HomeMy WebLinkAbout2017-09-25Clarington
General Government Committee
Minutes
September 25, 2017
Minutes of a meeting of the General Government Committee held on Monday,
September 25, 2017 at 9:30 AM in the Council Chambers.
Present Were: Mayor A. Foster attended until 3:10 PM, Councillor S. Cooke,
Councillor R. Hooper, Councillor J. Neal, Councillor W. Partner
arrived at 11:34 AM, Councillor C. Traill arrived at 9:33 AM,
Councillor W. Woo
Staff Present: A. Allison, G. Acorn attended until 3:20 PM, T. Cannella attended
until 3:20 PM, F. Horvath attended until 3:20 PM, A. Greentree ,
M. Marano, N. Taylor attended until 3:20 PM, G. Weir attended until
3:20 PM, J. Gallagher, S. Gray
1 Call to Order
Mayor Foster called the meeting to order at 9:30 AM.
2 New Business — Introduction
There were no new business items added to the Agenda.
3 Adopt the Agenda
Resolution #GG -399-17
Moved by Councillor Hooper, seconded by Councillor Cooke
That the Agenda for the General Government Committee meeting of September 25,
2017 be adopted as presented.
Carried
4 Declaration of Interest
Later in the meeting, Councillor Hooper declared an interest during the delegation of
Sheila Hall, Executive Director, Clarington Board of Trade, regarding an Economic
Development Update.
5 Announcements
Members of Committee announced upcoming community events and matters of
community interest.
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Clarington General Government Committee
Minutes
September 25, 2017
6 Adoption of Minutes of Previous Meeting
Resolution #GG -400-17
Moved by Councillor Hooper, seconded by Councillor Cooke
That the minutes of the regular meeting of the General Government Committee meeting
held on September 5, 2017, be approved.
Carried
Resolution #GG -401-17
Moved by Councillor Woo, seconded by Councillor Traill
That the minutes of the regular meeting of the Special General Government Committee
meeting held on September 12, 2017, be approved.
Carried
7 Delegations
7.1 Sheila Hall, Executive Director, Clarington Board of Trade, Regarding an
Economic Development Update
Sheila Hall, Executive Director, Clarington Board of Trade (CBOT), was present to
provide an Economic Development Update. She made a verbal presentation to
accompany an electronic presentation. Ms. Hall provided an update on corporate calls,
and highlighted that there has been increase in the ability to visit with existing
businesses. Ms. Hall provided an example where the CBOT was able to connect two
companies who are now collaborating, and one has moved their warehousing back to
Clarington. She outlined the business support efforts by CBOT which help
manufacturers find new equipment, resources and staff training. Ms. Hall provided an
update on business attraction within Clarington. She stated that outreach was critical in
bringing a large international investor to Clarington who needed space for a distribution
centre and are now on the cusp of welcoming it to Clarington. Ms. Hall reviewed the
recent inquiry profile activity to date. She continued by explaining the growth trends,
which included a chart on job growth percentage. Ms. Hall displayed a map of Lake
Road in Clarington and provided an update on the interest and activity since April. She
continued her presentation by stating that there is a need for increased serviced land to
satisfy the growth in Clarington. Ms. Hall concluded her presentation by providing an
update on CBOT's membership strength and community engagement and thanked the
current business community. She thanked the Committee.
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Clarington General Government Committee
Minutes
September 25, 2017
Resolution #GG -402-17
Moved by Councillor Woo, seconded by Councillor Cooke
That the delegation of Sheila Hall, Executive Director, Clarington Board of Trade,
regarding an Economic Development Update, be received with thanks.
Carried
7.2 Sandra Gaje Zski, Regarding a request to amend the Responsible Pet
Owners' By-law 2013-024
Sandra Gajewski, local resident, was present regarding a request to amend the
Responsible Pet Owners' By-law 2013-024. She made a verbal presentation to
accompany an electronic presentation. Ms. Gajewski stated that she would like to raise
awareness of the risks associated with having large and small dogs playing in the same
area and improve park safety for dogs and their owners by enforcing posted park signs
through the Responsible Pet Owner's By -Law. She provided background on the current
situation and stated that the designated small dog area permits puppies, which allows
dog owners of large breeds to use the small dog area (SDA), and stated that this puts
small dogs and their owners, using the off leash dog park, at risk for serious injury. Ms.
Gajewski provided an overview of the dangers for small dogs from big dogs as well as
the risk of injury to people. She addressed the current signage in the off leash area and
proposed that the sign have a restricted height and weight. She further asked that the
Responsible Pet Owners' By-law 2013-024 be amended.
Suspend the Rules
Resolution #GG -403-17
Moved by Councillor Traill, seconded by Councillor Woo
That the Rules of Procedure be suspended, to consider Ms. Gajewski's Communication
Item 9.2 during this section of the Agenda.
Carried
9.2 Sandra Gajewski, Request to Amend the Responsible Pet Owners'
By-law 2013-024, Regarding Leash Free Area
Resolution #GG -404-17
Moved by Councillor Traill, seconded by Councillor Woo
That the Communications Item 9.2 be received;
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Clarington General Government Committee
Minutes
September 25, 2017
That staff be directed to change the signage at the off leash dog park to designate that
the small dog area be restricted to a height of no more than 12 inches and a weight of
20lbs or less for any dog entering the designated small dog area; and
That the Responsible Pet Owners' By-law 2013-024 be amended to add wording
along the lines Rhd following:
"To not allow a dog to enter a designated off leash area except in accordance
with the posted conditions of use".
Carried
7.3 Sally Barrie, Director of Home Support Services and Jennifer Rusaw, Director
of Specialized Geriatrics, Community Care Durham, Regarding Report
CSD -008-17
Sally Barrie, Director of Home Support, and Jennifer Rusaw, Director of Specialized
Geriatrics, Community Care Durham (CCD) were present regarding an update on CCD.
Ms. Barrie provided background information on CCD, and the lease agreement
previously approved. She stated that the CCD is requesting additional space,
specifically the former customer service desk area in the Garnet B. Rickard Recreation
Complex. Ms. Barrie identified that this space would accommodate two small offices
and additional storage space for the adult day program. She stated that the CCD is
requesting that the Municipality of Clarington fund and manage the necessary
renovations under the terms of the original agreement, which would require the initial
lease term to be extended to March 31, 2024 and to accommodate a six year re-
payment of all renovation costs. Ms. Barrie continued by noting that, following the
expiry of the initial lease term, the option to renew the lease for an additional ten years
would remain intact. She concluded by thanking the Municipality for their continued
financial support and their commitment to Community Care. Ms. Barrie offered to
answer any questions from the Committee.
Alter the Agenda
Resolution #GG -405-17
Moved by Councillor Woo, seconded by Councillor Cooke
That the Agenda be altered to consider Report CSD -008-17, Community Care Durham -
Request for Additional Lease Space at Garnet B. Rickard Recreation Complex, at this
time.
Carried
Clarington General Government Committee
Minutes
September 25, 2017
14.1 CSD -008-17 Community Care Durham - Request for Additional Lease
Space at Garnet B. Rickard Recreation Complex
Resolution #GG -406-17
Moved by Councillor Woo, seconded by Councillor Traill
That Report CSD -008-17 be received;
That Council approve the request from Community Care Durham to expand their leased
space at the Garnet B. Rickard Recreation Complex;
That the funds in the amount of $55,400.00 needed to front end the cost of the
renovations to expand the leased space be drawn from the General Municipal Reserve
Fund;
That the Mayor and Clerk be authorized to sign a lease amending agreement
substantially in the form attached to Report CSD -008-17 (Attachment 3) to extend the
current term and provide for the recovery of the actual renovation costs; and
That Community Care Durham be advised of Council's decision.
Carried
8 Communications - Receive for Information
8.1 Minutes of the Bowmanville Business Improvement Area dated June 13, 2017
and September 12, 2017
8.2 Minutes of the Newcastle Village Community Hall Board dated April 18, 2017
and May 16, 2017
8.3 Minutes of the Newcastle Business Improvement Area dated August 10, 2017
and September 14, 2017
8.4 Minutes of the Central Lake Ontario Conservation Authority dated September
19, 2017
8.5 Ralph Walton, Regional Clerk and Director of Legislative Services, The
Regional Municipality of Durham - Protecting the Automotive Sector during
Upcoming North American Free Trade Agreement Negotiations
Resolution #GG -407-17
Moved by Councillor Cooke, seconded by Councillor Hooper
That the Communication Items 8.1 to 8.5 be received for information, with the exception
of Correspondence Items 8.3.
Carried
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Clarington General Government Committee
Minutes
September 25, 2017
Resolution #GG -408-17
Moved by Councillor Woo, seconded by Councillor Hooper
That the Communications Item 8.3 be received for information.
Carried
9 Communications — Direction
9.1 Joyce McColl, on behalf of the Maple Grove Women's Institute — Regarding
Maple Grove Hamlet, Longworth Ave. Extension West of Green Road
Resolution #GG -409-17
Moved by Councillor Neal, seconded by Councillor Hooper
That the Communication Item 9.1, Joyce McColl, on behalf of the Maple Grove
Women's Institute — Regarding Maple Grove Hamlet, Longworth Ave. Extension West of
Green Road, be referred to the Director of Engineering.
Carried
9.2 Sandra Gajewski, request to amend the Responsible Pet Owners' By-law 2013-
024, regarding leash free area
Communication Item 9.2, Request to Amend the Responsible Pet Owners'
By-law 2013-024, Regarding Leash Free Area was considered earlier in the meeting
during the delegation portion of the agenda.
Recess
Resolution #GG -410-17
Moved by Councillor Cooke, seconded by Councillor Hooper
That the Committee recess for 5 minutes.
Carried
The meeting reconvened at 10:53 AM with Mayor Foster in the Chair.
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Clarington General Government Committee
Minutes
September 25, 2017
10 Presentations
Steve Thurlow, Dillon Consulting, Regarding Report ESD -007-17 Waterfront Flood
Response Plan Background Report
Steve Thurlow, Dillon Consulting, was present regarding Report ESD -007-17,
Waterfront Flood Response Plan Background Report. He made an electronic
presentation. Mr. Thurlow discussed the scope of the project and identified six different
areas of the project, including safeguarding procedures, volunteer coordination, third
party involvement, in-home assessments, evaluation criteria and communication
strategies. He outlined the approach to the project and the project consultation process.
Mr. Thurlow continued by explaining the research and data collection, and provided a
background on the research and data collection undertaken for this project. He noted
that they held stakeholder consultations, specifically public information workshops and
with third party agencies including the Office of the Fire Marshall, Central Lake Ontario
Conservation Authority and, the Region of Durham Emergency Management Group.
Mr. Thurlow continued by outlining the proposed waterfront flood response plan and the
importance of linking our plan to the Regional Municipality of Durham's risk specific
plan. He concluded by identifying options regarding providing service levels with respect
to sand bagging operations and the supply of tools and equipment. Mr. Thurlow stated
that these additional recommendations are intended to enhance the current municipal
emergency plan.
Councillor Partner arrived at the meeting at 11:34 AM.
11 Engineering Services Department
No Reports
12 Operations Department
12.1 OPD -008-17 Water Distribution System and Reusable Water Bottles
Resolution #GG -411-17
Moved by Councillor Cooke, seconded by Councillor Hooper
That Report OPD -008-2017 be received;
That Council direct staff to implement Option A, being the rental of a system to distribute
water at special events and festivals; and
That Council direct staff to include the corresponding amount for Option A in the 2018
budget, to be considered during budget deliberations.
Carried
Councillor Cooke Chaired this portion of the Agenda.
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Clarington General Government Committee
Minutes
September 25, 2017
Recess
The Committee recessed for their one hour scheduled break as per the Procedural
By-law.
The meeting reconvened at 1:00 PM with Mayor Foster in the Chair.
13 Emergency and Fire Services Department
13.1 ESD -007-17 Waterfront Flood Response Plan Background Report
Resolution #GG -412-17
Moved by Councillor Traill, seconded by Councillor Neal
That Report ESD -007-17 be received;
That staff be directed to investigate Option #3, Municipal Supply of Prepared (filled)
Sandbags and Assist with Placement;
That staff be directed to investigate renting a skid steer loader, mini excavator, large
capacity trailer, mounted pump and a portable lighting tree; and
That Council adopt the proposed Waterfront Flood Response Plan (Attachment 1
Appendix D of Report ESD -007-17).
Motion Withdrawn
Moved by Councillor Traill, seconded by Councillor Hooper
Resolution #GG -413-17
That Report ESD -007-17 be referred to staff to provide more information on Sand Bag
Option #3, Municipal Supply of Prepared (filled) Sandbags and Assist with Placement.
Carried
14 Community Services Department
14.1 CSD -008-17 & R P P X Q L W\ & D U H X U K D P & D
6S D F H D W D U Q H W % 5 L F N D
Report CSD -008-17, Community Care Durham — Request for Additional Lease Space at
the Garnet B. Rickard Recreation Complex was considered earlier in the meeting during
the delegation portion of the agenda.
Councillor Traill chaired this portion of the Agenda
Clarington General Government Committee
Minutes
September 25, 2017
15 Municipal Clerk's Department
15.1 CLD -018-17 Appointment of Private Parking Enforcement -- OPG
Resolution #GG -414-17
Moved by Councillor Hooper, seconded by Councillor Cooke
That Report CLD -018-17 be received;
That the By-law attached to Report CLD -018-17, as Attachment 1
to Report CLD -01 71 be approved;
That all interested parties listed in Report CLD -018-17 and any delegations be advised
of Council's decision.
Carried
Mayor Foster chaired this portion of the meeting.
16 Corporate Services Department
16.1 COD -015-15 Supply, Delivery & Installation of Trees and Stump Grinding
Resolution #GG -415-17
Moved by Councillor Woo, seconded by Councillor Neal
That Report COD -015-17 be received;
That Maple Lane Nurseries with a total annual bid amount of $76,529.63 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of Tender CL2017-25 be awarded a three year contract for the supply,
delivery and installation of trees and the stump grinding service as required by the
Operations Department;
That pending satisfactory pricing and service, the Purchasing Manager be given
authority to extend the contract for this service for up to two additional one year terms;
That the funds required for this project in the amount of $76,529.63 (Net HST Rebate)
be drawn from the following account: Contract - Grass Cutting
#100-36-325-10115-7155 $76,529.63 D Q G
That all interested parties listed in Report COD -015-17 and any delegations be advised
of Council's decision by the Department.
Carried
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Clarington General Government Committee
Minutes
September 25, 2017
16.2 COD -016-17 Seniors & Physically Disabled Sidewalk & Windrow Snow
Clearing Services
Resolution #GG -416-17
Moved by Councillor Cooke, seconded by Councillor Hooper
That Report COD -016-17 be received;
That B&D Tractor Services with a total negotiated annual bid amount of $275,161.08
(Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of Tender CL2017-32 be awarded a two year contract for the supply of all
necessary labour, equipment and materials to provide winter maintenance — snow
clearing, sanding, salting, ice removal and windrow removal for the Senior Citizen's &
Physically Disabled Program as required by the Operations Department;
That pending satisfactory pricing and service, the Purchasing Manager be given
authority to extend the contract for this service for up to three additional one year terms;
That Council approves the additional funds required for the two year term and the
subsequent funds for the three additional one year terms; and
That all interested parties listed in Report COD -016-17 and any delegations be advised
of Council's decision by the Corporate Services Department.
Carried
(See following motion)
Recess
Resolution #GG -417-17
Moved by Councillor Traill, seconded by Councillor Woo
That the Committee recess for 5 minutes.
Carried
The meeting reconvened at 2:16 PM with Mayor Foster in the Chair.
The foregoing Resolution #GG -416-17 was then carried.
16.3 COD -017-17 Contract Awards During Council Recess
Resolution #GG -418-17
Moved by Councillor Neal, seconded by Councillor Woo
That Report COD -017-17 be received for information.
Carried
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Clarington
Alter the Agenda
Resolution #GG -419-17
General Government Committee
Minutes
September 25, 2017
Moved by Councillor Cooke, seconded by Councillor Traill
That the Agenda be altered to consider Report CAO -009-17, Cedar Crest Beach
Update, at this time.
Carried
19.1 CAO -009-17 Cedar Crest Beach Update
Resolution #GG -420-17
Moved by Councillor Woo, seconded by Councillor Hooper
That Report CAO -009-17 be received; and
That the cost to complete the study commissioned by the Central Lake Ontario
Conservation Authority in 2004 — the Port Darlington (West Shore) Damage Centre
Study - be financed from the Westside/Bowmanville Marsh Reserve Fund with an upset
limit of $50,000.
Carried
17 Finance Department
17.1 FND-013-17 Land Acquisition Strategy, July 2017
Alter the Agenda
Resolution #GG -421-17
Moved by Councillor Neal, seconded by Councillor Partner
That the Agenda be altered to move consideration of Report FND-013-17, the Land
Acquisition Strategy, July 2017 to the end of the agenda.
Carried
17.2 FND-014-17 Comprehensive Asset Management Plan
Resolution #GG -422-17
Moved by Councillor Neal, seconded by Councillor Cooke
That Report FND-014-17 be received;
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Clarington General Government Committee
Minutes
September 25, 2017
That the 2017 Comprehensive Asset Management Plan for the Municipality of
Clarington, be received to comply with funding agreements; and
That a further update be forthcoming once the new regulations are implemented.
Carried
18 Solicitor's Department
No Reports for this section of the Agenda.
19 Chief Administrative Office
19.1 CAO -008-17 Information Technology Strategic Plan (2017 — 2022)
Resolution #GG -423-17
Moved by Councillor Cooke, seconded by Councillor Hooper
That Report CAO -008-17 be received;
That Council endorse the Information Technology Strategic Plan (2017 — 2022) to
recognize and promote the significant role that information technology plays in relation
to effective and efficient service delivery throughout the Corporation;
That the CAO be authorized to fill the vacant Network Support Technician position
identified in the approved 2017 Municipal budget; and
That the CAO be authorized to proceed with the recommendation in the Plan to realign
IT Division responsibilities in part by reclassifying the existing Security Specialist to a
Network Administration Supervisor at an approximate 2017 impact of $2,000
(annualized cost of approximately $8,700).
Carried
19.2 CAO -009-17 Cedar Crest Beach Update
Report CAO -009-17, Cedar Crest Beach Update, was considered earlier in the meeting.
Mayor Foster left the meeting at 3:10 PM. Councillor Woo chaired this portion of the
Agenda.
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Clarington General Government Committee
Minutes
September 25, 2017
17.1 FND-013-17 Land Acquisition Strategy, July 2017
Closed Session
Resolution #GG -424-17
Moved by Councillor Cooke, seconded by Councillor Hooper
That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the
meeting be closed for the purpose of discussing Report FND-013-17, Land Acquisition
Strategy, a matter that deals with advice that is subject to a proposed or pending
acquisition or disposition of land by the municipality or local board.
Carried
Rise and Report
The meeting resumed in open session at 3:51 PM with Councillor Woo in the Chair.
Councillor Woo advised that one item was discussed in "closed" session in accordance
with Section 239(2) of the Municipal Act, 2001 and one resolution was passed to
provide direction to staff.
Resolution #GG -425-17
Moved by Councillor Traill, seconded by Councillor Partner
That Report FND-013-17 be received; and
That Council approve the Land Acquisition Strategy dated July 2017 ®I M G H G
as the guide for acquiring land and budgeting for its acquisition.
Carried
20 New Business — Consideration
21 Unfinished Business
22 Confidential Reports
There were no items considered under this section of the Agenda.
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23 Adjournment
Resolution #GG -426-17
General Government Committee
Minutes
September 25, 2017
Moved by Councillor Partner, seconded by Councillor Traill
That the meeting adjourn at 3:52 PM.
Carried
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