 to 2017 and only two of the 118 tests were over the 70 decibel limit. Mr. Holoboff provided examples of different types of sound at various decibel levels and noted what could be irritating to one person could be pleasant to another. He referred to the survey sent to the neighbouring properties and noted that, out of 100 surveys, only seven people had concerns. Mr. Lawson stated it would be extremely difficult to reduce the decibel level from 70 to 60. He continued by stating he believes the Highway 407 construction has affected the noise level due to the clear cutting of trees. Mr. Holoboff concluded by noting most major highways have a decibel level of 60-70 for 24 hours per day and this will mask the OFHC noise levels. He offered to answer questions from the Committee. 7.13 Tony Bernardo, Canadian Shooting Sports Association, Regarding Report CLD 014 17, Noise By-law Limits Pertaining to Gun Clubs Tony Bernardo, Canadian Shooting Sports Association, was present regarding Report CLD 014 17, Noise By-law Limits Pertaining to Gun Clubs. He explained that they are one of the largest firearms associations. Mr. Bernardo noted that he has been on the firearms Committee for 20 years and has been a member of the Orono Fish and Hunt Club (OFHC) for 30 years. He added that they are concerned with the perception of shooting with the community. Mr. Bernardo explained to the Committee that the OFHC provides a safe environment to learn how to shoot by certified and trained individuals. He added that, although it is unsafe, it is legal to shoot a gun on your own personal property. Mr. Bernardo stated that the ORFC provides training and a safe and controlled environment. He added that there are few gun clubs in the Greater Toronto Area and they all have a wait list. Mr. Bernardo explained OFHC will not expand its membership to beyond 300 members in an effort to keep the noise at a reasonable level. He advised the Committee that the Canadian Shooting Sport Association has been providing liability insurance for 59 years to various club and have never had a shooting related claim. Mr. Bernardo concluded by explaining that lowering the permitted decibel levels could sacrifice the residents' safety. He offered to answer questions from the Committee. -11- 16 Clarftwji Recess Resolution #GG -280-17 General Government Committee Minutes May 29, 2017 Moved by Councillor Partner, seconded by Councillor Woo That the Committee recess for 10 minutes. Carried The meeting reconvened at 3:55 PM with Mayor Foster in the Chair. Alter the Agenda Resolution #GG -281-17 Moved by Councillor Neal seconded by Councillor Woo That the Agenda be altered to consider Reports CLD -014-17, Noise By-law Limits Pertaining to Gun Clubs and EGD -014-17, Train Whistling at Bennett Road, at this time. Carried 15.1 CLD -014-17 Noise By-law Limits Pertaining to Gun Clubs Resolution #GG -282-17 Moved by Councillor Woo, seconded by Councillor Hooper That Report CLD -014-17 be received; That status quo remain in place; and That Staff be directed to report back with the results of Uxbridge court case. Motion Withdrawn Resolution #GG -283-17 Moved by Councillor Neal, seconded by Councillor Cooke That Report CLD -014-17 be received for information; and That all interested parties listed in Report CLD -014-17 and any delegations be advised of Council's decision. -12- 17 Clarftwji General Government Committee Minutes May 29, 2017 Carried on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Neal X Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Mayor Foster X 13.1 EGD -014-17 Train Whistling at Bennett Road and Cobbledick Road Resolution #GG -284-17 Moved by Councillor Neal, seconded by Councillor Cooke That Report EGD -014-17 be received; That a consultant be retained by the Municipality to prepare a safety study to confirm the necessary safety measures for possible implementation of whistle cessation at the Bennett Road and Cobbledick Road level crossings, whether partial or full; That the costs of the study are to be apportioned equally among WCHA, Capriet, Rice Development and Kaitlin Development, with no costs to the Municipality; That the results of the safety study shall be presented to Committee on or before January, 2018; and That all interested parties listed in Report EGD -014-17 and any delegations be advised of Council's decision. Motion Lost Later in the Meeting See following motions Suspend the Rules Resolution #GG -285-17 Moved by Councillor Cooke, seconded by Councillor Neal That the Rules of Procedure be suspended to extend the meeting until 5:30 PM. Carried -13- W Cladiw-n General Government Committee Minutes May 29, 2017 The foregoing Resolution #GG -284-17 was then Lost on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Partner X X Councillor Traill X Councillor Woo X X Councillor Cooke X X Councillor Hooper X X Councillor Neal X X Mayor Foster X X Resolution #GG -286-17 Moved by Councillor Hooper, seconded by Councillor Cooke That Report EGD -014-17 be received; That, in the interest of public safety, the request for an anti -whistling By-law be denied; and That all interested parties listed in Report EGD -014-17 and any delegations be advised of Council's decision. Carried on the following recorded vote: Council Member Yes No Declaration of Absent Interest Councillor Woo X Councillor Cooke X Councillor Hooper X Councillor Neal X Councillor Partner X Councillor Traill X Mayor Foster X -14- 19 Clarftwv General Government Committee Minutes May 29, 2017 8 Communications - Receive for Information 8.1 Minutes of the Bowmanville Business Improvement Area dated May 9, 2017 8.2 Minutes of the Central Lake Ontario Conservation Authority dated May 16, 2017 8.3 Minutes of the Newcastle Business Improvement Area dated May 11, 2017 8.4 Kyle Fitzgerald, Chair, Durham Youth Council —Waverley Road Interchange, Letter of Support Resolution #GG -287-17 Moved by Councillor Neal, seconded by Councillor Hooper That the Communication Items 8.1 to 8.4 be received for information. Carried 9 Communications — Direction 9.1 Wilmot Creek Homeowners Association — Regarding Report EGD -014-17, Train Whistling at Bennett Road and Cobbledick Road Resolution #GG -288-17 Moved by Councillor Neal, seconded by Councillor Cooke That Communication Item 9.1 from the Wilmot Creek Homeowners Association, be referred to the consideration of Report EGD -14-17, Train Whistling at Bennett Road and Cobbledick Road. Carried 9.2 Karen L. Ormerod, Executive Director, Humane Society of Durham Region - - HSDR Supporting Pet Shop Ban Resolution #GG -289-17 Moved by Councillor Neal, seconded by Councillor Hooper That Communication Item 9.2 from Karen L. Ormerod, Executive Director, Humane Society of Durham Region — HSDR Supporting Pet Shop Ban, be referred to the Council meeting of June 12, 2017. Carried -15- 20 Clarftwn General Government Committee Minutes May 29, 2017 9.3 Lorraine Billings, Legislative Services Associate/Legislative & Information Services, Town of Ajax — Funding for Great Lakes Restoration Resolution #GG -290-17 Moved by Councillor Neal, seconded by Councillor Cooke That the following Town of Ajax resolution, regarding funding for Great Lakes Restoration, be endorsed by the Municipality of Clarington: Whereas, the Great Lakes and St. Lawrence River Basin (the Basin) represents approximately 20% of the world's surface fresh water and 84% of North America's surface fresh water; and Whereas, over 48 million people depend on the Basin as a source of drinking water; and Whereas, the Basin is the foundation for a $5.8 trillion USD regional economy; and Whereas, water contamination, harmful algal blooms, invasive species, and climate change pose threats to the integrity of the resource and prosperity of the Basin; and Whereas, Canada and the United States have worked cooperatively on the Great Lakes and St. Lawrence for over 100 years under the Boundary Waters Treaty of 1909 and the Great Lakes Water Quality Agreement of 1972, as most recently amended in 2012; and Whereas, significant progress has been made over almost 50 years in restoring and protecting the Basin based on a shared responsibility for the resource and significant investment from all orders of government in the United States and Canada; and Whereas, local governments in Canada and the United States have invested over $15 billion USD annually in protection and restoration efforts according to a 2008 study; and Whereas, the U.S. Federal Government has provided more than $2 billion USD since 2010 for Great Lakes protection and restoration through the Great Lakes Restoration Initiative; and Whereas, the Canadian Federal Government has invested more than $250 million CAD in Great Lakes and St. Lawrence River initiatives since 2010; and Whereas, the President of the United States proposed eliminating the entire $300 million USD in funding for the Great Lakes Restoration Initiative in the 2017-2018 budget; and -16- 21 Clarftwv General Government Committee Minutes May 29, 2017 Whereas, the 2017 Canadian budget proposes approximately $114 million CAD over five years to support water protection and restoration but has no line item dedicated to the Basin at the magnitude necessary; and Whereas, these budgets do not adequately address the urgent needs of the Great Lakes and St. Lawrence Basin and will slow down or halt critical restoration and protection efforts and economic recovery in the region; and Now, therefore, be it resolved, that the United States Congress appropriate the full $300 million USD authorized for the Great Lakes Restoration Initiative in the 2017-2018 budget; and Be it further resolved, that the Canadian Federal Government work collaboratively with provinces, local governments, First Nations and Metis, and other stakeholders to develop a common strategy and to increase funding for the Great Lakes and St. Lawrence Basin to match the significance of the resource and the magnitude of the challenges; Be it further resolved, that all orders of government must share the responsibility for the protection and restoration of the Great Lakes and St. Lawrence Basin and recognize the importance of the resource in their budgets; and Be it finally resolved, that copies of this resolution be forwarded to the President of the United States, the Prime Minister of Canada, the Governors of the eight Great Lakes States, the Premiers of Quebec and Ontario, the Canadian Minister of Environment and Climate Change, the U.S. Environmental Protection Agency Administrator, and the Great Lakes and St. Lawrence Cities Initiative. Carried 9.4 Jim Richards — Regarding Seniors Housing Resolution #GG -291-17 Moved by Councillor Neal, seconded by Councillor Partner That Communication Item 9.4 from Jim Richards regarding Seniors Housing, be referred to the Region of Durham's Affordable and Seniors' Housing Task Force. Carried -17- 22 Clarftwji General Government Committee Minutes May 29, 2017 9.5 Alexander Harras, Manager of Legislative Services/Deputy Clerk, Town of Ajax — Spring Flooding Resolution #GG -292-17 Moved by Councillor Neal, seconded by Councillor Woo That Communication Item 9.5 from Alexander Harras, Manager of Legislative Services/Deputy Clerk, Town of Ajax, regarding Spring Flooding, be received for information. Carried 9.6 Barbara Kane, Township Clerk, The Corporation of the Township of Adjala- Tosorontio — Canada's 150th Birthday Resolution #GG -293-17 Moved by Councillor Woo, seconded by Councillor Partner That Communication Item 9.6 from Barbara Kane, Township Clerk, The Corporation of the Township of Adjala-Tosorontio, regarding Canada's 150th Birthday, be received for information. Carried 9.7 Martin Field, Regarding Communication Item 9.2 - HSDR Supporting Pet Shop Ban Resolution #GG -294-17 Moved by Councillor Hooper, seconded by Councillor Cooke That Communication Item 9.7 from Martin Field, regarding Communication Item 9.2 - HSDR Supporting Pet Shop Ban, be received for information. Carried 10 Presentations 10.1 Bobbie Drew, Board Member & Brad Carter, Acting Manager of Strategic Planning, Durham Regional Police Service Board, Regarding the Durham Regional Police Service 2017-2019 Business Plan Bobbie Drew, Durham Regional Police Service Board, informed the Municipal Clerk's Department during the meeting that they were unable to attend and would reschedule their presentation. 23 Clarftwji General Government Committee Minutes May 29, 2017 11 Engineering Services Department The Engineering Services Department was considered earlier in the meeting immediately following the delegation section of the Agenda. 12 Operations Department No Reports for this section of the Agenda. Councillor Cooke chaired this portion of the meeting. 13 Emergency and Fire Services Department 13.1 ESD -003-17 Emergency Services Activity Report — 4th Quarter 2016 Resolution #GG -295-17 Moved by Councillor Hooper, seconded by Mayor Foster That Report ESD -003-17 be received for information. Carried Councillor Hooper chaired this portion of the meeting. 14 Community Services Department 14.1 CSD -005-17 2017 Community Event Sponsorship Requests - Spring Intake Resolution #GG -296-17 Moved by Councillor Partner, seconded by Councillor Cooke That Report CSD -005-17 be received; That Council consider all submitted sponsorship requests; and That all interested parties listed in Report CSD -005-17 and any delegations be advised of Council's decision. Carried -19- 24 Clarftwv Central Lake Ontario Conservation Authority Resolution #GG -297-17 General Government Committee Minutes May 29, 2017 Moved by Mayor Foster, seconded by Councillor Partner That Sponsorship Application #17-S6 from the Central Lake Ontario Conservation Authority, be approved in the amount of $750.00. Carried Bark in the Park Durham Resolution #GG -298-17 Moved by Councillor Cooke, seconded by Mayor Foster That Sponsorship Application #17-S7 from the Bark in the Park Durham, be approved in the amount of $500.00. Carried Grandview Children's Foundation Resolution #GG -299-17 Moved by Councillor Neal, seconded by Councillor Partner That Sponsorship Application #17-S8 from the Grandview Children's Foundation, be approved in the amount of $2000.00. Carried Orono Agricultural Society Resolution #GG -300-17 Moved by Councillor Partner, seconded by Councillor Woo That Sponsorship Application #17-S9 from the Orono Agricultural Society, be approved in the amount of $2000.00. Carried Memorial Hospital Foundation - Bowmanville Resolution #GG -301-17 Moved by Councillor Woo, seconded by Councillor Neal That Sponsorship Application #17-S10 from the Memorial Hospital Foundation - Bowmanville, be approved in the amount of $2000.00. Carried -20- 25 Clarftwn Soper Valley Model Railroad Resolution #GG -302-17 General Government Committee Minutes May 29, 2017 Moved by Mayor Foster, seconded by Councillor Partner That Sponsorship Application #17-S11 from the Soper Valley Model Railroad, be approved in the amount of $1000.00. Motion Lost Resolution #GG -303-17 Moved by Councillor Neal, seconded by Councillor Cooke That Sponsorship Application #17-S11 from the Soper Valley Model Railroad, be denied. Motion Lost Resolution #GG -304-17 Moved by Councillor Partner, seconded by Mayor Foster That Sponsorship Application #17-S11 from the Soper Valley Model Railroad, be approved in the amount of $800.00. Carried Tyrone Community Centre Resolution #GG -305-17 Moved by Councillor Cooke, seconded by Councillor Neal That Sponsorship Application #17-S12 from the Tyrone Community Centre, be denied. Carried VON Durham Hospice Services Resolution #GG -306-17 Moved by Councillor Neal, seconded by Mayor Foster That Sponsorship Application #17-S13 from the VON Durham Hospice Services, be approved in the amount of $1000.00. Carried -21 - 26 Clarftwv Hampton United Church Resolution #GG -307-17 General Government Committee Minutes May 29, 2017 Moved by Councillor Partner, seconded by Councillor Woo That Sponsorship Application #17-S14 from the Hampton United Church, be approved in the amount of $750.00. Motion Lost Resolution #GG -308-17 Moved by Councillor Neal, seconded by Mayor Foster That Sponsorship Application #17-S14 from the Hampton United Church, be approved in the amount of $500.00. Carried Great Canadian Town Band Festival Resolution #GG -309-17 Moved by Councillor Woo, seconded by Councillor Partner That Sponsorship Application #17-S15 from the Great Canadian Town Band Festival, be approved in the amount of $1000.00. Carried Community Development Council Durham Resolution #GG -310-17 Moved by Mayor Foster, seconded by Councillor Neal That Sponsorship Application #17-S16 from the Community Development Council Durham, be approved in the amount of $500.00. Carried Newcastle Art Show Resolution #GG -311-17 Moved by Councillor Cooke, seconded by Mayor Foster That Sponsorship Application #17-S17 from the Newcastle Art Show, be approved in the amount of $1000.00. Carried -22- 27 Clarftwji Newcastle BIA Resolution #GG -312-17 General Government Committee Minutes May 29, 2017 Moved by Councillor Neal, seconded by Mayor Foster That Sponsorship Application #17-S18 from the Newcastle BIA, be approved in the amount of $2000.00. Carried Kendal Community Centre Resolution #GG -313-17 Moved by Councillor Partner, seconded by Councillor Woo That Sponsorship Application #17-S19 from the Kendal Community Centre, be approved in the amount of $2000.00. Motion Lost Resolution #GG -314-17 Moved by Councillor Partner, seconded by Councillor Woo That Sponsorship Application #17-S19 from the Kendal Community Centre, be approved in the amount of $1500.00. Motion Lost Resolution #GG -315-17 Moved by Councillor Partner, seconded by Mayor Foster That Sponsorship Application #17-S19 from the Kendal Community Centre, be approved in the amount of $1000.00. Carried Bethesda House Resolution #GG -316-17 Moved by Councillor Woo, seconded by Councillor Partner That Sponsorship Application #17-S20 from the Bethesda House, be approved in the amount of $850.00. Motion Lost -23- Clarftwji General Government Committee Minutes May 29, 2017 Resolution #GG -317-17 Moved by Councillor Woo, seconded by Councillor Neal That Sponsorship Application #17-S20 from the Bethesda House, be approved in the amount of $500.00. Carried Newcastle Village Concerts Resolution #GG -318-17 Moved by Mayor Foster, seconded by Councillor Cooke That Sponsorship Application #17-S21 from the Newcastle Village Concerts, be approved in the amount of $750.00. Carried Newtonville Music Night in the Park Resolution #GG -319-17 Moved by Councillor Cooke, seconded by Councillor Neal That Sponsorship Application #17-S22 from the Newtonville Music Night in the Park, be approved in the amount of $1000.00. Motion Lost Resolution #GG -320-17 Moved by Councillor Cooke, seconded by Councillor Neal That Sponsorship Application #17-S22 from the Newtonville Music Night in the Park, be approved in the amount of $750.00. Motion Lost Concerts in the Park Bowmanville Mayor Foster chaired this portion of the meeting. Councillor Hooper declared an interest in the Community Sponsorship Application for "Concerts in the Park Bowmanville" as he is a member of the Board. Councillor Hooper left the room and refrained from discussion and voting on this matter. -24- 29 Clarftwji General Government Committee Minutes May 29, 2017 Resolution #GG -321-17 Moved by Councillor Neal, seconded by Councillor Cooke That Sponsorship Application #17-S23 from the Concerts in the Park Bowmanville, be approved in the amount of $2000.00. Carried Councillor Hooper returned to the meeting and resumed the Chair. Orono DBIA Resolution #GG -322-17 Moved by Councillor Partner, seconded by Councillor Woo That Sponsorship Application #17-S24 from the Orono DBIA, be approved in the amount of $2000.00. Motion Lost Resolution #GG -323-17 Moved by Councillor Partner, seconded by Councillor Woo That Sponsorship Application #17-S24 from the Orono DBIA, be approved in the amount of $1500.00. Motion Lost Resolution #GG -324-17 Moved by Councillor Partner, seconded by Councillor Woo That Sponsorship Application #17-S24 from the Orono DBIA, be approved in the amount of $1000.00. Carried Newtonville Community Hall Resolution #GG -325-17 Moved by Councillor Woo, seconded by Councillor Partner That Sponsorship Application #17-S25 from the Newtonville Community Hall, be approved in the amount of $1000.00. Motion Lost -25- 30 Clarftwji General Government Committee Minutes May 29, 2017 Resolution #GG -326-17 Moved by Councillor Woo, seconded by Councillor Partner That Sponsorship Application #17-S25 from the Newtonville Community Hall, be approved in the amount of $850.00. Motion Lost Resolution #GG -327-17 Moved by Councillor Woo, seconded by Councillor Partner That Sponsorship Application #17-S25 from the Newtonville Community Hall, be approved in the amount of $500.00. Carried Suspend the Rules Resolution #GG -328-17 Moved by Councillor Partner, seconded by Councillor Woo That the Rules of Procedure be suspended to extend the meeting until 6:00 PM. Carried Help from Hol Resolution #GG -329-17 Moved by Mayor Foster, seconded by Councillor Neal That Sponsorship Application #17-S26 from the Help from Hol, be approved in the amount of $1000.00. Motion Withdrawn Resolution #GG -330-17 Moved by Mayor Foster, seconded by Councillor Cooke That Sponsorship Application #17-S26 from the Help from Hol, be approved in the amount of $1500.00. Carried -26- 31 Clarftwn Durham Farm Connections Resolution #GG -331-17 General Government Committee Minutes May 29, 2017 Moved by Councillor Cooke, seconded by Councillor Partner That Sponsorship Application #17-S27 from the Durham Farm Connections, be approved in the amount of $2000.00. Carried Driftwood Theatre Group Resolution #GG -332-17 Moved by Councillor Neal, seconded by Mayor Foster That Sponsorship Application #17-S28 from the Driftwood Theatre Group, be approved in the amount of $1450.00. Motion Lost Resolution #GG -333-17 Moved by Councillor Partner, seconded by Councillor Woo That Sponsorship Application #17-S28 from the Driftwood Theatre Group, be approved in the amount of $1000.00. Carried Mayor Foster chaired this portion of the meeting. 15 Municipal Clerk's Department The Municipal Clerk's Department Reports were considered earlier in the meeting immediately following the delegation section of the Agenda. 16 Corporate Services Department Resolution #GG -334-17 Moved by Councillor Neal, seconded by Councillor Woo That the remainder of the Reports, listed in the Agenda, be approved, on consent with the exception of Reports COD -008-17 and EGD -011-17, as follows: 16.1 COD -009-17 Architectural Services for MAC That Report COD -009-17 be received; -27- 32 Clarftwv General Government Committee Minutes May 29, 2017 That the proposal received from Nick Swerdfeger Architects Inc., being the most responsive bidder meeting all terms, conditions and specifications of RFP2017-2 be awarded the contract by the Purchasing Manager for the provision of Architectural Services for Improvements at the Municipal Administrative Centre. That the funds required in the amount of $ 38,688.30 (net HST Rebate) be drawn from the following account: Renovations of MAC # 110-36-370-83601-7401 $38,688.30 That all interested parties listed in Report COD -009-17 and any delegations be advised of Council's decision by the Purchasing Services Division. 16.2 COD -010-17 Third St and Bernard St Reconstruction That Report COD -010-17 be received; That Nick Carchidi Excavating Ltd. with a total bid amount of $713,635.11 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2017-2 be awarded the contract for the reconstruction of Third Street and Bernard Street as required by the Engineering Services Department; That the funds required for this project in the amount of $874,900.00 (Net HST Rebate) which includes the construction cost of $713,635.11 (Net HST Rebate) and other related costs such as design, Ontario Land Surveyor, inspection and contract administration, materials testing and contingencies of $161,264.89 (Net HST Rebate) be funded by the Municipality as follows: Third Street Reconstruction 110-32-330-83331-7401 $230,000.00 Pavement Rehabilitation Sidewalk Replacement - Unspecified Region of Durham 10-32-330-83212-7401 $ 92,310.67 110-32-331-83215-7401 $ 15,389.33 100-00-000-00000-1010 $ 537,200.00 That all interested parties listed in Report COD -010-17 and any delegations be advised of Council's decision by the Purchasing Department. 17.1 FND-010-17 Annual Statement for the Development Charges Reserve Funds for the Year Ended December 31, 2016 That Report FND-010-17 be received; and That a copy of this report be posted on the Municipal website. 33 Clarftwji General Government Committee Minutes May 29, 2017 17.2 FND-011-17 2016 Annual Statement Cash in Lieu of Parkland Reserve Fund That Report FND-011-17 be received; and That a copy of this report be posted on the Municipal website. Carried 17 Finance Department Finance Department Reports were considered earlier in the meeting during the Corporate Services Department portion of the agenda. 18 Solicitor's Department No Reports for this section of the Agenda. 19 Chief Administrative Office 19.1 Verbal Report Update on the Chief Administrative Officer Recruitment Project Curry Clifford, Interim Chief Administrative Office, provided an update on the Chief Administrative Officer recruitment. Mr. Curry provided background information on the recruitment process. He explained the recruiters created a job profile to attract the right fit for the position. Mr. Curry added that the candidates were assessed using behavioural interviews. He explained that the next step is to recommend a long list of candidates and the selection panel will conduct interviews and make a recommendation to Council. Mr. Curry concluded by noting a short list will be provided to Council and they will be involved in the selection process. 20.4 Extension of the Contract for the Interim Chief Administrative Officer Resolution #GG -335-17 Moved by Councillor Woo, seconded by Councillor Partner Whereas the recruitment process for the position of the Chief Administrative Officer has been extended due to the market response, thereby delaying the estimated start date for the replacement for the Chief Administrative Officer to as late as September 1, 2017; and Whereas the limited term contract with Mr. Curry Clifford for Administrative Services for the Interim Chief Administrative Officer role, provides that the term may be extended by mutual agreement for a limited period for continued operational efficiency; -29- 34 Clarftwv General Government Committee Minutes May 29, 2017 Now therefore be it resolved that Council approves an extension of the term of the employment contract with Mr. Curry Clifford for services as the Interim Chief Administrative Officer, to conclude two (2) weeks after the start date of the replacement CAO, with all other conditions to remain as stated in the existing contract approved through Report CLD -026-16. Carried 20 New Business — Consideration 20.1 Tax Matter Councillor Neal did not introduce the New Business Item regarding a tax matter at this time. 20.2 Waste Receptacles at Tim Hortons Councillor Neal did not introduce the New Business Item regarding waste receptacles at Tim Hortons at this time. 20.3 Service Ontario Centre Bowmanville Resolution #GG -336-17 Moved by Councillor Partner, seconded by Councillor Woo Whereas the Bowmanville ServiceOntario Centre has lacked barrier -free access for persons with disabilities since November 2016 when it relocated to 191 Church Street, Bowmanville and prior to that at its former location at 100 King Street East, Bowmanville; Whereas the Ministry of Government and Consumer Services is responsible for the oversight of private providers for ServiceOntario centres; Whereas the Ontarians with Disabilities Act, 2001 (ODA) requires the Government of Ontario to ensure that its newly constructed or renovated buildings, structures and premises are accessible to employees with disabilities; Whereas the ODA has, since 2001, required the Government of Ontario to ensure that any new lease it enters into for a for structure, premise or facility complies with the Guidelines for Barrier -Free Design of Ontario Government Facilities; Whereas the Guidelines for Barrier -Free Design of Ontario Government Facilities requires all Government of Ontario Ministries, and their third party service providers, to meet the minimum general requirements for accessible design in Government of Ontario owned and operated facilities; -30- 35 Clarftwv General Government Committee Minutes May 29, 2017 Whereas the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) requires Ministries of the Government of Ontario to comply with the AODA and its Standards; Whereas the AODA has, since January 1, 2012, required the Government of Ontario to incorporate accessible design, criteria and features when procuring or acquiring good, services or facilities; and Whereas the AODA as required, since January 1, 2015, the Government of Ontario to ensure that all new service counters accommodate a mobility aid where a single queuing line serves multiple counters; Now Therefore Be It Resolved That the Accessibility Directorate of Ontario is requested to investigate the Bowmanville ServiceOntario Centre's non-compliance with the AODA and its Standards; That the Accessibility Directorate of Ontario inform the Municipality of Clarington with its findings the Act and its Standards; and That this resolution be forwarded to the Hon. Premier Kathleen Wynne, Hon. Tracy MacCharles, Minister Responsible for Accessibility and Minister of Government and Consumer Services, Durham MPPs, the Accessibility Directorate of Ontario, the Accessibility for Ontarians with Disabilities Act Alliance, the Clarington Accessibility Advisory Committee, the Durham Region Accessibility Advisory Committee, the Clarington Board of Trade and all other interested parties. Carried 20.4 Extension of the Contract for the Interim Chief Administrative Officer Agenda Item 20.4, Extension of the Contract for the Interim Chief Administrative Officer was considered earlier in the meeting during the Chief Administrative Office Reports section of the Agenda. 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. -31- 36 Cladiw-n 23 Adjournment Resolution #GG -337-17 General Government Committee Moved by Councillor Neal, seconded by Councillor Cooke That the meeting adjourn at 5:50 PM. Mayor Carried -32- 37 Minutes May 29, 2017 Deputy Clerk ICAWARTHA CONSERVATION Disc Dyer - ;Ic4[ed -rlesio'e Minutes of Meeting #6/17 Meeting #6/17 was held on Wednesday, April 26, 2017 at the Kawartha Conservation Administrative Offices. Chair Smith called the meeting to order at 2:08 p.m, Present: Ted Smith, Chair Peter Raymond, Vice -Chair Jordan Landry Ron Hooper Isaac Breadner Don Kett (arrived at 2 :15 p.m.) Regrets: Tom Rowett Pat Dunn Gard Miller Guests: Andrea McGllvray Garry Lay, father of Ms. McGllvray Chris Appleton, Past Chair, Community Advisory Committee Peter Shennett, Peter Shennett Chartered Professional Accountants Tyson Shennett, Peter Shennett Chartered Professional Accountants Staff: Mark Majchrowski, CAO Wanda Stephen, Director, Corporate Services Ron Warne, Director, Planning, Development and Engineering Dave Pridham, Manager, Technical and Stewardship Services Iryna Shulyarenko, Hydrologist Arlene Waite, Financial Assistant Judy Stephens, Corporate Services Assistant ADOPTION OF AGENDA RESOLUTION #48/17 MOVED BY: Ron Hooper SECONDED BY. Isaac Breadner RESOLVED, THAT, the agenda for Meeting #6/17 be adopted as received. CARRIED DECLARATION Or PECUNIARY INTEREST None declared. APPROVAL OF MINUTES Resolution #49/17 Board of Directors Meeting #6/17 Wednesday, April 26, 2017 Page 2of6 Moved by: Jordan Landry Seconded by: Peter Raymond RESOLVED, THAT, the Board of Directors Minutes of Meeting #3/17 Special, Wednesday, March 22"d, 2017; Meeting #4/17 Hearing, Wednesday, March 29, 2017; and Meeting #5/17 AGM, Wednesday, March 29, 2017 be adopted as circulated. CARRIED BUSINESS ARISING FROM THE MINUTES None DEPUTATION Andrea McGilvray addressed the Board with respect to having Kawartha Conservation reimburse her for consulting and peer review costs she incurred in obtaining a Permit from Kawartha Conservation, the collective costs of which totalled $16,641.40. Ms. McGilvray addressed the Board Member's questions. The CAO and Ron Warne, Director, Planning, Development and Engineering, addressed the Board Member's questions with respect to permitting policy and process, when is a hearing required, how does a proponent challenge the science, and why independent studies and peer reviews are necessary to enable the Board to make an informed decision. RESOLUTION #50/17 MOVED BY: Peter Raymond SECONDED BY: Don Kett RESOLVED, THAT, the deputation presented by Andrea McGilvray be received. CARRIED RESOLUTION #51/17 MOVED BY: Isaac Breadner SECONDED BY: No SECONDER RESOLVED, THAT, Andrea McGilvray be reimbursed for half of her consulting and peer review costs in the amount of $8,320.70. DEFEATED RESOLUTION #52/17 MOVED BY: Isaac Breadner SECONDED BY: Don Kett RESOLVED, THAT, Andrea McGilvray be reimbursed for the peer review costs in the amount of $861.29. DEFEATED 39 Board of Directors Meeting #6/17 Wednesday, April 26, 2017 Page 3 of 6 AUDITED FINANCIAL SxxremENr Mr. Peter Shennett, Chartered Accountant, presented the draft 2015 Financial Statements and requested that the Board grant final approval of the statements. RESOLUTION #53/17 MovEn By, Peter Raymond SECONDED BY: Isaac Breadner RESOLVED, THAT, the 2016 draft financial statements as audited by the firm Peter Shennett, Professional Corporation, be approved and that the reserves be allocated as presented in the financial statement. CARRIED MONTHLY CAO REPORT CAO Majchrowski highlighted the following items from his monthly report and addressed the Board Members questions: The CAO attended a very informative reception for members of Provincial Parliament hosted by Conservation Ontario and Conservation Authorities at Queens Park. The event profiled Conservation Authority business that Is key to Ontario communities. Kawartha Conservation's internal server was compromised by an outside attack in early April but that a new server has been installed along with enhanced firewalls, security and backup systems. Township of Scugog Council have approved the Lake 5cugog Enhancement Project in principle, and requested Township and Kawartha Conservation staff to continue with necessary work to complete the final design in conjunction with the project consultant, GHD Limited, and undertake further assessment work to complete necessary information requirements for application to the approval agencies. A local fundraising campaign continues and support will be sought from local, provincial and federal governments in the hopes that the capital works can be tendered in mid -2018, with construction undertaken in the fall of 2018. The Community Advisory Panel, with support from Kawartha Conservation, will be hosting a Stakeholder Roundtable — Stewardship Summit event in early summer (proposed date is Saturday July 15`h at Fenelon Township Community Centre, Cambray) to engage local communities in the implementation of the Lake Management program plans. Board Members are welcome attend the summit. Further updates included ongoing Stewardship initiatives and funding applications, Planning and Regulation matters and Human Resources activities. RESOLUTION #$4/17 MOVED BY: Don Kett SECONDED BY: Ron Hooper RESOLVED, THAT, the CAD Monthly Report for meeting #6/17 be received. CARRIED PROGRAM / PROJECT UPDATES — MARCH 31, 2017 RESOLUTION #55/17 MOVED BY: Peter Raymond SECONDED BY: Ron Hooper RESOLVED, THAT, the staff report on programs and projects be received. CARRIED Board of Directors Meeting #6/17 Wednesday, April 26, 2017 Page 4 of 6 HEARING PROCEDURE CLARIFICATION CALM Majchrowski reviewed a number of clarifications to help provide context for any future Hearing Boards that may be convened. A Permit applicant has the right to a Hearing in all instances where staff are recommending refusal of an application, where there is some indication that the Board of Directors may not follow the staff recommendation to approve a permit, where the applicant objects to the recommended conditions of approval on a permit, where contentious conditions are proposed, or when Kawartha Conservation intends to cancel a permission for noncompliance. A Permit may be refused if, in the opinion of Kawartha Conservation (Hearing Board), the proposal adversely affects the control of flooding, pollution, conservation of land, erosion, and dynamic beaches. It is the mandate of the Hearing Board to evaluate the information presented at the hearing by both staff and the applicant and to decide whether the application will be approved with or without conditions, or refused. Hearings are to be conducted in a manner that is fair, without bias and consistent with the legal requirements of the Statutory Powers Procedures Act without being unduly legalistic or intimidating to the participants. After all the information is presented, the Board will deliberate in camera and make a decision on the application or the cancellation of a permission. Discussion ensued regarding the need for the Bearing Board to enter into closed session for deliberation on a decision given the hearing is a meeting open to the public. RESOLUTION #56/17 MOVED BY: Isaac Breadner SECONDED BY: Don Kett RE50LVED, THAT, the report on Hearing Board clarifications be received; and THAT, a legal opinion be sought with respect to any potential implications which may arise by amending Kawartha Conservation By -Law #3 to allow the Hearing Board to deliberate decisions in open forum; and THAT, if the legal opinion is favourable, an amendment to Kawartha Conservation By -Law #3 be prepared and presented to the Board of Directors for approval. CARRIED FLOODS HAPPEN MUNICIPAL WORKSHOP, MARCH 28T", 2017 The CAO introduced the report prepared by Hydrologist, Iryna 5hulyarenko. RESOLUTION #57/17 MOVED By: Peter Raymond SECONDED $Y: Ron Hooper RESOLVED, THAT, the staff report on `Floods Happen' workshop for municipal partners be received. CARRIED CORRESPONDENCE RESOLUTION #58/17 MOVED BY: Jordan Landry SECONDED BY: Isaac Breadner RESOLVED, THAT, the attached correspondence be received. CARRIED 41 Board of Directors Meeting #6/17 W8&esday, April 26, 2017 Page 5 of 6 NEW BUSINESS The CAO shared the release of the 2017 RBC Canadian Attitudes Water Study which discusses whether the serious water issues around the world and emerging ones at home, and perspectives how we use and think about this precious resource. The study confirmed we value water as part of our national identity and also that we exhibit carelessness about the resource. The CAO will provide the Directors with a copy of the study for their reference. Director Landry shared that the Federation of Canadian Municipalities have many grants available under their Green Municipal Fund which might be of interest to the Board Members in their municipal council roles and also in partnership for certain projects with the Conservation Authority. Director Hooper shared that he attended a very interesting presentation on the Highway 407 project and the construction of a huge transformer station which dealt with soil movement related to those two projects. REPORTS AND UPDATES FROM BOARD MEMBERS Director Breadner addressed the Board with respect to Bill 86, being a Private Member's Bill to amend the Conservation Authorities Act, which was introduced to Cindy Forster, MPP for Welland Riding and has received first reading. The proposed Sill recommends that at least half of the appointed representatives to Conservation Authority Boards be versed in the environmental field through significant training, experience, or employment history in an environmental or natural resource field. Discussion ensued with Board Members expressing concerns relative to public elected representation on Conservation Authority Boards going forward. RESOLUTION #59117 MOVED BY: Isaac Breadner SECONDED BY: [)on Kett RESOLVED,THAT, the verbal report of Director Breadner be received; and 1 HA I, a ietter be sent to the Province, stating that Kawartha Conservation does not support the proposed Private Member's Bill 86. CARRIED Vice -Chair Raymond addressed the Board with respect to Kawartha Conservation By -Law #1 and By -Law #2. He reviewed the roles, responsibilities and functions of the Board of Directors, duties of Officers, Conduct of Members and meetings with closed session. There was discussion that the actions taken by the Board shall preserve the integrity and promote the successful operation of Kawartha Conservation. RESOLUTION #60/17 MOVED BY: Ron Hooper SECONDED BY: Don Kett RE50LVED, THAT, the verbal report of Vice -Chair Raymond be received. CARRIED 42 AwoURNMENT There being no further business, the meeting adjourned at 3:56 p.m. Resolution #61/17 Board of Directors Meeting #6/17 Wednesday, April 26, 2017 Page 6 of 6 Moved by: Isaac Breadner Not Seconded RESOLVED, THAT, the Board of Directors Meeting #6/17 be adjourned, Ted Smith Chair 43 CARRIED r Maffmaichrowski GAO Tyrone Community Centre Monthly Mtg. May 17, 2017 Present: Larry Quinney; Steve Hutchinson; Cecile Bowers; Dave Taylor; Walter Loveridge; Corinne VandeGrootevheen; Kyle Young; Claude Godin; Marlene Craig Regrets: Joy Vaneyk-holidays; Corinna Traill; Danielle Carroll -surgery; Paul Rowan -working; Alvina Hare -holidays; Kat Caplan; Justin Vachon -working. Minutes of April 19, 2017 by Secretary Bowers. M/S by Dave Taylor and Kyle Young to accept minutes as read. CARRIED. Treasurer's Report: by Steve Hutchinson for month of April. Total Income: $4,622.75 Total Expenses: $ 1,968.67 Balance to date: $24,474.08 Steve also mentioned list of Recommendation from meeting with the Municipality May8/17 -.Regarding Cash payments for services should be discontinued -.Payments for services should be made to the business name, and not the individual -.Petty Cash Fund -.Floats -.Safe (not having cash on person after event..possibly a bolted down safe to place money until deposited) -.Dances : Expenses from dances can be paid out in cash from proceeds of the dance, however receipts and expense reports should be filled out. Special forms were shown must be used. -.Beer and Liquor: As of May 1 no more levy being paid -.Bank: May investigate the option of changing the account or the bank due to problems. M/S by Steve Hutchinson and Marlene Craig to set our Petty Cash Fund at $500.00. CARRIED. M/S by Walter Loveridge and Corinne VandeGrootevheen to accept Steve's full report. CARRIED. After discussion Larry Quinney suggested we take recommendations and peruse during summer, coming back in the fall and discuss more. Notice from Municipality regarding No Smoking with 9 m. of any Entrance... Municipality will be posting the No Smoking signs. Mtnce. Report: Regarding table holders/rack—Justin and Paul are dealing with this matter. Bar ceiling fan installed and complete. Grease Trap cleaning complete by Municipality but Rob Groen has been notified of the mess left on kitchen floor. Floor has been cleaned by Larry at no charge and account for supplies is now set up at Home Hardware—all bills go to our Treasurer. Handicapped signage is in progress. Lighting to east entrance has been repaired. Hall Booking Report: Danielle has just had surgery and sent regrets. She had sent a booking update for next two months... asking about bartenders and helpers to clean for back to back events. Steve to meet with Danielle at her home to answer any of his questions. Page Two: Dance Update: Good crowd, great evening. New Jiggers cost would be $37.00. A free standing dispenser with 4 jiggers is only $75.00 plus tax. Jiggers that come with that dispenser can be used in the wall mounted dispenser. Joy has found out the free standing dispenser only has two jiggers, M/S by Steve and Claude to purchase the best. CARRIED. Old Business: New Stove Grant: we were approved for $3,000 not $5,000. M/S by Claude and Steve to bring this back to board and discuss with the board in June. CARRIED. May 27, 2017 9 a.m. Bowmanville Town Hall meeting for Community Centres. Update on Free Internet being provided by Graham from Ikaltech. He needs to provide the Municipality with his proof of cetification before working. Still in progress. AED/CPR Training on May 4t", Attendees were 6 from Tyrone ... Haydon 5. Thanks to all who helped in Cleanup of Park and Gardens. Sentinel Light charges have been removed from our TCC Hydro bills. New Business: Municipality has booked Fire Inspection for June 12. June 24t" ... looking for Bartenders and BBQ'ers for a Taylor Welch Fundraiser... afternoon or evening. Possibly Sept. 24/17 need volunteers to organize Soccer Awards/Spirit Day with Peter Knowlton. Roll Out New Resolution: Regarding smoking on Municipal property... none within 9 m. of entrance. They will provide and put up signage. Corinne has offered her place to hold a Summer Party for the Community Hall Board, just to bring hors d'oeuvres only and will set date at June meeting. Cecile to Call Danielle to set Sept. 24 as Spirit Day if available. Motion to adjourn by Corinne VandeGrootevheen. CARRIED. 45 March 16, 2017, BIA Meeting — Orono Country Cafe Orono Attendance — Heather Maitland, Scott Story, Karen L. Tino M. , Yvonne M., Lisa R., Joan B., Karen L. Shelly R., Marion L. — Orono Event Committee Regrets, Allister M. Brought to Order: Yvonne 8:10am Marg, not in attendance — Lisa R. to do minutes. Meeting will be done out of order of the Agenda, due to time constraints. We have 1 hour for the meeting. Committee Reports: 1. CIP: Scott Story April 5t" Meeting for CIP. Businesses and building owners should be using the CIP funds to improve the look of outside of buildings. 2. Orono Event Committee - Date September 30, 2017 Sub Committee of the Orono DBIA, Chair Scott Story, Treasurer Erika Chapman a. Going to have Antique Car Show, Silent Auction, Bake -off, Market with product for the day b. Downtown Main Street from Park to Centerview will be shut down for the day. c. Issues: Raising funds similar to the taste kits — as per the Chili Cook -Off d. $687.00 currently in the Chili Cook -Off Account, Orono Event Committee want to change the Chili Cook -Off Account to a new name, and transfer the funds of $500 to new account. As per Scott — Nancy Taylor stated that as long as has BIA support, the New Committee can have an separate account. e. Wendy stated to have all fund donated to the Orono event committee Frank Maitland Motioned to Approve Wendy 2nd All approved 3. Easter Egg Hunt — Scott Story/Shelly a. Scott has purchased the eggs b. Use Gazebo lawn for egg hunt, Orono united church as backup — (Church needs to be contacted c. Easter Breakfast — Shelly to head up — Saturday morning of Easter Egg Hunt. d. All funds to be donated back to the Orono Santa Claus Parade There will be 2 pancake breakfasts to make fund for Santa Parade 4. Wreaths / Flag Poles a. Need price to get new ones or to get refurbished b. Wendy to check with Nancy Taylor regarding whether big box money can be used. W March 16, 2017, BIA Meeting — Orono Country Cafe Orono Attendance — Heather Maitland, Scott Story, Karen L. Tino M. , Yvonne M., Lisa R., Joan B., Karen L. Shelly R., Marion L. — Orono Event Committee Regrets, Allister M. c. Need to get price of New flag poles/hardware and flags — so that flag spin and not get tangled up around pole. d. Committee Formed —Joan B. Lisa R. Yvonne, Wendy 5. Paul Wirth — Municpality of Clarington — Discussing a Commercial Development at waverly where Rona is. a. Vacant Rona location was originally planed 150, 000 sq ft, now looking at approx. 250, 000 sq. ft. Looking to become a outlet mall, similar to what is in Georgtown b. The Waverly cut-off, need major renovation to handle traffic, Clarington, Developer and Durham Region to share costs c. There It will be know as Bowmanville Blvd. — d. Yvonne thanks Paul for coming out to explain this new development 6. Web site — Lisa a. Aprox cost for website 1200, includes hosting/domain/ for 1 yr. from the testing phase b. Transfer of domain to new hosting Motioned—Joan Butt 2nd- Frank Maitland - all approved 7. Heather Maitland —New business Strands wants to paint bench Teal —Approved a. Thought about redoing the benches maybe replacing— See if big box money would cover benches. Tino Motioneds, Karen2nd, all approved 8. Flowers Downtown —Red and white —Yes, all Red/white 9. Meeting adjourned 9:10— Items on agenda not covered moved to next meeting ORONO BIA Meeting Tuesday, June 6, 7:30 a.m. held at the Apple Blossom Shoppe Present: Yvonne Maitland, Karen Lowery, Lisa Roy, Margaret Zwart. New Business presented by Lisa: Orono Santa Claus parade committee would like to do a Free Friday Night Movie event in partnership with the Orono United Church. Event to be held Friday, June 30. Cost: $100 for church rental, $50 for movie license , renting popcorn machine $100. Will be selling popcorn and juice. The committee will also be holding a Canada Day event on July 1 form 1 p.m. to 4 p.m. sponsored by the BIA and Santa Claus Parade Committee. Crafts on the library lawn, flag raising, singing of nathional anthem, birthday cake, old style relay races and oral history of Orono. Orono BIA will contribute $250 to the Orono Town Hall Board Canada Day event to be held on June 28 on the library lawn. The board sent a letter requesting a donation of $500 for the event. Yvonne will write a letter advising town hall board of decision. Santa Claus Parade Committee have not had the official go-ahead for this year's parade yet. No finances have been reported yet for the pancake breakfast held on April 15. BIA will hold a Sidewalk Sale on June 24: Pre Canada day bash. Businesses are encouraged to have their Canada Day displays up by the 24th. Yvonne will look after getting the flags up before Canada Day. BIA will buy membership for the Clarington Board of Trade. Lisa will look into finding out the amount and sending payment. Margaret, who is the BIA liaison on the board of trade has been notified she can no longer attend meetings because she did not renew her business membership. BIA post office box has expired, Lisa will look into this. Meeting dates were set for the remainder of the year: August 15, September 12, October 17, November 14 -AGM. Meeting adjourned 9 a.m. If this information is required in an accessible format, please contact 1-800-372-1102 ext. 2097. The Regional Municipality of Durham Minutes Energy From Waste — Waste Management Advisory Committee Thursday, April 20, 2017 A meeting of the Energy From Waste — Waste Management Advisory Committee was held on Wednesday, April 20, 2017 in the Lower Level Boardroom (LL -C), Regional Headquarters, 605 Rossland Road East, Whitby, at 7:00 PM. Present: G. Rocoski, Oshawa, Chair P. Ankrett, Scugog, Vice -Chair W. Bracken, Clarington A. Burrows, Ajax E. Collis, Clarington P. Nelson, Brock J. Vinson, Clarington Absent: T. Baker, Pickering J. Hicks, Clarington Non -Voting Members Present: A. Burke, Senior Planner, Special Projects, Municipality of Clarington Councillor Cooke, Local Councillor, Clarington P. Dunn, Senior Environmental Officer, York Durham District Office, Ministry of the Environment and Climate Change K. Gorman, Environmental Health, Health Department, Durham Region S. Thomas, Issues Project Coordinator, York Durham District Office, Ministry of the Environment and Climate Change, attended the meeting at 7:03 PM Staff Present: G. Anello, Manager, Waste Planning and Technical Services, Works Department, Durham Region M. Januszkiewicz, Director, Waste Management Services, Works Department, Durham Region B. Kelly, Manager, Sustainability, CAO's Office, Durham Region, attended for part of the meeting J. Paquette, Manager (Works), Corporate Communications S. Siopis, Commissioner of Works D. James, Committee Clerk, Corporate Services — Legislative Services, Durham Region Also Present: Councillor Ballinger, left the meeting at 8:58 PM Councillor John Neal, attended the meeting at 7:19 PM Energy from Waste — Waste Management Advisory Committee Minutes April 20, 2017 Page 2 of 8 M. Neild, Facility Manager, Covanta Durham York Renewable Energy J. Turner, Business Manager, Covanta Durham York Renewable Energy 1. Declarations of Interest There were no declarations of interest. 2. Adoption of Minutes Moved by P. Nelson, Seconded by P. Ankrett, That the minutes of the EFW-WMAC meeting held on Wednesday, February 23, 2017, be adopted. CARRIED 3. Announcements There were no announcements made. 4. Presentations A) Gioseph Anello, Manager, Waste Planning and Technical Services, The Regional Municipality of Durham, re: Organics Management Plan G. Anello provided a PowerPoint presentation update on the Province of Ontario Organics Action Plan (OAP). A copy of his presentation was provided as a handout at the meeting. G. Anello advised that Craig Bartlett, Manager, Waste Operations and Mirka Januszkiewicz, Director, Waste Management Services, are members of the Stakeholder Working Group that is providing advice to the Ministry of Environment and Climate Change on a food and organic waste framework. He further advised that the Provincial government hopes to release a policy statement by the end of 2017 with implementation in 2018. Highlights of his presentation included: • Background • Stakeholder Working Group • Provincial Objectives • Action Plan • Food Waste Hierarchy • Organics Diversion Progress to Date • Ongoing Progress Updates G. Anello responded to questions from the Committee. 50 Energy from Waste — Waste Management Advisory Committee Minutes April 20, 2017 Page 3 of 8 B) Brian Kelly, Manager, Sustainability, The Regional Municipality of Durham, re: Climate Change B. Kelly, Manager, Sustainability, COA's Office, provided a PowerPoint presentation on Waste Management and Climate Change. A copy of his presentation was provided as a handout at the meeting. B. Kelly advised that 90% of the excess heat trapped by a blanket of greenhouse gas is stored in the oceans, 4% in land, and only 3% will raise the temperature of the atmosphere. He further advised that adaptation and mitigation are complimentary strategies for reducing and managing the risks of climate change. Highlights of his presentation included: • The Climate Coin — Two Sides • Solid Waste's GHG Emissions • Community Local Action Plan • Bio -methane Production and Use • Optimal Use of Bio -methane • Policy Context • Durham Community Energy Plan (CEP) • Scope of Durham CEP • Project Schedule • Climate Adaptation • Phasing and Schedule • Phase 1 and Phase 2 • Process Characteristics • Current Status of Plan • Vision • Goals • 8 Sectors - 18 Programs • Roles and Responsibilities • Council Approvals B. Kelly responded to questions from the Committee. C) Tim Short, Enbridge re: Anaerobic Digestion Solution T. Short, Business Development Specialist, Enbridge, provided a PowerPoint presentation entitled: "Clean and Renewable, An Energy Hub of the Future". A copy of his presentation was provided as a handout at the meeting. T. Short advised that Enbridge Gas Distribution, in partnership with Veridian Connections, is interested in working with the Region of Durham on an Anaerobic Digester. He stated that Enbridge's mission is to "green the pipes" of the natural gas grid and Anaerobic Digestion is a means to accomplish their mission. 51 Energy from Waste — Waste Management Advisory Committee Minutes April 20, 2017 Page 4 of 8 Highlights of his presentation included: • Ontario's Energy Mix and Emissions Profile • The New Reality: Climate Change Mitigation and Low -Carbon Economy Act, 2016 • The Opportunity — Infrastructure and Vehicle Conversions (NGV) • The Opportunity — Renewable Natural Gas (RNG) • The Future of Renewable Energy • A New Partnership — Utilities Working Together • Region of Durham — A Partner in Energy Leadership • Region of Durham — Bringing it all Together • Clarington Energy Park — Designed with Future in Mind • A Vision for Clarington Energy Park • Next Steps T. Short responded to questions from the Committee. 5. Delegations A) Linda Gasser, Whitby Resident, re: Discussion Streaming/Archiving Webcasts of Energy from Waste -Waste Management Advisory Committee (EFW-WMAC) meetings L. Gasser, Whitby resident, appeared before the Committee to request the Committee support the recording of the EFW-WMAC meetings. A copy of her delegation was provided to the Committee Clerk at the meeting. L. Gasser advised that it is primarily through the EFW-WMAC that residents are kept informed of issues of interest and concerns with respect to incineration and other waste matters. She stated that the livestreaming of the EFW-WMAC meetings would enable residents, staff and the media the opportunity to view the meetings without having to physically attend them. B) Linda Gasser, Whitby Resident, re: Durham Region Proposal Anaerobic Digestion L. Gasser, Whitby resident, appeared before the Committee to request that public consultations be conducted before the Anaerobic Digestion business case is brought before the Committee of the Whole and Regional Council. A copy of her delegation was provided to the Committee Clerk at the meeting. L. Gasser stated the following four points: Durham Region's green bin program is one of the best diversion programs; that she sees no evidence that AD has been proven to be the most appropriate, affordable and sustainable long term option for Durham Region's organics; that there has been zero public consultation with respect 52 Energy from Waste — Waste Management Advisory Committee Minutes April 20, 2017 Page 5 of 8 to AD; and, that Durham must first explore a clear garbage bag program. L. Gasser advised the Committee of the Freedom of Information request she had initiated through the Region of Durham's Legislative Services Division, to obtain 3 reports referenced in the RFP for the ongoing business case and stated that obtaining these reports was very time consuming and labour intensive. L. Gasser requested that the Committee pass a motion recommending that public consultations take place across the Region before the Anaerobic Digestion business case is presented to the Committee of the Whole and Regional Council. L. Gasser responded to questions from the Committee. C) Libby Racansky, Municipality of Clarington Resident re: Energy from Waste -Waste Management Advisory Committee (EFW-WMAC) Minutes L. Racansky, Municipality of Clarington resident appeared before the Committee to request the Committee support the recording of the EFW-WMAC meetings. L. Racansky stated that the EFW-WMAC minutes do not capture the concerns noted in the meetings and stated that the recording of these meetings would enable an accurate account of the information given during the meeting. L. Racansky responded to questions from the Committee. D) Libby Racansky, Municipality of Clarington Resident, re: Air Pollution and Possible Contribution to Group Concerned with Cancer L. Racansky, Municipality of Clarington resident, appeared before the Committee to discussion air pollution and its contribution to various cancers. L. Racansky advised that due to the construction of the Highway 407 and the start-up of the Energy From Waste facility, the surrounding wetlands have been disappearing, and in particular, the vegetation around Tooley Creek. L. Racansky responded to questions from the Committee. 53 Energy from Waste — Waste Management Advisory Committee Minutes April 20, 2017 Page 6 of 8 6. Correspondence Moved by W. Bracken, Seconded by P. Nelson, That the Rules of Procedure be suspended to allow correspondence from the Municipality of Clarington Council, dated April 11, 2017 re: Resolution #GG -152-17, to be added to the agenda and considered next. CARRIED ON A 2/3r1sVOTE A) Correspondence from the Municipality of Clarington Council, dated April 11. 2017 re: Resolution #GG -152-17 Moved by P. Nelson, Seconded by P. Ankrett, That correspondence from the Municipality of Clarington, Resolution #GG -152-77 be received for information. CARRIED 7. Administrative Matters A) Discussion on the Recording of the EFW-WMAC Meetings in Follow-up to the Committee of the Whole recommendation dated February 2, 2017 Discussion ensued with respect to the merits and deterrents of recording the EFW-WMAC meetings. Concerns were raised that not all members were present to contribute to the discussion. Moved by W. Bracken, Seconded by E. Collis, That we recommend to the Committee of the Whole for approval and subsequent recommendation to Regional Council: That the EFW-WMAC supports the recording of the EFW-WMAC meetings; and That the EFW-WMAC meetings be livestreamed and archived to the Region's website. CARRIED 8. Other Business A) Gioseph Anello, Manager, Waste Planning and Technical Services, re: Status of the Integrated Waste Management System Utility Anaerobic Digestion Request for Proposal (RFP -602-2016) G. Anello advised that the Anaerobic Digestion business case is projected to be before the Committee of the Whole at their June 7th meeting for recommendation to Regional Council at their June 14th meeting. 54 Energy from Waste — Waste Management Advisory Committee Minutes April 20, 2017 Page 7 of 8 S. Siopis advised that the business case will be a preliminary business case that will ask for Council's approval to proceed with the next steps towards determining an Organics Management Strategy. Staff responded to questions with respect to whether public consultations are planned; when the business case will be presented to the Committee; and, whether the Committee will have an opportunity to comment before the report is before Regional Council. Discussion ensued with respect to the need to have a special meeting of the EFW-WMAC to discuss the Anaerobic Digestion business case. It was decided that a meeting could be scheduled after June 7t", and that staff will contact members for their availability to determine the need and possible date for a meeting. B) Mirka Januszkiewicz, Director, Waste Management Services, re: Update on the Durham York Enerav Centre M. Januszkiewicz advised that the Energy from Waste facility is fully operational with both boilers on-line. Staff responded to questions with respect to the Durham York Energy Centre Environmental Compliance Approval Annual Report 2016; confirmation on the date of the next source test; and a timeline of when the Airzone Report will be made public. 9. Next Meeting The next regularly scheduled meeting of the EFW-WMAC will be Thursday, September 28, 2017 in the Lower Level Boardroom (LL- C), at 7:00 PM, Regional Headquarters, 605 Rossland Road East, Whitby. 10. Adjournment Moved by P. Nelson, Seconded by P. Ankrett, That the meeting be adjourned. CARRIED 55 Energy from Waste — Waste Management Advisory Committee Minutes April 20, 2017 Page 8 of 8 The meeting adjourned at 10:30 PM. G. Rocoski, Chair, Energy From Waste — Waste Management Advisory Committee D. James, Committee Clerk 56 i7s777)))) -11 DURHAM REGION Municipality June 9, 2017 Brian Bridgeman, MCIP, RPP Yours truly, Commissioner of Planning and Economic Development Roger Saunders, MCIP, RPP Director of Planning RS/mr Encl. If this information is required in an accessible format, please contact the "Service Excellence Planner at 1-800-372-1102, extension 2551. for our Communities" 100% Post Consumer 57 Ms. A. Greentree, Clerk The Regional Municipality of Clarington Municipality 40 Temperance Street of Durham Bowmanville, ON L.1C 3A6 Planning and Economic Development Deparlment Re: Durham Environmental Advisory Committee (DEAC) Planning Division Environmental Achievement Awards 605 ROSSLAND ROAD EAST Commissioner's Report #2017 -INFO -61 4TH FLOOR PO BOX 623 WHITBY, ON L1N 6A3 Ms. Greentree, enclosed for your information is a copy of CANADA Commissioner's Information Report #2017 -INFO -61 that was provided 905.668-7711 to Regional Councillor's on June 2, 2017. 1-800-372-1102 Fax: 0plan 6-6208 Should you have any questions or wish to discuss the report, please l Email: planning@durham.ca ing@d contact Amanda Bathe, Project Planner, at 905-668-7711 ext. 2506. www.durham.ca Brian Bridgeman, MCIP, RPP Yours truly, Commissioner of Planning and Economic Development Roger Saunders, MCIP, RPP Director of Planning RS/mr Encl. If this information is required in an accessible format, please contact the "Service Excellence Planner at 1-800-372-1102, extension 2551. for our Communities" 100% Post Consumer 57 If this information is required in an accessible format, please contact 1-800-372-1102 ext. 2564 The Regional Municipality of Durham Information Report From: Commissioner of Planning and Economic Development Report: #2017 -INFO -61 Date: May 23, 2017 Subject: Durham Environmental Advisory Committee (DEAC) Environmental Achievement Awards Recommendation: Receive for information Report: 1. Purpose 1.1 The purpose of this report is to inform the Committee of the Whole of the Durham Environmental Advisory Committee's (DEAC) 2017 Environmental Achievement Awards reception held on Thursday, May 11 th, 2017 at Regional Headquarters, 2. Awards Reception 2.1 The DEAC Environmental Achievement Awards program recognizes environmental achievements of individuals and organizations in the public, private and non-profit sectors within Durham Region. The Awards program is intended to recognize efforts to promote, preserve, and enhance the Region's environment. This year marked the 15th year of the Awards (Refer to Attachment 1 — Event Program). 2.2 Chief Administrative Officer, Dr. Gary Cubitt and Planning and Economic Development Committee Chair, Councillor Gerri Lynn O'Connor presented the certificates to the nominees and award recipients. Among those in attendance were Councillors Adrian Foster and John Henry. Page 2 of 3 2.3 In addition to award certificates from the DEAC, each winner was presented with a certificate of congratulations from MP Caesar-Chavannes. 2A All nominees were honoured at the reception, where the following awards were presented: • George A. Scott Stewardship Award to David Hogg, for his commitment to maintaining local greenspaces through the "Adopt a Park" Program. • Dr. J. Murray Speirs Restoration Award to Ducks Unlimited Canada, Ontario Office, for their restoration work on three Provincially Significant Wetlands in Durham. • Irene Kock EducationlCommunication Award to Shadyway Farms, for hosting "Crop Technology Day" to encourage others to adopt innovative and environmentally conscious farm practices. • Eric Krause Innovative Plans/Policies/Initiatives Award to Port Granby Nature Reserve Proposal for its "ecology first vision" for a former low level radioactive waste site; and the Town of Ajax, for establishing various initiatives to reduce the Town's carbon footprint through the promotion and adoption of active and sustainable transportation practices. • Jessica Markland Partnerships Award to Habitat for Humanity Durham, for their leadership in the planning and delivery of "Reuse Days," diverting reusable construction and household materials from landfill. • Evylin Stroud Lifetime Achievement Award to Carolyn Gray, for introducing and maintaining a composting program (for over ten years) at Durham Alternative Secondary School. 3. Conclusion 3.1 Hosting the annual Environmental Achievement Awards is DEAC's most prominent initiative to fulfill its mandate to implement community outreach programs. Initiatives such as the awards support the growth of environmental awareness and appreciation in the Region. 3.2 A copy of this report will be forwarded to the DEAC and the area municipalities. 59 Page 3 of 3 4. Attachments Attachment #1: 2017 DEAC Environmental Achievement Awards Event Program Respectfully submitted, Original signed by B.E. Bridgeman, MCIP, RPP Commissioner of Planning and Economic Development L C* E E LU o Q > E ■� J co J C• rn ❑ OC �6 s o +' L- CL) ed Cl)a� H O s > L 3 .0 s c Rd c r�lf N O -p s L A m b c 3 w u -� •u c a L 3 4) o= 3.2v QOM •� Es - 3� E E� Q � w o .__ 0 ILQ s n N O Ln bA LRi G q7 O N O Q O O b s tA ti i � (L).Li lSJ O c L 4J CO.n b Gf L L r- 'X V C v v a-+ 3oo � oC�° G N 0 -O> tv� oE o i �+:� X ami s� d , c °- •a V 3 C 'O o n Q p 3 {/f tv n) t W0 Q �O O `1L m 0 'c ay L aL+ "' U O a! u O C {� N N E 0 O O Q E C E .� O O E b N N L O �_ N O4-1 y� W O E �+ O td v a� Y aCi `^ O V bq �' .� fu ci 0 O '> 3 L a •i E L- > •a) (1) O .a •> (3) o ami 0 U s v Q U � a) � Q� o v W— Q a w � N a W oc a� 61 L- 0 L O E a.. CL Q. CD c ° o O +' O ID ar • C L O J VE �. 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L � a 3 3 3 UaF°1-o 62 62 E N N c � i O o Z [- Item# 9.4 The United Counties of Leeds and Grenville Moved by u0e sfo' Seconded by r Resolution No. CC- Dq-0 -2017 Date: April 20, 2017 WHEREAS the 400 series of highways travels through municipalities within Leeds and Grenville; and WHEREAS there is an ever growing amount of truck traffic that travels on these highways along with an ever increasing amount of dangerous goods that are transported on those trucks; and WHEREAS it has been identified that high rates of speed during inclement weather events have contributed to accidents in our region including the recent accident that resulted in a chemical spill; and WHEREAS a policy of speed reduction during severe storms has been successfully deployed in other North American jurisdictions and has reduced traffic incidents. NOW THEREFORE BE IT RESOLVED THAT the Council of the United Counties of Leeds and Grenville hereby ask that the Ministry of Transportation of Ontario look at measures to reduce speed and enforce these speed reductions on 400 series highways when severe storm conditions exist; and FURTHER THAT this motion be sent to separated municipalities, counties and cities that have 400 series highways that travel through their region for endorsement and FURTHER THAT this motion be brought to the Leeds and Grenville Joint Services Committee for endorsement. 63 Carried J Defeated ID Item# 9.4 Robin Jones, Warden Xa Ed -zoo -cation at Your location! Zoo To You is a fully interactive mobile zoo that offers people of all ages the chance to learn about and be hands-on with small animals. It is privately owned and operated by Jennifer Deith and was established in 2003. Zoo To You has about 30 different species of animals with a mandate to create and strengthen the bond between people and animals by educating them. In the past 14 years Zoo To You has executed an estimated 15,000 events without incident. The company travels to many different regions of Ontario, most frequently servicing the Durham, York, Toronto, Peel, Kawartha Lakes, Simcoe and Muskoka regions. It recently relocated from Durham region to a newly renovated 4000 square foot facility in the City of Kawartha Lakes. In Clarington alone, Zoo To You has reached thousands of children of all ages through schools, daycares, summer camps, youth groups, birthday parties, interactive displays etc. We have helped improve quality of life with shows for special needs children, special needs adults and have facilitated many events at senior residential facilities. Zoo To You is well-known and conscious of its demanding reputation. All business is done through referrals and word of mouth. Zoo To You does not advertise. The animals that Zoo To You brings to their events are generally small and most are even able to be a pet in homes. There are a few prohibited animals that balance the offering and enhance the educational aspect and variety of the shows: hedgehogs, sugar gliders, arachnids (spiders), snakes and alligators. These animals are always accompanied by experienced handlers. Safety for the participants and the animals is top priority. 65 Xa Ed -zoo -cation at Your location! Zoo to You would like to maintain the quality and the educational value of the shows by continuing to bring these animals. In compliance with the Clarington regulations we have adjusted liability insurance up to five million dollar, have been inspected regularly for the past two years by Ontario Society of the Protection of Cruelty of Animals (OSPCA) inspections; and are ready and qualified to be accredited by the Canadian Association of Zoos and Aquaria (CAZA). CAZA however has very limited windows and flexibility to accreditation. Even though Zoo To You is ready to be inspected and wait approval, CAZA will only accept applications for March 1" of each year. Inspections are done through August and the accreditation approval is not finalized until September of the same year. Due to this timeline restraint, Zoo To You cannot meet this final hurdle until September of 2018, when accreditation is finalized. We are here today to request a temporary extension of this requirement until October 1, 2018 for Zoo To You. Any necessary documentation and/or the latest OSPCA inspections will be available upon request. Sincerely, Jennifer Deith Clarftwn 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: June 19, 2017 Report Number: EGD -015-17 Resolution: File Number: By-law Number: Report Subject: Cedar Crest Beach Erosion Mitigation Recommendations: 1. That Report EGD -015-17 be received; 2. That Council select one of the options provided in Section 5.5 to respond to the residents' of Cedar Crest Beach June 20, 2016 petition to protect the shoreline of Lake Ontario across the frontages of their properties; 3. That all interested parties listed in Report EGD -015-17 and any delegations be advised of Council's decision. 67 Municipality of Clarington Report EGD -015-17 Report Overview Page 2 This report provides the follow up to a request by Cedar Crest Beach Road residents to have Clarington aid them in developing and implementing a comprehensive unified shoreline erosion mitigation plan for the area generally bounded by 37 and 155 Cedar Crest Beach Road. The report provides background of past studies on the erosion issue, previous reports by staff on the matter, relevant legislation, input by area residents, suggested erosion measures for further design and study and potential funding options for design and construction work. It also highlights the fact that the erosion issues are separate from the flooding issues that are occurring due to the high water levels in Lake Ontario. 1. Background 1.1 Delegation, June 20, 2016 On June 20, 2016, Council received a petition from delegates James Mackenzie and Sarah Delicate who were representing several residents from the Cedar Crest Beach area regarding ongoing erosion issues along the Lake Ontario shoreline. The purpose of the petition was to request municipal expertise and assistance with coordinating a unified plan for erosion mitigation on private lands in the Cedar Crest Beach area. In response to this request, Council approved resolution #GG -341-16 to refer the petition to staff asking for a report to outline recommendations for this purpose. A copy of the presentation to Council by the residents is provided as Attachment 1. 1.2 Staff Undertakings In order to better understand this issue staff met with St. Marys Cement, the Central Lake Ontario Conservation Authority (CLOCA), the Ganaraska Region Conservation Authority (GRCA), the Toronto Region Conservation Authority (TRCA) and consulted with two different coastal engineering experts. Staff also researched our files and reports to Council on the matter and reviewed two reports prepared by coastal engineering experts, Lake Ontario Shoreline Management Plan, 1990 and Port Darlington Shoreline Study, 2004 (DRAFT), specific to the Clarington shoreline issue. 1.3 Flooding and Erosion History There have been 4 years with Lake Ontario water levels over 75.5 metres (1973, 1974, 1976 and 1993) but reports of flooding and heavy erosion damage have been noted more frequently locally. Over the last 44 years flooding events average to about 1 in every 5-6 years; however they often comes in groups. Below is a summary of flooding events and resulting impacts and actions taken as a result of the flooding and erosion: 1973/1974 - High water levels and damage were experienced along the shore. The Provincial Shoreline Assistance Program was activated and the Municipality borrowed $50,000 to administer through loans to affected property owners with 68 Municipality of Clarington Report EGD -015-17 Page 3 interest. Only one loan for $18,000 appears to have been taken as part of the program. 1985/1986 - High water levels and damage were again experienced along the shore. The Municipality borrowed $150,000 for use in the Provincial Shoreline Assistance Program for use by residents through loans with 8 % interest. There is no information on how many residents applied. 1990/1991 - Residents at the west end of Cedar Crest Beach Road (43-83) applied and received a permit from CLOCA for constructing erosion protection. The permit was approved by CLOCA with 4 conditions one of which was "CLOCA in no way guarantees or authorizes the proposed work as an effective means of long term shoreline erosion protection". The residents had discussions with St. Marys Cement about the use of quarry stone for use as shoreline protection. The Clarington Works Department responded to an offer of St. Marys Cement for 2000 tons of quarry stone by recommending that the Municipality decline it on expert advice this was ineffective on a dynamic beach or as long term protection. The Municipality offered to undertake shoreline erosion works under the Local Improvement Act provided the residents paid for the work (WD -1-91). The residents objected and no work was undertaken under that Act. As this permitting was provided by CLOCA, our files are incomplete but it appears that the residents proceeded to undertake some work of their own in summer/fall of 1991 under the above -reference CLOCA permit. The Municipality undertook $33,000 worth of shoreline protection works on Municipality owned lands in four areas (two in Bowmanville and two in Bond Head). This included the property at 87 Cedar Crest Beach to tie in with the residents' work. 1993 - Reports again of damage even after erosion control work was completed on the shoreline. 1997/1998 — These were high water years but there were no reports of damage found in our files. 2. Document Review and Existing Conditions This Section of the report provides an overview of the reference documents that pertain to the Cedar Crest Beach erosion issue that were reviewed in preparation of this report (Sections 2.1, 2.2, 2.3 and 2.4). Definitions for supporting terminology are provided in this section as well as a summary of the natural processes occurring in the Cedar Crest Beach area (Sections 2.4 through 2.14) and general commentary regarding erosion mitigation efforts to date by land owners in the area is also provided in this section (Section 2.15). Municipality of Clarington Resort EGD -015-17 Paae 4 Document Review: 2.1 Lake Ontario Shoreline Management Plan, 1990 This broad and comprehensive study was prepared for the CLOCA, GRCA and the Lower Trent Region Conservation Authority (LTRCA), Sandwell et al, in association with Beak Consultants Limited and EDA Collaborative in December 1990. It provides a shoreline management plan for Lake Ontario shoreline within the CLOCA, GRCA and LTRCA areas. It is a good resource that describes the basic processes at play in the Cedar Crest Beach area. 2.2 Port Darlington Shoreline Study, 2004 (DRAFT) This study was prepared by Aqua Solutions, March 2004 for the CLOCA. It is an outgrowth of the Lake Ontario Shoreline Management Plan based on identification of the beaches immediately west of Port Darlington as a Damage Centre. It coverd 1.8 kilometres of shoreline encompassing both the West Beach and Cedar Crest Beach areas. 2.3 Newcastle Waterfront: Preliminary Coastal Engineering Assessment Although not directly related to the erosion issues in the Cedar Crest Beach area this report prepared in 2003 by W.F. Baird and Associates Coastal Engineers Ltd. does provide a very good overview of a number of shoreline erosion mitigation measures. 2.4 Policy and Procedural Document for Regulation and Plan Review, 2013 This document was prepared by CLOCA in April, 2013, and provides policy direction, clarity and transparency on how CLOCA administers and implements Ontario Regulation 42/06: Central Lake Ontario Conservation Authority—Regulation of Development, Interference with Wetlands and Alterations to Shorelines and Watercourses. Existing Conditions: 2.5 Sediment Transport The net direction of alongshore drift in Lake Ontario is from west to east. Drift can move from east to west, but this is less common. Net potential transport rates vary significantly along the shoreline and are largely dependent on shoreline orientation. 2.6 Surf Zone The surf zone refers to the region in a body of water near the shoreline where waves break. The width of the surf zone in the study area varies from 500 metres to 1500 metres with peak potential transport rates occurring anywhere from 200 to 500 metres from the shoreline. This information is taken into consideration when designing structures which interrupt alongshore sediment transport. 70 Municipality of Clarington Report EGD -015-17 Page 5 2.7 Littoral Cells and Sub -Cells A littoral zone is the part of a sea, lake or river that is close to the shore extending from the high water mark to shoreline areas that are permanently submerged. Within the littoral zone are littoral cells which are self-contained segments of shoreline that neither receive sediments from nor contribute sediments to adjacent littoral cells. Littoral cells can range in length from a few hundred metres to hundreds of kilometres. The Cedar Crest Beach shoreline is contained in a littoral cell with boundaries defined by East Point in Pickering (west extent) and Presqu'ille (east extent). Natural features (bays and headlands) and manmade structures within a littoral cell contribute to the formation of littoral sub -cells. These features act as partial barriers to the alongshore movement of littoral sediments. The Cedar Crest Beach shoreline is contained in a littoral sub -cell defined by St. Marys Cement Pier in the west and Peter Rock Shoal in the east. St. Marys Cement Pier is listed as a primary littoral sub -cell barrier, which means that it appears to intercept upwards of 60% of alongshore sediment transport in the surf zone. 2.8 Sediment Sources Lakeshore sediment can originate from several sources including bluff erosion, fluvial sediments (rivers, creeks and streams) and foreshore erosion. Within the Cedar Crest Beach area, the foreshore is predominantly clay, does not contain beach -building material, and is not considered to be a significant source of sediment. Cedar Crest Beach is situated in an area that receives limited sediment transport from the west. The nearest source of sediment to the east is Westside Creek which outlets to Lake Ontario at the east end of Cedar Crest Beach Road. Bowmanville Creek is the next nearest source of sediment in the area and outlets to Lake Ontario at the easterly limit of West Beach Road. West beach and Cedar Crest Beach do receive sediment from these sources when alongshore drift in Lake Ontario is moving from east to west. (see map below) 71 Municipality of Clarington Resort EGD -015-17 n u or. WOO 71 Q.QWIIt�P�,YiLJ'C Rf aA+" rFRfl ;J:J&od EJsuada" + Um) ' W i REach 2.9 Damage Centres rtMC7nn py.nn„5�c �aeh M.xa�d E"TERA y ST L} OY �F-cfY4N 1 Existing Type of Shorerine Development NAU Smm.Rwuc Dwwrig l*'+y MW Trf s�ft M%R4k, 7X4 Cs�L"0rn in CDmNwAI nA AW Snees Page 6 Damage Centres are defined as areas of high risk due to flooding or erosion potential and include shorelines subject to high erosion rates, low-lying regions prone to flooding and areas where structures are located in close proximity to the shoreline. The beach west of Port Darlington, which includes West Beach and the Cedar Crest Beach cottage development (approximately 50 houses), is identified in the Lake Ontario Shoreline Management Plan as a Damage Centre and is at risk of flooding from the marsh and creeks as well as flooding due to wave activity on Lake Ontario. 2.10FIooding Hazard Flood hazard posed by wave activity on Lake Ontario is summarized in the following points: • Seasonal fluctuations in lake level typically average about 0.6 to 1.1 metres between the summer and winter months. • By far, natural phenomena (e.g., rainfall, evaporation, wind, storms, etc.) are the greater cause of flooding along the Lake Ontario shoreline than human intervention 72 Municipality of Clarington Resort EGD -015-17 Paae 7 (i.e., diversions, water control structures, etc.) although the flood control measures in Cornwall to regulate levels does also contribute to the high water levels. • Storm winds can cause periods of significantly larger magnitudes of lake level changes and induce the added hazard of wave run-up (the uprush movement of a wave breaking on a shoreline), which can flood low-lying areas behind erosion barriers. 2.11 Erosion Hazard Erosion hazard posed by wave activity on Lake Ontario is summarized in the following points: • Many geological, topographical and meteorological factors determine the erodibility of a shoreline. These include soil type, surface and groundwater, bluff height, vegetation cover, shoreline orientation, shoreline processes, wind and wave climate and lake level fluctuations. • The rate of erosion may be heightened during severe storm events, resulting in large losses of land over a very short period of time. These large losses can obscure the more continuing long-term processes of erosion. • Once material is removed, dislodged or extracted from the shore face and near shore profile, it cannot reconstitute with the original material and is essentially lost forever. • Erosion remediation measures may only offer a limited protection and may only reduce or address the erosion hazard over a temporary period of time. 2.12 Dynamic Beach Hazard • A dynamic beach is considered to be an unstable accumulation of shoreline sediments • Topographic elevations can change quite rapidly due to the accumulation or loss of beach materials through the effects of wind and wave action. • Changes can occur seasonally or yearly. 2.13Setback Limits Flood and erosion setbacks for lakeshore properties are determined based on the shoreline type, typically either beach or bluff. The shoreline type in the Cedar Crest Beach area is defined as a dynamic beach with an area of cohesive bluff at the west end. However, as is noted below this setback limit is not intended for use on dynamic beaches. The flood level allowance for the Port Darlington area shoreline is 76.27 metres IGLD (International Great Lakes Datum). This is equal to the 100 -year flood limit, which is calculated to include the 100 -year peak instantaneous water level + wave run-up allowance. It should be noted that the highest lake level experienced this year was 75.88 metres, 0.39 metres below the 100 year flood limit. Flooding levels from West Side 73 Municipality of Clarington Report EGD -015-17 Page 8 Creek (76.75 m) and Bowmanville Creek (78.3 m) are significantly higher than the 100 year lake levels. The illustration below shows how this hazard is translated into a Regulated Shoreline Area (illustration taken from p.39 of CLOCA's policy and procedure document, 2013) Authority's grf-�hore 0oundary lake level Lake 1� Regulated Shoreline Area t t Shorell ne hooding hazard t ,� Allowance for Allowance W Ve UPWsh up to lS m (and other water -related haaard) The erosion hazard limit setback for the Port Darlington area, which includes both bluffs and dynamic beach areas, was determined to be 36 metres by the Lake Ontario Shoreline Management Plan (1990). The following illustration is taken from the 2004 Hazard Allcawance a] Minimum requirement without study Stable scope. I 30m Hazard allowarrce# allowance f k Protection work& *** b] Determined by stuCy Protection works * ** ' (design life = n years) {11 00-nj X AARR Stabta slope ** Hazard allowance aUowancel 74 — Hozordous lands Ilmltl Hazardous loads limit ** Minimum requirements for mointenonce access and other considera ion& *** Protection works installed in envirorlrroantalty sound, manner and do not cmcte or aggravate updrfFUdowndfift Hazards. Inot to scale] Municipality of Clarington Resort EGD -015-17 Paae 9 Port Darlington Shoreline Study. Option (b) shows how the erosion hazard limit setback was determined under the Great Lakes Protection Works Standard. It is important to remember, however, that this setback limit is not intended for use in dynamic beach areas. When determining set -back limits for development, beaches are treated differently from other shorelines because they erode and accrete; that is, beaches are dynamic and naturally appear and disappear. Because the beach profile is constantly changing, it is not possible to define an erosion set -back limit. In place of an erosion set -back limit, a dynamic beach hazard limit is used. The following illustration is taken from page 24 of the 2004 Port Darlington Shoreline Study and shows how the dynamic beach hazard limit is determined. nark Beach Hazard Limit IFI in$ * mDynamic" allowance I beach a Ilawanco 100 year flood level --� IDIOT TO SCALE i 2.14Dynamic Beach Standard P - The importance of this natural feature is reflected in various policies as provided in Section 4.1 recommending measures to support protection of the feature. Our understanding of dynamic beach processes has evolved over time. This means that historically development along Cedar Crest Beach was not held to the same standard in use today. Provincial and local policy reflect this reality. In the Cedar Crest Beach area, historic cottage development occurred within the currently defined dynamic beach hazard limit. This interfered with natural dynamic beach processes and also put the properties at risk during natural flooding events. Additionally, the collective efforts of property owners to protect their properties from natural erosion 75 Municipality of Clarington Report EGD -015-17 Page 10 and flooding events has inadvertently contributed to degradation of Cedar Crest Beach and in some cases heightened flooding potential from wave activity on Lake Ontario mainly due to the configuration of the erosion works. Under current guidelines, development along dynamic beaches is not encouraged and no permanent construction immediately behind an active beach face is recommended. When development is to be considered, the recommendation generally includes a cross -shore beach survey, preservation of the most lakeward line of dunes and consideration for the sensitive nature of the beach, with potential specifications to plant dune grass to assist in preservation of the dune. 2.15Pitfalls of Unplanned Erosion Mitigation During storms, beach material may be moved offshore and alongshore. This results in low shallow beach profiles. During times with more normal wave events beach material is usually brought back up on shore and alongshore transport rates are reduced. Intervention by property owners can often interrupt this natural process, as noted in the following examples: • Structures such as groynes and breakwaters often have a deleterious effect on down - drift properties • Shoreline structures such as seawalls often accelerate the loss of beach material during storms. There are no groynes or breakwaters situated in the Cedar Crest Beach area; however, a series of ad hoc barriers (seawalls) have been constructed by individual property owners over time. When seawalls are not properly constructed, there are often deleterious effects to the environment surrounding the seawall. If the seawall has not been constructed to allow trapped water to escape, wave action hitting the seawall will generally cause short-term flooding behind the structure due to overspray. Further, if the footings of the seawall were not constructed at a sufficient depth below the natural lake level, water trapped behind the wall will drain beneath the wall and remove finer sediments, causing erosion behind and beneath the wall. This, in turn, causes eventual failure of the wall as it collapses into its foundation and loses supporting soils from the behind. As mentioned above, outwash from beneath the wall combined with increased energy from wave action hitting the wall, often also accelerates loss of beach material. 3. Current Efforts 3.1 Discussions with St. Marys Cement Municipal staff met with St. Marys Cement representatives on November 15, 2016, to review the Cedar Crest Beach residents' petition. Staff also confirmed ongoing monitoring requirements as part of the dock expansion that took place in the late 1990s. 76 Municipality of Clarington Resort EGD -015-17 Paae 11 The reach of monitoring stations includes locations both west and east of the docking facility. The eastward extension covers the area between the St. Marys Cement property and the Port Darlington harbour piers. The consultant responsible for the monitoring program was present at the meeting and confirmed that the erosion monitoring study is updated approximately every five years. At the Council meeting on June 12, 2017 the representative from St. Marys Cement advised Council that he could not respond to certain questions from Council because several of the residents had commenced litigation against St. Marys. Staff have been advised by counsel acting for the Cedar Crest Beach residents that as so far as he is aware no lawsuit has been filed. 3.2 Discussions with Approving Agencies: CLOCA and GRCA Municipal staff met with CLOCA and GRCA staff on December 12, 2016, to collect background information. 3.3 Update to Council and Cedar Crest Beach Representative In mid-December, a brief memo was circulated to Council regarding meetings with St. Marys Cement and the conservation authorities. The memo was forwarded to Cedar Crest Beach representative, Mrs. Delicate, in mid-January. This memo is provided as Attachment 2. 3.4 Cedar Crest Beach Site Visits Municipal staff were invited to the Cedar Crest Beach area on March 31, 2017, to observe the wave action and impact of waves during higher water levels and high winds. Staff visited six properties, spoke with several residents and took photos. On May 2, 2017, Clarington Engineering and Operations staff were on site with representatives from CLOCA to review marsh levels. On the following day, engineering staff returned by invitation to review erosion protection with property owner Karl Vermillion. On May 31, 2017 Clarington staff from Operations, Emergency Services, Engineering and the Mayor's Office attended a meeting on West Beach and Cedar Crest Beach with a coastal engineering consultant to discuss some of the issues being faced by area residents during this record high water level as well as ongoing erosion. A summary of his notes are attached for your information (Attachment 5). Engineering staff have made several other visits to the area to review flooding and erosion impacts and gather background information. 77 Municipality of Clarington Resort EGD -015-17 Paae 12 3.5 Discussions with Toronto Region Conservation Authority (TRCA) Municipal staff met with a TRCA representative on April 19, 2017, to discuss how the TRCA deals with Lakeshore erosion in the Scarborough area as the type of erosion protection employed there is similar to the solution that the residents would like to see across their beach. Several approaches were discussed with most involving public acquisition of hazard lands and creation of a public amenity through protection works. TRCA staff noted that the rock groyne and beach examples that most people reference in Scarborough were done with fill from Toronto. 3.6 Discussions and Input from Cedar Crest Beach Road Residents Representatives As a follow up to our meeting with Cedar Crest Beach Road residents on June 6, 2017, a representative of the residents provided a follow up e-mail providing some additional historic information from the residents, views on the erosion issues and flooding as well as their expectations of outcomes from this report. The contents of this e-mail are provided below. Our community located on Cedar Crest Beach Road has been here for over 100 years. This area, much like Cove Road and West Beach Road to the east, used to have an expansive beach were many citizens came to cottage, picnic and enjoy the beauty of Lake Ontario. However, in the early 1970's, St. Marys Cement was approved by governments to put in a large shipping pier jutting thousands of feet out into the lake that has ever since completely disrupted the delicate balance of natural beach shoreline processes that had existed since the last ice age. In 40 short years, the beach that was developed and sustained for tens of thousands of years has been completely destroyed. Community residents have petitioned the municipality many times for assistance in halting the erosion, to no avail. Back in 1990 and lately with a petition, signed by over 100 residents, was presented to Council on June 20th, 2016, warning that erosion was now complete, violent flooding was imminent, and a comprehensive shoreline protection strategy was urgent and critical. Council ratified a motion to present a plan by December 2016. It did not happen. On April 26th, 2017, residents warned the Municipality that flooding was imminent and requested an emergency flood response plan be activated. It was not activated — there is no plan. Even though a clear recommended option to rejuvenate the beach and resist shoreline erosion was provided back in 1990 by Sandwell in their Shoreline Management Report to CLOCA none of the recommendations have been actioned. The residents of Cedar Crest Beach Road experienced their first violent flood event this year on April 30th and there have been 3 additional events since. People are physically, emotionally and spiritually exhausted, and as long as lake levels remain high, our homes are at risk. Over the years, private residents have been forced to pay for expensive rock wall armour stones to protect individual properties because the local Conservation Authority, Municipality and province has refused to build or fund any structures to protect Municipality of Clarington Resort EGD -015-17 Paae 13 the shoreline and build back the beach that was destroyed. Recently, these rock wall structures have cost individual property owners upwards of $60,000 to have installed as directed by the Conservation Authority. Many of these walls are failing and many others will fail soon. Individual property owners and their rock walls are no match for Lake Ontario. We have been told that damage from these lake storm surge events are not covered by homeowners insurance and the province has not activated our area for disaster relief funding. Many of our residents are seniors, others are getting by on disability benefits, and we are average Canadians trying to do whatever we can to protect our properties, our families and our future. Thank you for caring. The following Comments and Expectations are provided: The current state of erosion is critical and that the sand bags installed are only an emergency measure and most certainly will not survive the intense storms from the east commonly occurring in the fall. Plans must be developed now to address short term needs until long term solution measures can be implemented. A Federal Review Committee was appointed in 1986 to study the long term management of the Lake Ontario Shoreline. The Review commission clearly mandated that the Conservation Authorities were designated as the agency responsible for the implementation and administration of the shoreline policies emanating from the Ministry of Natural Resources, Flooding and Erosion Hazard Policies. The Shoreline Management Report by Sandwell 1990 prepared for CLOCA in response to the Review Commission, clearly identified recommendations for shoreline protection for the Port Darlington area including groins and beach nourishment. This strategy not only will provide long term erosion control but also will help to rejuvenate the large expanse of beaches well known in Port Darlington. No other reports since then have been developed to suggest any other shoreline management method. Since the 1990 report to CLOCA, the Conservation Authority have allowed significant shoreline protection works to be completed which clearly were known not to be adequate for any long term shoreline erosion protection even though a long term solution was known. The existing stone gabions, loose rock shore barriers and stacked armour stone walls accepted by and approved by CLOCA have clearly all failed over a short period of time and are clearly not a long term solution. These methods are applicable for small lakes and rivers but are no way strong enough for conditions on the Great Lakes even under normal conditions. 79 Municipality of Clarington Resort EGD -015-17 Paae 14 Accelerated erosion rates along the Port Darlington shores have been clearly identified in reports and substantiated by property owners through years of historical photos and documentation to have started following the original construction of St Marys Cement Pier. It has been clearly seen, despite empirical models that the pier has modified the natural beach dynamics in the area and cut off the movement of sand along the north shore which is necessary for the maintenance and preservation of the beach. As shoreline protection works were built over time to combat the erosion, matters got worse since rock walls prevented natural beach maintenance and were inadequate to take the forces of the waves common to Lake Ontario. The Municipality must recognize the urgency of the situation and implement the shoreline protection strategy recommended in 1990 some 27 years ago. The Municipality must strive to appropriate the funding necessary for the shoreline strategy which again not only provides long term erosion protection but also rejuvenates the large beaches that Port Darlington has been famous for, based on benefit to stakeholders as well as contributors to the change in circumstances leading to the erosion problem. They include St Marys Cement, Federal, Provincial, Municipal governments and to a much lesser extent private land owners for futile efforts ultimately aggravating the problem to protect their individual property without any assistance from government but only the limited knowledge and experience they have. The Municipality must engage the Community in consultations as agreed to since there is a wealth of beneficial data and history that we have which empirical models, calculations and guess work are no match against. The residents fully acknowledge that shoreline management strategies are not developed to prevent flooding caused by high water levels but only to maintain shoreline from constant wave action. Some of the references to negative effects brought on by the initial construction of the St Marys Cement Pier are noted below: • Design notes on St Marys Dock and Landfill Project, submitted by A. Brebner and J.W. Kamphuis Dec 8, 1972 • Lake Ontario Shoreline Management submitted to CLOCA Dec 1990, General Recommendations for Shore Protection • St Marys Cement Open House, Meeting notes by Willms Shier ( Barristers and Solicitors) May 23, 1991 Municipality of Clarington Resort EGD -015-17 Paae 15 • It is noted that the Shoreline Engineering report 1992 simply sites the conclusions of Kamphuis 1991 with absolutely no independent peer review. • It is noted that the comments from MNR to our solicitor Sept 15, 1993 again states firstly that their own engineers draw little correlation between St Marys Cement pier construction to the accelerated erosion but later to state that their position was based on a review of once again the Kamphuis report. • It appears very little independent review or study was completed by any agency to substantiate the Kamphuis report. • We attach a short video showing shoreline protection in the US which shows leadership, common sense and compassion. http://buffalonews. com/2017/06/06lniagara-county-battles-lake-ontario-wins/ Attachment A - Design notes on St Marys Dock and Landfill Project submitted by A. Brebner and J.W Kamphuis Dec 8, 1972 8.2 Interruption of Littoral Processed 'In Append ix V a Cal dui a t i an WIcO a $W11 amunt of ne% l i ttara 1 drift to the West. Al tbough the calculation is 45, accurate ds the Input data warrant., the result is and y a ri order -of sagrotitarda Indication and in this case it carr Ia saki that the 1 i ttaral drift i s uml1. Air photos would indicate a draft f rW Wept to East aMd thi g would be more 1n ke"i ng wt Ch the general pattern of !wd circulation along the North, %Nm of Lake Ontario. The larw2 landfill project would .. pose a complete interraptlon to this littoral daft resulting irL accretion on the gust side and ercmion on the East side. The rates of a -cc rets en and ems t on xi l l b e small. but the balance Is very delicate tG beli n wi tip. Thi s dal ante wi l l bg coN 1 a telt' Upset and than compo ny Municipality of Clarington Report EGD -015-17 Page 16 Attachment 8 - Lake Ontario Shoreline Management submitted to CLOCA Dec 1990 General Recommendations for Shore Protection (Table 10.1 page 67) • "Damage Center C4 is a good candidate for beach nourishment. The beach is starved by St Marys Cement Pier." • Please note the comment regarding St Marys is clear and conclusive with no qualification statements. Lake Ontario 9horetlne Management Piet+ Derernber, 1990 Page 67 TABLE 10,1 - GENERAL RECOMMENDATIONS REGARDING SHORE PROTECM014 Rech No. 5 COMMENTS Prota tion of these bluffs should not adversely affect Damage entre Cf. 7 Should be left in their natural stata. 0, 9, 1G PaXaction of bluffs Should not advarsety affect ad�amnt shc)relines incluclhg Damage Centre C2 wh1ch is in a law lying area inappropriate for houses. 12 Should be left in their natural state. 13 Avadd further protection as this may adversely anew McLaughlin Bay. 15 Protaclion would not be detrimental to adjacent shorelines as k is at the downdriff and of littoral cell PL$G 1_ 17 Damage Centre C4 is a good candidate for beach nourishweTv. The beach Is starved by St. Mary's Cement piar. i D, 21 Protection of these reaches may starve 18 and 20 of valuable sediment sources. 3.7 St. Marys Docking Facility The original dock (approved by Ministry of the Environment (MOE) and the Ministry of Natural Resources (MNR) in the early 1970's) and dock expansion (approved by Canadian Coast Guard in the mid -late 1990's) were under provincial and federal regulation. The Municipality submitted comments for consideration as part of the dock expansion review process and provided these to Council through staff report PD -108-95 (Resolution C-731-95). The report summarized Staff's review of the findings of the dock expansion approvals being sought by SMC. The corresponding motion passed by Council indicated that the Municipality "does not concur with the findings of the Environmental Assessment and Review for the St. Marys Cement Corporation dock LM jr 11� Municipality of Clarington Report EGD -015-17 Page 17 expansion." The concern was that the impacts of the existing dock and the proposed expansion were not fully understood. The motion further requested that the Canadian Coast Guard require as a condition of issuing their approval for the dock expansion a remedial plan for wetland loss and or shoreline impacts resulting from the existing and expanded dock. In addition, the establishment of a monitoring committee by the Canadian Coast Guard was requested, which would include representation from the Municipality. 4. Current Planning and Policy Context 4.1 Planning Regime The following provides an overview of the current relevant planning regime elements along the Lake Ontario shoreline in the Cedar Crest Beach area: The Provincial Policy Statement (PPS) sets out the policy foundation for regulating the development and use of land in Ontario. In both the 2005 and 2014 PPS, Section 3.1 deals with the protection of public health and safety, and requires that development be directed to areas outside of hazardous shoreline and riverine lands which may be impacted by flooding, erosion and/or dynamic beach hazards. Of key relevance to Cedar Crest Beach, the PPS contains a clear prohibition against development by stating that "development and site alteration shall not be permitted within the dynamic beach hazard.". The Growth Plan for the Greater Golden Horseshoe, 2017 (2017 Growth Plan), which will come into effect July 1, 2017, provides a framework for implementation of the PPS in the region. In implementing the PPS, the 2017 Growth Plan requires that growth management planning direct development away from hazardous lands. The Durham Region Official Plan (DROP) designates the Cedar Crest Beach area as "Waterfront Areas." Lands in the "Waterfront Areas" designation are to be developed as people -places, with the exception of significant natural areas, which are to be protected in their natural states. Environment policies contained in Section 2 of the DROP do not permit development or site alteration within dynamic beach hazard areas. The 1996 Clarington Official Plan designates the Cedar Crest Beach area as "Waterfront Greenway". The predominant use of land in this designation is recreation, tourism uses, conservation and agricultural uses. The properties along the edge of Lake Ontario, including the Cedar Crest Beach area, are also designated as being within the "Regulatory Shoreline Area". Policies of the "Regulatory Shoreline Area" do not permit the construction of new buildings or structures of any type. Existing residential uses are permitted to continue; however, only limited construction and/or expansion is permitted provided certain conditions are met including flood proofing, not being located in a stream floodplain, a dynamic beach, or a Damage Centre, and vehicles have a safe way of entering and existing during a flood event. Further, if an existing dwelling is destroyed or demolished, reconstruction must commence within a 24 month period, after which reconstruction is not permitted. F]W7 Municipality of Clarington Resort EGD -015-17 Paae 18 On November 1, 2016 Council adopted Official Plan Amendment 107 (OPA 107), which brought the Clarington Official Plan into conformity with the Regional Official Plan and provincial policies. Through OPA 107, land use in the Cedar Crest Beach area was amended, changing the primary designation to "Environmental Protection" with limited inland areas remaining "Waterfront Greenway". Within areas designated "Environmental Protection," permitted development is limited to low -intensity recreation and uses related to forest, fish and wildlife management or erosion control and stormwater management. The Cedar Crest Beach area remains within the Regulatory Shoreline Area and construction of new buildings and structures, or reconstruction of a destroyed or demolished existing residence after a 24 month period is not permitted. In accordance with the Planning Act, the Municipality is required to update its Zoning By -Laws within three years of the new Official Plan coming into effect. As Staff continue to work with the Region of Durham to complete the review of OPA107, Planning Services has begun the process of undertaking a comprehensive review of the Municipal Zoning By-laws to implement the Official Plan. This will include the updating of regulations for development in Cedar Crest Beach area to be consistent with provincial natural hazard policy. Implementation of the policies set out in the Official Plan is achieved through zoning by- laws. It is important to note, however, that an existing building or structure which is lawfully in existence prior to the passing of the relevant zoning by-law and which does not conform to the Official Plan, but continues to be used for such purposes, shall be deemed legal non -conforming. Zoning By-law 84-63 is applicable to the Cedar Crest Beach area and zones the Cedar Crest Beach area "Residential Shoreline (RS) Zone". The RS zone permits seasonal dwellings and single detached dwellings on lots with minimum 30 metres of frontage and 2,800 square metres of lot area. The RS regulations permit the conversion of an existing seasonal dwelling to a single detached dwelling. The current zoning developed now, more than 30 years ago, provides for RS zone in the Cedar Crest Beach. This area is not consistent with the PPS prohibition against development within the dynamic beach hazard, the flooding hazard. 4.2 Other Considerations Any recommendations made in this report must be considered within the context of existing planning and policy frameworks and using the following shoreline management approach, which includes, in order of preference: Prevention Protection works Emergency response Municipality of Clarington Resort EGD -015-17 4.3 Prevention Paae 19 Clarington and CLOCA recognize that the community along Cedar Crest Beach Road has developed over time during which natural hazard land use planning policy and regulation have evolved to more strictly regulate development within dynamic beach hazards and flooding hazards. There is now a clear conflict between the level of historical development that has taken place and provincial requirements that development not take place on hazardous lands. The most recent shoreline management study for this area is the draft 2004 Port Darlington Study, which recommended: • Short term: direct all new development and site alteration away from the area by ensuring that zoning regulations and conservation authority permit decisions conform to provincial prohibitions in dynamic beach hazards and flooding hazards. • Long term: public acquisition of properties in the dynamic beach hazard limits 4.4 Protection Works The following outlines basic assumptions and considerations that must be considered prior to implementation of any protection works: Cedar Crest Beach is a dynamic beach which undergoes changes on a broad range of time -scales, from hours or days to years and decades, in response to changing wave, wind, and water level conditions and to changes in the rate of sediment supply to a particular section of shoreline. The installation of protection works within a dynamic beach system interferes with these natural sediment processes causing further erosion of the system. The natural erosion process will continue to occur with or without the installation of Protection Works. Backshore, shore parallel structures, such as revetments and armour stone walls only protect the backshore area. These structures typically do nothing to reduce the erosion of the nearshore lakebed which is the root of the long-term recession of cohesive shorelines. Along cohesive shorelines, revetments and armour stone walls only postpone the inevitable by "buying time" for the property owner who is then faced with the decision to increase the size of the structure at a later date or to abandon the structure. When considering protection works, the response of littoral processes to installation of potential protection works must be evaluated to protect down -drift areas and potential future liability. A delicate, dynamic balance exists between ecological, geomorphological and socio- economic elements. This balance can be easily altered or upset and any protection works must consider all elements to determine whether they are justified from a cost -benefit perspective. Flop Municipality of Clarington Report EGD -015-17 Page 20 4.5 Emergency Response Staff will be completing reports under separate cover as requested at the May 23rd Council meeting. It is important to note that although shoreline works would mitigate erosion in the area it would not address flooding and under current conditions the houses on Cedar Crest Beach would still be subject to flooding. This is also recognized by the Cedar Crest Beach residents by the following comment provided by them: "The residents fully acknowledge that shoreline management strategies are not developed to prevent flooding caused by high water levels but only to maintain shoreline from constant wave action." 5. Steps and Options for an Engineered Solution Should the residents, despite this understanding regarding flooding, still wish to move forward with an engineered approach, then the key steps and options are as outlined below. 5.1 First Step: Retain a Shoreline/Coastal Engineer Prior to introduction of the Great Lakes Protection Works Standard which was introduced under Provincial policy in February of 1997, the Lake Ontario Shoreline Management Plan (1990) proposed protection from flooding and erosion on the lake ward face of the Cedar Crest Beach and West Beach through a beach widening scheme that would involve constructing a series of headlands or breakwaters and filled bays. This process would essentially involve importing and placing sand on the beach and containing the sand between hard -points or behind offshore breakwaters. These protection works are similar to the Oshawa, Scarborough and Toronto examples illustrated in the petition presented to Council on June 20, 2016, Attachment 1. However, all of these examples are for the protection of public lands, not private. Further study would be required to determine if these type of shoreline erosion mitigation measures are appropriate for the Cedar Crest Beach area. It should be noted that any type of shoreline structure is temporary in nature and will have ongoing maintenance costs. It should also be noted that in addition to the 39 private lots and roughly 700 metres of eroding shoreline on Cedar Crest Beach the Municipality has over 35 km of shoreline with 140 individual private lots fronting on the lake all of which are subject to shoreline erosion. In 2003 Clarington commissioned the "Newcastle Waterfront: Preliminary Coastal Engineering Assessment" prepared by W.F. Baird and Associates Coastal Engineers Ltd. in order to evaluate erosion protection measures to protect the public lands that make up the Newcastle waterfront as part of the Port of Newcastle development. This document Municipality of Clarington Resort EGD -015-17 Paae 21 provides a good description of the breakwater/headland erosion mitigation mentioned above as well as the pros and cons that could be associated with constructing them. The portion of the report dealing with this erosion mitigation measure is provide as Attachment 3. The 1990 Sandwell study acknowledged that the cost of these protection works may be too much for most property owners. To determine the cost of such a venture and whether it may be implemented under current provincial policy and legislation, a shoreline/coastal engineer would need to be retained to investigate potential for this solution or any other potential solutions that may be implemented under existing policy and site conditions. Based on the input from two of the coastal engineer that were consulted they suggested that to complete the necessary studies and design to confirm potential impacts of the erosion mitigation measures it is estimated that design work could range in cost from $400,000 to $700,000 due to the complexity of this type of work and necessary studies required to evaluate the potential impacts to adjacent properties, fisheries and other natural heritage features. This cost could be determined definitively through a competitive Request for Proposal (RFP) process for the provision of coastal engineering consulting services. 5.2 Second Step: Design and Construction With the services of a coastal engineer and the completion of the necessary design and studies a works cost estimate for the erosion mitigation measures can be developed. Based on past construction experience and cost estimates provided in the 2003 Newcastle Waterfront assessment a rough estimate for the shoreline erosion mitigation work is $4 to $7 Million. Clarington Staff could work with area residents and other stakeholders to develop the RFP to ensure that there is a clear understanding by the expert coastal engineers of what is expected of them to design and analyze the recommended erosion mitigation treatment. As noted before it should be made clear that this or any other erosion mitigation measure implemented will not eliminate flooding in the area. As part of this process, approving agencies would be consulted, including Department of Fisheries and Oceans (Fisheries Act), Transport Canada (Navigable Waters Act), Ministry of Natural Resources and Forestry (Public Lands Act), Central Lake Ontario Conservation Authority (shoreline permit) and possibly the Ministry of the Environment and Climate Change (Environmental Assessment). 5.3 Third Step: Investigate Funding Sources National Disaster Mitigation Program There may be some funding available for shoreline protection through the National Disaster Mitigation Program; however, staff will need to review the program to see if the Cedar Crest Beach residents' group would be eligible. Much of the eligibility criteria has to do with flood mitigation and not erosion mitigation so it assumed that there may not be Municipality of Clarington Resort EGD -015-17 Paae 22 funding from this source. The funding would need to be applied for by the Province and in turn they can redistribute the funding to either public or private groups provided the project is eligible. Based on the brief review of the program there may be an opportunity for funding under the Streams 1, 3 and 4, which represent Risk Assessments, Mitigation and Investments in Non-structural and Small Scale Structural Mitigation Projects streams. Shoreline Property Assistance Act The Shoreline Property Assistance Act is another avenue for funding support for these types of works where landowners can borrow money from the Municipality to fund improvement works. This was offered in the past by Clarington and only one resident took advantage of the program. 5.4 Options for Financing the Engineered Solution a) Local Improvement Charges (Ontario Regulation 586/06) Through local improvement charges, municipalities in Ontario have the ability to recover the costs of capital improvements made on public or privately owned land from property owners who will benefit from the improvement. Regulation 586/06 of the Municipal Act, 2001 sets out the process whereby a municipality may pass a by-law to undertake work including shore protection works as a local improvement. The Regulation sets out two processes, one where the residents want Council to entertain a local improvement and one where Council proposes the local improvement. A petition in favour of undertaking a work as a local improvement must be signed by at least two-thirds of the owners representing at least one-half of the value of the lots liable to be specially charged for the work (O. Reg. 586/06, s. 9 (2)). This may be an option to fund the works, supplemented by funding from any other sources. It should be noted that this option was brought forward by the Public Works Department in 1991 (Report WD61-91), provided as Attachment 4, and the residents did not want to proceed under this funding scenario at that time. b) Stakeholder Cost Sharing Agreement One option that was not pursued in the past was to look to all stakeholders that have jurisdiction and responsibility over the privately owned shoreline to enter into a cost sharing arrangement. Clarington has no jurisdiction over the shoreline and therefore would not be a stakeholder in any cost sharing other than contributor in its capacity of owner of 87 and 155 Cedar Crest Beach Road. A cost sharing agreement could be used to fund both the design and supporting studies that would be required to complete the erosion mitigation works and to the cost of the works themselves. If directed by Council Clarington staff could assist in discussions between the stakeholders to hopefully come up with an equitable and affordable cost sharing arrangement amongst stakeholders. Upon review of those funding options noted above that may be viable, the final cost sharing arrangement may be a hybrid solution that would include funding from various sources from appropriate funding or relief programs as well as a local improvement component for the balance of the necessary funding. Municipality of Clarington Resort EGD -015-17 5.5 Options for Consideration Paae 23 In order to address the requests of the Cedar Crest Beach petitioners we provide the following options for Council's consideration: a) Undertake a Coastal Engineering Study for Cedar Crest Beach shoreline erosion mitigation funded by the benefiting landowners through a local improvement; b) Undertake a Coastal Engineering Study for Cedar Crest Beach shoreline erosion mitigation funded through a cost sharing agreement; c) Pursue previous recommendations to rezoning to prohibit further development in the Cedar Crest Beach area and consider public acquisition of properties in the dynamic beach hazard limits; d) Do nothing. 6. Concurrence This report has been developed in consultation with the Director of Finance/Treasurer and the Director of Planning Services. 7. Conclusion It is respectfully recommended that Clarington Council respond to the petitioners request through the selection of options presented in Section 5.5. Upon confirmation of funding, if directed by Clarington Council, Clarington staff could aid area residents in taking the necessary steps to retain the services of a shoreline/coastal engineer to complete design and study of the appropriate erosion measures before moving forward with detailed design, necessary approvals, tendering of works and construction of the works. 8. Strategic Plan Application Not applicable. Submitted by. Reviewed by: Anthony Cannella, Curry Clifford, MPA, CMO Director of Engineering Services Interim CAO Staff Contact: Ron Albright, Assistant Director, Engineering Services, (905) 623-3379, Ext. 2305 or ralbright@clarington.net Municipality of Clarington Resort EGD -015-17 Paae 24 Attachments: Attachment 1 - Shoreline Erosion Presentation to Council, June 20, 2016 Attachment 2 -Update Memo to Council, December 14, 2016 Attachment 3 - Newcastle Waterfront: Preliminary Coastal Engineering Assessment Excerpt Attachment 4 - Report WD61-91 Attachment 5 - May 31, 2017 ShorePlan site meeting notes List of interested parties to be notified of Council's decision is on file in the Engineering Services Department. ac L t L *J *M;L Attachment 1 to Report EGD -015-17 Petition to Protect the Shoreline. Presented to Clarington City Council June 20, 2016 Jim Mackenzie & Sarah Delicate on behalf of Petitioners Petition Summary and Background Sections of the shoreline of Lake Ontario between the shipping pier at St. Mary's Cement and the lighthouse pier to Port Darlington are experiencing rapid and accelerating erosion and damage. Without additional protective shoreline structures and/or erosion control measures, the rock walls co -constructed by St. Mary's, the municipality and private property owners to stop further shoreline property loss after the shipping pier was built will remain openly exposed to the lake and will continue to fail. We know the lake can be rough... that by this method, a Significant wave hey t It may be seen uency of 0,015% or about of 11 feet is forecast to occur With a freq of 18 feet or the This corresponds � an N0.01 jk hours per Year. 26 feet. =XiMm expected wave height an could be Kingston December 8 , 1972 ... m. z rani nkit, P. Eng. , Vice -President, Reid -Crowther and Assacia 1492 Don Mills load, Dori Mills, Ontario. A. $rebner; P.Eng. 93 J.W. Kamphuis, P. Eng. DE$ i GN NDTES on ST. MARY'S DOCK AMD LANDFILL PROJECT Wave Forecasts, 1972 TABLE 1 WAVE STATISTICS Wave Height Exc edence in Hcur4s and Frequency (%) for the Months of July, August, Sept,, Oct., and November. H IG JULY AUG. SEPT. OCT. NOV. (ft) HRS. f W FIRS. f ( JSP.. f (%) HRS. f (%) NRS. If (% -2 93 13 135 19 106 1s 250 35 375 52 -6 9 36 5 :'0 4.2 160 232 32 4 20 2.8 3 0.4 6 0.8 1192 13 185 26 S 15 2,1 2 0.3 46 6A 92 1 6 5 0,7 12 1.7 77 11 7 5 0.7 2 0.3 46 6.4 8 5 0.7 20 2. 9 10 1- a. 10 5 _i:. There was a time that frequency did not i 1 dar Crest Beach Rd circa 1945 wave size and mpact CCB waterfront at 43 boats and docks on t�her Crest Beach Rd_ beach a looking east, ' i"fn the 1a F„ bO h, a in the distane'rand ed 1960's, Note all the en a car that had been 95 Just like West Beach today, rock walls were not necessary on Cedar Crest Beach. _ _-- -- -- -- � Y Nov, dV den walkway' that my ding next to our bbq• Note the woo Circa early to -fie same visitor stanmake it to cross all the stones to grandmother built tothe water. a 1 "Ns. LOT 13 LOT 12 LOT 11 LOT 1 I I 5 jq/ However, in the decades since, upwards of 80 feet of shoreline has been eroded, with many Aj unsuccessful mitigation attempts. h t, Ar N197.9 AZASAA4 66WAVIVS) & hoelAteoJig APA). B W ANVILL E 97 Ilk Y now run into lake Ontario. There used to be public shoreline between us and the lake. Y now run into lake Ontario. There used to be public shoreline between us and the lake. Interr unt3on of Littoral Processes 'In Appendix V a calculation indicates i#ttoral drift to the West. Although the ca as the input data warrant, the result is ons -indication and In this case it can be said that Littor al" �,� rUption ti =all, Air photo would indicate a drift from West to East and this would be more in keep i rig with the general pattern of sand circulation along the North shore of bake Ontario, The long landfill project would .. pose a complete interruption to this l i ttcral drift resuT ting in accretion on the West side and erosion on the East side. The rates of accretion and erosion wj 17 be small, but the balance is very delicate to begin with. This balance will be cogp]ete]y upset and the company may be liable to supply the downdraft areas (to the East) wiC sanl- that. its structure has trapped. Cedar Crest and West Beach today 100 Today, the beach has eroded so completely that CWR!L" -; we are in a crisis situation. � d , rlW :.-k. The waves are too high, the energy is too great,, and there is no buffer 102 It �I0I6 Imp /j 7 , c' 7,k Storm on West Beach 105 arm on CCL Our closest neighbour is a Protected Great Lakes Coastal Wetland CCB private property is the only remaining line of defense for Bowmanville's Protected Costal Wetland, and it is being compromised. M' Wl . z - W-_�. . . . . . . . 108 PRESENT APPROAC IDIVIDUAL PROPFF • l :a 7! • ITITI ►l i 9 :i r • It's ■m■M-1M! This approach is FAILING. 4 r � "fir• ��`` IBrand new rock wall installed this year, 27k, 10 year life span. (?) F- I Built a few years ago, this wall was compromised in the first year of install, and needed to be re -built the next year. Ar - - � y r •3 - - - - � -•.- • - _ �'•: Gin-. -- - _ NEW Flat rock walls take the full force of the wave energy, and shoots the water up and over the walls... as well as underneath. .L 1 L J. LIO V6 rr)c'j .,; - ff'c't ur�cic=j. ti Voi(I 1111derneatf) Even the city's pro:pert,i,es----arcod fit• - � "�' � ��'�yt -{� -- . • � - ,; gj it p, _ � .� � +ter t � �� • �� s5'-�` ; - ti '�� ' A'JF • f '� A s rA+ls ~ Y 1 Lei 4. t?��• � � • �• 1 J1r-��Lit � � ��.ra�. -�� •5�,� ti 'fir f . f -� :�:+. •19 Ina 'to] -I rma 0 Ion" 1 1 Massive stones are being displaced__ ---.- I Individual efforts will not fix this. Action Petitioner' `or: We, the undersigned, are concerned citizens who urge our leaders to act now to develop and implement a comprehensive shoreline protection plan with landowner consultation for the shoreline between the St. Mary's pier and the Port Darlington lighthouse pier on Lake Ontario in the Municipality of Clarington, Ontario Canada in order to protect against increasingly destructive lake wave action and to promote natural beach deposition, restoration and retention. 117 Ito 3 Ab F dh - &, �? 4k. � S di '+ --. �,-1�. Lakeview Park - Oshawa lop— R, 00%,ALJ' y fZ y��•�Y��T� `' IL Thank you for your time and consideration. Attachment 2 to Report EGD-015-17 Irl in C1tW!W9WR Memo If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 To: Mayor, Members of Clarington Council, Curry Clifford, Interim CAO and Department Heads From: Anthony Cannella, Director of Engineering Services Date: December 14, 2016 Subject: Shoreline Protection Petition and Request for Support File: On June 20, 2016 Council received a petition from delegates James Mackenzie and Sarah Delicate who were representing several residents from the Cedar Crest Beach area who are experiencing ongoing erosion issues. From that meeting the following resolution was approved: Resolution #GG -341-16 Moved by Councillor Neal, seconded by Councillor Hooper That the delegation James Mackenzie and Sarah Delicate regarding a Petition to Protect the Lake Ontario Shoreline, be referred to Staff to provide a Report in the Fall of 2016. The CAD's office turned the file over to the Engineering Services Department to take the lead on looking at ways that we might be able to assist. The Director of Engineering Services contacted the main proponent of the petition, Ms. Delicate. Ms. Delicate explained her concerns in detail, fully recognizing that these works would be required on private property but seeking our expertise and assistance in a very complex matter. Staff has begun a thorough review of all available background information and previous study work related to shoreline protection in this area and have met with staff from St. Mary's Cement, CLOCA and GRCA. All have agreed that due to the scope and complexity of a project such as this one it will be necessary to look at the possibility of preparing a fully integrated shoreline management plan. The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 123 ClatVgt011 Memo We have spoken with Ms. Delicate to update her as to where we stand at this time. We have advised her that we need to work with St. Mary's, with CLOCA and with GRCA to identify the potential scope of the project and to look at any potential opportunities for funding. In the next short while we intend to discuss this matter with coastal engineering firms that we have dealt with in the past to try to get a sense of the strategies we might consider as we move forward. We will be working with the residents and various agencies in the upcoming months and will update Council further once we have something substantive that we can share. Anthony S. Cannella, C.E.T. Director of Engineering Services cc: Ron Albright, Assistant Director of Engineering Services Amy Burke, Sustainable Development Coordinator, Planning Services June Gallagher, Deputy Clerk The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON 1-11C 3A6 1905-623-3379 124 r� 3.3 Detached Breakwaters and Artificial Headlands Attachment 3 to Report EGD -015-17 PLM VIOW -[xi%Iinu Sh,w Iinr A h r 1 - dislancc Br•nrh Fill s Ieny�h yalrY, `�� Doig iI Br<•nkwnrrr A lake: E%Wma P - 1.1c Mti, hM 8rr.d,wm,r Bruch fill WO -I Lewd Rrorp.i I mv-rrr.,l.ri Alternative Detached Brcakwalcrs — `�*;'.,`•',.-., SuLnn rg�l nr Rr•i Figure 3.5 Detached Breakwaters :3 The beach formation on the sheltered side of the breakwaters is often enhanced by beach nourishment (i.e., placement of additional suitable beach material from other sources). The shape of the beach depends on the length of the breakwaters, the gaps between the breakwaters and the distance offshore. Because the nearshore profile is partially covered, this approach reduces the long-term downcutting of the nearshore. Artificial headlands are similar to detached offshore breakwaters except that they typically have some form of fixed shore perpendicular connection, to contain alongshore transport, and are generally constructed closer to the original shoreline (see Figures 3.6, 3.7 and 3.8). They have also been referred to as headland breakwaters, headland -bay breakwaters and pocket beach breakwaters. Baird & Associates 17 Newcastle Waterfront: Preliminary Coastal Engineering Assessment 7 125 Detached breakwaters are shore parallel structures located about 100 m to 150 m offshore and they are not connected to the shore by any sand -retaining structure (i.e., they are "detached" from the shore) (see Figure 3.5). They can be constructed as a single continuous structure or as a series of structures (i.e., two or more structures separated by gaps). A series is referred to as "segmented" detached breakwaters. A "low -crested" detached breakwater has a crest, or top elevation, which is at, or just above, the water level. A "reef' breakwater is detached with a crest, which is submerged significantly below the water level, and it is often constructed using a homogeneous stone size. The submerged crest allows significant wave energy to pass over the top to the lee side. Attachment 3 to Report EGD -015-17 PLM VIOW -[xi%Iinu Sh,w Iinr A h r 1 - dislancc Br•nrh Fill s Ieny�h yalrY, `�� Doig iI Br<•nkwnrrr A lake: E%Wma P - 1.1c Mti, hM 8rr.d,wm,r Bruch fill WO -I Lewd Rrorp.i I mv-rrr.,l.ri Alternative Detached Brcakwalcrs — `�*;'.,`•',.-., SuLnn rg�l nr Rr•i Figure 3.5 Detached Breakwaters :3 The beach formation on the sheltered side of the breakwaters is often enhanced by beach nourishment (i.e., placement of additional suitable beach material from other sources). The shape of the beach depends on the length of the breakwaters, the gaps between the breakwaters and the distance offshore. Because the nearshore profile is partially covered, this approach reduces the long-term downcutting of the nearshore. Artificial headlands are similar to detached offshore breakwaters except that they typically have some form of fixed shore perpendicular connection, to contain alongshore transport, and are generally constructed closer to the original shoreline (see Figures 3.6, 3.7 and 3.8). They have also been referred to as headland breakwaters, headland -bay breakwaters and pocket beach breakwaters. Baird & Associates 17 Newcastle Waterfront: Preliminary Coastal Engineering Assessment 7 125 oil m M ZE Artificial Headlands Lxiaring Sh��udinr• Shure Conomu un tr 8each Fill r� Haaclland Wase Crusts r -J - L a k e Plan View Figure 3.6 Artificial Headlands Baird & Associates K 126 Newcastle Waterfront; Preliminary Coastal Engineering Assessment -h M Artificial headlands are often used to protect and retain placed beach fill material particularly in areas where there is a sediment deficit and/or the littoral processes are dominated by cross -shore transport. In some cases, a beach sill links the artificial headlands, with the retained beach fill forming a perched beach. A concept for a combined detached breakwater / anchored headland alternative for the Newcastle Waterfront is shown in Figure 3.9. The alternative concept includes construction of three armour stone offshore breakwaters, beach anchors at both ends and beach nourishment inshore of the breakwaters with sand or cobble sized material. The final preferred alternative could be a combination of the revetment and detached breakwater/ anchored headland. Costs are very dependent on the volume and type of beach fill. The type of beach fill is a function of the stability requirements and the aesthetic and recreational criteria for the project; pebble and gravel size material are more conducive to recreational activities but are less stable to wave attack therefore requiring greater volumes. The advantages of the detached breakwater and headland concepts are primarily two -fold: 1. Situating the protection structures offshore can permit reprofiling of the existing slope such that the existing top of bank is essentially retained in its present location. This would preserve the tableland at the top of the bluff thereby maximizing the land available for park use. 2. The beach area created behind the breakwaters or between the headlands would provide a valuable waterfront resource for public use. 3. Both the detached breakwater and headland concepts directly address the issue of nearshore downcutting by providing protection to the nearshore profile. The disadvantages of the detached breakwater and artificial headlands concepts are as follows: 1. The extent of lakebed occupied by the structures and the beach fill are significant and would be subject to an extensive review under the federal Fisheries Act to determine the potential adverse impacts to fish habitat. 31 2. The structure may result in some accretion of beach material to the west of the 3 site. ZM 3. Potential impacts on the downdrift shorelines would have to be assessed. Both concepts, like groynes, can reduce the sediments available to downdrift shorelines by trapping alongshore transport and by deflecting sediments to deeper water (see Figure 3.10). It maybe possible that the amount of longshore sediment actually M q� 4�■ Baird & Associates 19 Newcastle Waterfront: Preliminary Coastal Engineering Assessment 127 being moved along the shore is not significant. However, this would have to be studied. Regardless of the outcome, adjacent property owners may still perceive the impacts to be significant. These potential impacts, along with any influence the alternative might have on the water treatment plant intake, would have to be quantified during further studies. 4. The implications of the wastewater treatment outfall on any of the shoreline plans would also have to be assessed. 5. These structures require an extensive engineering effort to develop a full design. Typically detached breakwater and headland concepts are more costly than standard revetment schemes. Alongshore Transport Deflected Offshore Movr.,l fur Ihor dnwndrift Nearshore bar Sediment Iransport coarse frac:Iionj Baird & Associates Bypassed Beach Crrsynos�� Bypasusl malerial returns t,o chum Continual orr,sion osK-n after bypassing cxvurs Figure 3.10 Potential Impacts to be Considered 20 128 Newcastle Waterfront: Preliminary Coastal Engineering Assessment 129 4 TOWN OF NEWCASTLE REPORT Attachment 4 to Report EGD -015-17 UNFINISHED BUSINESS MEETING: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE DATE: JANUARY 7, 1991 Fi le 7 s Res. # By -Law # REPORT #: WD -1-91 FILE #: B.BF. 12.03 &JB.ECT: ST. MARYS CEMENT COMPANY - OFFER OF 2000 TONS OF STONE FOR SHORELINE PROTECTION ON CEDAR CREST BEACH, BOWMANVILLE RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report WD -1-91 be received; 2. THAT St. Marys Cement Company be thanked for their offer of providing 2000 tons of pit run stone delivered in trucks for placement in front of that portion of the beach lying between the two properties owned by the Town on Cedar Crest Beach; 3. THAT St. Marys Cement Company be advised that the proposal has been reviewed by the Town and it has been concluded that the placing of the stone, as suggested, will not solve the erosion problem and will not rectify the situation; 4. THAT the Director of Public Works be authorized to meet with the executive of the Port Darlington Community Association to investigate the feasibility of the use of the Local Improvement Act as a mechanism to provide a solution to the erosion problem; ...2 i; 1ti 130 REPORT NO.: WD -1-91 PAGE 2 5. THAT a copy of Report WD -1-91 be forwarded to Mr. Dickson Wood, St. Marys Cement Company; Mr. William Campbell, Central Lake Ontario Conservation Authority; Mr. Gordon White, Chairman, Port Darlington Community Association and the residents of Cedar Crest Beach located between the two properties owned by the Town on Cedar Crest Beach; and 6. THAT they be advised of Council's decision. REPORT 1.0 ATTACHMENTS No.1: Key Map No.2: Correspondence dated May 3, 1990 from Mr. William Campbell, Chief Administrative Officer, Central Lake Ontario Conservation Authority No.3: Correspondence dated May 22, 1990, from C.E. Meta, Plant Manager, St. Marys Cement Company No.4: Correspondence dated October 10, 1990, from Mr. R. Warme, P. Eng., Totten Sims Hubicki Associates 2.0 BACKGROUND 2.1 At a regular meeting held on April 9, 1990, Council passed Resolution #C-272-90: "THAT the delegation of Mr. Dickson Wood be acknowledged; THAT Mr. Wood be thanked for advising Council of the possible date of the meeting with the area residents to discuss their concern relating to St. Marys' application for dock expansion; ...3 131 REPORT NO.: WD -1-91 PAGE 3 THAT St. Marys' offer to bring in 2000 tons of stone to offset the shoreline erosion with the Town's assistance with placement of same be referred to the Central Lake Ontario Conservation Authority to liaise with the Director of Public Works; THAT all concerned residents be advised of St. Marys' offer; and THAT the Director of Public Works report back to the General Purpose and Administration Committee on his discussions with the Conservation Authority FORTHWITH." 3.0 REVIEW AND COMMENT 3.1 Correspondence from the Central Lake Ontario Conservation Authority In his letter, Mr. Campbell expresses doubt that the placing of 2000 tons of stone is a proper solution and, in particular, states: "Great Lakes shoreline protection is a matter for coastal engineering. It is most effectively done with 3-5 ton armour stone, each of which must be fitted into place." 3.2 Correspondence from Totten Sims Hubicki Associates Mr. Warme makes the following points in his letter: 1. "With some reluctance Ministry personnel have indicated that they will issue a permit to construct the shoreline berm, essentially as proposed by the cottagers." ...4 13' � REPORT NO.: WD -1-91 PAGE 4 2. "The Ministry of Natural Resources noted that the cottagers' applications requested this form of protection "to reduce the rate of shoreline erosion". When the construction permit is issued to the cottagers, it will clearly state that the cottagers must realize that this shoreline protection will provide only temporary relief from wave erosion. An armour stone revetment, properly engineered, is their preferred long term solution." 3. "A construction permit recently issued by the Central Lake Ontario Conservation Authority contains similar disclaimers and requirements. A copy of this permit is attached for your records." 4. "At this point, it is necessary that Totten Sims Hubicki Associates go on record to state that in our opinion, the material to be provided and the method of placement indicate that the shoreline protection to be afforded by these works will at best be only temporary and it is not possible for us to predict how long the material will remain in place. We have not expressed our opinion on this matter to the landowners as of yet." 3.3 Discussions with Property Owners I have carefully reviewed this problem in the field and have discussed the problems and history of the area with some of the residents who have lived in the area for several years. During storms, the wave action in Lake Ontario delivers tremendous energy to the shoreline. One of the residents stated that, "if we get a 'big blow' from the east, it could wipe out the proposed shoreline protection in less than a day". I believe her. ,.5 1�3� REPORT NO.: WD -1-91 PAGE 5 3.4 The ProiDosed Works Should Not Proceed Based on the above, it is my opinion that the proposed works will not solve the problem, will be a waste of money and should not proceed. 3.5 A Solution Must Be Found Many of the property owners on Cedar Crest Beach have spent a considerable amount of money and hard work erecting gabions and other protective devices on their beaches. It is my opinion that they are temporary only and unless a more permanent solution is found, it would appear that some of the property owners on Cedar Crest Beach may lose their homes 3.6 Local Improvement Act Section 2.-(1)(m) of the Local Improvement Act reads as follows: A work of any of the characters or descriptions hereinafter mentioned may be undertaken by the Council of a corporation as a local improvement, (m) constructing retaining walls, dykes, breakwaters, groynes, cribs and other shore protection works along the banks of rivers, streams or creeks or along the shores of lakes;" i ...6 134 REPORT NO.: WD -1-91 PAGE 6 Section 7.-(1) reads in part, as follows: A by-law may be passed for undertaking a work as a local improvement, (a) on petition (b) without petition, on the initiative of the Council, hereinafter called the initiative plan, except in the case of a park or square or public drive mentioned in Clause 2(1)(L);" Other sections of the Local Improvement Act provide for the method of obtaining a petition, the number of signatures required on a petition before the works can proceed, appeal to the Ontario Municipal Board by persons opposed to the works, the assessment of the costs to the benefitting property owners, the financing of the costs by the Town and the repayment of the costs to the Town either by cash or by taxes over a period of time, usually between ten to twenty years. 4.0 CONCLUSIONS 4.1 From the above, it is concluded: 1. The placing of 2000 tons (or more) of stone on the shoreline of the properties on Cedar Crest Beach will not solve the erosion problem and will not rectify the situation. 2. Unless a solution to the erosion problem is found soon, some of the property owners on Cedar Crest Beach may lose their homes. ...7 135 REPORT NO.: WD -1-91 PAGE 7 3. The correct solution to the erosion problem is to have erosion protection works designed by a qualified professional engineer experienced in coastal engineering and shoreline protection. 4. The Local Improvement Act provides a mechanism to provide for the property owners working toward a common solution and a means of financing the costs involved and paying the costs over a period of time. This option should be further investigated in consultation with the property owners. Respectfully submitted, Recommended for presentation to the Committee, -- ---- - ----------------- Walter A. Evans, P.Eng., Lawrenc Kotseff, Director of Public Works Chief nistrative Officer WAE*llv December 17, 1990 Attachments Mr. Dickson Wood Corporate Secretary St. Marys Cement Company 2200 Yonge Street Toronto, Ontario M4S 2C6 Mr. William Campbell Chief Administrative Officer 100 Whiting Avenue Oshawa, Ontario L1H 3T3 Mr. & Mrs. Terry Wynn 71 Cedar Crest Beach Group 5, Box 27 R. R. #2 Bowmanville, Ontario L1C 3K3 Mr. & Mrs. Derek Lamont 67 Cedar Crest Beach Box 23, R.R. #2 Bowmanville, Ontario L1C 3K3 Mr. Gordon White, Chairman Mr. & Mrs. Hugo Kleinjan Port Darlington Community Association 79 Cedar Crest Beach Group 2, Box 21 Group 5, Box 28 R.R. #2 R.R. #2 Bowmanville, Ontario Bowmanville, Ontario L1C 3K3 L1C 3K3 ...8 136 REPORT NO.: WD-1-91 PAGE 8 Janet Patch 37 Cedar Crest Beach R.R. #2 Bowmanville, Ontario L1C 3K3 Mr. & Mrs. Raymond 40 Tarsus Crescent West Hill, Ontario M1C 3W7 Mr. & Mrs. R. Mitchell 81 Cedar Crest Beach R.R. #2 Bowmanville, Ontario L1C 3K3 Myette Ms. Ann Footitt 373 The Thicket Mississauga, Ontario L5G 4P6 Mr. Douglas Baker 9 Miramar Crescent Scarborough, Ontario M1J 1R3 Mr. & Mrs. James Flood Group 5, Box 14 R.R. #2 Bowmanville, Ontario L1C 3K3 Mr. David Ashcroft 63 Cedar Crest Beach Box 36, Group 5 R.R. #2 Bowmanville, Ontario L1C 3K3 137 Ms. Esther Poupart 55 Cedar Crest Beach R.R. #2 Bowmanville, Ontario L1C 3K3 Mr. & Mrs. Tissaaratchy 69 Cedar Crest Beach R.R. #2 Bowmanville, Ontario L1C 3K3 13B LAKE �jj+G__ J."", O • CENTRAL LAKE ONTARIO CONSERVATION AUTHORITY 100 WHITING AVENUE, OSHAWA, ONTARIO L1 H 3T3 TEL: (416) 579-0411 May 3, 1990. Mr. W. A. Evans, Director of Works, Town of Newcastle, 40 Temperance Street, Bowmanville, Ontario L1C 3A6 Dear Sir: Re: St. Mary's Cement Corporation Offer of Shoreline Protection at Bowmanville Beach FAX: (416) 579-0994 REF NO. We are in receipt of the Town's letter of April 30, 1990 concerning the referenced matter, and it raises several issues. The letter mentions im- porting 2,000 tonnes of stone and placing it with the Town's assistance. What kind of stone? From what source? What equipment and expertise does the Town possess for such an undertaking? Great Lakes shoreline protection is a matter for coastal engineering. It is most effectively done with 3-5 ton armour stone, each of which must be fitted into place. This is specialized work and it would be unusual to find such capability for performing it within a municipal Works Department. Also, we know of no local source of suitable armour stone. Materials from the St. Mary's quarry are porous and friable. Lastly, the letter does not describe the length of shoreline to be pro- tected, but 2,000 tonnes of stone will not provide for an extensive strip, nor indeed may everyone appreciate the aesthetics of such protection. Yours truly, W. M. Campbell, WMC/jmb Chief Administrative Officer. ATTACHIIENT N0,2 � y , WD -1-91 13 MarysSt Cement C®. ST tit A R)'S May 22, 1990 To The Residents of Cedarcrest Beach Dear Neighbour, i F 4 MAY _ 9 �0 F_ St. Marys Cement Company P.O. Box 68 Bowmanville, Ontario LIC 3K8 1416) 623-3341 As a follow-up to our last open house, we propose that the next open house be held at -the Technical Centre (410 Waverly Rd., S., just south of the St. Marys Cement Company access road) on Mon- day, June 11, 1990 between 5:30 and 8:30 p.m. At the open house, the issues of noise, dust and blasting will be discussed. Recently some Cedarcrest Beach residents and the Port Darlington Community Association had requested St. Marys' assistance as a neighbour in respect of design of protection for beach homes from shoreline erosion. As a goodwill gesture, we are prepared to provide 2000 tons of pit run stone delivered in trucks for place- ment in front of that portion of the beach .lying between the two properties on the beach owned by the Town. We have requested the Town of Newcastle's permission to use their property for access to the waterfront and to assist you in placement of the stone. The Town, prior to granting access, has referred the matter to the Central Lake Ontario Conservation Authority. .In due course the Town's Director of Public works will be in touch with.you. Looking forward to seeing you at our next open house. Yours very truly, ST. MARYS CEMENT COMPANY C. `Vt_ C. E. Meta Plant Manager ATTACHMENT X10.3 WD -1-01 A divimon of Si. Marys C(�wnt Corfx)(auon 140 0 CONSULTANTS totten sims hubicki associates Mr. Don Patterson Manager of Operations Corporation of the Town of Newcastle 40 Temperance Street BOWMANVILLE, Ontario LIC 3A6 October 10, 1990 Dear Sir: Re: Cedar Crest Beach Shoreline Erosion, TSH Project no. 24 14029. 0 G.L. TOTTEN B.Sc., P.Eng. R.E. SIMS B.A.Sc., P.Eng. J.M. HIJBICKI B.A.Sc., OAA, P.Eng. R.L. WINDOVER M.Sc., P.Eng. P.C. EBERLEE BA.Sc., P.Eng. TOTTEN SIMS HUBICKI ASSOCIATES (1981) LIMITED 1A KING STREET EAST P.O. BOX 398, COBOURG ONTARIO, CANADA K9A 4L1 (416) 372-2121 FAX (416) 372 -Mi We have discussed, in detail, Cedar Crest Beach shoreline erosion problems with Ministry of Natural Resources personnel including Mr. Dean Rivett of the Lindsay District Office and Mr. Quazi Alam, P.Eng. of the Central Region office. With some reluctance Ministry personnel have indicated that they will issue a permit to construct the shoreline berm, essentially as proposed by the cottagers. They assume that St. Marys will provide the required stone, delivered to the site, and the Town will provide a machine and operator to spread it as it is delivered. (We are not aware of the Town making a commitment to provide a machine). Although there are no fisheries concerns, they insist that the material be placed as close along the shoreline as possible and against the existing gabion baskets. The Ministry of Natural Resources noted that the cottagers' applications requested this form of protection "to reduce the rate of shoreline erosion". When the construction permit is issued to the cottagers, it will clearly state that the cottagers must realize that this shoreline protection will provide only temporary relief from wave erosion. An armour stone reventment, properly engineered, is their preferred long term solution. The Ministry of Natural Resources requirement for works tight to the existing shoreline stems from the fact that offshore lake bottom is Crown land and would require purchase of a water lot by each individual cottager (a process involving several years of negotiations with the Federal Government and considerable expense). A construction permit recently issued by the Central Lake Ontario Conservation Authority contains similar disclaimers and requirements. A copy of this permit is attached for your records. ATTACHI`IE9JT N014 ENGINEERS ARCHITECTS AND PLANNERS 141' aJD-1-01 cont'd. 2 Town of Newcastle - Cedar Crest Beach 2. October 10, 1990 The Ministry of the Environment was contacted by the Ministry of Natural Resources, but no comments were received regarding the proposed works. To this point, Ministry of Natural Resources has released a "Location Approval" only. A copy of this correspondence is also attached for your files. You will note the Ministry's additional requirements before their construction permit will be issued. We assume you wish Totten Sims Hubicki to supply the required plans and specifications, including: i) shoreline protection details, ii) construction material details. An additional item concerns shoreline protection for the Town's property immediately east of the Waverly Road road allowance and possibly Lot 23, owned by the numbered Toronto company. Do you wish your lands to be protected, including the trimming of the steep buff at the shore? Will St. Marys provide materials for this section? Their current offer of 2,000 tonnes of stone falls far short of the possible 10,000 tonnes we estimate is required for the cottagers, plus an additional 5,000 tonnes for the Town's lands. Further, if your lands are to be protected together with the rest, an application to the Ministry of Natural Resources and Central Lake Ontario Conservation Authority must be sent out immediately. (It will receive fast-track processing, we have been assured). At this point, it is necessary that Totten Sims Hubicki Associates go on record to state that in our opinion, the material to be provided and the method of placement indicate that the shoreline protection to be afforded by these works will at best be only temporary and it is not possible for us to predict how long the material will remain in place. We have not expressed our opinion on this matter to the landowners as of yet. We await your comments and instructions on the above items. Yours very truly, TOTTEN SIMS HUBICKI ASSOCIATES Rudi Warme, P.Eng. RW/rd encl. cc: Mr. W. A. Evans, P.Eng., Town of Newcastle Mr. D. R. Bourne, TSH 4698/6/3/WRtotten sims hubicki associates 1 �,2 September 7, 1990 Mrs. Rose Wynn R. R. # 2. Box 27 Bowmanville, Ontario L1C 3K3 Dear Rose: Our File: 4.29.8 LNWP# 60/90 SUBJECT: Application Assessment under the Lakes and Rivers Improvement Act Lot 14, Conc. BF, Darlington Township. The 0 i str i ct assessrwnt of : a=r propat5ial bas been comp teted and finds the location for your work to be acceptable. No approval to commence work has been granted. Under the provisions of the Lakes and Rivers Improvement Act yoLt must rout su;bWt to this Mlnistry for review, your plans and Spec 1f1cat 1a•ns far the WDrk. TheA mxus't in-C,hkd!e tine -Following information, fui t description of kvw the beach protectiQn is -to be constructed: 2. a cletai led description of all construction trater1ats to be ase4 , The Ministry may require you to furnish additsonaV lrwfornmatiom as i s coni dered necessarw for the pur pose of reV ieW i ng pu.r application. Please forward three (3) copies of the completed plans and specifications for the project, to this office. Yours truly, i (,-- Paul trass rger District Manager, Lindsay District Ministry of Natural Resources 322 Kent Street West Lindsay, Ontario K9V 4T7 1-705-324-6121 D.Rivett/am 4 C.C. — Don Paterson, Town of Newcastle — Totten Sims Hubicki Associates 143 ' l A �VED �O AUG 14 1990 Q 1istry of Natural Resources LINDSAY DISTRICT s� n Lq t 1 ON PJ CENTRAL LAKE ONTARIO CONSERVATION AUTHORITY 100 WHITING AVENUE, OSHAWA, ONTARIO L1H 3T3 (416) 579-0411 REF NO. August 8, 1990. The Residents of Cedar Crest Beach c/o Rose Wynn, Lot 14, Broken Front Concession, Town of Newcastle, Your File: 4.29.8 LNWP#60/90 In response to the above subject matter, Authority staff provide the following comments. Authority staff note that the location of the proposed work is within an area regulated by the Central Lake Ontario Conservation Authority, under Ontario Regulation 161/80. Staff further note that at the June 26, 1990 meeting of the Authority Board, the Residents of Cedar Crest Beach received Authority approval for this project subject to specific conditions (Authority Permit N90 -113-F enclosed). Also enclosed for your information is a copy of the report, including Authority Resolution #125 whereby Authority approval for this project was granted by the Authority Board. We thank you for this opportunity to comment on this matter. We would appreciate receiving in writing your decision on this matter. Yours truly, Robert Hersey, Planning Technician. RH/ms 144 Ministry of Natural Resources, - - - --i Lindsay District, 322 Kent Street West, t Lindsay, Ontario, K9V 4T7. ! - _..--- Attention: Mr. P. A. Strassburger i Dear Sir: Subject: Comments on an Application for ---Mork, The Residents of Cedar Crest Beach c/o Rose Wynn, Lot 14, Broken Front Concession, Town of Newcastle, Your File: 4.29.8 LNWP#60/90 In response to the above subject matter, Authority staff provide the following comments. Authority staff note that the location of the proposed work is within an area regulated by the Central Lake Ontario Conservation Authority, under Ontario Regulation 161/80. Staff further note that at the June 26, 1990 meeting of the Authority Board, the Residents of Cedar Crest Beach received Authority approval for this project subject to specific conditions (Authority Permit N90 -113-F enclosed). Also enclosed for your information is a copy of the report, including Authority Resolution #125 whereby Authority approval for this project was granted by the Authority Board. We thank you for this opportunity to comment on this matter. We would appreciate receiving in writing your decision on this matter. Yours truly, Robert Hersey, Planning Technician. RH/ms 144 �s�9�ATl0tr CEN' L LAKE ONTARIO CONSERVATIO( 'JTHORITY X i"$6Q �}i'd�StYbAt?�Edt9t',� Wtt1 tt3y�,%UfSCBf'i6r,� #I'aQK8 579-0411 100 Whiting Avenue, Oshawa, Ontario, L1B 3T3 PERMIT File No. N90 -2_13-F �r 1546 No. Oet.awa, Whitbry, Ontaric,June 29, �990 161/80, In accordance with Ontario Regulation r8{L -72, permission has been granted to RES>IDENTS OF CL'DAR CREST BEACH Phone "23-7927 Address House i43 - 83 Cedar Crest Beach Road, R.R% No, 2, Bowmanyille Ontarir, Location: Lot 13 Concession Broken Front Municipality Newcastle Municipal Address For the following works: ;dace fill to nz cvi(:e Lhoreline prote,:tion. During the period of June 29, on the above-described property 19 9G to .Tune 29; subject to the following general and specific conditions: General Conditions: See Reverse Side Specific Conditions: _. _;�e project ShLll �)e _arrie6 OLIL aC-"G :,%C --o t;je plans and s_-�ccifications su`--mit.ted in support of the F-pplic;i�ion. in no ..ay gu£I �s or authezizez t1v:- propcsec wort: as sn etyE��Yi�:guns Qb 1,14--tterm e,. -os I' an protea: tioa. e errs c,i `aie proposes structure shall L.e tapered to jc�n ;.he sao_ el_ne a i a,: jacent properties. 4. All areas disturbed during the operation shall be seeded, socded or stabilized in some other manner acceptable to the authority. 1991 I, Rose Wynn agree to carry out or cause to be carried out the work(s) indi- cated above in compliance with the General and Specific conditions set out herein, and in accordance with the information contained in the application and any accompanying plans. 1 realize that should I carry out the work(s) contrary to the terms of this permit that this permit may be revoked. I also realize that this permit is valid only for the time period noted and I agree to reapply to the Authority prior to the expira- tion of this period should an extension be required. (PLEASE ALSO SIG14 ON REVERSE SIDE, EACH Copy) 7 ' _ Signature of Applicant Signature of Enforcement Officer CHRISTOPHER L. CONTI Signature of Owner NOTE: This Permit does not relieve the applicant of th11499 on to secure any other necessary approvals. L A K E Oa,, ' V ■o o � 01* o �, t1ON 'J File No. Ugn�-F CENTRAL LAKE ONTARIO CONSERVATION AUTHORITY 100 Whiting Avenue, Oshawa, Ontario, L1 H 3T3 579-0411 Fax 579-0994 E FILL _SEe Telephone E 3 7 2 % � 1, Name of applicant Address � -� � -j C � f � -� • � 1; 2. Name and address of owner (if different from applicant) 3. Location of area to be filled: Lot / _� ConceAuion" � A unicipality T Municipal address and registered Pian (where applicable) G `I � 4. Proposed use of land following completion of fill—zl < < u A r� S 5. Description of type of fill proposed �► — S C .� ai % /c 'S �, v• e g Proposed means Of stabilization and revegetation of fill area CL, 71- C k t C v 7. Dates between which placing of fill will be carried out, 3 i a A Date of start S �' `-� Date of completion Day M nth Year Day Month Yesr declare that the above information is correct to the best I, of my knowledge and I agree to abide by the Regulations made by the Central Lake Ontario nserva- tion Auth ity under TheI /Co�nss'ervation Authorities Act. Date - 'Z---Y� Signature of Applicant J �� LC.' ` v NOTE $iynature of, Owner or thorized Agent 1. This application must be accompanied by tTW OCOPIES li f Plan of existing grades, property he depth to wh ch it ll is to be placed, showing the proposed lova I when filling is completed. proposed to fill, and the proposed final grade ofitl�l & -r- a ky WAVERLEY ROAD REGIONAL STORM FLOODLINE • LOCATION OF PROPOSED WORK 1 i I I I i .. I 1" = 400' CENTRAL LAKE ONTARIO, `ONSERVATION AUTHORITY DATE: June 21, 1990 FILE: N90 -113-F S.R. : 2694-90 MEMO TO: The Chairman and Members of the Authority FROM: Chris Conti, Conservation Services Manager J r l L � - � inky �- 4• iT .L1 "% T_�_ APPLICANT(OWNER): APPLICATION(S): LOCATION OF SITE: WATERCOURSE DESCRIPTION: ELEVATION OF SITE: FLOODLINE ELEVATION: (REGIONAL STORM) ADDITIONAL INFORMATION: APPROVED BY C.A.O. Residents of Cedar Crest Beach To place fill to provide shoreline protection. Lot 13, Broken Front Concession, Newcastle Lake Ontario N. A. N. A. The applicants live in the Cedar Crest Beach area of Bowmanville which is a location that has suffered erosion damage in recent years due to the action of Lake Ontario. The residents have been attempting to correct the erosion problem and have received an offer from St. Mary's Cement to dump quarry stone on the lake side of the properties. The area is regulated for filling due to its proximity to Westside Creek and therefore Authority permits are required for the work. The material to be used will be material from the quarry blast and 0 148 FILE: N90 -113-F S.R.: 2694-90 Res. #125 June 21, 1990 Page 2 7,qA: :ke application be approved subject to the following Gond.tions: 1. The project shall be carried out according to the plans and specifications submitted in support of the application. 2. The Authority in no way guarantees or authorizes the proposed work as an effective means of long-term erosion protection. 3. The ends of the proposed structure shall be tapered to join the shoreline at adjacent properties. 9. All areas dis�urhed durirc the operation, shall be seeded, sodded or stabilized it some other manner acceptable to the Authority. CARRIED i 149 June 13, 2017 Ron Albright, P. Eng., Assistant Director Engineering Services Municipality of Clarington 40 Temperance Street Bowmanville, Ontario Ll C 3A6 Dear Sir Re: West Beach and Cedar Crest Road Our File: 17-2633 Attachment 5 to Report EGD -015-17 Shoreplan Engineering Limited 20 Holly Street, Suite 202 Toronto, ON Canada WS 3131 T) 416.487.4756 F) 416.487.5129 E) mail@shoreplan.com SHnREPLAN This is a brief summary of our discussion at a site meeting organized by you and attended by the Mayor, staff of the Municipality and staff of Central Lake Ontario Conservation. The points discussed during the meeting included the following: 1. The use of standard sand bags along the shoreline of Lake Ontario within the wave uprush area is not recommended. The waves can be large enough to dislodge and/or undermine the sand bags. It is also common to have large debris moved along the shoreline by waves and this could result in puncture of the bags and loss of sand material. We recently used armour stones to build emergency barriers along a waterfront to prevent waves from entering the backshore and sand bags were only used as a secondary barrier behind the armour stones to reduce water flow into the backshore where water was being pumped out. We suggest that this approach could be employed along the sites reviewed as TEMPORARY measures. Sample photos of those installations are attached. Armour stones are typically large blocks of limestone in the order of a cubic metre in size with near flat top and bottom and relatively square sides. They can be placed closely together and leave relatively small gaps. 2. The use of other types of sand fill or other fill plastic containers can be considered. However, we again caution that damage to a relatively thin shell of the container due to large floating debris is possible. 3. Due to the reasons outlined above, our experience with use of sand bags is limited. We have attached "Flood Fighting: How to Use Sandbags" bulletin produced by the US Army Corps of Engineers. This will provide you with a general guide. There are many other guides available on the internet published by various public agencies. 150 Our quick review of the readily available information only found examples of sand bag applications under riverine or small lake scenarios where wave activity, if any, is limited. 4. The Cedar Crest Beach Road and West Beach Road properties are located on what can be described as a barrier beach. Under the terms of the natural hazards designations described in the Provincial Policy, this shoreline is described as Dynamic Beach. This means that no development is allowed within the dynamic beach. Regardless which term is used to describe the shoreline, it means that the shoreline is made up mostly of cohesionless materials, mostly sand and gravels. Provision of any type of shore protection works on this type of shoreline is very challenging. Typical shoreline protection structures used on cohesive shorelines are not suitable for construction on dynamic shorelines. The main reason for this incompatibility is rooted in the dynamic nature of the shoreline. The profile of the nearshore and on -shore zones changes in response to changing water levels and wave conditions. Provision of fixed structures leads to wave reflections which further disturb the dynamic profile and beach alignment. Provision of a fixed structure within a dynamic beach zone is NOT recommended. It often leads to the destruction of the beach nature of the shoreline. 5. Stabilization of a dynamic beach can be considered on a reach or cell basis, where the headlands that control the position of the beach are reinforced and/or enlarged. This could also be done in combination with the provision of structures in the nearshore that reduce the amount of wave energy that reaches the shoreline. The design of these types of projects is very complex and construction very expensive. It can change the nature of the shoreline by altering the sediment size, impacting aquatic habitat and water quality. Such projects are subject to environmental assessment which evaluates the pros and cons of such work. Complete stability cannot always be achieved. We hope that these comments assist you in dealing with the present situation at the West Beach and Cedar Crest Road sites. Should you have any other specific questions, please do not hesitate to contact the undersigned. Yours truly Shoreplan Eggjneering Limited M. Sturm, P. Eng. File 17-2633 2017 06 13 J; M 151 E 'Ad!N4 ��— Flood Fighting: How To Use Sandbags Emergency Management Branch 201 North 3rd Avenue Us Army Corps Walla Walla, Washington 99362-1876 of Engineers 509-527-7146 or CENWW-EOC(c)NWW01.USACE.ARMY.MIL Sandbaa Construction The use of sandbags is a simple, but effective way to prevent or reduce flood water damage. Properly filled and placed sandbags can act as a barrier to divert moving water around, instead of through, buildings. Sandbag construction does not guarantee a water -tight seal, but is satisfactory for use in most situations. Sandbags are also used successfully to prevent overtopping of streams with levees, and for training current flows to specific areas. Untied sandbags are recommended for most situations. Tied sandbags should be used only for special situations when pre -filling and stockpiling may be required, or for specific purposes such as filling holes, holding objects in position, or to form barriers backed by supportive planks. Tied sandbags are generally easier to handle and stockpile. However, sandbag filling operations can generally be best accomplished at or near the placement site, and tying of the bags would be a waste of valuable time and effort. If the bags are to be pre -filled at a distant location, due consideration must be given to transportation vehicles and placement site access. The most commonly used bags are untreated burlap sacks available at feed or hardware stores. Empty bags can be stockpiled for emergency use, and will be serviceable for several years, if properly stored. Filled bags of earth material will deteriorate quickly. Commercial plastic sandbags, made from polypropylene, are also available from most bag suppliers. These will store for a long time with minimum care, but are not biodegradable. Thus, they have to be disposed of, or will remain around for a long time. Do not use garbage bags, as they are too slick to stack. Do not use feed sacks, as they are too large to handle. Use bags about 14-18" wide, and 30-36" deep. A heavy bodied or sandy soil is most desirable for filling sandbags, but any usable material at or near the site has definite advantages. Coarse sand could leak out through the weave in the bag. To prevent this, double bag the material. Gravelly or rocky soils are generally poor choices because of their permeability. Sandbag barriers can easily be constructed by two people, as most individuals have the physical capability to carry or drag a sandbag weighing approximately 30 pounds. How to fill a sandba bags to be stacked with a good seal. Filling sandbags is a two -person operation. Both people should be wearing gloves to protect their hands. One member of the team should place the empty bag between or slightly in front of widespread feet with arms extended. The throat of the bag is folded to form a collar, and held with the hands in a position that will enable the other team member to empty a rounded shovel full of material into the open end. The person holding the sack should be standing with knees slightly flexed, and head and face as far away from the shovel as possible. The shoveler should carefully release the rounded shovel full of soil into the throat of the bag. Haste in this operation can result in undue spillage and added work. The use of safety goggles and gloves is desirable, and sometimes necessary. Bags should be filled between one-third (1/3) to one-half (1/2) of their capacity. This keeps the bag from getting too heavy, and permits the For large scale operations, filling sandbags can be expedited by using bag -holding racks, metal funnels, and power loading equipment. However, the special equipment required is not always available during an emergency. Page 1 of 3 153 Flood Fighting: How To Use Sandbags Sandbaq placement Remove any debris from the area where the bags are to be placed. Fold the open end of the unfilled portion of the bag to form a triangle. If tied bags are used, flatten or flare the tied end. Place the partially filled bags lengthwise and parallel to the direction of flow, with the open end facing against the water flow. Tuck the flaps under, keeping the unfilled portion under the weight of the sack. Place succeeding bags on top, offsetting by one-half (1/2) filled length of the previous bag, and stamp into place to eliminate voids, and form a tight seal. Stagger the joint connections when multiple layers are necessary. For unsupported layers over three (3) courses high, use the pyramid placement method. Pyramid Placement Method The pyramid placement is used to increase the height of sandbag protection. Flaps TWO Under 3H 4"itg �+ N1e%f el IlrF+�GM k e A f FAD LEVEE SECnON Stamp each bag in place, overlap sacks, maintain staggered joint placement, and tuck in any loose ends. Use the following table to estimate the number of bags required: Height above levee Bags/1 00 feet 1 foot 800 2 feet 2000 3 feet 3400 Ringing boils Place the sandbags to form a pyramid by alternating header courses (bags placed crosswise) and stretcher courses (bags placed lengthwise). A boil is a condition where water is flowing through or under an earth structure (such as a levee) that is retaining water. Free flowing water wants to move to lower elevations. If a levee is stopping floodwaters, the water may be able to find weak points to enter. This action is called "piping". If the water finds a large enough path, the flow will become visible, and is a serious threat to the integrity of the levee. Most boils occur in sand, silt, or some combination. A boil is found on the landward side of the levee, or in the ground past the levee toe (the exact distance varies with local conditions). Possible boil sites can be identified by free standing or flowing water (other than culverts, pumps, etc). A boil can be found only by close inspection. A prime indicator is water bubbling (or "boiling"), much like a natural spring. Another is obvious water movement in what appears to be standing water. Carefully examine the water for movement. Boils will have an obvious exit (such as a rodent hole), but the water may be cloudy from siltation, or the hole very small. If there is any movement in the water, carefully approach the site, disturbing the water as little as possible. Let the water settle, and look at the suspected site. If you see the hole, examine it carefully. If the water flow is clear, there are no problems as yet. If there is no distinct hole, the water flow is not a threat. Monitor the site regularly for changes, and take no other actions. Page 2 of 3 154 Flood Fighting: How To Use Sandbags A dirty water flow indicates that the soil is being eroded by the water, and that could mean failure of the levee. A boil ring is the best solution. The idea is to reduce the water flow until the water is flowing clear, but not to stop the water flow. This acts as a relief valve for the water pressure; the water continues to flow, but is not eroding the material. If the water flow is stopped, the pressure will remain, and another boil will form. Ring the boil with sandbags, with the first bags back 1-2 feet from the boil. More, if the soil is unstable. Build the first layer in a circle, 2-4 bags across, and then build up, bringing each layer in. If possible, keep the interior face straight. Build the ring wall with the means for water to flow out, leaving a gap in the wall, or using pipes. Adjust the flows until the water slows, and becomes clear. Monitor the ring wall constantly. Raise or lower the height of the wall as necessary, maintaining a slow, clear flow. The height should be only enough to create enough head to slow flow so that no more material is displaced, and the water runs clear. Notes: Do not sack a boil which does not put out material. The entire base should be cleared of debris and scarified. Tie into the levee if the boil is near a toe. Use loose earth between all of the sacks. All joints must be staggered. Be sure to clear the sand discharge. Never attempt to completely stop the flow through a boil. PLAN Corps of Engineers Sandbag Policy Local governments, flood control districts, and other government agencies, are responsible for maintaining a supply of sandbags adequate to cover anticipated emergencies. The Walla Walla District maintains a limited sandbag stockpile to augment local jurisdictions during actual flood emergencies. The Corps will issue only to agencies or governments. Individual citizens requesting sandbags will be directed to their local government. At the discretion of the District Commander, a portion of the District's stockpile may be loaned to meet a specific local flood emergency. Unused stocks must be returned to Walla Walla District as soon as the emergency is over. Consumed stocks must be replaced in kind, or paid for by the local interests, unless the District Commander has declared a flood emergency for that locality, in which case no reimbursement is necessary. To request sandbags, contact the Walla Walla District Emergency Operations Center at 509-527-7146. Reproduction and further information This document is not copyrighted and can be reproduced as required. This and similar documents can be downloaded from http://www.nww.usace.army.mil/htmI/offices/op/em/EM library.htm. Send inquiries to Corps of Engineers, Walla Walla District, Emergency Management Branch, 201 North 3r Avenue, Walla Walla, Washington 99362-1876. Our 24 hour phone is 509-527-7146, or you can e-mail to CENWW-EOC6a�nww01.usace.army.mil. Updated 22 March 2001 Page 3 of 3 155 Clarftwn Operations Department 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 Government Committee Date of Meeting: June 19, 2017 Report Number: OPD -005-17 Resolution: File Number: By-law Number: Report Subject: 2017 Winter Budget Report Recommendations: 1. That Report OPD -005-17 be received for information. 156 Municipality of Clarington Resort OPD -005-17 Report Overview Paae 2 This report provides Council with an overview of the 2017 winter maintenance program costs from January 1 st to May 26th, 2017. 1. Background From January 1St to May 26th the Operations Department incurred 4,494.5 hours of total overtime for winter maintenance activities. The following is a comparison of overtime costs for the same period over five years: Year Over Time Hours Double Time Hours Lieu Time Hours Total Hours Cost 2013 1,985.0 412.0 977.5 3,374.5 $ 162,142.10 2014 3,917.0 1,511.0 753.5 6,181.5 $ 264,443.20 2015 2,591.0 1,234.5 1,190.5 5,016.0 $ 240,620.98 2016 1,428.5 479.0 2,079.0 3,986.5 $ 165,338.51 2017 2,395.0 958.5 1,141.0 4,494.5 $ 184,935.27 1.2 During the first four month period the Operations Department provided 35 responses, which included 24 snow clearing; 5 freezing rain; and 6 icy patches. Please note in the following table the total number of our responses for the 2017 winter season compared to the previous four years. Year Jan Feb Mar Apr Total 2013 14 17 6 2 39 2014 26 18 9 1 54 2015 17 19 8 1 45 2016 15 18 4 6 43 2017 14 10 10 1 35 There were three (3) separate freezing rain events. First event came quickly on January 11th, and had an excellent response, but started sooner than predicted that 157 Municipality of Clarington Report OPD -005-17 Page 3 day. The second event on February 7th, came much later in the day then predicted and some operators were out of hours before they were needed. 2. Budget For 2017 Council approved a winter maintenance budget of $2,103,248 for roads, $200,000 for sidewalks / parking lots and $50,000 for the Senior and Physically Disabled snow clearing contract. 2.1. Winter Maintenance: As of May 26th, 2017 the following table illustrates the expenditures incurred. Ninter Control 2017 Budget 2017 Actual Variance Winter Plow/Sand $ 1,713,998.00 $ 1,548,872.00 $165,126 Winter Mtce Other $ 389,250.00 $ 291,050.00 $98,200 Total: $ 2,103,248.00 $1,839,922.00 $263,326 The variance of the 2017 winter annual maintenance budget to actual up to May 26th of $263,326 includes an estimated sand/salt end of season inventory value of $108,611. Included in the above total is the 2017 cost of $73,255 to provide winter maintenance to unassumed developments, which is recovered from developers. 2.2. Sidewalk Snow Clearina Contract: The total 2017 budget for this program is $200,000 with an actual expenditure of $80,041 as of May 26th, 2017. Below is a table of call -out statistics for this program from January 2013 to April 2017: Year Jan Feb Mar Apr Nov Dec Total 2013 11 16 4 0 4 24 59 2014 22 17 7 0 3 4 53 2015 14 17 4 0 0 2 37 2016 4 4 2 0 3 16 29 2017 14 12 7 0 n/a n/a 33 2.3. 2016 - 2017 Senior Citizens and Phvsicallv Disabled Sidewalk Proaram: The total budget for this program for 2017 is $50,000 with an actual expenditure of $47,876 as of May 26th, based on the 315 registrants received. 158 Municipality of Clarington Report OPD -005-17 Page 4 The following table is the call -out statistics for this program from January 2013 to April 2017: Year Jan Feb Mar Apr Nov Dec Total 2013 4 11 4 0 1 9 29 2014 12 10 2 0 2 3 29 2015 9 13 3 0 0 2 27 2016 9 9 3 3 0 9 33 2017 6 6 1 0 n/a n/a 13 2.4. 2016 — 2017 Senior Citizens and Physically Disabled Sidewalk Program Statistics: Area 2016 -2017 Season 2015-2016 Season New Returning Total New Returning Total Bowmanville 34 99 133 21 106 127 Burketon 0 0 0 0 1 1 Courtice 18 99 117 24 96 120 Enniskillen 0 2 2 0 2 2 Hampton 0 3 3 2 2 4 Newcastle 13 36 49 13 32 45 Newtonville 1 3 4 2 1 3 Orono 1 6 7 1 7 8 Totals 67 1 248 315 63 247 310 3. Concurrence Finance Department has reviewed this report. 4. Conclusion The current expenditure reflected in this report is based on year to date actual. Staff will continue to provide storm updates to you throughout the fall and winter and will report to Council in early 2018 on the costs of the 2017 winter maintenance program. 159 Municipality of Clarington Report OPD -005-17 5. Strategic Plan Application Not applicable. Page 5 Submitted by: Reviewed by: Frederick J. Horvath Curry,,WordPA, CMO Director of Operations Interim CAO Staff Contact: Fred Horvath, 905-263-2291 ext. 523 Attachments: N/A There are no interested parties to be notified of Council's decision. FJ H/kr 160 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: June 19, 2017 Report Number: CSD -006-17 Resolution: File Number: By-law Number: Report Subject: 2017 Community Grant Request - Supplementary Recommendations: 1. That Report CSD -006-17 be received; 2. That Council consider the supplementary grant request as presented; 3. That the 2017 Community Grant Program be closed following Council's consideration of this request; and 4. That all interested parties listed in Report CSD -006-17 and any delegations be advised of Council's decision. 161 Municipality of Clarington Resort CSD -006-17 Report Overview Paae 2 The Municipality of Clarington supports various initiatives throughout Clarington that benefit our residents. The 2017 Community Grant requests were considered by Council earlier this year; one supplementary request has since been received from the AIDS Committee of Durham Region. 1. Background On May 2, 2017 Report CSD -004-17 2017 Community Grant Requests was approved by Council. At that time, $57,750 was allocated to 30 community groups, leaving a balance of $2,250 still available in the 2017 Community Grant Program. In early May, the AIDS Committee of Durham Region submitted a supplementary grant request. 2. Proposal 2.1 Applicant The AIDS Committee of Durham Region (applicant 17-32) creates an inclusive environment for a collaborative approach to education, support and outreach. They build on the strengths and abilities of people living with HIV, AIDS and related co -infections, those at risk and their support networks in Durham Region. They provide direct client support, including home visits for persons living with HIV, HIV prevention and education outreach as well as outreach specific to Hispanic and Caribbean migrant workers. They are requesting funding to enhance and improve the accessibility of their community outreach initiatives for migrant worker communities by connecting Spanish-speaking and Caribbean workers employed in Clarington to local health and social services. 2.2 Comments The Community Grant Program in Clarington ensures citizen involvement in recreational / leisure, civic, social and community hall boards enhancing community well-being. The supplemental application being considered today is on file with the Department and will be made available during discussions should further details about the applicant be required. 162 Municipality of Clarington Resort CSD -006-17 Paae 3 3. Concurrence Not Applicable 4. Conclusion It is respectfully recommended that the Community Grant supplemental grant request be considered by Council for funding through the 2017 Community Grant Program. To streamline the Community Grant Program application process and avoid tying up additional staff resources, staff is recommending that the 2017 Community Grant Program be closed following today's deliberations. As a result, any remaining balance would remain unspent. 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: Erica Mittag, Community Development Coordinator, 905-623-3379 ext 2563 or emittag@clarington.net Attachments: Attachment 1: Application 17-32 Summary List of interested parties to be notified of Council's decision is on file in the Community Services Department. 163 Attachment 1 to Report CSD -006-17 Municipality of Clarington Community Services Department Summary of Grant Information Applicant Organization: The AIDS Committee of Durham Region Application #: 17-32 Contact Name: Adrian Betts The primary programs / services of the Organization are: • Direct client support, including home visits for persons living with HIV • HIV prevention and education outreach • Hispanic and Caribbean migrant worker outreach Description of the program / service / event that the funding will be used for: The AIDS Committee of Durham Region creates an inclusive environment for a collaborative approach to education, support and outreach. They build on the strengths and abilities of people living with HIV, AIDS and related co -infections, those at risk and their support networks in Durham Region. The funds requested will be used to enhance community outreach initiatives for migrant worker communities in Clarington. The Organization intends to use the 2017 Community Grant Funds in the following manner: • Facility Rental fees • Migrant Worker Wellness Outreach staff wages • Mileage reimbursement Financial Summary: Grant History: 2012 2013 2014 2015 2016 New applicant 164 2016 2017 Revenue $ 872,594.00 $ 899,840.00 Expenses $ 857,183.00 $ 901,167.00 Net $ 15,411.00 ($ 1,327.00) Grant $ 0.00 $ 2,801.75 Final Net $ 15,411.00 $ 1,474.75 Grant History: 2012 2013 2014 2015 2016 New applicant 164 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: June 19, 2017 Report Number: CSD -007-17 Resolution: File Number: By-law Number: Report Subject: Schedule of Rates and Fees - 2017/18 - 2018/19 Recommendations: 1. That Report CSD -007-17 be received; and 2. That Council approve the proposed rates and fees as outlined in Attachment 1 of CSD -007-17 for the period September 1, 2017 to August 31, 2019. 165 Municipality of Clarington Report CSD -007-17 Report Overview Page 2 This report has been prepared to present the recommendations on rates and fees charged by the Community Services Department for programs, services and facility rentals offered to the community. The proposed rates and fees schedule (Attachment 1) is for a two year period effective September 1, 2017 through August 31, 2019. 1. Background The Community Services Department completes a review of our approved rates and fees and recommends changes for Council's consideration every two years. We continue to strive for fiscal accountability and value for money while ensuring the delivery of quality programs, services and recreational facilities to our residents. During our review staff considered direct costs and where possible a comparison of similar services offered in neighbouring municipalities. All proposed fees do not include applicable harmonized sales tax (HST). 2. Pay As You Go Activities The Department maintains the fees for the pay as you go activities (Attachment 1, Pages 1-4), such as public swimming/skating, pre -teen dances, squash, aquafit etc. as low cost opportunities for all residents to enjoy the various activities we provide in our recreation facilities. The associated fees have been calculated considering HST where applicable so the final cost is a rounded figure to assist with cash transactions at the point of sale. All other fees and rates have been rounded prior to HST as the majority of these transactions are either done on-line with a credit card or payment is in person by debit or credit card. 3. Memberships The membership categories continue to perform very well and remain popular with our residents. Our fitness packages in particular are in high demand and Department revenues have exceeded our 2016 projections. Minimal increases are recommended here to maintain our position in the marketplace. 4. Recreation Programming 4.1 Aquatics, Youth, Fitness Municipality of Clarington Report CSD -007-17 Page 3 As with our memberships, the majority of our Department's programming disciplines also performed very well in 2016, showing record numbers of participants. We are recommending nominal increases in each of these categories as we are providing good value for our services while balancing fiscal responsibility and affordable recreational opportunities. 4.2 55+ Active Adults Our 55+ Active Adults programming was introduced to the community in January of 2016, primarily in the Courtice urban area. As the Department expands its programming footprint into Newcastle and Bowmanville, it is important to maintain the enthusiasm and interest in our 55+ Active Adults programming moving forward. With this in mind staff is recommending no changes to the fee structure at this time. 5. Facility Rentals Our various facilities' revenues remain as a consistent performer each year. Staff are recommending nominal increases in these categories as they are well positioned in the marketplace. The recent renovations to the Garnet B. Rickard Recreation Complex feature a renovated main entrance on the west side of the facility, updated full service kitchen and washroom facilities, in addition to the reconfigured community hall. The renovated hall will feature a larger mid-section, flanked by two smaller sections providing more versatility in programming the space. This requires establishing a new quarter hall rental rate and corresponding hall combinations. 6. Concurrence Not Applicable 7. Conclusion In preparation of this report staff are cognisant of the need to offer programming to our residents to encourage, maintain and promote a healthy lifestyle through affordable recreational opportunities. Community Development and 55+ Active Adults programs are both recommended with no changes to their respective fee structures as these disciplines are still in the initial growth stage and maintaining the existing fees will continue to promote these newer initiatives and facilitate growth within these areas. 167 Municipality of Clarington Report CSD -007-17 Page 4 Overall, where applicable, staff has generally used a two to three percentage point increase as a benchmark in evaluating and recommending our fees and rates for 2017/18 and 2018/19. 8. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Joseph P. Caruana, Director of Community Services Reviewed by: Curry Clifford, MPA, CMO Interim CAO Staff Contact: George Acorn, Facilities Manager, 905-623-3379 ext 2503 or gacorn@clarington.net; Tracey Leonard, Acting Recreation Services Manager, 905-623-3379 ext 2504 or tleonard@clarington.net Attachments: Attachment 1 — Schedule of Rates and Fees September 1, 2017 to August 31, 2019 There are no interested parties to be notified of Council's decision. Attachment 1 to CSD -007-17 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Adult per visit $3.76 $3.98 $3.98 Swim/Skate Youth per visit $3.00 $3.00 $3.00 Senior per visit $3.00 $3.00 $3.00 Family/Group (max 5, 2 adults) per visit $9.51 $9.73 $9.73 3 yrs & under per visit Complimentary Complimentary Complimentary Shinny Adult per visit $6.20 $6.20 $6.20 Youth per visit $4.50 $4.50 $4.50 Shinny 55 55 yrs+ per visit $4.42 $4.42 $4.42 Skate 55 55 yrs+ per visit Complimentary Complimentary Complimentary Parent & Tot Skate Parents & Tots per visit Complimentary Complimentary Complimentary Ticket Ice -Figure Skating All per hour $6.20 $6.20 $6.20 Indoor Soccer Adult per visit $6.20 $6.20 $6.20 Aquafit Adult per visit $8.76 $8.85 $9.03 IYouth per visit $4.381 $4.43 $4.51 Senior per visit $4.381 $4.43 $4.51 Pay As You Go Page 1 169 170 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Adult per visit $9.29 $9.74 $10.18 Fitness Centre (CCC) Youth per visit $4.65 $4.87 $5.09 Senior per visit $4.65 $4.87 $5.09 Group Fitness Class Adult per class $6.81 $7.08 $7.30 Youth per class $3.40 $3.54 $3.63 Senior per class $3.40 $3.54 $3.63 Pre -Teen Dances Grade 5-8 per dance $9.00 $9.00 $9.00 Squash Adult per 40 min $8.05 $8.23 $8.41 Youth per 40 min $4.05 $4.12 $4.20 Senior per 40 min $4.05 $4.12 $4.20 Adult per visit $5.09 $5.09 $5.09 Sports Drop-in Youth per visit Complimentary Complimentary Complimentary Senior per visit $2.55 $2.57 $2.57 Pay As You Go Page 2 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Adult 10 visits $33.80 $36.00 $38.25 Swim / Skate Youth 10 visits $27.00 $27.00 $27.00 Senior 10 visits $27.00 $27.00 $27.00 Family/Group (5 max, 2 adults) 10 visits $85.50 $87.50 $87.50 10 Ticket Special Swim/Skate (December & June is Rec & Parks Month) Adult 10 visits $20.35 $23.00 $25.00 Youth 10 visits $10.15 $11.95 $14.15 Senior 10 visits $10.18 $11.95 $14.16 Family/Group (5 max, 2 adults) 10 visits $50.89 $54.65 $57.97 10 Ticket Special 55+ Active Adults Drop in Programs (June) Senior 10 visits $10.00 $10.00 $10.00 10 Ticket Special 55+ Active Adults Drop in Fitness (June) Senior 10 visits $28.70 $28.76 $28.76 Shinny Adult 10 visits $55.75 $55.75 $55.75 Youth 10 visits $40.50 $40.50 $40.50 Shinny 55 Senior 10 visits $39.82 $39.82 $39.82 Pay As You T71 Visit Passes Page 3 172 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Drop In Soccer Adult 10 visits $55.75 $55.75 $55.75 Fitness Centre *includes use of Fitness Centre Adult 10 visits $82.00 $85.00 $88.00 and attendance at group fitness class on same visit Youth 10 visits $41.00 $42.50 $44.00 Senior 10 visits $41.00 $42.50 $44.00 Adult 10 classes $57.20 $60.00 $63.00 Group Fitness Class Youth 10 classes $28.60 $30.00 $31.50 Senior 10 classes $28.60 $30.00 $31.50 Adult 10 visits $72.40 $74.00 $75.00 Squash Youth 10 visits $36.20 $37.00 $37.50 Senior 10 visits $36.20 $37.00 $37.50 Sports Drop in Adult 10 visits $45.81 $46.00 $46.00 Senior 10 visits $22.95 $23.00 $23.00 Pay As You T12visit Passes Page 4 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Fitness Membership Basic *includes Fitness Centre and Adult annual $367.71 $380.00 $385.00 recreational swimming and Senior annual $183.86 $190.00 $192.50 skating at any Municipal Facility Youth annual $183.86 $190.00 $192.50 Post Secondary Student annual $275.91 $280.00 $290.00 Family - 2 adults and their children who are enrolled in FT school living at the same address (youth 13-17 must have completed the Teen Fitness Training Program to access the Fitness Centre) annual $784.13 $805.00 $825.00 Adult 6 month $238.94 $245.00 $250.00 Senior 6 month $119.49 $122.50 $125.00 Youth 6 month $119.49 $122.50 $125.00 Post Secondary Student 6 month $179.27 $185.00 $190.00 Adult 3 month $139.74 $145.00 $150.00 Senior 3 month $69.87 $72.50 $75.00 Youth 3 month $69.87 $72.50 $75.00 Post Secondary Student 3 month $104.81 $110.00 $110.00 Run Club Membership *includes Fitness Membership Adult annual 447.79 $450.00 $450.00 Basic and all Run Club Senior annual 263.94 $225.00 $225.00 programs Youth annual 263.94 $225.00 $225.00 [Post Secondary Student annual 355.99 $355.00 $355.00 Fitness M-nhip Basic Page 5 174 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Fitness Membership Plus 'includes Fitness Centre, group Adult annual $488.04 $500.00 $515.00 fitness classes, Squash (ASC) and recreational swimming and skating Senior annual $244.01 $250.00 $257.50 Youth annual $244.01 $250.00 $257.50 at any Municipal Facility Post Secondary Student annual $366.03 $380.00 $385.00 Group/Corporate (min 10 individuals) annual $414.03 $425.00 $430.00 Family - 2 adults and their children who are enrolled in FT school living at the same address (youth 13-17 must have completed the Teen Fitness Training Program to access the Fitness Centre) annual $1,050.60 $1,080.00 $1,090.00 Adult 6 month $317.22 $325.00 $330.00 Senior 6 month $158.61 $162.50 $165.00 Youth 6 month $158.61 $162.50 $165.00 Post Secondary Student 6 month $237.92 $245.00 $250.00 Adult 3 month $185.15 $190.00 $195.00 Senior 3 month $92.73 $95.00 $97.50 Youth 3 month $92.73 $95.00 $97.50 Post Secondary Student 3 month 1 $141.80 $146.00 $150.00 Fitness Mlr?2thip Plus Page 6 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Group Fitness Membership *includes group fitness classes listed on the Group Fitness schedule Adult annual $286.76 $293.00 $298.00 Senior annual $143.38 $146.00 $149.00 Youth annual $143.38 $146.00 $149.00 Post Secondary Student annual $215.08 $220.00 $224.00 Adult 3 month $132.02 $135.00 $137.00 Senior 3 month $66.00 $67.00 $69.00 Youth 3 month $66.00 $67.00 $69.00 Post Secondary Student 13 month 1 $99.011 $101.001 $103.00 Group Fitnj!*Snberships Page 7 176 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Swim / Skate Memberships Adult annual $172.19 $180.00 $185.00 Senior annual $86.09 $90.00 $92.50 Youth annual $86.09 $90.00 $92.50 Post Secondary Student annual $129.14 $132.00 $135.00 Group/Family (max 5, 2 adults) annual $321.19 $328.00 $335.00 Adult 3 month $65.43 $67.00 $68.00 Senior 3 month $32.72 $33.50 $34.00 Youth 3 month $32.72 $33.50 $34.00 Post Secondary Student 3 month $49.07 $50.00 $51.00 Swim / Skate Memberships Page 8 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Squash Memberships *includes squash (ASC) and recreational swimming at any Adult annual $229.69 $235.00 $240.00 Municipal pool Senior annual $114.85 $117.50 $120.00 Youth annual $114.85 $117.50 $120.00 Adult 3 month $87.28 $90.00 $91.00 Senior 3 month $43.64 $45.00 $45.50 Youth 3 month $43.64 $45.00 $45.50 Squasrships Page 9 178 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Red Cross Swim - Preschool Youth 30 min X 10 wks = 5 hrs $87.35 $89.00 $91.00 Red Cross Swim Kids - Level 1-4 Youth 30 min X 10 wks = 5 hrs $87.35 $89.00 $91.00 Red Cross Swim Kids Level 5-10 Youth 45 min X 10 wks=7.5 hrs $92.17 $94.00 $96.00 Private - 1:1 ratio Youth 30 min X 10 wks = 5 hrs $268.50 $274.00 $279.00 Private - 1:1 ratio Youth 30 min x 5 wks = 2.5 hrs $134.25 $137.00 $139.50 Semi -Private 2:1 ratio Youth 30 min X 10 wks = 5 hrs $168.01 $171.00 $175.00 Semi -Private 2:1 ratio Youth 30 min x 5 wks = 2.5 hrs $83.87 $85.50 $87.50 Bronze Star Youth 60 min x 10 wks = 10 hrs $97.54 $98.00 $100.00 Bronze Medallion & Emerg First Aid (incl exam) Leadership 2 hrs x 11 wks = 22 hrs $169.62 $173.00 $176.00 Bronze Cross (incl exam) Leadership 2 hrs x 11 wks = 22 hrs $154.35 $157.00 $161.00 Red Cross Water Safety Inst. (incl materials) Leadership 3 hrs x 10 wks = 30 hrs $302.00 $308.00 $314.00 Lifesaving Society Inst NEW (incl manual) Leadership 25 hrs $179.78 $183.00 $187.00 National Lifesaving Society (NLS) (incl manual) Leadership 40 hrs $266.09 $271.00 $277.00 Red Cross Inst. Recent Leadership 4-6 hrs $76.64 $78.00 $80.00 National Lifesaving Society (NLS) Recert Leadership 6 hrs $76.64 $78.00 $80.00 Adult Instruction (LTS and Swim Strokes) Adult 45 min X 10 wks=7.5 hrs $91.91 $94.00 $96.00 Senior 45 min X 10 wks=7.5 hrs $45.95 $47.00 $48.00 Aquafit - 1X per week Adult 12 cls X 1 hr = 12 hrs $85.00 $87.00 $88.00 Senior 12 cls X 1 hr = 12 hrs $42.50 $43.50 $44.00 Standard First Aid/CPR C (incl manual) Youth/Adult 116 hrs $101.041 $103.001 $105.00 Standard First Aid/CPR C Recert Youth/Adult 8 hrs $67.11 $68.00 $70.00 Aqua 17frams Page 10 Community Services Department - Shedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Summer/March Break Camps Camp - General (Kinder, Eco, Sports, Arts, S'Amuse Youth 7.5 hrs X 5 days=37.5 hrs $162.24 $169.00 $175.00 Camp Specialized - Lvl. 1 (JR Chef Camp, Outdoor Adventure Camp incl bussing) Youth 7.5 hrs X 5 days=37.5 hrs $170.87 $178.00 $185.00 Camp Specialized - Lvl. 2 (Trip, Hockey, LIT & CIT) Youth 7.5 hrs X 5 days=37.5 hrs $220.48 $225.00 $230.00 Before & After Care (weekly) Youth per wk am & pm $40.00 $40.00 $40.00 Mobile Playgrounds Children daily Complimentary Complimentary Complimentary Recreation Programs PA Day Program Child/Youth 7.5 hrs $34.73 $36.00 $38.00 PA Day Program Extended Care Child/Youth per day, a.m. & p.m. $8.32 $9.00 $9.00 Preschool Programs Pre-school 45 mins X 10 wks=7.5hrs $65.14 $68.00 $70.00 Wee Wigglers Pre-school 45 min X 10 wks = 7.5 hrs $88.32 $89.00 $93.00 Sportball 2-3 yrs 45 min X 10 wks = 7.5 hrs $169.95 $170.00 $177.00 Sportball 3-8 yrs 1 hr X 10 wks = 10 hrs $169.95 $170.00 $177.00 Dance NFC Children 30 min X 10 wks = 5 hrs $46.40 $47.00 $49.00 Children/Youth Sports - Lvl. 1 Child/Youth 1 hr X 10 wks = 10 hrs $34.04 $36.00 $37.00 Children/Youth Sports - Lvl. 2 Child/Youth 1 hr X 10 wks = 10 hrs $39.33 $41.00 $42.00 Children/Youth Arts - Lvl. 1 Child/Youth 1 hr X 10 wks = 10 hrs $50.73 $53.001 $54.00 Children/Youth Arts - Lvl. 2 Child/Youth 1 hr X 10 wks = 10 hrs $67.35 $70.00 $73.00 Recreation Pian and Camps Page 11 ISO Community Services Department - Shedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Children/Youth Specialized - LA. 1 Child/Youth 1.5 hrs X 10 wks=15 hrs $54.34 $56.00 $58.00 Children/Youth Specialized - Lvl. 2 Child/Youth 1.5 hrs X 10 wks=15 hrs $85.21 $87.00 $89.00 Clarington Basketball Academy Child/Youth 1 hr X 10 wks = 10 hrs $100.00 $100.00 $104.00 House League Sports Child/Youth 1.25 hrs X 10 wks=12.5 hr; $80.00 $82.00 $83.00 House League Sports Adult 1.25 hrs X 10 wks=12.5 hr; $125.88 $130.00 $135.00 Adult Sports Adult 1.5 hrs X 10 wks=15 hrs $55.08 $57.00 $59.00 Adult Instructional Adult 1.5 hrs X 10 wks=15 hrs $125.88 $130.00 $134.00 Adult Specialized Adult 1.5 hrs X 10 wks=15 hrs $66.02 $68.00 $70.00 Principles of Healthy Child Development (PHCD) Youth 7 hrs $63.74 $66.00 $68.00 Workshops Preschool 45 mins $6.76 $7.00 $7.00 Children/Youth per hour $8.73 $9.00 $9.00 Adult per hour $10.92 $11.00 $11.00 Birthday Parties Children/Youth 2 hrs, up to 12 children $166.40 $170.00 $175.00 2 hrs, up to 16 children $218.40 $225.00 $230.00 Recreation P180 and Camps Page 12 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Group Fitness Class Adult 1 hr X 12 weeks (12 hrs) $60.21 $62.00 $64.00 Senior/Youth 1 hr X 12 weeks (12 hrs) $30.11 $31.00 $32.00 Learn to Run - 5 km Adult 1 hr X 12 weeks (12 hrs) $63.75 $65.00 $66.00 Senior/Youth 1 hr X 12 weeks (12 hrs) $31.87 $32.50 $33.00 Learn to Run - 5 km Plus incl 10 visit pass to Fitness Centre Adult 1 hr X 12 weeks (12 hrs) $103.50 $106.00 $108.00 Senior/Youth 1 hr X 12 weeks (12 hrs) $51.75 $53.00 $54.00 Learn to Run - 10 km Adult 1.5 hrs X 12 wks + 18 hrs $78.51 $80.00 $82.00 Senior/Youth 1.5 hrs X 12 wks + 18 hrs $39.25 $40.00 $41.00 Learn to Run - 10 km Plus *incl 10 visit pass to Fitness Centre Adult 1.5 hrs X 12 wks + 18 hrs $119.62 $122.00 $125.00 Senior/Youth 1.5 hrs X 12 wks + 18 hrs $59.80 $61.00 $62.50 Strength Training Adult 1 hr X 12 wks=12 hrs $58.61 $60.00 $61.00 Senior/Youth 1 hr X 12 wks=12 hrs $29.30 $30.00 $30.50 Services Fitness Assessment All 1 hr $42.20 $43.00 $45.00 Personal Training All 1 hr $42.40 $43.00 $45.00 All 5 hrs $195.08 $200.00 $205.00 All 10 hrs $349.85 $360.00 $365.00 Fitness Assessment/Personal Training Package All 2 hrs $65.03 $67.00 $69.00 Non -Member Personal Training All 1 hr $50.72 $52.00 $54.00 All 5 hrs $236.69 $243.00 $247.00 All 10 hrs $433.90 $445.00 $455.00 Non -Member Appraisal All 1 hr $50.72 $52.00 $53.00 Semi Private Personal Training (2 people) Rates are per person 1 hr $31.99 $33.00 $34.00 5 hrs $143.32 $147.00 $150.00 10 hrs $254.90 $261.00 $267.00 Fitness �og�aMS Page 13 182 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Refer to dry land fees for high school pricing High Schools - Fitness Centre (max 25) Youth 1 hr/per student $2.29 $2.35 $2.40 High Schools - Group Fitness Class (max 25) Youth 1 hr $2.29 $2.35 $2.40 Dryland Training ( 10-15 players) Youth 1 hr $57.22 $58.00 $60.00 each additional player up to 18 players Youth per hr $4.68 $5.00 $5.00 (includes private room only - no use of gym) Dryland Training (10-15 players) Adult 1 hr $114.44 $117.00 $119.00 each additional player up to 18 players Adult per hr $9.36 $10.00 $10.00 (includes private room only - no use of gym) Flex Training Package (10-15 players) Youth 1 hr $110.28 $113.00 $115.00 each additional player up to 18 players Youth per hr $7.28 $8.00 $8.00 (includes training session private room/gym) Flex Training Package (10-15 players) Adult 1 hr $208.08 $212.00 $216.00 each additional player up to 18 players Adult per hr $13.79 $14.00 $14.00 includes training session private room/gym) Locker Rental All annual $75.00 $75.00 $75.00 Locker Rental All 3 month $25.00 $25.00 $25.00 Fitnelt 82 ams Page 14 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees 55+ Active Adults Drop -In Activities Senior per visit $1.50 $1.50 $1.50 Drop -In Activities (10 Visit Pass) Senior 10 Visits $13.50 $13.50 $13.50 Registered Fitness Programs Senior per hour $3.40 $3.40 $3.40 Registered General Interest Programs Senior per hour $2.75/$3.50 $2.75/$3.50 $2.75/3.50 Workshops Senior per hour $4.00 $4.00 $4.00 Pay As You Go (for applicable registered fitness programs) Senior per visit $4.25 $4.25 $4.25 Luncheon Senior per visit $8.00 $8.00 $8.00 Special Event Senior per visit $10-12.00 $10-12.00 $10-12.00 Special Event with Meal jSenior I per visit 1 $15.001 $15.001 $15.00 55+ i dults Page15 184 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fees Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Clarington Sports Hall of Fame Induction Ceremony Regular Ticket All Per Event $48.67 $48.67 $48.67 Hall of Fame Alumni Ticket *maximum 2 per alumni All Per Event $35.40 $35.40 $35.40 Table of 8 All Per Event $283.19 $283.19 $283.19 Event Display Booth Fees Volunteer / Not for Profit Organization All Per Event $0.00 $0.00 $0.00 Private Organization - No Hydro All Per Event $22.12 $22.12 $22.12 Private Organization - Booth with Hydro All Per Event $44.25 $44.25 $44.25 Workshops All Per 1-3 hour event $35.00 $35.00 $35.00 All Per 3.5-8 hour event $70.00 $70.00 $70.00 Communi-"elopment Page 16 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Garnet B. Rickard Recreation Complex Community Hall 1,2,3 (Full Hall) Non -Licenced Resident Event (10 hours) $671.71 $685.00 $700.00 Licenced Resident Event (10 hours) $972.77 $995.00 $1,015.00 Non -Licenced Comm Group Event (10 hours) $603.71 $615.00 $630.00 Licenced Comm Group Event (10 hours) $874.98 $895.00 $910.00 Non -Resident Event (10 hours) 10% surcharge 10% surcharge 10% surcharge Community Hall 2 (Half Hall) Non -Licenced Resident Event (10 hours) $373.97 $380.00 $390.00 Licenced Resident Event (10 hours) $541.01 $550.00 $565.00 Non -Licenced Comm Group Event (10 hours) $336.88 $345.00 $350.00 Licenced Comm Group Event (10 hours) $486.91 $495.00 $505.00 Non -Resident Event (10 hours) 10% surcharge 10% surcharge 10% surcharge Community Hall 1 or 3 (Quarter Hall) - New Rate Non -Licenced Resident Event (10 hours) N/A $210.00 $215.00 Licenced Resident Event (10 hours) N/A $300.00 $305.00 Non -Licenced Comm Group Event (10 hours) N/A $190.00 $195.00 Licenced Comm Group Event (10 hours) N/A $270.00 $275.00 Non -Resident Event (10 hours) 10% surcharge 10% surcharge 10% surcharge Community Hall 1 and 2 or 2 and 3 (Three Quarters Hall) - New Rate Non -Licenced Resident Event (10 hours) N/A $530.00 $540.00 Licenced Resident Event (10 hours) N/A $765.00 $780.00 Non -Licenced Comm Group Event (10 hours) N/A $480.00 $490.00 Licenced Comm Group Event (10 hours) N/A $690.00 $705.00 Non-resident Event (10 hours) 10% surcharge 10% surcharge 10% surcharge FallssIs Page 17 186 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Community Hall 1, 2, 3 New Year's Eve (Full Hall) Licenced Resident Event (10 hours) $2,103.69 $2,150.00 $2,190.00 Licenced Comm Group Event (10 hours) $1,893.53 $1,930.00 $1,970.00 Non -Licenced Resident/Comm Group Event (10 hours) $1,893.53 $1,930.00 $1,970.00 Non -Resident Event (10 hours) 10% surcharge 10% surcharge 10% surcharge Community Hall 1,2,3 (Full Hall) - Hourly Comm Group (1-4 hours) per hour $100.96 $105.00 $110.00 Comm Group 4-8 hours) per hour $75.98 $80.00 $80.00 Resident (1-4 hours) per hour $151.44 $155.00 $160.00 Resident (4-8 hours) per hour $94.78 $95.00 $100.00 Schools (1-4 hours) per hour $76.75 $80.00 $80.00 Schools (4-8 hours) per hour $53.06 $55.00 $55.00 Non -Resident per hour 10% surcharge 10% surcharge 10% surcharge Community Hall 2 (Half Hall) - Hourly Comm Group (1-4 hours) per hour $49.45 $50.00 $51.00 Comm Group (4-8 hours) per hour $30.39 $31.00 $32.00 Resident (1-4 hours) per hour $75.72 $75.00 $80.00 Resident (4-8 hours) per hour $53.06 $55.00 $55.00 Schools (1-4 hours) per hour $38.63 $40.00 $40.00 Schools (4-8 hours) per hour $22.92 $25.00 $25.00 Non -Resident per hour 10% surcharge 10% surcharge 10% surcharge FaI86Is Page 18 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Community Hall 1 or 3 (Quarter Hall) - Hourly - New Rate Comm Group (1-4 hours) per hour N/A $28.00 $29.00 Comm Group (4-8 hours) per hour N/A $17.00 $18.00 Resident (1-4 hours) per hour N/A $41.00 $44.00 Resident (4-8 hours) per hour N/A $30.00 $30.00 Schools (1-4 hours) per hour N/A $22.00 $22.00 Schools (4-8 hours) per hour N/A $14.00 $14.00 Non -Resident per hour 10% surcharge 10% surcharge 10% surcharge Meeting / Program Room Rates 2 rooms - Double the single room rate less 20% 3 rooms - Triple the single room rate less 30% Applicable to all categories and durations Comm Group (1-4 hours) per hour $28.33 $29.00 $30.00 Comm Group (4-8 hours) per hour $18.93 $19.00 $20.00 Comm Group (8 plus hours) per hour $16.55 $17.00 $18.00 Resident (1-4 hours) per hour $38.63 $39.00 $40.00 Resident (4-8 hours) per hour $26.53 $27.00 $28.00 Resident (8 plus hours) per hour $22.92 $23.00 $24.00 Schools (1-4 hours) per hour $21.12 $21.00 $22.00 Schools (4-8 hours) per hour $11.46 $12.00 $13.00 Schools (8 plus hours) per hour $11.01 $11.00 $12.00 Non -Resident per hour 1 10 % surcharge 10% surcharge 10% surcharge FaII87Is Page 19 188 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Extra Fees Kitchen -With Hall Event (10 hours) $119.51 $120.00 $120.00 Bartenders per hour $20.70 $22.00 $22.00 Maintenance (additional staff) per hour $15.92 $17.00 $17.00 Swimming Pool Rentals Pool (2 guards) 1 hr $143.97 $147.00 $150.00 Pool & Tot pool (3 guards) 1 hr $162.90 $166.00 $169.00 Pool & Slide (4 guards) 1 hr $184.44 $188.00 $192.00 Pool/Slide/Tot Pool (5 guards) 1 hr $207.83 $212.00 $216.00 Main or Tot Pool Newcastle (2 guards) 1 hr $143.97 $147.00 $150.00 Main/Slide - Newcastle (4 guards) 1 hr $184.44 $188.00 $192.00 Main/Slide/Tot Pool -Newcastle (6 guards) 1 hr $230.15 $235.00 $240.00 Youth Club/Swim Meet 1 hr $61.48 $62.00 $63.00 Adult Club/Swim Meet 1 hr $72.84 $74.00 $76.00 School Boards 1 hr $61.48 $62.00 $63.00 Lifeguards 1 hr $21.97 $23.00 $23.00 Red Cross Materials (School Boards) 5 Wk Class $78.04 $78.00 $78.00 Non -Resident 1 hr 10% surcharge 10% surcharge 10% surcharge FallseIs Page 20 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Arena Rentals - Ice - September 1 - June 30 Prime Time Adult 1 hr $205.85 $210.00 $215.00 Youth 1 hr $166.57 $168.00 $170.00 Non -Prime Adult 1 hr $155.08 $158.00 $161.00 Youth 1 hr $112.45 $114.00 $115.00 Non -Resident 1 hr 10% surcharge 10% surcharge 10% surcharge Discount Ice -Monday -Sunday 11 pm and later 1 hr $119.24 $122.00 $124.00 (winter only Sept -April) Off Ice Training (RRC,SCA) 1 hr $19.77 $20.00 $20.00 Extra Staff - Skate Patrollers per hour $14.47 $15.00 $15.00 Arena Rentals - Summer Ice - July 1 - August 31 Prime Time Adult 1 hr $205.85 $210.00 $215.00 Prime Time Youth 1 hr $166.57 $170.00 $173.00 Non -Prime Adult 1 hr $155.08 $158.00 $161.00 Non -Prime Youth 1 hr $133.99 $136.00 $138.00 Non -Resident 1 hr 10% surcharge 10% surcharge 10% surcharge Arena Rentals - Dry Floor Floor Adult 1 hr $82.53 $85.00 $86.00 Floor Youth 1 hr $69.89 $71.00 $72.00 Non -Resident 1 hr 10% surcharge 10% surcharge 10% surcharge Exhibit Function - Community Groups daily $1,049.91 $1,070.00 $1,090.00 Exhibit Function daily $1,278.71 $1,300.00 $1,325.00 Exhibit Function - Set up daily 1 $421.52 $430.00 $440.00 Fal'81WIs Page 21 190 Community Services Department - Schedule of Rates Fees September 1, 2017 to August 31, 2019 Program or Service Category (youth, adult, senior) Duration (hrs X wks) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Bowmanville Indoor Soccer and Lacrosse Bowl Full Field Prime Time Adult 1 hr $184.89 $189.00 $192.00 Prime Time Youth 1 hr $153.96 $156.00 $158.00 Non -Prime Time Adult 1 hr $152.21 $156.00 $158.00 Non -Prime Time Youth 1 hr $111.39 $113.00 $115.00 Half Field Prime Time Adult 1 hr $92.71 $95.00 $97.00 Prime Time Youth 1 hr $76.72 $78.00 $79.00 Non -Prime Time Adult 1 hr $76.10 $78.00 $79.00 Non -Prime Time Youth 1 hr $55.42 $57.00 $58.00 Off -Season -Flat Rate (April 1 - September 30) 1 hr $70.94 $72.00 $73.00 Outdoor Lacrosse - Lighted 1 hr $25.00 $26.00 $26.00 Outdoor Lacrosse - Non -Lighted 1 hr $15.50 $16.00 $16.00 South Courtice Arena - Gymnasium Adult 1 hr $21.96 $23.00 $23.00 Youth/Senior 1 hr $16.29 $17.00 $17.00 Newcastle & District Recreation Complex Gymnasium - Full Adult 1 hr $49.81 $52.00 $54.00 Youth/Senior 1 hr $34.98 $37.00 $39.00 Gymnasium - Half Adult 1 hr $37.07 $39.00 $41.00 Youth/Senior 1 hr $23.50 $25.00 $26.00 Parking Lots CCC-RRC-SCA-NDRC Daily $586.11 $600.00 $610.00 DSC -ASC -BIS Daily $293.06 $300.00 $305.00 Statutory Holiday Surcharge rate applies in addition to the applicable rental rate of the facility All Hourly $66.65 $68.00 $70.00 Facility Rentals Page 22 Community Services Department - Schedule of Rates Fees September 1 to August 31, 2019 Program or Service Category (youth, adult, senior) Current Fee Sept. 1 2017 Proposed Fees Sept. 1 2018 Proposed Fees Cancellation/Refund Fee Per Program $10.00 $10.00 $10.00 NSF Fee Per Transaction $35.00 $35.00 $35.00 Membership Cancellation (medical/move) Per Member $10.00 $10.00 $10.00 Replacement Access Card Per Card $5.00 $5.00 $5.00 Facility Cancellation Fee with notice (minimum of 15 business days prior to rental) Per Rental 10% of Total Cost 10% of Total Cost 10% of Total Cost Facility Cancellation Fee without notice (less than 15 business days prior to rental) Per Rental 50% of Total Cost 50% of Total Cost 50% of Total Cost Non Residents Per Program/Membership/Rental 10% Surcharge 10% Surcharge 10% Surcharge Camp Early Bird Discount (registrations prior to May 15th) Per registraiton 1 10% 10% 10% 3rd Child Discount (Program Registration) 3rd & subsequent children in same family 50% Reduction on Lowest Rate 50% Reduction on Lowest Rate 50% Reduction on Lowest Rate Adminisla'91harges Page 23 Clarftwn 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: June 19, 2017 Report Number: COD -011-17 Resolution: File Number: CL2017-16 By-law Number: Report Subject: Rout and Seal Crack Repair Recommendations: That Report COD -011-17 be received; 2. That Done Rite Plaza Maintenance and Sons, with a bid in the amount of $83,249.76 (Net of HST), being the low, compliant bidder meeting all terms, conditions and specifications of CL2017-16 for Rout and Seal Crack Repair be awarded the contract, as recommended by the Operations Department; 3. That pending satisfactory pricing and service the Purchasing Manager be given the authority to extend the contract for this service for up to four additional one year terms; 4. That funds required for this project in the amount of $83,249.76 (Net of HST) be funded by the Municipality as follows: Pavement Resurfacing 100-36-381-10250-7163 $52,000.00 Pavement Rehab 110-32-330-83212-7401 $31,249.76 5. That all interested parties listed in Report COD -011-17 and any delegations be advised of Council's decision by the Corporate Services Department. 192 Municipality of Clarington Report COD -011-17 Page 2 Report Overview To request authorization from Council to award CL2017-16 for Rout and Seal Crack Repair. 1. Background Tender specifications were prepared by AECOM and provided by the Operations Department and Engineering Department for rout and seal crack repair. This tender specifies the work of routing and cleaning cracks in asphalt pavement roads and then sealing the cracks with a rubberized sealant compound. Tender CL2017-16 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. Seven companies downloaded the document. The tender closed on May 26, 2017. 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. 2. Proposal 2.1 Analysis After review and analysis of the submissions by the Operations Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Done Rite Plaza Maintenance and Sons be recommended for the award of contract CL2017-16 for Rout and Seal Crack Repair. References provided by Done Rite Plaza Maintenance and Sons were contacted and they advised that the level of service has been satisfactory. 2.2 Financial That the total funds required for this project in the amount of $83,249.76 (Net of HST) be funded by the Municipality as follows: Pavement Resurfacing 100-36-381-10250-7163 $52,000.00 Pavement Rehab 110-32-330-83212-7401 $31,249.76 Queries with respect to the department needs should be referred to the Director of Operations. 193 Municipality of Clarington Report COD -011-17 Page 3 3. Concurrence This report has been reviewed by the Director of Operations and the Director of Engineering who concur with the recommendation. 4. Conclusion It is respectfully recommended that Done Rite Plaza Maintenance and Sons with the lowest compliant bid of $83,249.76 (Net of HST) be awarded the contract for Rout and Seal Crack Repair as per the terms, conditions and specifications of Tender CL2017-16. 5. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Reviewed by: Marie Marano, HB Sc., CMO Curry Clifford, MPA, CMO Director of Corporate Services Interim CAO . d Nancy Taylor, BBA, CPA, CA., Director of Finance/Treasurer Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or dferguson@clarington.net List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. Attachments: Attachment 1 — Summary of Bid Results 194 Municipality of Clarington Attachment 1 to )ort COD -007-17 Municipality of Clarington Summary of Bid Results Tender CL2017-16 Rout and Seal Crack Repair 195 Total Bid Projected 5 Year Bidder (Net H.S.T. Rebate) Contract Value (Net H.S.T. Rebate) Done Rite Plaza Maintenance and $83,249.76 $416,248.82 Sons Roadmaster Road Construction and $106,827.49 $534,137.43 Sealing Ltd. 195 Clarftwn 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: June 19, 2017 Report Number: COD -012-17 Resolution: File Number: CL2017-7 By-law Number: Report Subject: Concession Road 3 Reconstruction Recommendations: 1. That Report COD -012-17 be received; 2. That Ambler & Co. Inc. with a total bid amount of $3,849,848.55 (Blended HST) being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2017-7 be awarded the contract for the reconstruction of Concession Road 3 as required by the Engineering Services Department; 3. That the funds required for this project in the amount of $4,554,000.00 (Blended HST) which includes the construction cost of $3,849,848.55 (Blended HST) and other related costs such as design, permit fees, utility relocation, inspection and contract administration, materials testing and contingencies of $704,151.45 (Blended HST) be funded by the Municipality as follows.. Con Rd 3 Reconstruction (RR 57 - Middle Rd) Con Rd 3 Reconstruction (Middle Rd - Liberty St) Con Rd 3 Reconstruction (Liberty St - Jollow Dr) South Service Rd Streetlighting (Lake Rd - Bennett Rd) Region of Durham Contribution from Development 110-32-330-83417-7401 $ 50,805.31 110-32-330-83416-7401 $2,061,998.72 110-32-330-83415-7401 $ 19,195.97 110-32-324-83433-7401 $ 186,000.00 100-00-000-00000-1010 $ 102,000.00 100-32-130-00000-1010 $2,134,000.00 4. That all interested parties listed in Report COD -012-17 and any delegations be advised of Council's decision by the Department. 196 Municipality of Clarington Report COD -012-17 Report Overview Page 2 To request authorization from Council to award the contract for the reconstruction work at Concession Road 3, Bowmanville as required by the Municipality of Clarington's Engineering Services Department. 1. Background Tender specifications were prepared by CIMA and the Engineering Services Department and provided to the Purchasing Services Division. This project relates to the reconstruction of Concession Rd 3. The limits established for this work are approximately 100m west of Middle Road to 100m east of Gimblett St. The work includes reconstruction of the road to an urban standard, and installation of water main, storm and sanitary sewers to service development. Tender CL2017-7 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. Nineteen (19) companies (including subcontractors) downloaded the document. The tender closed on Thursday, March 25, 2017. 2. Proposal Four (4) 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, Ambler & Co. Inc. be recommended for the award of contract CL2017-7. Ambler & Co. Inc. has successfully completed work for the Municipality in the past. 3. Financial The funds required for this project in the amount of $4,554,000.00 (Blended HST) which includes the construction cost of $3,849,848.55 (Blended HST) and other related costs such as design, permit fees, utility relocation, inspection and contract administration, materials testing and contingencies of $704,151.45 (Blended HST) are to be funded by the Municipality as follows: Con Rd 3 Reconstruction (RR 57 - Middle Rd) 110-32-330-83417-7401 $ 50,805.31 Con Rd 3 Reconstruction 110-32-330-83416-7401 $2,061,998.72 (Middle Rd - Liberty St) 197 Municipality of Clarington Report COD -012-17 Con Rd 3 Reconstruction (Liberty St - Jollow Dr) South Service Rd Streetlighting (Lake Rd - Bennett Rd) Region of Durham Contribution from Development Page 3 110-32-330-83415-7401 $ 19,195.97 110-32-324-83433-7401 $ 186,000.00 100-00-000-00000-1010 $ 102,000.00 100-32-130-00000-1010 $2,134,000.00 The 2017 budget for construction on Concession Road 3 between Middle Road and Gimblett St. included street lighting within the limits of construction. During detailed design, it was determined that street lights are required now for the full length of road from RR 57 to Liberty St to avoid safety concerns associated with inconsistent lighting. It is recommended that funds be transferred from the South Service Rd Streetlighting project (110-32-324-83433-7401), which is on hold pending the extension of Lake Road from Lambs Road to Bennett Rd, to cover the additional construction costs of streetlighting. If the Lake Rd extension does not proceed, or it is determined in the future that street lights are required on South Service Rd, the project will be included again for consideration in a future budget. The contribution from the Development will be collected by certified cheque prior to issuance of the Purchase Order. 4. Concurrence This report has been reviewed by the Director of Engineering Services who concurs with the recommendations. 5. Conclusion It is respectfully recommended that Ambler & Co. Inc. being the lowest compliant bid be awarded the contract for the reconstruction of Concession Road 3 in the amount of $3,849,848.55 (Blended HST) as per the terms and conditions of Tender CL2017-7. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Municipality of Clarington Report COD -012-17 Page 4 Submitted by: Reviewed by: Marie Marano, H.B. Sc., C.M.O., Curry Clifford, MPA, CMO Director of Corporate Services Interim CAO NancyT ylor BA, CPA, CA Director of Finance/Treasurer Staff Contact: David Ferguson, Purchasing Manager, 2209 or dferguson@clarington.net List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. 199 Municipality of Clarington Attachment 1 to Report COD -012-17 CL2017-7 — Concession Road 3 Reconstruction Bid Summary BIDDER Ambler & Co. Ltd. TOTAL BID (Including HST) $4,071,205.77 Hard -Co Construction Ltd. $4,218,404.98 Elirpa Construction & Materials Ltd. $4,742,094.54 Brennan Paving & Construction Ltd. $4,870,139.65 200 Clarington Legal 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: June 19, 2017 Report Number: LGL -007-17 Resolution: File Number: L1000-37 By-law Number: Report Subject: Orono Arena and Community Centre Board Recommendations: 1. That Report LGL -007-17 be received; 2. That Council pass By-law No. 2017-054 attached to this Report (Attachment 1 to Report LGL -007-17) to designate the Orono Arena and Community Centre as a municipal capital facility and exempt it from taxation; 3. That the Clerk be directed to provide written notice of By-law No. 2017-054 to the Minister of Education as required by subsection 110(5) of the Municipal Act, 2001; 4. That the Clerk be directed to provide written notice of By-law No. 2017-054 to the Municipal Property Assessment Corporation, the Clerk of the Region of Durham and the local school boards as required by subsection 110(8) of the Municipal Act, 2001; 5. That the Municipality enter into a Municipal Capital Facility Agreement with the Orono Amateur Athletic Association substantially in the form attached to this Report (Attachment 2) to manage and operate the Centre; 6. That provided a Municipal Capital Facility Agreement has been entered into with the Orono Amateur Athletic Association, the Orono Arena and Community Centre Board be dissolved effective August 1, 2017; and 7. That the Orono Amateur Athletic Association and all members of the Orono Arena Board be notified of Council's decision. 201 Municipality of Clarington Report LGL -007-17 Report Overview Page 2 As part of the Municipality's on-going efforts to deliver services and programs as efficiently and effectively as possible, staff have been in discussions with the Orono Arena and Community Centre Board and the Orono Amateur Athletic Association respecting services and programs at the Orono Arena and Community Centre. The Centre has been and continues to be managed and operated very well, but all involved believe there is no longer a need to have a municipal service board oversee the Centre's management and operation. Instead, it is recommended that the Municipality enter into a Municipal Capital Facility Agreement with the Orono Amateur Athletic Association. 1. Background 1.1 By an agreement dated September 1, 1977, The Corporation of the Town of Newcastle (now the Municipality) leased from The Durham Central Agricultural Society the property municipally known as 2 Princess Street, Orono and constructed an arena, community centre and grandstand ("the Centre") on the lands. 1.2 The Orono Arena and Community Centre Board (the "Board") was originally established in 1978 under the Community Recreation Buildings Act, 1974 (now repealed), and has continued to exist as a municipal service board under what is now section 196 of the Municipal Act, 2001, to control and manage the Centre. 1.3 The Orono Amateur Athletic Association ("OAAA") was incorporated as a not-for-profit corporation by Letters Patent issued on September 28, 1981 to "promote, develop, improve, encourage and advance amateur athletics in all of its phases including hockey, skating, all field and indoor sports, swimming and aerial exercises and to do all such things as are incidental or conducive to the attainment of [those] objects". 1.4 In October 1993, the Association entered into a "Statement of Understanding" with the Board to operate and maintain the Centre on behalf of the Board, and the Association has effectively provided such services since the Statement of Understanding was entered into. A copy of this Statement of Understanding is attached to this Report (Attachment 3). 1.5 The Centre has been and continues to be managed and operated very well, but all involved have concluded that there is no longer a need to have a municipal service board oversee its management and operation. At its meeting on May 30, 2017, the Board therefore passed the following motion: That the Municipality of Clarington enter into a Municipal Capital Facility Agreement to operate the Orono Arena and Community Centre with the Orono Amateur Athletic Association and once executed dissolve the Orono Arena Board. 202 Municipality of Clarington Report LGL -007-17 2. Discussion Page 3 2.1 Staff fully support the resolution passed by the Board. In our opinion, a Municipal Capital Facility Agreement similar to what the Municipality has with the Bowmanville Older Adult Association will create some efficiencies without impacting how the Centre is being managed. Most importantly, it will eliminate the need for oversight by the Board. 2.2 The proposed Municipal Capital Facilities Agreement ("the MCFX) attached to this Report (Attachment 2) is essentially a lease that has been tailored so that it also addresses municipal taxation issues and operational issues relating to the delivery of amateur athletics and other recreation services and programs at the Centre. It will essentially replace the Statement of Understanding that was signed in 1993 with something that more clearly sets out the expectations of the Municipality and the OAAA going forward. 2.3 The two key sections of the proposed MCFA are as follows: (a) Section 10 - Term The term of the MCFA is specified to continue until the land lease referred to in section 1.1 of this Report is terminated or expires. By virtue of the Municipality having exercised its options to extend, the current term of this land lease expires on August 31, 2022. (b) Section 15 - Taxes If Council passes the by-law attached to this Report (Attachment 1) to designate the Centre as a municipal capital facility, it will be exempt from taxes levied for municipal and school board purposes. 2.4 Other than the OAAA being required to obtain additional insurance to protect their Directors and possible year-end audit services, the MCFA will not change the way in which services and programs are being delivered today. All of the basic responsibilities of the Municipality and the OAAA will remain the same. 2.5 Municipal staff will work with OAAA to make sure that it is able to obtain the additional insurance and audit services economically. 3. Concurrence 3.1 This Report has been reviewed by the Director of Finance/Treasurer, Director of Operations and Municipal Clerk who concur with the recommendations. 203 Municipality of Clarington Report LGL -007-17 Page 4 3.2 The recommendations in this Report are supported by the Orono Arena and Community Centre Board and the Orono Amateur Athletic Association. 4. Conclusion 4.1 It is respectfully recommended that Council adopt all of the recommendations contained in this Report in order to allow for a more stream -lined delivery of services at the Centre. 5. Strategic Plan Application 5.1 Not applicable. Submitted by. Andrew C. Allison, B. Comm, LL.B, Municipal Solicitor Reviewed by: Curry Clifford, MPA, CMO Interim CAO Staff Contact: Andrew C. Allison, Municipal Solicitor, 905-623-3379 ext 2013 or aallison@clarington.net Attachment 1 By-law to designate the Orono Arena and Community Centre as a municipal capital facility and exempted it from taxation. Attachment 2 Draft Municipal Capital Facility Agreement Attachment 3 Statement of Understanding dated October 1993 204 Attachment 1 to Report LGL -007-17 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NO. 2017-054 A by-law to designate the Orono Arena and Community Centre as a municipal capital facility and exempt it from all taxes levied for municipal and school purposes WHEREAS section 110 of the Municipal Act, 2001 permits a municipality to enter into agreements for the provision of municipal capital facilities; AND WHEREAS, the Orono Arena and Community Centre ("the Centre") located on the lands known municipally as 2 Princess Street, Orono is a municipal capital facility from which a broad range of amateur athletics and other recreational services and programs have been and will continue to be provided; AND WHEREAS the Municipality has authorized the execution of an agreement with the Orono Amateur Athletic Association ("OAAA") for the continued use of the Centre as a municipal capital facility; AND WHEREAS subsection 110(6) of the Municipal Act, 2001 provides that a municipality may exempt from all or part of the taxes levied for municipal and school purposes land or a portion of it on which municipal capital facilities are located; AND WHEREAS Ontario Regulation 603/06, as amended, specifies the classes of municipal capital facilities that can be exempt from taxation under subsection 110(6) of the Municipal Act, 2001, and the Centre is within a class that qualifies for such exemption. NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON ENACTS AS FOLLOWS: Designation The Centre is hereby designated as a municipal capital facility (as that term is defined in subsection 2(1) of Ontario Regulation 603/06) effective August 1, 2017 for the purpose of providing a broad range of amateur athletics and other recreational services and programs. Tax Exemption 2. The Centre is hereby exempted from taxation in accordance with subsection 110(6) of the Municipal Act, 2001 and paragraph 15 of subsection 2(1) of Ontario Regulation 603/01 effective August 1, 2017. 205 3. In accordance with clause 5(b) of Ontario Regulation 603/01, Council hereby declares that the Centre shall be used for the purposes of the Municipality as set out in the Municipal Capital Facilities Agreement between the Municipality and OAAA dated August 1, 2017 and shall be for public use. Effective Date 4. This by-law comes into force and is effective on August 1, 2017. PASSED this 3rd day of July, 2017. Adrian Foster, Mayor C. Anne Greentree, Municipal Clerk 206 Attachment 2 to Report LGL -007-17 MUNICIPAL CAPITAL FACILITY AGREEMENT This Agreement is dated as of August 1, 2017 BETWEEN: THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON (the "Municipality") and THE ORONO AMATEUR ATHLETIC ASSOCIATION (the "Association") RECITALS: A. By an agreement dated September 1, 1977 (the "Land Lease"), The Corporation of the Town of Newcastle (now the Municipality) leased from The Durham Central Agricultural Society the property municipally known as 2 Princess Street, Orono and constructed thereon an arena, community centre and grandstand. B. The Orono Arena and Community Centre Board (the "Board") was originally established in 1978 under the Community Recreation Buildings Act, 1974 (now repealed), and has continued to exist as a municipal service board under what is now section 196 of the Municipal Act, 2001, to control and manage the arena and community centre (the "Centre"). C. The Orono Amateur Athletic Association was incorporated as a not-for-profit corporation by Letters Patent issued on September 28, 1981 to "promote, develop, improve, encourage and advance amateur athletics in all of its phases including hockey, skating, all field and indoor sports, swimming and aerial exercises and to do all such things as are incidental or conducive to the attainment of [those] objects". D. In October 1993, the Association entered into a "Statement of Understanding" with the Board to operate and maintain the Centre on behalf of the Board, and the Association has continued to effectively provide such services up to the current date. E. In an effort to make it easier and more efficient to make decisions respecting the control and management of the Centre, the Municipality has dissolved the Board and is entering into this Municipal Capital Facility Agreement in accordance with subsection 110(2) of the Municipal Act, 2001 to allow for such services to be provided directly by the Association to the Municipality. F. On July 3, 2017, Council considered Report LGL -007-17 and passed By-law No. 2017- 054 which designated the Centre as a municipal capital facility and exempted the Centre from taxation. 207 Page 12 NOW THEREFORE the Municipality and the Association agree as follows: PART 1 - INTERPRETATION Definitions 1. In this Agreement, "Agreement" means this Agreement as it may be amended from time to time; "Association" means The Orono Amateur Athletic Association including, where appropriate, its agents, consultants, contractors, employees and those for whom it is in law responsible; "Centre" means the Orono Arena and Community Centre, grandstand and the surrounding parking lot; "Council" means the Council of the Municipality; "Land Lease" means the lease agreement referred to in Recital A; and "Municipality" means The Corporation of the Municipality of Clarington including, where appropriate, its agents, consultants, contractors, employees and those for whom it is in law responsible. 2. In this Agreement, (a) where reference is made to a consent, waiver, approval, notice, request or other communication, such matters shall be deemed to be qualified by the words "acting reasonably"; and (b) every provision by which the Association obligated in any way through the words "the Association shall" will be deemed to include the words "at its expense" (including the payment of any applicable taxes). Grant PART 2 - GRANT AND USE In consideration of the performance by the Association of its obligations under this Agreement, the Municipality leases to the Association the Centre and agrees to observe and perform all of the covenants to be observed and performed by the Municipality under this Agreement. In consideration of the performance by the Municipality of its obligations under this Agreement, the Association takes the Centre on lease from the Municipality and agrees to observe and perform all covenants to be observed and Page 13 performed by the Association under this Agreement. Use of Centre 4. The Centre may be used by the Association for such purposes as in its judgment are consistent with the purposes for which it was incorporated which are set out in Recital C. Without limiting the generality of the foregoing, the Association may, (a) fix the hours when the Centre will be open to the public; (b) establish rates, fees or charges for admission to, or use of, the Centre; and (c) adopt policies or rules for the use of the Centre. The Municipality acknowledges that the Association is permitted to allow individuals and organizations to use the Centre on a limited basis in the same manner as members of the public are entitled to use portions of the Municipality's other community centres. 6. The Association shall not be permitted to allow any person to use any portion of the Centre for any period of time for any commercial activity if such use will alter the tax exempt status of the Centre. 7. The Centre shall be used only for the purposes set out in sections 5 and 6 and for no other purpose without the consent of the Municipality. Nuisance The Association shall not carry on any activity or do or suffer any act or thing that constitutes a nuisance or which is offensive or an annoyance to the owners or tenants of properties surrounding the Centre. Assignment and Subletting 9. In order to ensure compliance with subsection I I0(6)(c) of the Municipal Act, 2001, the Association shall not assign, sublet or otherwise allow any person to occupy or use any portion of the Centre except as permitted by this Part without the consent of the Municipality. PART 3 - TERM AND RENT Term 10. Subject to section 11, the term of this Agreement shall commence on August 1, 2017 and shall continue until the Land Lease is terminated or expires. By virtue of the Municipality having exercised its options to extend, the current term of the Land Lease 209 Page 14 expires on August 31, 2022. Termination 11. This Agreement may terminate terminated by either party upon 12 months' notice to the other. Overholding 12. If the Association remains in possession of the Centre after the expiry or earlier termination of the Term, there shall be no tacit renewal of this Agreement or the Term, notwithstanding statutory provisions or legal presumption to the contrary, and the Association shall be deemed to be occupying the Centre as a tenant from month to month upon the same terms, covenants and conditions as are set forth in this Agreement insofar as they are applicable to a monthly tenancy. Rent 13. The Association shall pay to the Municipality as rent for the entire term in lawful money of Canada the nominal amount of Two Dollars ($2.00). Utilities 14. The Association shall pay or cause to be paid all charges for water, gas, electricity, light, heat or power, telephone, internet, cable or other communication service used, rendered or supplied upon or in connection with the Centre throughout the term. Taxes 15. The parties agree that because the Centre has been designated by the Municipality as a municipal capital facility, the Centre is exempt from taxes levied for municipal and school board purposes. PART 4 - MAINTENANCE AND REPAIRS Association Responsibilities 16. Subject to section 19, the Association shall be responsible for such day-to-day repair and maintenance of the Centre as are proper or necessary to keep the Centre clean and in good condition. This responsibility shall include janitorial services and snow removal. 17. The Association shall not alter any physical component of the Centre without approval from the Municipality. 18. The Association shall promptly notify the Municipality's Director of Operations of any significant accident, defect, damage or deficiency in or on any part of the Centre which 210 Page 15 comes to its attention. Municipal Responsibilities 19. The Municipality shall be responsible for all repairs and maintenance to the Centre's structure including its roof, foundation or load bearing walls, building envelope, mechanical systems and elevator. 20. The Operations Department of the Municipality shall assign a representative who will act as a staff liaison to the Association to respond to building maintenance and repair issues. As the Municipal liaison, this individual shall attend the Association board meetings as a non-voting resource person when requested. PART 5 - INSURANCE Building Insurance 21. The Municipality shall take out and maintain insurance for the building, including all building components (i.e. mechanical). Director's Liability Insurance 22. The Association shall be required to obtain its own director's liability insurance. Contents Insurance 23. The Association shall be required to obtain its own contents insurance. CGL Insurance 24. The Association shall take out and maintain commercial general liability insurance pertaining to the Association's liability to others in respect of injury, death or damage to property occurring upon, in or about the Centre, such insurance to be of an amount which is reasonable and sufficient having regard to the scope of the risk and the current practice of prudent owners of similar building for the carrying on of similar businesses, but in any event in an amount not less than five million dollars ($5,000,000.00) for claims arising out of one occurrence. Such policy shall also name the Municipality as an additional insured and may not be cancelled unless prior notice by registered letter has been given to the Municipality by the insurer 30 days in advance of the expiry date. 25. If requested, the Association shall file with the Municipality a Certificate of Insurance in a form satisfactory to the Municipality's Director of Finance, verifying that the insurance required by this Agreement is in effect and setting out the essential terms and conditions of the insurance. 26. The provision of the insurance required by this Agreement shall not relieve the Association from liability for claims not covered by the policy or which exceed its limits, 211 Page 16 if any, for which the Association may be held responsible. Insurance Risks 27. The Association shall not do, omit to do, or permit to be done or omitted to be done upon the Centre anything that may contravene or be prohibited by any of the Municipality's insurance policies in force from time to time covering or relevant to any part of the Centre or which would prevent the Municipality from procuring its policies with companies acceptable to the Municipality. If the occupancy of the Centre, the conduct of activity in the Centre or any acts or omissions of the Association at the Centre causes or results in any increase in premiums for any of the Municipality's insurance policies, the Association shall pay such increase to the Municipality. Indemnification 28. Each of the Municipality and the Association shall indemnify and save harmless the other from and against any and all actions, losses, damages, claims, costs and expenses (including solicitors' fees on a solicitor and client basis) to which the party being indemnified shall or may become liable by reason of any breach, violation or non- performance by the party so indemnifying of any covenant, term or provision of this Agreement or by reason of any damage, injury or death occasioned to or suffered by any person or persons including the Municipality or the Association, as the case may be, or any property by reason of any wrongful act, neglect or default on the part of the party so indemnifying or any of those persons for whom it is in law responsible. For greater certainty, the limitation of liability set out above in this section does not extend to claims, losses or damages resulting in whole or in part from the gross negligence or wilful misconduct of the party claiming indemnification, its employees or those for whom it is in law responsible. PART 6 - REMEDIES Municipality's Right to Remedy Default 29. In addition to all other remedies the Municipality may have under this Agreement and in law, if the Association is in default of any of its obligations under this Agreement, and such default has continued for a period of 30 days after receipt of notice by the Association (or such longer period as may be reasonably required in the circumstances to cure such default, except in an emergency where the Municipality will not be required to give notice), the Municipality, without prejudice to any other rights which it may have with respect to such default, may remedy such default and the Association shall be responsible for all such costs. Waiver 30. No condoning, excusing or overlooking by the Municipality of any default, breach or non -observance by the Association at any time or times in respect of any covenant, 212 Page 17 obligation or agreement under this Agreement shall operate as a waiver of the Municipality's rights hereunder in respect of any continuing or subsequent default, breach or non -observance, or so as to defeat or affect in any way the rights of the Municipality in respect of any such continuing or subsequent default or breach, and no waiver shall be inferred from or implied by anything done or omitted by the Association save only an express waiver in writing. PART 7 - FINANCIAL Grant Requests 31. Any grant request from the Association submitted for Council's consideration shall include financial statements from the Association's previous fiscal year and current unaudited financial statements. 32. If requested by the Municipality, as part of the review of any grant, all minutes, books, records, documents, transactions, accounts and vouchers of the Association related to the grant shall be open to the Municipality for inspection. PART 8 - MISCELLANEOUS Employees 33. No employee of the Association be considered an employee of the Municipality under any circumstances. Quiet Enjoyment 34. The Municipality shall permit the Association to peaceably possess and enjoy the Centre during the Term without any interference from the Municipality, or any person lawfully claiming by, from or under the Municipality provided the Association is not in default. Right of Entry 35. The Association agrees to permit the Municipality to enter the Centre during normal business hours for the purpose of inspecting the same, and the Association shall arrange for such entry at a time convenient to both parties. The Municipality shall use its best efforts to minimize the disruption to the Association's operations during any such entry. Signs 36. The Association may only erect signs at the Centre with the Municipality's approval. All 213 Page 18 such signs shall be removed from the Centre at the end of the Term. Compliance with Laws 37. The Association shall comply with all legal requirements (including statutes, laws, by- laws, regulations, ordinances, orders, rules and regulations of every governmental authority having jurisdiction) that relate to its use or occupation of the Centre. Agreements 38. The Association may enter into agreements for normal operating or administrative matters respecting the Centre provided such agreements are consistent with the terms of this Agreement. Entire Agreement 39. This Agreement constitutes the entire agreement between the parties concerning the Centre and may only be amended or supplemented by an agreement in writing signed by both parties. Further Assurances 40. Both parties agree that they shall execute and deliver, at the request of the other party, all such further documents, agreements and instruments, and will do and perform all such acts as may be necessary to give full effect to the intent and meaning of this Agreement. Registration 41. Neither this Agreement nor notice of it shall be registered against title. Notice 42. Any notice which may be or is required to be given under this Agreement shall be in writing and shall be mailed by first class prepaid post, sent by e-mail or delivered: To the Municipality: Municipality of Clarington 40 Temperance Street Bowmanville, ON LIC 3A6 Attention: Municipal Clerk Email: clerksgclarin _ on.net With a copy to the Director of Operations Email: operations(& clarin tog n.net To the Association: The Orono Amateur Athletic Association 2 Princess Street Box 165, Orono, Ontario LOB IMO 214 Page 19 Attention: Allen Lagace Email: oronoassociation a,gmail.com or such other address or number of which one party has notified the others. Any such notice shall be effective from the date that it is so transmitted, mailed, emailed or delivered. Governing Law 43. This Agreement shall be governed by, and be construed and interpreted in accordance with, the laws of Ontario and the laws of Canada applicable in Ontario. Successors and Assigns 44. This Agreement shall extend, be binding upon and enure to the benefit of the parties, their respective successors and permitted assigns. Severability 45. The invalidity or unenforceability of any provision in this Agreement shall affect the validity or enforceability of such provision only and any such invalid provision shall be deemed to be severable from the balance of this Agreement. WITNESS WHEREOF the parties have executed this Agreement. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON Adrian Foster, Mayor Anne Greentree, Municipal Clerk THE ORONO AMATEUR ATHLETIC ASSOCIATION 215 R ATTACHMENT NO.3 EGL -007-17 STATEMEr,rr 6F UNDERSTANDING WliivitlrAs the Orono ArenVCoinmunit; Cenirc Bawd (hereinafter referred to ss the BnZrc) considers it desirable to assign iht operational'recponsibilities of -th6 Q 4l1w'C�mmuniry Centre (hercizafter referred to as the Facili to the Orono Orono Athletic f4►SSUG73tlOI2 (6ereinaftc. referred to as the O.A.A.A.); �) �atCur t NOW THEREFORE the Board Sodtbe O'A.A.A. agree: L THAI: the daily operation acid maintenance of the Facility.win be the r Of tate O.A.A.A: on the behalf of and reporting to the Board; espbrisibility 2. TUAI' the O.A.A.A. will: -.r. . (a) Prepare a detailed schedule of ice allocations and hall rentals whdcb idcludes flit uause Of the permit holder/org;anizatioa and the file number of the permit; (h) Prepare and submit for approval a detailed schedule of fees to be applied to ball and icc reatais; .: (c) To receive arld keep on file copies of permit applications and Pec"'As issued for tJte facility, (d) Establish polky(ies) for rules to govcra the use of the Fatuity and to submit these to the Board for consideration and approval; (e) Keep disiliici a:id regular staiemeais of accounts detaigag receipts, pA)`rnents, credits and liabilit2'cs; lt) Prepare and subayit quarterly financial reports for -all aspects of.th aciGty's operation including, but not- limited toConcessions, Hall Rents, Ice Rentals; , (9) Attend au meetings of tile Board and presen4 verbal [y aaa/or in writing, a Progress report of the Facility operations; (11) 1viaifltaio a.close,ongoing liaisoa with the Board is all matters relative to the operation and maiatenan-ce of the Facility; aud, (f) To inforrty lila Board, in writing, of all maintenance requirements that are considered iu tl:e category of capital expenditure(s). 216 1319 -./2 0 3 TiiAT the FoarJ wild: ,1,,i:::'' � �.•;,; i () TO observe a • � :. :..._.,. . . r (being ale °d• comp y wt} �.tlye �araMeters of By-da�vs .7$_63 anr� 43.5 t g �y-lave to amend By. -]au; 71-63)• (b) To receive i e and respond to al1,i��uities, both written and verbal) the activities of the Board and,tlle operation of the Facility, rbs1, relative to - (c) Maii)tain a close, ongoing liaiso t3fe n with 16.0-A.A.A. in all utoperation and maintenance of tine Facility; atiars relative.to (d) No ' theub ofthe 0.4 M1• , fft1df � $I , Gtl1 fid, (e) Ensure that all err pioyeesof,&Board have the necessary and a ro Health and Safety training Pp , priate 4- TE"€ OF ASSt �....�, GNC0 RESPONSIBIUrIES: OCTOBER 20,1993 to ]UNE 30, 1994 5. The Statelneut of Understanding ;;�� r.•�+•'•:t = ! • • ,. • - .. . i$ to 6e reviewed and revised ' ., annual basis by both the Board and the OA -AA. , a5 necessary an as 320 217 Clari►igton CAO Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: June 19, 2017 Report Number: CAO -007-17 Resolution: File Number: By-law Number: Report Subject: RESEARCH ON MUNICIPAL ORGANIZATIONAL REVIEWS Recommendations: That Report CAO -007-17 be received for information. 218 Municipality of Clarington Resort CAO -007-17 Report Overview Paae 2 The purpose of this report is to respond to a request of Council for research on the process, costs and outcomes of other municipalities' organization structure reviews. The research is inconclusive. Few comparable municipalities have undertaken such a review and the process, costs and outcomes vary widely depending largely on the purpose of the review. Broad findings are provided on each of these three items and it is concluded that going to market for this service may garner more useful information, but will need to be preceded by a Council direction about the purpose of such a review. In the meanwhile, the Municipality is making good progress on implementing five enablers of organizational performance that will be useful regardless of organizational structure changes. 1. Background The purpose of this report is to respond to Resolution #GG -524-16, approved at the October 31, 2016 Council meeting: "That the Interim CAO be directed to prepare a report providing Members of Council with information regarding the process, costs and outcomes of other municipalities' organization structure reviews". To undertake this research, the Interim CAO consulted a number of people knowledgeable of these matters through his contacts and professional associations. The research questions are set out in Attachment 1. The research was inconclusive on these matters firstly because there was little information available. There are few comparable municipalities who have undertaken such a review in the recent past. Moreover, of those that have undertaken a review, most municipalities and professionals with relevant experience in this field are unwilling to provide this type of information or where they were, were not willing to have it broadcasted. This because it may be commercially sensitive (e.g., explain a consulting firm's process, costs) or reveal personnel information (e.g., outcomes). 2. Key Findings Within this narrow band of responses and these limitations, it was found that: A. Processes to undertake the reviews varied widely — often because the purposes of the reviews differed widely. That is, some reviews were driven by a desire to change up the leadership team whereas others were driven by a desire to respond to known pending retirements of senior staff whereas others were 219 Municipality of Clarington Resort CAO -007-17 Paae 3 driven by public policy goals, e.g., economic development or driven by public administration goals, e.g., efficiency, accountability, responsiveness, public policy capacity, customer service. However, in general, the Interim CAO's experience and this research would suggest that the process should include: 1. Setting outcomes for what an effective municipal organization should provide for the community and the interests it serves 2. Establishing criteria for what makes for an effective organizational structure to deliver these outcomes 3. Developing options for organizational structures 4. Assessing the options as against the criteria 5. Refining and choosing the most suitable option 6. Determining the gaps between the current organizational structure and the chosen option 7. Developing the most feasible and acceptable means to close the gaps (implementation plan). B. Costs similarly varied widely and depended on: - the purpose of the review - how it was undertaken (e.g., process used including range and complexity of options assessed and depth of analysis; time, level and type of consultation) - whether the review itself was just being costed (in which case costs were found to range from $75,000 to $500,000) or its implementation (in which case costs ranged from $100,000 for management system upgrades to multiples of $100,000s where there were significant staffing changes) C. Outcomes achieved of course were a reflection of all of the above and varied widely, with some claiming they largely meet their goals, but that a large number of public administration factors contributed to this beyond organizational structural changes, including: 220 Municipality of Clarington Resort CAO -007-17 - changes to businesses processes - skilling and engaging staff - introducing new technology - changing work design - business planning and aligning budgets with plans - service delivery reviews - controllership changes. Paae 4 Notably, some claimed that a structural change that saw a tighter span of control for the CAO meant a more strategic and integrated approach to decision making and greater clarity about the organization's purpose. Very few claimed any dollar savings from the organizational structure changes in itself and where they did, there were significant one-time off sets, e.g., staffing adjustment costs. Savings and improvements in efficiency and effectiveness tended to arise from these public administration changes noted. This is consistent with the approach of the Interim CAO who has focused on building five enablers of organizational performance that are useful regardless of the organizational structure and can produce results more quickly. The details of the results, the actions taken to achieve them, and the next steps for the incoming CAO on these matters is set out in a May 26th memo to Council from the Interim CAO and is attached here as Attachment 2. 3. Conclusion Research on the process, costs and outcomes of recent municipal organization structure reviews of municipalities comparable to Clarington is inconclusive. Little information is available and the information that is available shows that the process, costs and outcomes vary widely. The purpose of any review is a key factor that will determine these matters. Should the Municipality wish to proceed with a review, Council will need to provide clarity of purpose of such a review in order for the market to answer these questions about process, costs and expected outcomes. In the meanwhile, the Municipality is making good progress on implementing five enablers of organizational performance that will be useful regardless of organizational structure changes. 221 Municipality of Clarington Resort CAO -007-17 3. Strategic Plan Application Not applicable. Submitted by: Curry Cliff rd, MKCM Interim CAO Attachments: Paae 5 Attachment 1 - Municipal Organizational Review Research Questions Attachment 2 — Key Enablers 222 ATTACHMENT 1 TO REPORT CAO -007-17 Municipal Organizational Review Research Questions Our Council has put the following request to me in a recent resolution: "That the Interim CAO be directed to prepare a report providing members of Council with information regarding the process, costs and outcomes of other municipalities' organization structure reviews." I would much appreciate your help with this. If your municipality has undertaken an organizational structure review within the last three years or have one underway or are about to start one, can you please let me know. And if you said yes to any of these three scenarios, can you please link me to any publicly available reports about this and let me know the W5 on this: 1. Why was the review undertaken? (e.g. What opportunity or problem was/is the Municipality seeking to advance/resolve with undertaking the review?) 2. What was the scope of the review? (e.g. Enterprise wide or just some parts of the structure? Did it also include matters other than structure? e.g. Businesses processes? Service levels? Service delivery methods? Did it include relationships with Agencies, Boards and Commissions?) 3. Who undertook the review? (e.g. Who was the consultant/firm contracted to undertake the review? What was the role of the CAO in the review? Role of the Council? Were any aspects of the review done by Municipal staff?) 4. How was the review undertaken? (e.g. What process/methodology was used to undertake the review? e.g. consult on key objectives, formulate models and discuss with Council and/or CAO? What principles/theory guided the recommendations? e.g. purpose -based organization, process -based organization, client -based organization) 5. When was the review undertaken? (e.g. start and finish time (at least "finish" in terms of key structural changes in place) 6. What were the costs? What were the direct consulting costs to undertake the review itself? What was the approximate Municipal staff time to provide input to the review? What additional costs were incurred to support the review? (e.g. change management supports? Communications supports?) 7. What were the outcomes? What came out of the structural review? a. In terms of structural changes: • Which of the review's recommendations were implemented? • Partially implemented? • Deferred for implementation at a later date? • Not at all implemented or intended to be implemented? Or Page 1 of 2 223 ATTACHMENT 1 TO REPORT CAO -007-17 • Outcomes that came about that were not recommended at all but reflected the underlying issues found in the review? Or outcomes that really had little to do with the review? b. In terms of performance outcomes? e.g., Significant change in • Efficiency? • Effectiveness? • Customer satisfaction? • Accountability? • Clarity of roles? Page 2of2 224 ATTACHMENT 2 TO REPORT CAO -007-17 Memo CAO Office If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 To: Mayor and Members of Council From: Curry Clifford, Interim CAO Date: May 26, 2017 Subject: Key Enablers Update As you move into recruitment of a permanent CAO, I wanted to apprise you of where initiatives stand that as Interim CAO I've been putting in place. These are what I referred to in our December 9th discussion (presentation from then is attached) as the five key enablers: • Stronger policy analysis • Engaged staff • Stronger Customer Service • Provide Value in Service Delivery • Build Prosperity I've created and attached a one page table for each of these five enablers showing the key actions I've taken to implement the enabler, the results to date and the next steps for the incoming CAO. These are what will enable the Municipality to realize results in the 32 actions of our Strategic Plan. I provided you an update on the status of each of these 32 actions in my March 27th report (CAO -006-17). The attached table then does not concern these 32 actions, but rather is more specific to what the CAO Office itself is doing to allow the organization as a whole to realize its plan. At the same time, this table by no means represents all of what your CAO does and of course what the CAO does represents only a tiny portion of what the Municipality does. Again, as you move into recruitment, you'll want to be aware that your CAO provides leadership on a range of day to day labour relations, risk, financial, operational — and even emergency matters - and most importantly, people matters. The CAO provides The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 225 1: 1 Memo CAO Office direction as well on more strategic level items, including the master plans in a range of service areas and looks for those plans that have received Council endorsement to be reflected both in the directions proposed to Council and in the work with the community and other orders of government. My role as Interim CAO, working with my very capable team and Council, to frame the decision about the 401 interchange as about realizing our OP, our TMP, our economic development goals and then developing the community, provincial and Regional support would be a recent example. To return to the table attached, I've been reminded by Councillors and staff that the five enablers we've put in place represent the beginning of changes in our work culture. That was my intent so 1 am happy to hear that. They represent changes that I hope will sustain Clarington for many years to come. I am happy of course to discuss any of this with you. Curry Clifford Interim CAO The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 226 227 ATTACHMENT 2 TO REPORT CAO -007-17 Enabler Key New Actions of Interim Results Next Steps for Incoming CAO CAO Stronger Shifted organizational Municipal decisions and the policy rationale behind them Continue to collaborate with Communications Manager Policy responsibility for communicated clearly and much more regularly; very to communicate policy rationale in Municipality's Analysis communications to CAO's good ratings for writing course funded from existing directions; offer business writing course in 41h Quarter to Office; arranged 4 sessions professional develop budget; Communication clearer, any relevant staff who missed earlier offerings and to of 2 day business writing business case orientation coming through in requests to new staff course for approx. 75 staff CAO Review for endorsement and Clearer accountability and organizational understanding Continue to: Monitor questions of councillors, residents edits where necessary all of CAD's role as chief policy advisor to Council; on policy proposals and reflect these back to staff to reports to Council Clearer policy reports with stronger problem definition know key issues to consider/clarity in policy advice - and analysis, a succinct conclusion and a clear especially Municipal role vs Provincial or Regional recommendation (modelling approach with reports on agency/regulator or proponent's role; Interchange, CBOT contract, Service Delivery Reviews) Build relations with Provincial and Regional staff, Increasingly options are being provided; proponents of proposals that have responsibility for Revisions at CAO level much less frequent and addressing issues that may be raised with Municipality; extensive as: business writing training took hold and Ensure policy analysis skills are valued in recruitment, understanding grew by report writers of importance of development and promotion of staff assessing suitability, feasibility and acceptability and Move over 2018 to business case analysis approach in how to best structure key info for decision making most public policy reports to Council Established regular meeting Advance warning of policy issues, allowing staff Continue to serve as key connector between: schedule with key policy sensitivity to key local considerations and action before Mayor/Council and senior staff to convey strategic leaders: Mayor, Councillors issue becomes resource intensive to manage; priorities, inspire a sense of urgency, build and 10 Direct Reports; CBOT Created opportunities for Municipality to understand understanding of nuances of policy, while encouraging Bd of Directors; meet emerging local needs and opportunities and promote the councillors to talk through policy issues with staff so regularly with MPP, MPs, Municipality's interests, e.g., agriculture land protection, each can learn how best to address issues; Community community leaders in agri-tourism, nuclear industry training; leaders and Municipality's senior staff and own network business, academia, youth, Frequently connect community leaders with network to to resolve problems, explore options; Provincial and hospital, Regional and resolve issues (e.g., economic development Regional policy advisors with Municipality's senior staff Oshawa CROs, GTHA opportunities), and explore policy options and and community leaders Mayors and Chairs, key collaborate with community leaders to advance Clarington industries, MTO, Municipality's policy interests (e.g., interchange MMA and Ministry of Energy improvement) Enabler Key New Actions of Interim CAO Results Next Steps for Incoming CAO Engaged staff Provide regular CAO updates Opened regular communications between CAO and Provide ongoing communications to staff about what's to all staff on key directions, staff, enhanced accessibility of CAO and ability for important to them, find means to be accessible that fits recognize results, set tone at organizational leader to be provided helpful feedback by with leadership style; provide regular feedback from staff the top; meet with staff at staff at all level, revealing what's important to staff about to Council and Council to staff and monitor their workplace the CAO's actions: providing a line of sight from their implementation of new provisions on council/staff work to strategic goals, setting a positive, "we're in the relations in the Code of Conduct, service business" tone at the top, managing the Council/staff relationship. Encourage senior Stronger focus of leadership team on: setting the Develop for 2019 workplans for all management staff management engagement of outcomes and values for their staff and empowering cascaded from business plans (See below under staff, provide regular and them to decide on the how; providing their staff Provide value in service delivery). formal feedback to direct leadership opportunities; using a strengths based Monitor Departmental progress in implementing actions reports and encourage the approach in developing their staff; insisting on arising from learnings of last staff engagement survey same of them, piloted accountability for results and performance. and survey staff again once actions have been performance plan in one Piloting of a manager workplan (based on/cascaded significantly implemented. division from new business plan) in one division proved to Consider establishing cross -department team to develop provide opportunity for important staff engagement and organizational values and to propose management performance setting discussions. system and process changes to see them come to life. 228 040YJ Enabler Key New Acof Interim Results Next Steps for Incoming CAO CAOs Stronger Analyze external customer Baseline data produced and presented to Council Dec Monitor over 2017-18: each Department's Customer service surveys and develop 9th on: customer satisfaction on 32 services as assessed implementation of the three point framework of Service 3 point framework for by pollster; results of municipal administered survey of improvement; development of suitable communications Departmental Customer customer experience based on best practices tool. tactics to correct any misperceptions of services. Service Projects Framework established focused on enablers of improved Undertake survey again in 2019 to test for impact and service, including job design, information management compare that to 2016 baseline data. and training. Support Director Horvath's delivery of Clarington CSI Identified need for Communications Division to assess training to new staff in early 2018 public and stakeholder perceptions of key services and develop suitable communications tactics to correct any misperceptions. Undertake internal customer Survey results being compiled and analyzed by cross- Assess survey results and set framework in 3rd Quarter service survey departmental team for presentation and review by CAO for report back by Departments in 4th Quarter on action and DHs in 3rd Quarter. plan to address key findings Cross -departmental team approach welcomed by members and expanded the understanding of "the whole On ongoing basis, use cross -departmental team of the corporation" needs. approach to develop policies in other subjects as the need arises Investigate Customer Setting up in Operations Department one vendor's CRM Assess in 31d Quarter suitability of tested product to Relationship Management product to test in June to determine suitability for Operations Department. And then if found suitable to (CRM) systems addressing that Department's customer's needs then managing their customer enquiries, IT governance determine if product suitable for wider municipal wide committee investigate in 4th Quarter suitability of this needs. product to addressing customer needs dealt with by other departments across the corporation. Note may require broader review and decision by Council in 2018 Budget on expected service levels especially after business hours. Establish Corporate wide Standards established (complaints must be Monitor implementation of policy for any systemic issues Complaints Policy acknowledged within 2 business days and a solution that need to be addressed and feedback direction to proposed within 2 business weeks) and process for initiatives above, take other action as appropriate escalating complaint resolution and reporting annually to CAO Enabler Key New Actions of Interim Results Next Steps for Incoming CAO CAO Provide Value Financial and business policy Position will enable Council to set priorities and assess Work with Director of Finance over 3,d and 4th Quarter to in Service analyst position created to where best to place resources as new position will ensure: position is effectively on -boarded and the Delivery develop business planning, create a framework for Departments to articulate: (1) function itself has a clear, well understood and accepted long term financial planning business outcomes expected, (2) activities to realize business plan; business planning framework is for the corporation; business outcomes and (3) staff and $ (short and long term developed and tested in a few areas to begin to aid 2018 plan piloted in one division financial impact) to execute these activities. Budget discussions and applied more broadly for 2019. Service Delivery Review Service Delivery Review policy and process ensures: Work with Audit Manager, and in the case of Animal policy and process Municipality has a best practices approach in place for Shelter Services the Director of Clerk's Department, and developed, animal shelter evaluating value in service delivery; Departments know in the case of Tourism Services, the Manager of services and tourism service the type of evaluation they can expect of their service. Communications and Tourism, to review findings of selected by Audit Committee review and present to Council (in 3rd Quarter for first for review in 2017, RFP review, in 4th Quarter for 2n0 review). Implement issued for first review with Council's decisions on these reviews. award expected in June. Report to Council on recommendations about an ongoing program of reviews per Council report initiating the policy. Develop budget proposals accordingly to implement Council's decisions on specific reviews, program of reviews. Research approaches to Beginning to build awareness that: "people" assets, like Work with Corporate Services Director in 4th Quarter to Talent Management (TM) fixed assets, need to be managed carefully in order to take findings from research and determine the most optimize value and sustain organizational performance; suitable means to develop in 2018 Talent Management TM is a key means of addressing succession planning, Strategy for the Municipality for implementation in 2019. while broadening scope to assessing key risks to the or anization. Undertake IT Strategic Plan Understanding and acceptance by senior management Review and confirm new directions with Department that IT needs to be managed as a strategic corporate Heads and early in 41h Quarter launch IT governance resource with priorities and business performance committee to set priorities and set internal direction for expectations set collaboratively at the top of the 2018 Budget, build understanding amongst senior staff organization. and Council on the scale of investments required to Surveying, needs assessment and visioning work meet modern customer service expectations. completed, corporate governance approach to setting priorities and monitoring implementation to be developed in June. Clarify Office Clarified organizational responsibility for office Work with Operations Director in 3rd and 4th Quarter to: Accommodation Planning accommodation planning to rest with Operations resolve any issues requiring CAO intervention in interim responsibility and address Department so key enabler of value in service delivery planning; develop Budget proposal for architectural immediate issues can be managed; interim planning underway; defining services to precisely define long term needs and plan. scope of issues to be addressed by long term plan to ensure office space is used economically and effectively. 230 z-1 Enabler Key New Actions of Interim Results Next Steps for Incoming CAO CAO Build Create Process Comprehensive review of existing process and identified Work with Directors of Planning Services, Engineering Prosperity Enhancement Project in opportunities for improvement to streamline process, and Economic Development in 3rd and 41h Quarter to municipal land development enhance accountability, allow Municipality's investment implement process enhancements that emerge from the services potential to be realized and all the interests in the review rocess to be considered. Enhance economic New 5 year contract with CBOT developed based on Work with CBOT in 4th Quarter and into 2418 to monitor development services performance measures and targets with further funding results to determine if 2nd phase of funding enhancement enhancements subject to performance should proceed per condition in contract; actively participate in CBOT through: serving as Municipal Advisor to Board of Directors, support liaison between the Municipal Administration and CBOT ensuring effective collaboration, participating in CBOT strategic events Prepare for GO Train service Key implementation matters with this major economic Continue to co-ordinate these two types of meetings on extension to Bowmanville development initiative are understood and addressed by quarterly basis, and in between resolve issue, share and Courtice by co-ordinating the municipal and provincial officials who are information, work with partners to advocate for all day check-in meetings of senior empowered to address them. service. staff of Clarington, Oshawa, In 3rd and 4'h Quarter and first half of 2018 work with Whitby and the Region with: Communications Manager and partners to raise public (1) their Heads of Council profile and electoral interest in the initiative. and 2 with Metrolinx Shift responsibility for Tourism plan and activities, including new metrics, Continue to collaborate with Tourism Manager to take Tourism services to CAO's partnerships, tourism forums and collaboration with findings from service delivery review of this service and Office other Departments developed and being implemented to review with Council to build strategies that can grow this further grow this exciting element of Clarington's part of the economy and further strengthen collaboration economy. with tourism operators, affected businesses and Central Counties Tourism. Consider developing with Tourism services, CBOT and other key community players a community branding strategy focused on Food. Update Inventory of Update employment land inventory with Region with Work with Engineering, Planning Services and CBOT in employment lands requiring servicing information and then intend to layer economic 30 and 4th Quarter to refine priorities, estimate costs, services and develop development intelligence on this to identify high develop advocacy strategy, discuss with Council and strategy to collaborate with potentials then set priorities and create strategy implement direction. Region on servicing. including necessary advocacy to the Region ENABLING SUCCESS FOR RINGTON: TRANSFORMING THE ADMINISTRATION Presentation to Mayor & Council Curry Clifford, MPA, CMO Interim CAO December 9, 2016 232 ENABLERS Policy Analysis Customer 233 4fJy Ior ateoritie the mmu 2 :iO70[!ll! Clear, Comprehensive Problem Definition, Option Analysis & Ili Discussion Business writing course Strong Policy Analysis to support solutions that meet 3 point test: - suitable - feasible - acceptable ^� Communicate, Communicate, Communicate Share your goals, recognize results Focus on outcomes & values then empower to decide on the how; build skills; insist on accountability but in a Shackleton context; Celebrate success . Above all: LISTEN Engaged Staff L E 'Track and resolve' issues - CRM; look at work design from outside in; Understand this is a change management. project Ask for feedback; stand in the customer's shoes; understand what is the customer really saying; know the drivers of satisfaction Strong Customer Service 237 Getting Successful Change VisionFSkills Skills Vision Vision Vision " Skills Vision Skills Source: Linkage Corporation Incentives Resources Action Plan Change Incentives Resources Action jPlan=M�.Confusion Incentives = Resources Action Plan Anxiety Sporadic .� Resources Action Plan Change Incentives Action Plan Frustration Incentives FResourcesM�Frahse Starts M ROVIDE VALUE If FRVICF DFLIVFR Establish criteria, process, timing and funding for reviews; In meantime manage input costs through; business planning and planning for talent mgt, IT and office space Bring an evaluative mindset to your work, Value in Service Delivery 239 WHAT QUESTION DOES A SERVICE DELIVERY REVIEW SEEK TO ANSWER: 1. Do we really need to continue to be in this business/service? 2. What do citizens expect of the service and what outcomes does Council want for this service? 3. How does current performance compare to expected performance? 4. Do the activities logically lead to the expected outcomes? 5. How is demand for the service being managed? 6. What are the full costs and benefits of the service? 7. How can benefits and outputs of the service be increased? 8. How can the number and cost of inputs be decreased? 9. What are the alternative ways of delivering the service? 10. How can a service change best be managed, implemented and communicated? Source - Making Choices. A Guide to Service Delivery Review N M01816"I :11 a am Align Actions ($ and staff focus) with Goals - JET and Process review teams; build and manage reln'ships with key investors and enablers ( Region and Province) P Understand what influences investment decisions, what you can do about it, what you want your community to be known for (substance and process) and build an Urgency of Action to realize that Build Prosperity ENABLERS 241 ent Policy Customer Analysis kervic_A A_ 10 Achieving Council's strategic plan: city-husqOR 150 years of Clarington, celebrating growth and economic prosperity As we celebrate Canada's 15011 Birthday, the Municipality of Clarington is taking stock of the growth and development in our community. Today's Clarington has grown by leaps and bounds compared to its early beginnings. In 1792, Lieutenant Governor Simcoe established the original Townships of Clarke and Darlington. Over time, some of the larger settlements were incorporated as municipalities. One of the first settlements established was the Village of Darlington Mills founded after 1794. The village was located in the valley just south of where the Vanstone Mill is today. By 1830, the Village of Darlington Mills became Bowmanville. In 1974, Regional government was established, this included the creation of the Town of Newcastle through the amalgamation of the former Town of Bowmanville, the Village of Newcastle and the Townships of Clarke and Darlington. In 1993, the Municipality was renamed `Municipality of Clarington.' Town Hall, built in 1903. Today, Clarington's population is around 95,000 and growing. The Municipality covers a large geographic area that spans around 612 square kilometres. In its current term, Clarington's Council has been able to achieve many large goals as set out in its 2015 to 2018 Strategic Plan. Some of these achievements build upon Canada's strong reliance on the rail service. In the 19th century, steam -powered railways revolutionized transportation in Canada. Today, Clarington is building on those achievements by fulfilling one of its key strategic priorities, the extension -�, of GO Train Service to Courtice and Bowmanville. WL Bowmanville Train Station circa 1900 .A 4b� _ 3 jr, Artists Artists rendering of proposed Go Transit Transportation Hub The Municipality of Clarington has worked tirelessly with the Ministry of Transportation and Metrolinx to achieve that goal. Just last June, the Ontario Government announced the GO Transit Lakeshore East Extension, with two new stops in Clarington including one in Courtice and the other in Bowmanville. The new GO service will begin between 2023 and 2024. In order to prepare for the GO service, Clarington is designing Transportation Hubs around the two proposed stations. These hubs will form destinations around the stations, where people can work, live, play and shop. These stations will stimulate economic growth, and also attract people to travel to Clarington for employment. `t Town Hall, built in 1903. Today, Clarington's population is around 95,000 and growing. The Municipality covers a large geographic area that spans around 612 square kilometres. In its current term, Clarington's Council has been able to achieve many large goals as set out in its 2015 to 2018 Strategic Plan. Some of these achievements build upon Canada's strong reliance on the rail service. In the 19th century, steam -powered railways revolutionized transportation in Canada. Today, Clarington is building on those achievements by fulfilling one of its key strategic priorities, the extension -�, of GO Train Service to Courtice and Bowmanville. WL Bowmanville Train Station circa 1900 .A 4b� _ 3 jr, Artists Artists rendering of proposed Go Transit Transportation Hub The Municipality of Clarington has worked tirelessly with the Ministry of Transportation and Metrolinx to achieve that goal. Just last June, the Ontario Government announced the GO Transit Lakeshore East Extension, with two new stops in Clarington including one in Courtice and the other in Bowmanville. The new GO service will begin between 2023 and 2024. In order to prepare for the GO service, Clarington is designing Transportation Hubs around the two proposed stations. These hubs will form destinations around the stations, where people can work, live, play and shop. These stations will stimulate economic growth, and also attract people to travel to Clarington for employment. Many things have changed in the last 150 years, including roads and critical infrastructure. With the completion date of the Highway 407 extension scheduled for 2020, Clarington has come a long way from the horse and buggy days. Highway 407 is a critical artery and will make the Municipality more accessible and attractive for large business investment. Council is also focused on making improvements to Highway interchanges to accomodate our growing Municipality. Currently, the Municipality is one step closer to fast -tracking critical improvements to the Waverley Road and Highway 401 interchange. This is a key artery to Bowmanville, Clarington's earliest and largest settlement that dates back approximately 223 years. These improvements will ease congestion and enhance safety. Clarington Council has also worked to facilitate the creation of jobs within the Municipality. The refurbishment at the Darlington Nuclear Generating Station has created some 2,600 area jobs. And the improvements to the Waverley interchange may see a large scale Outlet Centre built on the site of the former Rona property. The Mall would create hundreds of jobs and serve as a major tourism draw, fulfilling yet another Council priority. � a The Waverley Road area. During the late 1800's and in the early decades of the 1900's, the property enclosed by a ridge of trees in the foreground was internationally known as a source of superior horses. This was the "Waverley Stables" farm of M.P. and Senator Robert Beith. Proposed Highway 401 Interchange Clarington Council is committed to preserving the Municipality's roots and maintaining our "small town" feel including our rich and vibrant history. To that end, Clarington Tourism works hard to promote Clarington's small town charm and its unique attributes. Council has also committed to enhancing Clarington's unique natural environment. The Municipality is working to develop more parkland along our pristine waterfront. The Bond Head Waterfront park expansion was approved in the 2016 Municipal Budget and is currently under construction. It is scheduled to be completed shortly and will provide residents with increased access to the lakefront. To enhance residents' quality of life, Clarington Council has committed to building additional trails to connect the community to the waterfront. Construction of the Farewell Creek Trail is scheduled to begin later this summer. The construction of the Samuel Wilmot Nature Area Forest Trail is scheduled to finish shortly. The new trail section reroutes the Waterfront Trail through a lush, picturesque woodland setting, taking it away from its current on -road urban location. Plans are also underway to extend the Bowmanville Valley Trail from Baseline Road to meet the Waterfront Trail. Also to reroute the Waterfront Trail using an unopened section of Martin Road to avoid the busy intersection of Regional Road 57. The Clarington of yesteryear has changed significantly from its early beginning. One thing that has not changed is the Municipality of Clarington's commitment to building a sustainable, creative and caring community. 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: June 19, 2017 Report Number: COD -013-17 Resolution: File Number: CL2017-13 By-law Number: Report Subject: 2017 Stormwater Management Pond Cleanout and Maintenance Recommendations: That Report COD -013-17 be received; 2. That J.Kennedy Trenching & Excavating with a total bid amount of $430,211.26 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2017-13 be awarded the contract, contingent on the Municipality receiving funding from Clean Water and Wastewater Fund (CWWF), for the stormwater management of Clarnew Pond and West Side Pond as required by the Engineering Services Department; 3. That the funds required for this project in the amount of $612,058.31 (Net HST Rebate) which includes the construction cost of $430,211.26 (Net HST Rebate) and other related costs such as design, inspection, material testing, contingency of $181,847.05 (Net HST Rebate) be funded by the Municipality as follows: Stormwater Pond Cleanout 110-36-386-83454-7401 $ 612,058.31 4. That all interested parties listed in Report COD -013-17 and any delegations be advised of Council's decision by the Department. Municipality of Clarington Report COD-NNN-17 Report Overview Page 2 To request authorization from Council to award the contract for the pond maintenance and sediment removal, outlet structure restoration and minor erosion repairs for both Clarnew Pond and West Side Pond as required by the Municipality of Clarington's Engineering Services Department. 1. Background This project relates to the the pond maintenance and sediment removal, outlet structure restoration and minor erosion repairs for both Clarnew Pond and West Side Pond. Tender specifications were prepared by CIMA and the Engineering Services Department and provided to the Purchasing Services Division. Tender CL2017-13 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. Fourteen (14) companies downloaded the document. The tender closed on Friday, May 12, 2017. 2. Proposal Two (2) 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, J. Kennedy Trenching & Excavating be recommended for the award of contract CL2017-13. (Attachment 2) J. Kennedy Trenching & Excavating has successfully completed similar projects. 3. Financial The funds required for this project in the amount of $612,058.31 (Net HST Rebate) which includes the construction cost of $430,211.26 (Net HST Rebate) and other related costs such as design, inspection, material testing, contingency of $181,847.05 (Net HST Rebate) will be funded by the Municipality as follows: Stormwater Pond Cleanout 110-36-386-83454-7401 $ 612,058.31 Due to the difficult nature of this work and the environmental sensitivities that have to be avoided a larger than normal contingency amount is allotted for this contract, based on past experience. Although significant engineering design was completed to address the pond cleanout the nature of the ponds do not allow a full and thorough inventory of the Municipality of Clarington Resort COD-NNN-17 Paae 3 pond and therefore an added contingency has be allotted for this contract. Contract inspection for this contract will be provided by CIMA with administration of the contract by Clarington staff. In addition fish rescue has to be performed by qualified professionals at both ponds which has been included in the project costing. The award is contingent on the Municipality receiving funding from Clean Water and Wastewater Fund (CWWF). 4. Concurrence This report has been reviewed by the Director of Engineering Services and the Director of Operations who concur with the recommendations. 5. Conclusion It is respectfully recommended that J.Kennedy Trenching & Excavating being the lowest compliant bid be awarded the contract for the SWM Pond Cleanout and Maintenance in the amount of $ 430,211.26 (Net HST Rebate) as per the terms and conditions of Tender CL2017-13. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Mrne Marano, H.B. Sc., C.M.O., Director of Corporate Services Taylor Nancy, BBA, CPA, CA Director of Finance/Treasurer Reviewed by: Curry Clifford, MPA, CMO Interim CAO Staff Contact: David Ferguson, Purchasing Manager, 2209 or dferguson@clarington.net List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. Municipality of Clarington Attachment 1 to Report COD-NNN-17 CL2017-13 2017 Stormwater Management Pond Cleanout and Maintenance Bid Summary BIDDER TOTAL BID (Including HST) TOTAL BID (Net HST Rebate) J. Kennedy Trenching and Excavating $477,730.67 $ 430,211.26 O/A Durham Topsoil & Garden Supplies Ground Force Environmental Inc. $634,792.31 $ 571,650.14 UK• Attachment 2 to Irl m Report COD-013-17 AtingOIR emo 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: June 15, 2017 Subject: Clean Water and Wastewater Funding Program 2017 SWM Pond Cleanout and Maintenance Works CL2017-13 The Engineering Services Department has reviewed the submissions for CL2017-13 and offers the following comments. The works include pond maintenance and sediment removal, outlet structure restoration and minor erosion repairs for both SWM ponds as identified on the Contract Drawings. The work to be completed is located at two (2) stormwater management ponds: Clarnew Pond, east of Glass Court and south of Bridges Drive, in Newcastle; and West Side Pond, east of West Side Drive and north of Baseline Road VII, in Bowmanville The work will be phased to minimize the area of disturbance, allow for dewatering and flow management, and to minimize the duration of time required to complete in -water works. The low bidder on this contract was J.Kennedy Trenching & Excavating. Based on past experience with similar projects provided by the contractor and Purchasing's reference checks for this contractor, we recommend the contract be awarded to J.Kennedy Trenching & Excavating in the amount of $477,730.67 inclusive of HST, or $ 430,211.26 net of HST rebate. Due to the difficult nature of this work and the environmental sensitivities that have to be avoided a larger than normal contingency amount is allotted for this contract in the amount of approximately 25% of construction costs is required for this project, based on past experience. Although significant engineering design was completed to address the pond cleanout the nature of the ponds do not allow a full and thorough inventory of the pond and therefore an added contingency has be allotted for this contract. Contract inspection for this contract will be provided by CIMA with administration of the contract by Clarington staff. In addition fish rescue has to be performed by qualified professionals at both ponds which has been included in the project costing. Therefore, The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 Attachment 2 to 2017 SWM Pond Cleanout and Maintenance Report C6D-013-17 CL2017-13 Page 12 including other costs such as design, inspection, material testing, contingency and net HST costs, the Engineering Department advises of the following funding. Clarnew and West Side Ponds Construction Cost, Based on Low Bid (net of HST) $430,211.26 Clarnew and West Side Ponds Other Costs (net of HST) $181,847.05 Total Project Cost $612,058.31 Allocated Financing Clarington Stormwater Pond Cleanout 110-36-386-83454-7401 $612,058.31 * 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 CL2017-13 and to the extension of Contract CL2016-16 based on the above apportionments. The award of Contract CL2017-13 is pending the confirmation of the CWWF program commitment from Infrastructure Ontario. Should you have any further questions, please feel free to contact the undersigned. Regards, r Ron Albright, P Assistant Director, RAIsbIn l Engineering Services Pc: Nancy Taylor, Director of Finance Fred Horvath, Director of Operations Stephen Brake, Manager, Operations 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 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: June 19, 2017 Report Number: COD -014-17 Resolution: File Number: CL2016-16 By-law Number: Report Subject: 2017 Stormwater Management Pond Cleanout and Maintenance Recommendations: That Report COD -014-17 be received; 2. That Ground Force Environmental Inc. be authorized to complete the previously approved work on Robert Adams Pond in addition to the work required on the adjacent quantity pond, with a cost of $222,641.19 (Net HST Rebate). The award is contingent on the Municipality receiving funding from Clean Water and Wastewater Fund (CWWF). Ground Force Environmental was previously awarded work required for this location as stipulated in CL2016-16 and awarded via PS -010-16; 3. That the funds required for this project in the amount of $293,602.38 (Net HST Rebate) which includes the construction cost of $222,641.19 (Net HST Rebate) and other related costs such as design, inspection, material testing, contingency of $70,961.19 (Net HST Rebate) be funded by the Municipality as follows: Stormwater Pond Cleanout 110-36-386-83454-7401 $ 293,602.38 4. That all interested parties listed in Report COD -014-17 and any delegations be advised of Council's decision by the Department. Municipality of Clarington Report COD-NNN-17 Report Overview Page 2 To request authorization from Council to amend the award for the contract for the pond maintenance and sediment removal, outlet structure restoration and minor erosion repairs for Robert Adams Pond and quantity pond as required by the Municipality of Clarington's Engineering Services Department. 1. Background This project relates to the the pond maintenance and sediment removal, outlet structure restoration and minor erosion repairs for Robert Adams Pond. This project was previously awarded under PS -010-16 (Attachment 1). The previous award had a provision to complete the work required for Robert Adams Pond over a three year period. The work is completed in stages to minimize the area of disturbance, allow for dewatering and flow management, and to minimize the duration of time required to complete in -water works. The first stage of work was completed in 2016. This report seeks authorization to amend the existing contract to allow for the completion of the balance of the work required at Robert Adams Pond within one year rather than two years and includes the additional work required at the adjacent quantity pond. Due to the dollar value of this work, approval is requested to amend the existing agreement with Ground Force Environment to include the quantity pond and complete the work in one year rather than two. 2. Financial The funds required for the work, including the initial project and the addition of the adjacent quantity pond, in the amount of $293,602.38 (Net HST Rebate) which includes the construction cost of $222,641.19 (Net HST Rebate) and other related costs such as design, inspection, material testing, contingency of $70,961.19 (Net HST Rebate) will be funded by the Municipality as follows: Stormwater Pond Cleanout 110-36-386-83454-7401 $ 293,602.38 Due to the difficult nature of this work and the environmental sensitivities that have to be avoided a larger than normal contingency amount is allotted for this contract, based on past experience. Although significant engineering design was completed to address the pond cleanout the nature of the ponds do not allow a full and thorough inventory of the pond and therefore an added contingency has be allotted for this contract. Contract inspection for this contract will be provided by CIMA with administration of the contract by Clarington staff. In addition fish rescue has to be performed by qualified professionals at both ponds which has been included in the project costing. The award is contingent on the Municipality receiving funding from Clean Water and Wastewater Fund (CWWF). Municipality of Clarington Report COD-NNN-17 Page 3 3. Concurrence This report has been reviewed by the Director of Engineering Services and the Director of Operations who concur with the recommendations. 4. Conclusion It is respectfully recommended that Ground Force Environmental Inc. be authorized to complete the SWM Pond Cleanout and Maintenance at Robert Adams Pond in the amount of $ 222,641.19 (Net HST Rebate) as an extension to Tender CL2016-16. 5. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by:Reviewed by: VMardieZ'arano., H.B. Sc., C.M.O., Curry Clifford, MPA, CMO Director of Corporate Services Interim CAO /�� Nancy Taylor, BBA, CPA, CA Director of Finance/Treasurer Staff Contact: David Ferguson, Purchasing Manager, 2209 or dferguson@clarington.net List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. ciffb9mil Date: August 16, 2016 Attachment 1 to COD -014-17 Report Purchasing Services To: Frank Wu, Chief Administrative Officer From: David Ferguson, Purchasing Services Report#: PS -010-16 File#: CL2016-16 Subject: Stormwater Pond Maintenance at Robert Adams Pond Recommendations: It is respectfully recommended to the Chief Administrative Officer the following: a) That report PS -010-16 be received; b) That Ground Force Environmental Inc with bid in the amount of $63,090.32 (Net of H.S.T. Rebate), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2016-16 be awarded the contract for the Stormwater Pond Maintenance at Robert Adams Pond; c) That the funds expended be drawn from the respective operating budgets; and d) That pending satisfactory service that the Purchasing Manager be authorized to extend the contract for up to two additional one year terms pending satisfactory service, available funds through future budgets and subject to yearly rate increase of no more than the Consumer Price Index, All Items, Ontario (most recent issue) for a potential 3 year contract valued at approximately $239,227.11 (Net of H.S.T. Rebate). Municipality of Clarington Report PS -010-96 Recommended by: 17 vid Ferguson,TOanager, Purchasing Services Approved by: Frank Wu, Chief Administrative Officer DFIjm CC'. M. Marano, Director, Corporate Services M. F.Horvath, Director, Operations /S o Date Date Attachment 1 to COD -014-17 Page 2 Attachment 1 to COD -014-17 Municipality of Clarington Report PS -010-16 Report Overview To request authorization to award Tender CL2016-16 for the Stormwater Pond Maintenance at Robert Adams Pond. Background Page 3 1. Tender specifications for the Stormwater Pond Maintenance at Robert Adams Pond were prepared by the Operations Department. Tender CL2016-16 was issued by the Purchasing Services Division. 2. The tender was advertised electronically on the Municipality's website and on the Ontario Public Buyer's Association website. Analysis 3. Twelve companies downloaded the tender document from the Municipality's website. 4. Two submissions were received in response to the tender call. Tenders received were tabulated as per Attachment 1. All submissions were deemed compliant. 5. After further review and analysis of the low bid by the Operations Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Ground Force Environmental Inc be recommended for the award of contract for the Stormwater Pond Maintenance at Robert Adams Pond. 6. Ground Force Environmental Inc has satisfactory provided similar services to the Municipality of Clarington in the past. 7. Due to the amount of work required at Robert Adams Pond as well as budgetary limitations, the work has been divided into three phases with one phase to be completed each year if approved in each year's budget. Summary of Pricing Price (All Prices Net H.S.T. Rebate) Part A: Phase 1 — 2016 Work $63,090.32 Part B: Phase 2 — 2017 Work $74,472.12 Part C: Phase 3 — 2018 Work $101,664.66 Three Year Total $239,227.11 Note: There is no legal commitment to the bidder should funds not be made available through future budgets. Municipality of Clarington Report PS -010-16 Attachment 1 to COD -014-17 Page 4 8. The pricing received is firm for the first year of the contract. The Municipality has the option to renew the contract for two additional one year terms pending satisfactory service and available funds within each budget and subject to a yearly rate increase which is limited to an increase of no more than the Consumer Price Index, All Items — Ontario, most recent issue. If extended for Phase 2 and Phase 3, the total Contract value would be approximately $239,227.11 (Net H.S.T. Rebate) 9. The expended funds will be drawn from the Operations Departments operating budget. 10. Queries with respect to the department needs should be referred to the Director of Operations. Concurrence 11. This report has been reviewed by Fred Horvath, Director of Operations, and Nancy Tayler Director Finance who concur with the recommendation Conclusion 12. To award the contract to Ground Force Environmental Inc. for the provision of Stormwater Pond Maintenance at Robert Adams Pond, as per terms, conditions and specifications of Tender CL2016-16. Strategic Plan Application Not Applicable. Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or dferguson@clarington.net Attachments: Attachment 1 - Bid Tabulation Municipality of Clarington Report PS -010-16 j Attachment 1 to COD -014-17 Page 5 Attachment 1 Municipality of Clarington Summary of Bid Results Tender CL2016-16 Stormwater Pond Maintenance at Robert Adams Pond Bidder Year 1 — 2016 Work Total Bid Amount Annual Bid Amount (Net H.S.T Rebate) (Including H.S.T.) (Net H.S.T. Rebate) Ground Force $63,090.32 $265,651.17 $239,227.11 Environmental Inc Dig -Con International $275,209.92 $1,031,520.50 $928,916.16 Limited Attachment 2 to COD-014-1Clat Mem o 7 'Piwoon If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 965-623-3379 ext. 2131 To: David Ferguson, Purchasing Manager From: Ron Albright, Assistant Director, Engineering Services Date: June 15, 2017 Subject: Clean Water and Wastewater Funding Program 2017 SWM Pond Cleanout and Maintenance Works CL2016-16 (term order extension) The funding application for the Clean Water and Wastewater Funding (CWWF) program included the completion of the Robert Adams Pond which was tendered and awarded to Ground Force Environmental Inc. through CL2016-16. The award of CL2016-16 had a provision to extend the work at the pond over 3 years provided satisfactory performance by the contractor. The contractor performed the work satisfactorily in 2016. The works include pond maintenance and sediment removal, outlet structure restoration and minor erosion repairs for the Robert Adams Storm Pond in Courtice. The work will be staged to minimize the area of disturbance, allow for dewatering and flow management, and to minimize the duration of time required to complete in -water works. The reason for this in this memo is that the application from the CWWF was submitted to the Province with the inclusion of the entire works for Robert Adams Pond to be completed in one year including additional works at the adjacent quantity pond. As such we would like to include this in a CWWF works report to council to include awarding the extension of the Robert Adams Pond works to Ground Force Environmental Inc. in the total amount of $247,233.24 inclusive of HST, or $222,641.19 net of HST rebate. Due to the difficult nature of this work and the environmental sensitivities that have to be avoided a larger than normal contingency amount is allotted for this contract in the amount of approximately 25% of construction costs is required for this project, based on past experience. Although significant engineering design was completed to address the pond cleanout the nature of the ponds do not allow a full and thorough inventory of the pond and therefore an added contingency has be allotted for this contract. Contract inspection for this contract will be provided by CIMA with administration of the contract by Clarington staff. In addition fish rescue has to be performed by qualified professionals at both ponds which has been included in the project costing. Therefore, including other costs such as design, inspection, 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 2017 SWM Pond Cleanout and Maintenance CL2016-16 (term order extension) Attachment 2 to , COD -014-17 Page 12 Robert Adams Pond Construction Cost, Based on Low Bid (net of HST) $222,641.19 Robert Adams Pond Other Costs (net of HST) $70,961.19 Total Project Cost $293,602.38 Allocated Financing Clarington Stormwater Pond Cleanout 110-36-386-83454-7401 $293,602.38 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 extension of Contract CL2016-16 based on the above apportionments. The award of the extension of Contract CL2016-16 is pending the confirmation of the CWWF program commitment from Infrastructure Ontario. Should you have any further que tions, please feel free to contact the undersigned. R gards, Ron Albright, P. Eng. Assistant Director, Engineering Services :M:►RIOMYn Pc: Nancy Taylor, Director of Finance Fred Horvath, Director of Operations Stephen Brake, Manager, Operations A.S. Cannella, Director of Engineering Services The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379 �_b �' fir` /T.;. ,Y3• .••. Fr.�. ;fir'• F = er • OT x� 7r i •'k.:' i� kkkk ,cif .•5;i•�"' � �� .',� '� Eby,' ;� �, � '� , • �:. .� � T..� .. �! r �i �. - 4 S• i �. +T l-S x + 1 Presentations and Handouts Annual Update Municipality of Clarington June 19, 2017 Craig Hebert, GM Historic Waste Program Management Office 1. Historic Waste Program Management Office (HWP MO) 2. Meeting Our Obligations • Pillars of the PHAI • Safety Programs 4. PHAI Ongoing Activity Update 5. Port Granby Project • Enabling Activities • Long -Term Waste Management Facility Construction • Site Operations - Waste Water Treatment Plant • Current Work/Look Ahead • Project Schedule/Phase 2 Overall Costs 6. Port Hope Project Status 7. Communications/Stakeholder Engagement K % Canadian Nuclear Laboratories . - PORT HoPEAxFA r� INITIATIVE MANAGEMENT OFFICE Laboratoires Nucleaires Canadiens Canadian Nuclear Laboratoires Nucleaires Laboratories Canadiens sw M0 Historic Waste Program Management Office r � 1 PORT HoPEAREA 4— NITIATIVE C! PORT HOPE AREA �j►�� INITIATIVE Legal Agreement • Perform all necessary work • Work together for highest level of project success • Description of historic LLRW • Project costs • Cleanup Criteria • Communications program • Property Value Protection program Port Hope Area Initiative in Environmental Assessment • Comprehensive EA including "Alternative Means" • Consultation with residents, municipalities, stakeholders and responsible authorities • Port Hope - one facility at the existing Welcome site for all Port Hope • Port Granby - move waste away from Lake Ontario into aboveground moundl Pillars of the PHAI CNSC Licence • Obligations and oversight of waste water treatment plants/existing Welcome and Port Granby facilities • Investigation and cleanup of small scale sites • Development and implementation of major sites • Oversight of health and safety, radiation protection, emergency training, security, transportation, quality assurance S A F E T YIB0ARD STEP UP TO SAFET l�U 11 xi • IW i. s PnerHoneAaFa Ale Ih'3'3'fAl'IVE' we w.phai.ca U461IIgr,1%IL rt.�r1Q► YAC �._Ai �,'� Ongoing safety focus • Employee/contractor training • Oversight of safe work plans Business planning • FY2016/17 Close out • FY2017/18 Planning (scope, schedule, budget) H R/Staffing • Ongoing recruitment • Currently 111 staff members with a projected 150 by fiscal year-end PORYHOPEARFA Inri-imiY1 swrr• 0I701712 How to do business with the PHAI - Click Here Careers rrog oflhcc nnalvsc -J- C dirrntor, A.t 14,p O.,t gkl.n S Rr edlatrp3 C mphancc offl— P je Lead. Construction -131.1— xexolrntorr—q—[mord—tor 'tt " ""a, Cnvirenmentel & Q"Iity P ftormanee ,mgram A -5t -t PHAI . PORTHOPEAREA INITIATIVE Port Granby Project Fleets roll to Pork Granby radioactive waste facility PROJECTS-� • ayipi:NN>?v$SER'nces Nabv21.2016 PORT HOPF, ONT.—Canadian Nuclear Laboratories (GN Ll has announced a new milestone for its Port Hope Area Initiative, as the first truck rads carrying Inm level radioactive waste have begun rolling from excavations along the Lake Ontario shoreline to a new storage facility in Part Granby. -he'eur�rh of the fleet marks the vffioiel start of the arrr'ronmental cleanup in the Clarinipn region east of Torprrta, part of a 51.2Sbillion remed Faun om pmitment made by the federal govemmerrt in 2112 CNIL snnuunDEd the milestone Noy. 1. The Pod &Bnby fa=__ t:- ^i ;anstrLcted to be ebb to hold about 45D.-:- -,.:: �,_:'as of oorrtaminerted waste. The waste w:. ne s.ored :n an engineered abovepraund maund. - - - . s a along ire CctmtNctfon of the Jnfrastnucture required far waste 3 ..,V movement was apmpleted over the summer try the oorrtrector,AMC�('.CB&IJantVenture. - --: 1213 2. -;3tm)to: CA NADiAN The mounds ergpineered hese liner system was LA1GRATORlET installed and internal waste haul mads and an underpass at Lakeshore Rand were oonstructed, e-Fablfrg the bmks to start transporting the waste to the new facility, loceted about 790 metres ,iorth of the lake. 7_NLsaid measures ere in place to cerefulty mondprthe waste trucks — all of which hall be :iMbf a: Bred — even thauph thev wrtll not tragal nn public roadways. 0 system �Ctices I radiurn G -11"- PoRT HoPE AREA Fii..abli�g .Act vibes mCOO"W INITIATIVE — Lakeshore Road Detour & Haul Road Underpass PORT HOPE AREA �j►�� INITIATIVE Wheel Wash and Weigh Scales/Radiation Portals i MEMO F � r - � _ - - - _ 1 Sit - - • - - _ rM • Completed Cell 1 in October 2016, Cell 2 in November 2016 • Began transfer of contaminated soils from PGWMF to LTWMF on November 1, 2016 • Completed all required supporting infrastructure: equalization pond, storm water ponds, roads, ditches, scale house and vehicle portal monitor • Completed overpass and detour h gopmMewwr IM MMqPORT OPEAREA INITIATIVE Oversight and environmental monitoring activities ongoing with strong compliance as reviewed by CNSC I ,: Waste Water Treatment Plant • Plant now fully commissioned • All water collected on site centralized to equalization pond • Increased WWTP staffing to 24/7 to manage high-water levels resulting from wet winter/spring • Discharge to lake consistently meeting/exceeding CNSC licence limits . :;O�.jrA 13 PORT HOPE AREA �j►�� INITIATIVE • Updated work plans and procedures based on the lessons learned from waste movement in the fall • Shoring in preparation for excavation of sloped terrain • Additional characterization including Ground Penetrating Radar survey • Hydrovac excavation to exhume waste artefacts • 120,000 m3 waste moved to LTWMF (25%) 14 PORT HOPE AREA �j►�� INITIATIVE —'ani e 54 Port Granby Project Current Work � � 4 i -.tv� PORT HOPE AREA �j►�� INITIATIVE :I Emergency Responder Drill 10 • Completion of sheet piling works • Bulk waste transfer resuming in the northwest of the PGWMF and working generally eastward • Ongoing environmental and radiation monitoring at and around sites • Ongoing dust management 17 PORT HOPE AREA INITIATIVE 2015 2016 Site preparation underpass construction Port Granby Project Timeline (2015 2020) 2017 2018 Waste excavation, transport waste along internal haul route, placement in mound 2019 2020 Gap and close mound $1.28 Billion (Port Hope Project—$1.009 Billion • Port Granby Project—$273 Million) Project Management & Oversight Contracts spent L allocated Includes: Project planning and engineering, procurement, construction oversight, environmental monitoring, radiation protection, facility operations spent L allocated Includes: Radiological investigations, construction, remediation, restoration, transportation 2017.03.01 PORT HOPE AREA �j►�� INITIATIVE Completed Facility 7 _ r ----Zoom a .rUvan.al. •. 7 . O ..f . PORTHOPEAREA INITIATIVE Port Hope Project • Cell 1 construction resumed after winter shutdown • LTWMF contract awarded March 23, 2017 Property Radiological Survey • Over 4,200 properties now involved through Campaigns 1-5 • Remediation designs for 90 properties underway • Road allowance investigation ongoing • Municipal road upgrade contract awarded 22 . PORTHOPEAREA INITIATIVE Communications & Stakeholder Engagement ML CNSC Recent The submission by�wCNl.._I_NC IS now • CNSC Update — 2016 November being herd h the Corr�mission • 2016 Public Attitude Survey or • Durham Nuclear Health Annual Update Responses.. reported that they were satisfied with • Clarington Board of Trade Business Breakfast series their community Perceptions • Education Outreach — UOIT/Fleming 16% identiFred ' Itportant i Ik lr, rr-3cvcl rnJia>:aunc..xaie the PGP the �'i" issue I-P r the G NOT VERY OFTEN _ mmunity "NEVER • Fall and spring newsletters a1 Knowledge _.._._ 84%are �'' 659�o-`�"oniidence Upcoming �uu ,i. •Hnr .,sow .�� MUNICXTIONS n65%.dm • Port Granby Citizen Liaison Group —June 19 r°"'°°= • Aboriginal Engagement —June 26 � + •nrt Gr /^ Q • Port Granby Discussion Group - June 28 PatGrnbyoric Pnmctsitental cleanupunderwayat Port Granby Project site TwZ (�M� M1�:M1eAn wV,nJWf..la,r um Plan ,nJ..P a.�w,a irs�a Iwe.h nlaw,a.wdr.�. .,..�rv4,d w.i rh�.rN.m...n.g dl.,ma. Gx4nn�Yurn,. a,wNnmmrnniw of �ei�or�.,m.,mrnnw�n � Muu i un. w3crvyn I. r m.. Lh . FeJ m.��a,e-II an. m aw.amarcw.e .woo �n OR rlfamrrml M1CPININrn � wend Mw�ry.ur faro.£ ..mm. m. nu:hu':Aelak 9�•n.w.w>m In this issue... n.aa...mgrl.:,a lou. n��.eo �n�,.�a =Mmn::w.r.-- _ q,nr.rarmiam�n.mr mm.,rw MP 24 Ongoing • Resident notifications provided and concerns addressed as required • Project Information Exchange • Presentations, open houses, community events • Printed information — brochures, newsletters, fact sheets • After-hours phone service — emergency contact if required • Email: • info@phai.ca • pvpprogram@cnl.ca • Website: www.phai.ca • PHAI Facebook/Twitter accounts Pcxirl-klre Al�ew 1!i1TNT1VF n y AaR�� pe�A� 25 • Safety of workers, the public and the environment are top priorities • We are meeting obligations under the Legal Agreement, Environmental Assessments and Canadian Nuclear Safety Commission licences • The excavation and transfer of waste away from the Lake Ontario shoreline continues • We are committed to continue working collaboratively with our municipal, regional and other partners F r Canadian Nuclear I Lab—i— Nudcaires LaI.—iee Canadi— STEPUP TO SAFETY M— gIRQ�)M PORT HOPF. AREA r4kWo INMkTIVE www.phai.,a M PORT HOPE AREA INITIATIVE W* Questions? 115 Toronto Road, Port Hope Ontario 905.885.0291 infoCa�phai.ca • www.phai.ca Follow us on Facebook and Twitter 4 h' .41 27 0 .Pro jj'jx,- z lip Durham Regional Police Service 2017-2019 Business Plan Summary Presentation to Clarington Council — November 30, 2015 New DRPS Business Plan - January 1, 2017 Ongoing commitment to communication and engagement with local Councils and the public 26/06/2017 Input What went into this Plan? ■ Surveys • Member survey (825) • Public Opinion survey (3,300) • Business Community survey (1,400) ■ Interviews & Focus Groups • Members of the public (525) • Members of the service (80) • Community partner organizations (60) ■ Scanning the environment ■ Input from municipal councils and regional council What makes a safe community? 26/06/2017 3 Guiding Themes • Diversity • Communication • Collaboration • Continuous Improvement & Innovation • Accountability 26/06/2017 4 Strategic Goals Goal 1- Deliver Community Safety Through Collaboration Goal 2 - Demonstrate Excellence in Core Service Delivery Goal 3 - Build Strength in Our Membership 26/06/2017 Goal 1 -Deliver Community Safety Through Collaboration Objectives • Be a partner in building strong communities • Protect vulnerable members of the community • Keep our roadways safe for pedestrians, motorists, and cyclists • Be a visible and engaged member of the community • Respond to the changing nature of harm Examples of Measures "grow • % feel safe in public spaces • Number of Durham Connect cases where overall risk lowered • Pedestrian & cyclist injury rate • Re -victimization rate • Number of community meetings attended 26/06/2017 Goal 2 -Demonstrate Excellence in Core Service Delivery Objectives • Develop and report on effective measures of police service delivery • Provide policing services in a bias -free manner • Deliver fiscally prudent service through innovation & continuous improvement • Focus on customer service • Ensure investigative excellence • Improve use of information to make effective decisions Examples of Measures • % agree that police treat people fairly • % members who have completed Fair & Impartial Policing training • % victims satisfied with police encounter • Cost of police services per capita • Clearance rates 26/06/2017 2017-2019 Business PlanAL` Goal 3 - Build Strength in Our Membership Objectives • Attract a skilled workforce that reflects the diversity of our community • Develop leadership capacity within our organization • Improve internal communication • Foster unity throughout the organization • Support our members in achieving a healthy & balanced lifestyle Examples of Measures • % applicants from diverse backgrounds • Index of representativeness • % members who agree that informations is communicated effectively • Inclusivity index • % members who report that workplace stress affects their personal life 26/06/2017 Measurement Framework • Ninety measures • Nearly half represent new measures • Emphasis on outcomes • Incorporate external data to provide context • Report to the Police Services Board twice annually Measures (KPI 'S) 26/06/2017 Questions? 26/06/2017 Shoreline Management Petitioners June 19'h, 2017 Overview The petitioners are concerned regarding the staff report prepared in response to the June 20th, 2016 Petition to Council regarding Shoreline Management Plan. 1. Petition request is not accurately reflected in the report. 2. No consultation 3. Rushed report under duress 4. Major concerns regarding literature review in staff report 5. Staff report deflects responsibility for shoreline management. 6. Report does not reflect interjurisdictional complexity 7. Report does not reflect the history of the shoreline 8. Report deflects burden of cost for shoreline management 2 1. Petition request is not accurately reflected in the report "This report provides the follow up to a request by Cedar Crest Beach Road residents to have Clarington aid them in developing and implementing a comprehensive unified shoreline erosion mitigation plan for the area generally bounded by 37 and 155 Cedar Crest Beach Road." Pg. 2, Report Overview The petitioner's request, as forwarded to staff by Council June 20, 2016, was as follows: "We, the undersigned, are concerned citizens who urge our leaders to act now to develop and implement a comprehensive shoreline protection plan with landowner consultation for the shoreline between the St. Mary's pier and the Port Darlington lighthouse pier on Lake Ontario in the Municipality of Clarington, Ontario Canada in order to protect against increasingly destructive lake wave action and to promote natural beach deposition, restoration and retention." 3 1. Petition request is not accurately reflected in the report (cont'd) a) The 112 petitioners did NOT ask for Clarington to "aid us" in "us" developing a plan. This very large alteration of intent demonstrates an early bias in direction, which is then evident throughout the design and selective representations in this report. b) The request was NOT for the areas bound by 37 and 155 Cedar Crest Beach Road. The request was pier to pier, and the signed petitioners represented this geography. c) Landowner consultation was part of the request, and there has been none. Long term residents have an advantage over theoretical models, since they can speak and provide direct, irrefutable evidence regarding the actual impacts of the St. Mary's pier. In not soliciting this cultural knowledge, they have overlooked considering this important line of evidence, they have invalidated their experiences, and they have failed to build trust in the process. 4 2. No Consultation • The December memo (Attachment #2 to report EDG-015-17) dated December 14, 2016 indicates that "we will be working with residents, and various agencies in the upcoming months once they have something substantial to share". • Media reports indicated consultation with the residents Email to the Municipality requesting the dates of the referred "consultation" (which never took place) went unanswered. • There has been NO proactive consultation with the community • Only meeting with residents was on June 6th, 2017, following the request by the counsel retained by residents. 5 3. Rushed report under duress This report was developed very recently and in haste, and, as such, does not include the rigour required of such a significant issue. • Coastal Engineer was not retained, but `consulted' briefly, memo dated June 13th, 2017. • Historical documentation and reports were solicited from us and CLOCA on June 6th • Request for input and consultation after the June 6th meeting was denied due to pressing timelines in completing the report for council. 9 4. Major concerns regarding literature review in staff report • 1972 pier planning report that clearly predicts the erosion was omitted, even though it was specifically requested by us. • The 2004 report that is heavily referenced remains in DRAFT format, and was never approved. Why was this never approved or finalized? • Some of the reports included are partial, and do not identify the intent, or where they come from • Others 5. Staff report deflects responsibility for shoreline management. Federal government delegated the responsibility for the management and the implementation of a strategic shoreline management plan to the local municipal conservation authority, however, staff report makes it clear they believe it is the individual property owner's responsibility. IT IS NOT THE RESIDENTS RESPONSIBILITY TO COME UP WITH A DETAILED SHORELINE DESIGN FOR A GLOBAL SHORELINE MANAGEMENT PLAN. D 6. Report does not reflect interjurisdictional relationship and complexity Despite the complexity of the issue and the range of stakeholders, there is NO recent consultation referred to in the staff report with ANY provincial, federal agency or ministry. For example: • Department of Fisheries and Oceans • Ministry of Natural Resources and Forestry • Ministry of Northern Development and Mines Ministry of the Environment and Climate Change • Ministry of Aboriginal Affairs 9 Other issues of concern • Issues arising from follow up meeting with staff June 16th, 2017 • Others 10 7. Report does not reflect the history of the shoreline The Cedar Crest Beach shoreline was a stable beach with no apparent erosion issues for 100's of years prior to the development of the St. Mary's pier. This beach did NOT BECOME a dynamic beach after the pier. It has always been a dynamic beach, fed by littoral drift from both directions, clearly apparent in aerial images. • This area was known as a high functioning port, and enjoyed recreation and tourism. • Since that time, a slow, but progressive deterioration of shoreline necessitated remedial works by homeowners, with homeowners bearing all costs. • The remedial works, which have failed, were sanctioned by CLOCA 11 8. Report deflects burden of cost for shoreline management The restoration and shoreline management costs MUST be born by the beneficiaries as well as those that have contributed heavily to the erosion process, namely, St. Mary's Cements and governments that approved the pier and failed to take action. In our June 6t", 2017 meeting, staff indicated that they would look at funding tools other than local improvement charges as it was made clear that local improvement charges were not only not preferred, but they were charges likely to bankrupt owners. 12 ONE TEAM ONE GOAL... Safety Quality Schedule Cost Clarington Municipal Council Darlington Refurbishment Update r � Dietmar Reiner SVP Nuclear Projects Monday, June 19, 2017 M 0 Oct 15/16: Unit 2 - Safely Shutdown Jan 11 /17: Unit 2 successfully defueled March 27/17: Unit 2 separated from the station Strong project performance to date - ahead of scheduie end ender b�,Jgei ■ , r tog, ` oil .: Wks.,, . ''OL P. *see•. AlEff OVARIOPUYVER GINPATION .ter S -Awl :MMI, Safety: OPG's core Value Public/Conventional/Radiological/ Environmental Performance Improving Many new workers coming to OPG Working to ensure OPG safety standards are met OFARIOI UiNia GEWATION .ter Cost: under budget Ahead of Schedule Quality: on track Environment: excellent F 5 Schedule Status Segment 1: Defues Reactor and Isolate from the Station I Segment 24: Prepare for R-Sactor CoAP Sr!uT UOti°rd REhTOR i DEEEJEL - •� REACT i�.. - +' INSTALL B,4RRIERS TL] OPEC ISOLATE UNIT 2 AIRLOCKS FROM STATION #I GOTAINMENT + AND !NSTALL I PRESSURE TEST 5V!EL03NG s F NOVE �t FEEDER FtEMOVr= PIPES IHTE R FERENCES AND INSTALL _ 4VQRI{ PLATF ORM WE ARE HERE a � A -.w t Removal SEVER P4ESSU TUBES AND BELLOWS PL WE ARE HERE a � A -.w t Removal SEVER P4ESSU TUBES AND BELLOWS PL Future Work Segments ' Segment 213: Remove Reactor Compnts w REMOVE ~ END FITTINGS REMOVE t PRESSURE TUBES t RIA TUBES Segment 3: Install Reactor Components INSPECT AND INSTALL INSPECT CALANDRIA TUBES AND INSTALL CALANDRIA L!I TUBES LOAD FUEL AND REMOVE A � + EQUIPMENT �' w _ _ max. ` 5l,ow HIGH POWER HEAT UP AND LOW TESTS AND POWER TESTING CONNECTION TO THE GRID INSTALL FEEDER PIPES Two significant safety systems now in service Public safety commitments met 30+ years: increased reliability and greater safety margins Containment Filtered Venting System 31d Emergency Power Generator IL OVARI0"NWER 5 C M t 0 U L E. Q �. 5 1 GINUATION Q ■ 5,500 additional workers/staff currently supporting Outages/Refurbishment/Projects On -Boarding (processing new workers at site): 8,500 workers processed since January 1/16 ■ 5additional workers needed by August 31 Boilermakers Ironworkers 704,112 Person-years of increased employment Carpenters Millwrights Electricians Pipefitters Average number of jobs per year 14,200 AlEff OVARIOPUYVER GINUATION 6'] ■ Increased hotel occupancy ■ Lower rental vacancy and housing inventory Workers living and spending in the community Vendors leasing office/warehousing space - Black & MacDonald moved to Bowmanville Vendor partners giving back to the community EVERY Sl INVESTED INTO THIS STATION ISA $1.4Q INCREASE 7Q THE GOP AlEff OVARIOPUYVER GINUATION Questions? ------ IL"J no !0!00 fi Rte. To learn mor( about Canada's Largest Clean Energy Project visit: www.opg.com and subscribe to the Darlington Refurbishment Newsletter Contact us at: darlingtonrefurb@opg.com • Z) 0 p g opgPics IM Ontario Poorer Generation AlEff OVARIOPUYVER GENEHATION 2 w:;_% (2/ V C/Q Ifln►. -a-g,_ 'c ci' a$ -amu► location! Fli,e:tii � ' Y Ed -zoo -cation at Your location! Email den@zootoyou r a Ph. (705) 437 3490 www.zootoyou. ca Zoo To You is a fully interactive mobile zoo that offers people of all ages the chance to learn about and be hands-on with small animals. It is privately owned and operated by Jennifer Deith and was established in 2003. Zoo To You has about 30 different species of animals with a mandate to create and strengthen the bond between people and animals by educating them. In the past 14 years Zoo To You has executed an estimated 15,000 events without incident. The company travels to many different regions of Ontario, most frequently servicing the Durham, York, Toronto, Peel, Kawartha Lakes, Simcoe and Muskoka regions. It recently relocated from Durham region to a newly renovated 4000 square foot facility in the City of Kawartha Lakes. In Clarington alone, Zoo To You has reached thousands of children of all ages through schools, daycares, summer camps, youth groups, birthday parties, interactive displays etc. We have helped improve quality of life with shows for special needs children, special needs adults and have facilitated many events at senior residential facilities. Zoo To You is well-known and conscious of its demanding reputation. All business is done through referrals and word of mouth. Zoo To You does not advertise. The animals that Zoo To You brings to their events are generally small and most are even able to be a pet in homes. There are a few prohibited animals that balance the offering and enhance the educational aspect and variety of the shows: hedgehogs, sugar gliders, arachnids (spiders), snakes and alligators. These animals are always accompanied by experienced handlers. Safety for the participants and the animals is top priority. Ed -zoo -cation at Your location! Email: jen@zootoyou.ca Ph: (705)432-3490 www.z00t0y0u. ca Zoo to You would like to maintain the quality and the educational value of the shows by continuing to bring these animals. In compliance with the Clarington regulations we have adjusted liability insurance up to five million dollar, have been inspected regularly for the past two years by Ontario Society of the Protection of Cruelty of Animals (OSPCA) inspections; and are ready and qualified to be accredited by the Canadian Association of Zoos and Aquaria (CAZA). CAZA however has very limited windows and flexibility to accreditation. Even though Zoo To You is ready to be inspected and wait approval, CAZA will only accept applications for March 15t of each year. Inspections are done through August and the accreditation approval is not finalized until September of the same year. Due to this timeline restraint, Zoo To You cannot meet this final hurdle until September of 2018, when accreditation is finalized. We are here today to request a temporary extension of this requirement until October 1, 2018 for Zoo To You. Any necessary documentation and/or the latest OSPCA inspections will be available upon request. Sincerely, Jennifer Deith Cn�j- Cambrian SPECIAL RISKS INSURANCE SERVICES Section 3 - Liability Coverage COMMERCIAL INSURANCE POLICY POLICY NUMBER ECHS589 PURPOSE OF DOCUMENT Endorsement Adding Additional Insureds corm rf Goverage Deductible Type Limit Premium CGL11-004-E Commercial General Liability (Occurence Form) Incl Products -Completed Operations Included $5,000,000 Incl Aggregate Limit - Applies to Products Completed Operations $5,000,000 Incl Only Each Occurrence Limit $5,000,000 Incl Tenants Legal Liability Limit - Any One Premises $250,000 Incl Medical Expense Limit - Any One Person $2,500 Incl Medical Expense Limit - Any One Accident $25,000 Incl Personal and Advertising Injury Limit $5,000,000 Incl Property Damage Deductible $1,000 Incl SPF No. 6 Standard Non -Owned Automobile $2,000,000 Incl OEF No. Reduction of Coverage for Lesses or Drivers of Leased Incl 98B Vehicles Endorsement SEF No. 99 Excluding Long Term Leased Vehicle Endorsement Incl ABUSE11-001 Abuse - Legal Defense Coverage (CLAIMS MADE FORM) $2,500 Incl Annual Aggregate Limit $2,500 Inct Retroactive Date: Incl May 19, 2013 CGL11-006 Cyber/Data Exclusion Incl CGL11-009 Forcible Ejection Exclusion Incl CGL11-013 Injury or Death to Pets, Animals or Handlers Exclusion Incl CGL11-015 Liquor Liability Exclusion Incl CGL11-028 Additional Insureds Extension Incl CGL11-030-E Abuse and Molestation Exclusion Incl CGL1 t -033-E Oil and Cleaning Agent Exclusion Incl CGL11-039-E Reimbursement Clause Endorsement Incl Miscellaneous Endorsement Incl Travel Exclusion - It is hereby agreed that coverage excludes liability for travel to and from events. Applicable To All Coverages Of This Policy Issued: 2017706/07 Insured Copy Cambrian SPECIAL RISKS INSURANCE SERVICES Addii 66 l .Insured Schedule COMMERCIAL INSURANCE POLICY POLICY NUMBER ECHS589 PURPOSE OF DQCUMENT Endorsement Adding Additional Insureds Additional Insured Toronto And Region And Conservation Authority - 5 Shoreham Dr, North York, ON M3N 1S4 Additional Insured Township Of Uxbridge - PO BOX 664 291 Brock St W, Uxbridge, ON L9P iG1 Additional Insured City Of Kawartha Lakes - PO BOX 9000 26 Francis St, Lindsay, ON K9V 5R8, STN Main Additional Insured Carriage Hills Vacation Owners Association, Carriage Ridge Owners Association, Carriage Hills Hospitality Inc., Shell Vacations LLC, Shell Vacations Club, Shelll Vacations Hospitality - 90 Highland Dr, Shanty Bay, ON LOL 21-0, RR 1 Additional Insured The Corporation Of The Town Of Richmond Hill - PO BOX 300 225 East Beaver Creek Rd, Richmond Hill, ON L4C 4Y5, STN A Additional Insured Town Of Ajax - 65 Harwood Ave S Suite 1, Ajax, ON L1 S 2H9 Additional Insured The City Of Peterborough - 500 George St N, Peterborough, ON K9H 3R9 Additional Insured Majaspeed Custom Car & Truck Show - 6940 Airport Rd, Mississauga, ON L4V 1E8 Additional Insured The Corporation Of The City Of Oshawa - 1455 Cedar St, Oshawa, ON L1J OA8 Additional Insured Wish -Mania - 70 Moorcrest Dr, Aurora, ON L4G 3R4 Additional Insured Town Of Georgina OIA Georgina Civic Centre - PO BOX 500 26557 Civic Centre Rd, Keswick, ON L4P 3G1, STN Main Additional Insured City Of Oshawa - 50 Centre St S, Oshawa, ON L1H 3Z7 Additional Insured Town Of Whitby - 575 Rossland Rd E, Whitby, ON LIN 2M8 Additional Insured The Corporation of the Town Of Caledon - 6311 Old Church Rd, Caledon East, ON L7C 1 J6 Additional Insured Norfolk County Agricultural Society - 172 South Dr, Simcoe, ON N3Y 1G6 Additional Insured L_Corporation Of The Town Of Bradford West Gwillimbury - 471 West Park Ave, Bradford, ON L3Z OJ3 Issued: 2017/06107 Insured Copy gdd�tlof1 tl' Insured Sche_dule'-.Continued Iditional Insured Municipality of Clarington - 40 Temperance St, Bowmanville, ON L1 C 3A6 Iditional Insured Durham District School Board - 400 Taunton Rd E, Whitby, ON L1 R 2K6 Issued: 2017/06/07 Insured Copy Additional Insured Schedule' Continued Additional Insured Peet District School Board - 5650 Hurontario St, Mississauga, ON L5R IC6 Additional Insured Toronto And Region Conservation 1 Parks And Culture - 5 Shoreham Dr, North York, ON M3N 1 S4 Additional Insured Tim Schimidt ofa Tim & Brenda's Place - 13200 Weston Rd, King City, ON L7B 1 K4 Additional Insured Queen Elizabeth Public School - 1205 Simcoe St N, Oshawa, ON LIG 4X1 Additional Insured Hillsdale Estates - 590 Oshawa Blvd N, Oshawa, ON LIG 5T9 Additional Insured The York Region District School Board - PO BOX 40 60 Wellington St W, Aurora, ON L4G 31-12, STN Main Additional Insured Pefferlaw Lions Community Park - 38 Petes Lane, Pefferlaw, ON LOE 1 NO Additional Insured YMCA Of Greater Toronto - 2200 Yonge St, Toronto, ON M4S 2C6 Additional Insured Chippewas Of Rama First Nation - 5884 Rama Rd, Rama, ON L3V 6H6, SS 6 Additional Insured Simcoe County District School Board - 1170 Hwy 26, Midhurst, ON LOL 1X0 Additional Insured RioCan Holdings Inc. RioCan Management Inc. RioCan Real Estate Investment Trust And Orillia Square Merchants Association - 1029 Brodie Dr, Severn, ON L3V OV2 Additional Insured Northumberland Shopping Centre Inc., Avison Young Property Advisors And Managers Inc. And Bayfled Realty Advisors Inc. - 1111 Elgin St W, Cobourg, ON K9A 5H7 Additional Insured Ryerson University - 350 Victoria St, Toronto, ON M513 2K3 Additional Insured Woodville Festival - 105 Union St, Woodville, ON KOM 2T0 Additional Insured Town Of Gravenhurst - 5 Pineridge Gate Suite 3, Gravenhurst, ON P1 P I Z3 Additional Insured The District Municipality Of Muskoka - 70 Pine St, Bracebridge, ON P1 L 1 N3 Additional Insured YRSCC 1247 And Brookfield Condominium Services Ltd. - 7181 Yonge St, Thornhill, ON L3T OC7 Additional Insured Township of Scugog - 181 Perry St, Port Perry, ON L91- I B8 Additional Insured Town of New Tecumseth - 10 Wellington St E. Alliston, ON L9R 1 A I Issued: 2017;06107 Insured Copy , A R , IIIYit A SPCA a® December 29th, 2016 Dear Zoo to You c/o Jen Deith (owner) INVESTIGATIONS 16586 Woodbine Avenue, RR 3 Newmarket, ON L3Y4W1 Phone: 905-898-7122 Report Cruelty: 310 -SPCA Fax: 905-853-8643 Email: cruelty@ospca.on.ca Website: ontariospca.ca Charitable Registration 0 88969 1044 RR0002 On December 29h, 2016 at 10:00 am the Ontario SPCA performed an inspection of Zoo to You, 1880 Eldon Rd, Woodville ON. The scope of the inspection was to assess the facility's compliance with the Ontario Society for the Prevention of Cruelty to Animals Act and Ontario Regulation 60/90 Standards of Care as per the governments mandate to have all Zoos and Aquariums inspected twice a year by the Ontario SPCA. Any compliance issues were discussed with Jen Deith at the time of the inspection when the information was collected and proper paperwork was handed out. Recommendations /comments will be outlined at the bottom of this letter. • No compliance issues were found during this Inspection. • No recommendations were made during this Inspection.. Thank you, Inspector Nicole Foster -Pratt #1540 Zoo Inspections ONTARIO HIMMEM 0t ,.. SPCA i u� �r srrr June 22"d. 2016 Dear Zoo to You c/o Jen Deith (owner) INVESTIGATIONS 16586 Woodbine Avenue, RR 3 Newmarket, ON BY 4W 1 Phone: 905.8987122 Report Cruelty: 31t}SPCA Fax: 905-853-8643 Email: cruelty@ospca,on.ca Website: ontariospCa.ca Charitable Registration # 88969 1044 RR0002 On June 21st, 2016 at 11:30 am the Ontario SPCA performed an inspection of Zoo to You, 1880 Eldon Rd, Woodville ON. The scope of the inspection was to assess the facility's compliance with the Ontario Society for the Prevention of Cruelty to Animals Act and Ontario Regulation 60190 Standards of Care as per the governments mandate to have all Zoos and Aquariums inspected twice a year by the Ontario SPCA. Any compliance issues were discussed with Jen Deith at the time of the inspection when the information was collected and proper paperwork was handed out. Recommendations /comments will be outlined at the bottom of this letter. • No compliance issues were found during this Inspection. • No recommendations were made during this Inspection.. Thank you, Inspector Nicole Foster -Pratt #1540 Zoo Inspections 016* ONTARIO SPCA �'�i•. f fir AIS F91MaNE SOC&lT \aM1.x%�` !tPFLFItl. MA4ll]fW911'd January 19th, 2016 Dear Zoo to You c/o Jen Deith (owner) INVESTIGATIONS 16586 Woodbine Avenue, RR 3 Newmarket, ON L3Y 4W1 Phone: 905.898.7122 Report Cruelty: 310 -SPCA Fax: 905.853.8643 Email• truelty@ospca.on.ca Website: ontariospca.ca Charitable Registration H 88969 1044 RR0002 On January 99th, 2096 at 10:50 am the Ontario SPCA performed an inspection of Zoo to You, 1880 Eldon Rd, Woodville ON. The scope of the inspection was to assess the facility's compliance with the Ontario Society for the Prevention of Cruelty to Animals Act and Ontario Regulation 60190 Standards of Care as per the governments mandate to have all Zoos and Aquariums inspected twice a year by the Ontario SPCA. Any compliance issues were discussed with Jen Deith at the time of the inspection when the information was collected and proper paperwork was handed out. Recommendations /comments will be outlined at the bottom of this letter. • No compliance issues were found during this Inspection. • No recommendations were made during this Inspection.. Thank you, _24 L '` 1 Inspector Nicole Foster -Pratt #1540 Zoo Inspections Adak ONTARIO SPCA .// Iwo iu socr�r July 3rd, 2015 Dear Zoo to You c/o Jen Deith (owner) INVESTIGATIONS 16586 Woodbine Avenue, RR 3 Newmarket, ON BY 4W1 Phone: 945.898-7122 Report Cruelty: 310 -SPCA Fax7905-853-8643 Email: c ueltyCaospca.on.ca Website: ontariospca.ca Charitable Registration # 889691044 RR0002 On July Y'f, 2095 at 90:30 am the Ontario SPCA performed an inspection of Zoo to You, 9880 Eldon Rd, Woodville ON. The scope of the inspection was to assess the facility's compliance with the Ontario Society for the Prevention of Cruelty to Animals Act and Ontario Regulation 60/90 Standards of Care as per the governments mandate to have all Zoos and Aquariums inspected twice a year by the Ontario SPCA. Any compliance issues were discussed with Jen Deith at the time of the inspection when the information was collected and proper paperwork was handed out. Recommendations /comments will be outlined at the bottom of this letter. • No compliance issues were found during this Inspection. • One recommendation, to allow for natural light or artificial light that mimics sunlight to be available to one Tegu (Bertie) for at least and 8 hour period. Thank you, r Inspector Nicole Foster -Pratt #1540 Zoo Inspections School presentations "As previously mentioned, I unfortunately was unable to attend the zoo to you experience due to pneumonia. I did however gather feedback from my colleagues who were able to participate We were frustrated with the by-law issue. We were hoping to have the additional 4 animals. The handler was fantastic. She provided equal opportunity for all of the students in the large group to experience time with the animals. She was very energetic, funny and engaging. She was also knowledgeable about the different types of animals and left no question unanswered. I/we would definitely book the program again in the future. Have a wonderful day!" Jamie Leeder, OCT Kindergarten Harold Longworth Public School 350 Longworth Avenue Bowmanville, Ontario SCHOOLYOU'CAME TO ASIT OUR L 2-�)�-) --rD ,fid\) +Y jwf $ l r —w School presentations "The shows in each classroom yesterday were GREAT! The feedback I received from the Kindergarten Team was very positive and that all of the students were very engaged. Katie did a great job explaining the animals and their backgrounds. She used kid -friendly language and made some great jokes to meet the needs of our more 'nervous' students. She was extremely patient and answered all questions from the kinder audience. She is excellent at what she does and we'd love to have her back to our school in the future! She is an asset to your Zoo To You team. Thank you again for everything and for helping me to organize such an exciting day!" Sincerely, Taryn Pfautsch, ECE Dr. Ross Tilley Public School School presentation "The show was amazing, thank you! Paige did a great job with the kids and they were very happy with the amount of interaction they were able to have with the animals. Paige did not pressure any of the kids who did not want to interact with any of the animals and respected everyone's wishes. The variety of animals was great as well, as the kids found they learned a lot about different types of animals. All -in -ail it was an amazing experience that will definitely be in our thought again, I'm sure! Thanks again for the Zoo -to -You experience l" Teresa Reed -Pelletier Oxford Learning Centre 2 200 King Street East, Bowmanville _ Library presentations ,ems - YQ CAME Ti?.�rt UR SC Dl WAS• 7 L�- t Paige and the animals were absolutely amazing. She was there early and was all set up with plenty of time to spare. It didn't faze her at all doing the extra shows, and she was the epitome of polite, friendly professionalism throughout the entire day. She dealt very well with the children, and was very conscious of the animals' welfare. Paige and Zoo to You as a whole have been an absolute pleasure to work with! Thanks againl! Lisa byche Clarington Public Library 2950 Courtice Rd., Courtice Birthday Party presentation "The party was AWESOME! Katie was amazing with the kids. She was really good at engaging the kids and managing their behaviour - no small feat with 18 four year olds. She also made the (very shy) birthday girl feel special by letting her handle and help with some of the animals. The animals were super cool. There was a good variety of them and the kids were fascinated. The parents that attended loved it too. Thanks so much!" Lisa Van Klink 7 Stillwell Lane, Newcastle Birthday Party presentation "The kids had a fabulous time and were stili talking about this morning at school. handier was great, showed up on time, gave the kids lots of opportunities, it was a lot of fun! Thanks again!" Tom Miller 38 Robb Lane, Bowmanville Birthday Party presentation "Katie was awesome! kids had a great time and all the adults enjoyed it too. it was recommended by a friend and I will also highly recommend it. a lot of the adults who were here told me they would like to use it for their children's birthdays. thanks so much!" Michelle Watson 22 Quackenbush street, Bowmanville Birthday Party presentation "The show was great! Everyone had a great time. The Handler was awesome! She was great with the HEN Too —TO YQLQAWT F G�� to LJ �),I 07 kids and the adults. She was funny also. The kids loved the interaction with the animals. Nathan got to see all the animals that were on his list! It was overall a great experience! Thank you for making my sons party so special Quisha Ramoutar 61B Concession St. E, Bowmanville Birthday Party presentation "I just wanted to let you know my daughter and her friends had a great time at her birthday party on Friday night. Brianna was fantastic, she was so patient with the kids, could you pass along a thank you to her as well please. I would definitely recommend zoo to you to friends and family. Thanks so much!": Christine McDougall 220 High Street, Bowmanville Birthday Party presentation "She was amazing!!! So wonderful, patient, fun and has a very obvious love of the animals. Thank you! The girls still haven't stopped talking about it." Theressa Audette 7 Murray Tabb St, Bowmanville Birthday Party presentation "Sadly I can't recall our handlers name—but let me tell you, SHE WAS AMAZING! She was so great with the kids and the mix of ages! The animals that were brought along were huge hits with the kids from age 4-10. Overall — it was fantastic and a great way to spend the kids birthdays! You will be highly recommended to anyone else that I hear planning anything!" Laura Doucette 118 Kersey Cres. Courtice Birthday Party presentation "The handler was amazing. She was very knowlegable and patient and took special care to really engage not only the birthday girl but her brother as well. The party was a success thanks to her. Plus even though she didn't have the activity books available for the kids, she ensured some were dropped off the next day! Thanks for everything. I will upload some photos." Shona Davison 20 Summerlea Crt, Courtice Birthday Party presentation "We had a great experience with Evelyn's birthday party yesterday, all the animals she was hoping for were there, and Paige did any excellent job. She listened and interacted with the kids, but didn't let them get out of hand (they were a bit crazy, loll) Thanks again, and have a great week!" Sarah Watkinson 103 Foster Creek Drive, Newcastle Birthday Party presentation "Just wanted to let you know Paige was great with the kids! She was very informative and the kids had a great time! Would highly recommend to friends. My son loved handling all the animals. Thanks so much!" Vikki 94 Sleeman Square, Courtice Birthday Party presentation "Everything was great! The kids all had a fun time. Thanks!!" Meghan Parker 41 Quackenbush St, Bowmanville Birthday Party presentation Paige was fabulousll She was knowledgeable, fun and friendly. She managed the children's questions very well - even including a difficult child (there's always one!). She was punctual, professional and made the party a complete success. We were very impressed and the children were so proud when they ventured out of their comfort zone (thanks to Paige's encouragement) and interacted with animals that they may have found a little intimidating. Paige is a definite gem. Please feel free to pass on my comment to Paige." Simone Arbour 93 Stagemaster Cres, Courtice Birthday Party presentation "I just want to say thanks for everything, the animals were a big hit! Stacey was awesome with everyone, she did a great job! Thanks again" Suzy Segers 61 Clayton Cres, Bowmanville Birthday Party presentation "Everything went very well. Stacy was fabulous! She was very informative about each animal, answered the childrens and adults questions, was patient and hertiming was perfect. We were all very impressed! Thank you!" Meredith Worboy-Kent 3292 Concession Road 3, Newcastle Birthday Party presentation "I forget our handlers name but she was lovely. All children and adults had an amazing time. This birthday was very special forJackson and won't be easily forgotten." Kara Krome 16 Beacham Cres, Newcastle Birthday Party presentation "Taryn was fantastic! She was on time, and very approachable to even our shyest of kids! Evan and his friends had such a great time meeting and interacting with your animals. A week later Evan is still carrying around all his stuffies that resemble some of the animals that were presented. I will be and have been recommending you to all of my friends. Such a great time! Thanks again to you and Taryn for a great experience." Lisa Forbes 18 Stillwell Lane, Newcastle Birthday Party presentation "Taryn was great and worked well with the kids! Everyone enjoyed the animals especially the ones they were able to hold. Thanks so much" Samantha Best 17 Hammond street, Bowmanville CAZA lrAZAC �_�s a..a uy.emm .w�h1 •G_< � _o....o. Accreditation Commission will not presume to judge, in advance of an on-site inspection, whether an institution does or does not meet these criteria. The Accreditation Commission consists of five to six members. The Chair of the Commission, who may or may not be a member of the Board of Directors four Professional Fellow members of the Association, supported by National Office staff. The Commission independently reviews all accreditation reports and renders a decision to grant accreditation, table an application or deny accreditation. In the event an institution wishes to appeal the decision of the Commission the CAZA Accreditation Appeal Panel Process will be applied. Summary of the Application Process It takes approximately seven months from the time an application is submitted until the Commission holds a hearing and makes its decision. If an application is tabled, it could take up to six additional months before the Commission takes final action. The application process begins with the submission, by an established deadline, of a completed questionnaire/application. The questionnaire/application is accompanied by a variety of supporting materials and is submitted electronically. An on-site inspection will occur approximately three to seven months after submission of materials. At the conclusion of the inspection, an exit interview will be conducted. The institution will be presented with a list of items they must address to be considered to be in compliance with standards. A written response to all of the items included in the exit interview must be provided to the Accreditation Commission no later than September 7th. This written response will largely determine the Commission's decision on accreditation. Failure to provide a written response prior to the deadline will result in the application being tabled or other disciplinary action being taken. The inspection form, the exit interview and the written response are reviewed at the next commission meeting. Following their review, a hearing before the Accreditation Commission will occur at which time the institution's case will be reviewed and final decision on accreditation announced. Basic Information Accredited Applicants Defined. Accredited applicants are those institutions that are accredited at the time the application is submitted and processed. New Applicants Defined. "New" applicants are those institutions applying for accreditation for the first time, or any institution that is not currently accredited, regardless of whether it has been accredited in the past. Deadlines: 1. The Commission will notify the applicant that an accreditation is required in the fall of the year preceding the required inspection. 2. The applicant must submit the application by March 1 of the year in which they are inspected. 3. The Commission will schedule an inspection prior to August 15th. A written report addressing all issues raised in the exit interview must be received by the Accreditation Commission no later than September 7th Fees: The accreditation Filing Fee is $250.00, and is non-refundable. Confidentiality: Information submitted to the Accreditation Commission by institutions as part of their accreditation application is held in strict confidence, and is made available to the following individuals only: Accreditation Commission, Visiting Committee, CAZA Board and Accreditation Appeal Panel (only in those cases where the commission's decision has been appealed). The Commission will not disclose the names of any person(s) requesting confidentiality when providing information, verbally or in writing, about the institution before, during, or after the accreditation review, or at any time during the five-year accreditation period. This includes staff, colleagues, and/or members of the public. AZA Accreditation Equivalency CAZA recognizes AZA accreditation as being equivalent to CAZA accreditation. Institutions who achieve AZA accreditation do not have to undergo a CAZA accreditation inspection. CAZA requires submission of a letter confirming that accreditation has been received, the filing fee, a copy of the AZA certificate and the full AZA report for review at their fall meeting. First -Time Applicants It is advisable for first-time applicants (those institutions that have never gone through the accreditation process before) to be familiar with fundamental CAZA philosophies before applying for accreditation. In addition, first-time applicants are strongly encouraged to request a mentor prior to making application. This will allow them to obtain an independent assessment of whether the institution is ready to undergo full accreditation review. A mentor will also help identify areas that need additional attention before an inspection takes place. Some helpful things to remember, for first-time applicants: Contact the Chair, Accreditation Commission to discuss the need for a mentor well in advance of beginning the application process. Become familiar with all Accreditation Materials. Follow the instructions for assembling the application as contained in this booklet • When completing the application be sure to answer every question and attach required items. • The Chair of the Accreditation Commission, assigns the application to the Chair of the visiting committee. • Prior to application it is helpful to participate in CAZA through individual membership, attendance at conferences, and reading publications to thoroughly familiarize yourself with fundamental philosophies and policies. • While future plans are important and are considered in the overall picture, the final decision to grant accreditation will be based on what exists at the time of the inspection and final review. • Make sure to address all items on the List of Concerns received at the exit interview. Address as many as possible prior to the hearing with the Commission, and be prepared to show timelines, contracts, etc. for those items that are not complete. All institutions receiving accreditation are expected to maintain accreditation standards throughout the five-year period of accreditation. Members of the public do notify CAZA if problems are observed. Assembling the Application Package The completed questionnaire/application and all supporting documents must be submitted to the National Office by the required deadline. Questionnaire (Application): It is essential that the questionnaire be completed in its entirety. Missing attachments, or unanswered or missed questions, will delay processing of the application. In order to reduce the impact on the environment caused by filing the application and reports in paper format, and to make it easier for the commission and the inspection teams to process the materials, all applications will be submitted and processed electronically. The application form has been structured to allow the insertion of responses directly into the section of the form in which the question is asked. In cases where files are too large to insert and you will be attaching a separate file please indicate so in the body of the application. All separate files must be labeled with the number of the question to which it applies. e.g. -GA1 etc. If more than one file is being submitted that relates to the same question they should be labeled as -GA1- a etc. Once completed the application can be uploaded using the link that will be provided to you by the Accreditation Chair upon filing or submitted to the National Office in some other electronic format. Applicants are required to include a carefully considered Mission Statement to provide the Commission with a clear understanding of each institution's objectives. The mere statement that an institution was established to display its collection to the general public will not be sufficient. It is also helpful to the Commission to know the reason(s) a new applicant institution is seeking accreditation.