HomeMy WebLinkAbout03/26/2018Final
clu1llgC0Il
General Government Committee
Agenda
Date: March 26, 2018
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: Samantha Gray, Committee Coordinator, at 905-623-3379, ext. 2106 or by
email at .>gray(o)_clarington.net.
Alternate Format: If this information is required in an alternate format, please contact
the Accessibility Coordinator, at 905-623-3379 ext. 2131.
Audio Record: The Municipality of Clarington makes an audio record of General
Government Committee meetings. If you make a delegation or presentation at a
General Government Committee meeting, the Municipality will be audio recording you
and will make the recording public by publishing the recording on the Municipality's
website.
Noon Recess: Please be advised that, as per the Municipality of Clarington's
Procedural By-law, this meeting will recess at 12:00 noon, for a one hour lunch break,
unless otherwise determined by the Committee.
Cell Phones: Please ensure all cell phones, mobile and other electronic devices are
turned off or placed on non -audible mode during the meeting.
Copies of Reports are available at www.clarington.net
CIarington General Government Committee Agenda
Date: March 26, 2018
Time: 9:30 AM
Place: Council Chambers
1 Call to Order
2 New Business — Introduction
Members of Committee are encouraged to provide the Clerk's Department, in advance of the
meeting, a copy of any motion the Member is intending to introduce, (preferably electronic)
such that staff could have sufficient time to share the motion with all Members prior to the
meeting.
3 Adopt the Agenda
4 Declaration of Interest
5 Announcements
6 Adoption of Minutes of Previous Meeting
6.1 March 5 Minutes of a Regular Meeting of March 5, 2018 Page 6
Minutes
7 Delegations
7.1 Chris Darling, Central Lake Ontario Conservation Authority, Regarding CLOCA 2017
Year in Review
7.2 Topher Papps, President, Fetch & Co. Inc., Regarding Establishing a Non -Profit Canine
Memorial & Inurnment Space
8 Communications - Receive for Information
8.1 Orono BIA Minutes of the Orono Business Improvement Area dated Page 19
Minutes November 7, 2017 and March 8, 2018
Page 2
Claritgton General Government Committee Agenda
Date: March 26, 2018
Time: 9:30 AM
Place: Council Chambers
9 Communications — Direction
9.1 Town of Essex Robert Auger, Clerk, Town of Essex, Regarding User pay Page 21
Childcare Services at AMO and FCM Conferences
(Motion to Endorse)
9.2 Fetch & Co. Inc. Topher Papps, President, Fetch & Co. Inc., Regarding Page 23
Establishing a Non -Profit Canine Memorial & Inurnment
Space
(Motion for Direction)
9.3 Ken and Shelly Ken and Shelly Rivers, Regarding Train Whistle Cessation
Rivers in Clarington
(Motion to Refer Correspondence to the Director
Engineering)
10 Presentations
No Presentations
11 Engineering Services Department
No Reports
12 Operations Department
12.1
OPD -004-18
Pitch In Week and 2018 Waste Events
Page 25
12.2
OPD -005-18
2017 Winter Budget Report
Page 31
13 Emergency and Fire Services Department
13.1 ESD -003-18 Emergency Services Activity Report - Q4 2017 Page 37
Page 3
CIarington General Government Committee Agenda
Date: March 26, 2018
Time: 9:30 AM
Place: Council Chambers
14 Community Services Department
14.1 CSD -003-18 Recreation Facility Concession Operations Review Page 42
14.2 CSD -004-18 2017 Year End Review Page 48
15 Municipal Clerk's Department
15.1 CLD -008-18 "Use of Corporate Resources for Election Purposes" Policy Page 66
15.2 CLD -011-18 Appointments to the Active Transportation and Safe Roads Page 84
Advisory Committee
16 Corporate Services Department
16.1 COD -008-18 Supply and Delivery of Bulk Gas and Diesel Fuels
(Co-operative Tender)
16.2 COD -009-18 Farewell Creek Trail — Phase I and Erosion Protection
Works
16.3 COD -010-18 Driveway Tie-ins Work
17 Finance Department
17.1 FND-002-18 2017 Building Permit Fees Annual Report
-..- ::
Page 97
Page 101
Page 105
17.2 FND-003-18 Mayor and Council Remuneration and Expenses For 2017 Page 110
18 Solicitor's Department
No Reports
19 Chief Administrative Office
No Reports
Page 4
CIarington General Government Committee Agenda
Date: March 26, 2018
Time: 9:30 AM
Place: Council Chambers
20 New Business — Consideration
21 Unfinished Business
No Reports
22 Confidential Reports
No Reports
23 Adjournment
Page 5
Clariiw-n
General Government Committee
Minutes
March 5, 2018
If this information is required in an alternate accessible format, please contact the
Accessibility Coordinator at 905-623-3379 ext. 2131.
Minutes of a meeting of the General Government Committee held on Monday, March 5,
2018 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 and Councillor W. Woo
Regrets: Councillor C. Traill
Staff Present: G. Acorn, T. Cannella, C. Peters, T. Pinn, M. Marano, R. Maciver,
G. Weir, J. Gallagher, S. Gray
1 Call to Order
Mayor Foster called the meeting to order at 9:30 AM.
2 New Business — Introduction
Councillor Cooke asked that a new business item, regarding Holt Road, be added to the
New Business — Consideration section of the agenda.
Councillor Partner asked that a new business item, regarding Postal Banking, be added
to the New Business — Consideration section of the agenda.
3 Adopt the Agenda
Resolution #GG -133-18
Moved by Councillor Woo, seconded by Councillor Partner
That the Agenda be adopted as presented, with the addition of the new business items
regarding Postal Banking and Holt Road.
Carried
4 Declaration of Interest
There were no declarations of interest stated at this meeting.
5 Announcements
Members of Committee announced upcoming community events and matters of
community interest.
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Clarington General Government Committee
Minutes
March 5, 2018
6 Adoption of Minutes of Previous Meeting
Resolution #GG -134-18
Moved by Councillor Hooper, seconded by Councillor Cooke
That the minutes of the regular meeting of the General Government Committee meeting
held on February 12, 2018, be approved.
Carried
7 Delegations
7.1 Lorraine Sunstrum-Mann, Executive Director, Grandview Children's Centre
Regarding the Grandview Children's Centre Capital Build Update
Lorraine Sunstrum-Mann, Executive Director, Grandview Children's Centre, was
present regarding the Grandview Children's Centre Capital Build Update. She made a
verbal presentation to accompany an electronic presentation. Ms. Sunstrum-Mann
thanked the members of Committee for their continued interest and support in the
Grandview Children's Centre. She provided an overview of what they do at the
Grandview Children's Centre. She provided details on the Grandview kids and noted
that they currently serve over 5,600 children with nearly 3,400 children waiting for
services. Ms. Sunstrum-Mann reviewed the services that are offered at various
locations. She explained that the future will bring continued population growth which
will result in an increased demand for services. She advised the Committee that the
next steps for growth is to build the future for the Grandview Kids which includes
building a new centre. She referred to a photo of the concept plan of the Centre which
is to be located in Ajax. Ms.Sunstrum-Mann added that they are hopeful to secure the
remaining funds and move forward with the build. She concluded by asking the
members of Committee to support the request for $100,000 over a five year
commitment.
Resolution #GG -135-18
Moved by Councillor Woo, seconded by Councillor Neal
That the delegation of Lorraine Sunstrum-Mann, Executive Director, Grandview
Children's Centre Regarding the Grandview Children's Centre Capital Build Update, be
received with thanks.
Carried
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Clartw-n General Government Committee
Minutes
March 5, 2018
10.1 Andre Marois, Director, RER Corridor Infrastructure — Lakeshore East and
Chris Burke, Director, Service Planning, Planning and Policy, Regarding an
Update on the GO Extension
Andre Marois, Director, RER Corridor Infrastructure — Lakeshore East and Chris Burke,
Director, Service Planning, Planning and Policy, were present regarding an Update on
the GO Extension. Mr. Marois and Mr. Burke made a verbal presentation to accompany
an electronic presentation. Mr. Burke provided an overview of the project in Clarington.
He summarized the service investments in Durham Region. Mr. Burke provided an
update on the current Lakeshore East GO Services, explaining that they have added
171 weekly train trips and 167 weekly additional bus trips. He stated that the expansion
of GO services will be every 15 minutes all day with electrified services to Oshawa. Mr.
Burke explained that the Bowmanville GO Train expansion will include four new stations
between Oshawa and Bowmanville. He stated that currently there is a project
underway to build a Courtice Go Bus Park and Ride and it will be ready by the end of
2018. Mr. Marois outlined the rail corridor infrastructure that will support the East
Lakeshore line expansion. He provided the Committee with an update on the project of
electrification from Union Station to Oshawa Station. Mr. Marois displayed photos of the
new GO/VIA station in Oshawa, and the new Whitby rail maintenance facility. He
explained that the transit expansion in Bowmanville is scheduled to begin a service
schedule in 2024. Mr. Marois stated that they are currently in the preliminary design
Environmental Assessment addendum stage and that public meetings will start in mid -
2018. He provided the Committee with an update on the Durham -Scarborough BRT,
and the next phase for connection between Oshawa and Scarborough.
Mayor Foster left the meeting at 10:43 AM and Councillor Neal chaired this portion of
the agenda.
Mayor Foster returned to the meeting at 10:45 AM and chaired this portion of the
agenda.
Resolution #GG -136-18
Moved by Councillor Neal, seconded by Councillor Cooke
That the presentation by Andre Marois, Director, RER Corridor Infrastructure —
Lakeshore East (Metrolinx) and Chris Burke, Director, Service Planning, Planning and
Policy, Metrolinx, Regarding an Update on the GO Extension, be received with thanks.
Carried
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Clarington
Recess
Resolution #GG -137-18
General Government Committee
Minutes
March 5, 2018
Moved by Councillor Partner, seconded by Councillor Cooke
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 10:59 AM with Mayor Foster in the Chair.
8 Communications - Receive for Information
8.1 Minutes of the Newcastle Community Hall Board dated January 16, 2018
8.2 Minutes of the Bowmanville Business Improvement Area dated
February 13, 2018
8.3 Mark Majchrowski, Chief Administrative Officer, Kawartha Conservation —
Kawartha Conservation 2018 Preliminary Budget
8.4 Ralph Walton, Regional Clerk/Director of Legislative Services, Regional
Municipality of Durham — Renaming of Regional Road 57 in the Municipality of
Clarington
8.5 ADR Chambers, Ombudsman Office, Ombudsman for the Municipality of
Clarington — 2017 Annual Report
Resolution #GG -138-18
Moved by Councillor Neal, seconded by Councillor Hooper
That the Communication Items 8.1 to 8.5 be received for information, with the exception
of Communication Items 8.2 and 8.5.
Carried
8.5 ADR Chambers, Ombudsman Office, Ombudsman for the Municipality of
Clarington — 2017 Annual Report
Resolution #GG -139-18
Moved by Councillor Neal, seconded by Councillor Hooper
That the Communication Item 8.5, ADR Chambers, Ombudsman Office, Ombudsman
for the Municipality of Clarington — 2017 Annual Report be received for information.
Carried
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Clarington- General Government Committee
Minutes
March 5, 2018
8.2 Minutes of the Bowmanville Business Improvement Area dated
February 13, 2018
Resolution #GG -140-18
Moved by Councillor Hooper, seconded by Councillor Cooke
That the Communications Item 8.2, minutes of the Bowmanville Business Improvement
Area dated February 13, 2018, be received for information; and
That the Bowmanville Business Improvement Area secretary be advised that the
minutes be changed to reflect that Councillor Hooper stated that the snow removal
budget in the downtown was "close to being exceeded" not that it had been exceeded.
Carried
9 Communications — Direction
9.1 Ted Paulsen, Owner, Canadian Parks Brewing — Manufacture's Limited
Liquor Sales ("by -the -glass") Licence
Resolution #GG -141-18
Moved by Councillor Neal, seconded by Councillor Woo
That Communication Item 9.1, Ted Paulsen, Owner, Canadian Parks Brewing —
Manufacture's Limited Liquor Sales ("by -the -glass") Licence, be endorsed;
That the Council of the Municipality of Clarington is in support of the issuance of the
Manufacture's Limited Liquor Sales Licence (By the Glass) to the Canadian Parks
Brewing Company to sell and serve beer for consumption by patrons at its
manufacturing site, of 422 Lake Road, Bowmanville, and
That the Canadian Parks Brewing Company and the ACGO be advised of Council's
decision.
Carried
9.2 Ryan Paquette, Project Coordinator, R.W. Tomlinson Limited — MTO - Hwy
#115 Culverts Noise By-law Exemption Request
Resolution #GG -142-18
Moved by Councillor Woo, seconded by Councillor Partner
That an exemption to the Municipality's Noise By-law 2007-071 for Hwy #115 Culverts
Construction, as requested by Ryan Paquette, Project Coordinator, R.W. Tomlinson
Limited, from April 30, 2018 until July 31, 2018, be approved.
Carried
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Clar-ington-
General Government Committee
Minutes
March 5, 2018
9.3 United Shoreline: Ontario — Lake Ontario Shoreline
Resolution #GG -143-18
Moved by Councillor Neal, seconded by Councillor Partner
That Communication Item 9.3, United Shoreline: Ontario — Lake Ontario Shoreline, be
received for information.
Carried
9.4 Chantelle Bourgeois, Owner/Trainer, CMB Racing — Slots Facility at Ajax
Downs and the Quarter Horse Racing Industry
Resolution #GG -144-18
Moved by Councillor Partner, seconded by Councillor Neal
Whereas the quarter horse racing industry is an important part of the rural economy of
Clarington and Durham Region;
And whereas the only quarter horse racetrack in Ontario is located at Ajax Downs;
And whereas the viability of Ajax Downs depends on keeping the slots at the Ajax
Casino;
Now therefore be it resolved:
That the Municipality of Clarington supports keeping the slots at Ajax Casino to ensure
the continued viability of Ajax Downs and the quarter horse racing industry in Clarington
and Durham Region; and
That this motion be forwarded to MPP's for Durham, the Minister of Agriculture, the
Premier of Ontario, the Alcohol and Gaming Commission of Ontario, area municipalities,
and the Region of Durham.
Carried
9.5 Christopher Harris, Town Clerk, Town of Whitby — Provincial Library Fund
Resolution #GG -145-18
Moved by Councillor Neal, seconded by Councillor Hooper
That the following Town of Whitby resolution, regarding the provincial Library Fund, be
endorsed by the Municipality of Clarington:
Whereas public libraries provide safe, inclusive, and vibrant community hubs
where residents of all backgrounds are welcome to learn, work, innovate,
explore, connect, and collaborate;
M
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Clariiw-n
General Government Committee
Minutes
March 5, 2018
And whereas the Whitby Public Library works closely with the community to
deliver valued services and contributes to a culture of social good by sharing
knowledge and resources;
And whereas the Whitby Public Library continues to be a catalyst for Whitby
residents and organizations to pursue their goals and dreams and reach their
potential by connecting them with the expertise and resources they need, and
transforms information into knowledge that positively impacts their lives;
And whereas the Whitby Public Library continues to manage public resources
with the utmost care and is committed to the sustainability of its services;
And whereas the Whitby Public Library continues to deliver services that
support provincial initiatives, such as poverty reduction, lifelong learning and
skill development, local economic development, health literacy, and provides
equitable access to provincial government web sites and services;
Therefore be it resolved:
That the Town of Whitby urges the Province of Ontario to recognize the
contribution of local libraries within their communities and to cease the 20
year budget freeze to local public libraries in an acknowledgement of the
services they offer to all residents;
That the Town of Whitby urges the Province of Ontario to reinstate
adequate and appropriate funding for local public libraries, increasing each
year going forward in line with the consumer price index; and,
That a copy of this resolution be sent to the Ontario Minister of Tourism,
Culture, and Sport, to the Ontario Minister of Municipal Affairs, to the local
MPPs, to the Association of Municipalities Ontario, to the Ontario Library
Association, to the Federation of Ontario Public Libraries, and to the
Region of Durham and local area municipalities for endorsement.
Carried
10 Presentations
10.1 Andre Marois, Director, RER Corridor Infrastructure — Lakeshore East and
Chris Burke, Director, Service Planning, Planning and Policy, Regarding an
Update on the GO Extension
Presentation by Andre Marois, Director, RER Corridor Infrastructure — Lakeshore East
(Metrolinx) and Chris Burke, Director, Service Planning, Planning and Policy, Metrolinx,
Regarding an Update on the GO Extension was considered earlier in the meeting during
the delegation portion of the agenda.
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Clarington
Councillor Woo chaired this portion of the meeting.
11 Engineering Services Department
Resolution #GG -146-18
General Government Committee
Minutes
March 5, 2018
Moved by Councillor Neal, seconded by Councillor Cooke
That Reports EGD -005-18, EGD -006-18 and EGD -007-18 be received on consent with
the exception of Report EGD -007-18.
Carried
11.1 EGD -005-18 Bond Head Subdivision, Newcastle, Plan 40M-2411
'Certificate of Acceptance' and 'Assumption By-law', Final Works
Including Boulevard trees, Fencing and Other Related Works
That Report EGD -005-18 be received;
That the Director of Engineering Services be authorized to issue a
'Certificate of Acceptance' for the Final Works, which include boulevard
trees, fencing and other related Works, constructed with Plan 40M-2411;
That the By-law in Attachment 2 to Report EGD -005-18 be approved
assuming a certain street within Plan 40M-2411 as a public highway; and
That all interested parties listed in Report EGD -005-18 and any delegations
be advised of Council's decision.
11.2 EGD -006-18 Westvale Subdivision Phase 3, Courtice, Plan 40M-2361
Certificate of Acceptance' and 'Assumption By -Law', Final Works
Including Roads and Other Related Works
That Report EGD -006-18 be received;
That the Director of Engineering Services be authorized to issue a
'Certificate of Acceptance' for the Final Works, which includes final stage
roads and other related Works, constructed with Plan 40M-2361;
That Council approve the By-law in Attachment 2 to Report
EGD -006-18 assuming certain streets within Plan 40M-2361 as public
highways, and dedicating Gord Vinson Avenue and Dewell Crescent within
our road network as public highways; and
That all interested parties listed in Report EGD -006-18 be advised of
Council's decision.
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Clar-ington- General Government Committee
Minutes
March 5, 2018
11.3 EGD -007-18 Building Activity Update January 1 to December 31, 2017
Resolution #GG -147-18
Moved by Mayor Foster, seconded by Councillor Hooper
That Report EGD -007-18 be received for information.
Carried
Suspend the Rules
Resolution #GG -148-18
Moved by Councillor Neal, seconded by Councillor Partner
That the Rules of Procedure be suspended to extend the meeting until 12:30 PM.
Carried
12 Operations Department
No Reports for this section of the Agenda.
13 Emergency and Fire Services Department
No Reports for this section of the Agenda.
Councillor Hooper chaired this portion of the meeting.
14 Community Services Department
14.1 CSD -002-18 Public Access Defibrillator Program - Lakeridge Health
Agreement Renewal
Resolution #GG -149-18
Moved by Councillor Cooke, seconded by Councillor Woo
That Report CSD -002-18 be received;
That Council authorize the Mayor and Clerk to sign the Agreement provided by the
Central East Prehospital Care Program (CEPCP), on behalf of Lakeridge Health; and
That Central East Prehospital Care Program be advised of action taken.
Carried
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14
Clarington
Mayor Foster chaired this portion of the meeting.
15 Municipal Clerk's Department
General Government Committee
Minutes
March 5, 2018
15.1 CLD -009-18 2018 Municipal Elections - Compliance Audit Committee Terms
of Reference
Resolution #GG -150-18
Moved by Councillor Woo, seconded by Councillor Cooke
That Report CLD -009-18 be received;
That the members of the 2014-2018 Municipality of Clarington's Compliance Audit
Committee be thanked;
That the draft By-law attached to Report CLD -009-18, as Attachment 1, to update the
Terms of Reference for the Municipality of Clarington's Compliance Audit Committee, be
approved;
That the Municipality of Clarington's Compliance Audit Committee Rules of Procedure
be received for information; and
That Staff be directed to initiate recruitment for the appointment of the three members of
the 2018-2022 Municipality of Clarington's Compliance Audit Committee.
Carried
15.2 CLD -010-18 Appointment to the Accessibility Advisory Committee
Resolution #GG -151-18
Moved by Councillor Partner, seconded by Councillor Hooper
That Report CLD -010-18 be received;
That the following citizen representatives be appointed for a term ending
December 31, 2018 or until a successor is appointed, to the Accessibility Advisory
Committee for the Municipality of Clarington:
• Pinder Dasilva
• Sylvia Jaspers-Fayer
That all interested parties listed in Report CLD -010-18 and any delegations be advised
of Council's decision.
Carried
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Clarington
16 Corporate Services Department
General Government Committee
Minutes
March 5, 2018
16.1 COD -005-18 Joint Health and Safety Committee - 2017 Summary
Resolution #GG -152-18
Moved by Councillor Hooper, seconded by Councillor Partner
That Report COD -005-18 be received; and
That Attachment 1 to Report COD -005-18, the updated Policy# E-5 Workplace
Harassment and the Health and Safety Policy Statement be endorsed.
Carried
16.2 COD -006-18 Bowmanville West Urban Centre Secondary Plan Update
Resolution #GG -153-18
Moved by Councillor Neal, seconded by Councillor Woo
That Report COD -006-18 be received;
That the proposal received from Dillon Consulting Limited being the most responsive
bidder meeting all terms, conditions and specifications of RFP2017-10 be awarded the
contract for the provision of professional services for the Bowmanville West Urban
Centre Secondary Plan Update;
That the funds required in the amount of $203,323.60 (net HST Rebate) be drawn from
prior budget year carryover amounts in account 100-50-130-00000-7160 including
$187,824.42 from Bowmanville Town Centre Secondary Plan funding and $15,499.18
from other completed growth related studies; and
That all interested parties listed in Report COD -006-18 and any delegations be advised
by the Department of Council's decision.
Carried
16.3 COD -007-18 RFP2017-9 Soper Creek Main and East Branches
Subwatershed Study
Resolution #GG -154-18
Moved by Councillor Hooper, seconded by Councillor Partner
That Report COD -007-18 be received;
That the proposal received from Aquafor Beech Limited being the most responsive
bidder meeting all terms, conditions and specifications of RFP2017-9 and subject to a
satisfactory reference check, be awarded the contract for the provision of Soper Creek
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Clariiw-n
General Government Committee
Minutes
March 5, 2018
Main and East Branches Subwatershed Study, subject to receipt of funding from the
Bowmanville East (Soper Hills) Landowners Group Inc. and the Bowmanville North
(Soper Springs) Landowners Group Inc.;
That the funds required in the amount of $ 391,025.20 (including HST) be drawn from
the following accounts:
Developer Contributions # 100-21-130-00000-1010 $391,025.20
That all interested parties listed in Report COD -007-18 and any registered interested
parties will be advised of Council's decision regarding the award by the Corporate
Services Department.
Carried
17 Finance Department
No Reports for this section of the Agenda.
18 Solicitor's Department
No Reports for this section of the Agenda.
19 Chief Administrative Office
No Reports for this section of the Agenda.
20 New Business — Consideration
20.1 Holt Road
Councillor Cooke did not introduce the New Business Item regarding Holt Road.
20.2 Postal Banking
Resolution #GG -155-18
Moved by Councillor Partner, seconded by Councillor Woo
Whereas the Federal Government's Canada Post Review did conclude, in 2017, with
the government announcing decisions on the future of Canada Post;
Whereas this review did not seriously consider postal banking event though the Minister
responsible for Canada Post promised that all options would be considered;
Whereas there is an urgent need for this service because thousands of rural towns and
villages do not have a bank and nearly two million Canadians desperately need
alternatives to payday lenders;
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Clar-ington General Government Committee
Minutes
March 5, 2018
Whereas postal banking helps keep post offices viable and financial services accessible
in many parts of the world;
Whereas postal banking has the support of over 600 municipalities and close to two-
thirds of Canadians;
Whereas the small rural community of Orono, Ontario is losing its bank
September 21, 2018 and is a community largely populated by seniors who do not drive
or have bus services, and nearest financial institution will be 10 km away;
Be it resolved that the Municipality of Clarington supports the addition of postal banking
at Canada Post, with a mandate for financial inclusion with the possibility of the Orono
Post Office as its Pilot Project;
That the Municipality of Clarington call on the Federal Government to ensure that a
serious examination of postal banking is part of the government's response to the
Canada Post Review; and
That Council direct staff to forward this resolution, requesting favourable considerations
of this resolution to the Federation of Canadian Municipalities, AMO, Prime Minister
Justin Trudeau, Premier Kathleen Wynn H, Durham MP's and MPP's, MP's and MPP's
from Northhumberland Peterborugh South and the Honourable Carla Qualtrough of
Public Services and Procurement.
Carried
21 Unfinished Business
22 Confidential Reports
There were no items considered under this section of the Agenda.
23 Adjournment
Resolution #GG -156-18
Moved by Councillor Neal, seconded by Councillor Partner
That the meeting adjourn at 12:27 PM.
Mayor
Carried
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W
Deputy Clerk
•:9►•
Meeting Held on November 7, 2017
NEW1011
At the Village Bake Shop
Present: Yvonne Maitland, Karen Lowery, Margaret Zwart, Lisa Roy. Guest: Scott Story
Discussion: Yvonne contacted Clarington Tourism to let them know that the BIA should not be the last
people to find out about movie shoots in town. The last movie group to come to Orono handed out
notices the day before shooting was to begin, notifying downtown addresses that most of the available
downtown parking would be taken up by the film crew.
Santa Claus Parade: Lisa reported that everything was on track for this year's parade. A good number of
floats have been registered. Funds of $3,900 have been raised thus far for the parade. Overall
everything was falling into place, according to Lisa and Aunt Wendy communicated with the police. Aunt
Wendy also stepped down from the parade committee. The BIA will have a float in the parade again this
year.
Christmas wreaths: Scott reported it would be too expensive to redo the wreaths again. There will be
some other type of Christmas decoration downtown this year.
Tree Lighting: Bonnie Wilson and Shelly Rivers are organizing a Christmas Tree lighting event downtown,
they will ask the town hall board for permission to decorate the tree on their property
Car Show: Orono Events Committee donated to the Santa Claus Parade and the Clarington East Food
Bank with proceeds from this year's car show. Scott reported the committee is planning to run the car
show downtown Orono again next year. The downtown core can handle 66 cars on display.
Rural Economic Development (RED) funding: Margaret reported the Clarington Board of Trade and the
municipality have filed the application with the OMAFRA for RED funding for downtown Orono. If
successful the $20,000 RED funding will be matched by $20,000 of BIA funding for a economic
development plan. There was concern raised over who would pay for initiatives identified in an
economic development plan.
Meeting adjourned 9:18
19
Orono BIA Meeting, March 8, 2018, 9 a.m., Yvonne's house
Present: Karen Lowery, Lisa Roy, Milissa Lammers, Margaret Zwart, Yvonne, Maitland, Joan Butt.
Guest: Scott Story, Leigh Clark
Minutes of the November 7, 2017 meeting were approved.
Financial Report: As of March 6, bank balance is $ 9,058.53
Melissa, Leigh and Marg gave a brief report on progress of Orono's Community Collective.
Leigh offered to help Lisa with the BIA's social media presence.
Scott report the Orono Events Committee will hold the car show downtown again this year with limit of
56 cars. They are seriously considering moving the show to the fairgrounds in subsequent years.
Members relayed various difficulties experienced with having the movie Polar filmed in our downtown
core for nearly a week.
A sliding scale fee for movie companies to take over our downtown was approved, starting at $5,000 a
day for "A list" movies.
The date for the Antique Festival is wrong in the municipal tourism guide again.
Melissa will plan your next meeting which will be our AGM.
Meeting dates for this year: March 8, AGM tba, June 14, July 12, August 16, October 18, November 18.
Meeting adjourned 10:10 a.m.
20
esse<
March 12, 2018
To: Association of Municipalities of Ontario (AMO)
200 University Avenue, Suite 801
Toronto, Ontario M5H 3C6
Federation of Canadian Municipalities (FCM)
24 Clarence Street
Ottawa, Ontario K1 N 5P3
And To: All Ontario Municipalities
Re: User Pay Childcare Services at AMO and FCM Conferences
Dear Sir/Madam,
At its regular council meeting of March 5, 2018, Essex Town Council discussed the issue of
ensuring access to childcare services for elected and municipal officials when they attend
with their families at AMO and FCM conferences.
As a result of the discussion the following resolution was passed by Essex Town Council at its
March 5, 2018 regular meeting:
Moved by Councillor Bondy
Seconded by Councillor Voakes
(11118-03-096) That the Association of Municipalities of Ontario (AMO) and the
Federation of Canadian Municipalities (FCM) be requested to offer user
pay childcare services at conferences during conference hours;
And that this resolution be circulated to all Ontario municipalities.
Carried
33 Talbot Street South t 519 776 7336 21
Essex, Ontario N 8 M IA8 f 519 776 8811
www.essex.ca
esse�
On behalf of Essex Town Council we accordingly ask the Association of Municipalities of
Ontario and the Federation of Canadian Municipalities to respectfully give consideration to
this request. Should you have any questions or comments regarding this matter, please feel
free to contact the undersigned.
Yours truly
Robert Auger, L.L.B.
Clerk, Legal and Legislative Services
Town of Essex
Email: rauger@essex.ca
RA/I m
33 Talbot Street South t 519 776 7335 22
Essex, Ontario N 8 M IA8 f 519 775 8811
www.essex.ca
FETCH & CQ.
'fhe Cog Aao�l<
March 5, 2018
Municipal Council of Clarington
C/o Mayor Adrian f=oster
40 Temperance Street
Bowmanville, ON
LIC 3A6
RE: Establishment of non-profit canine memorial and inurnment space within municipality of Clarington
Dear Mayor Foster and Members of Council,
I am writing to request council's approval for the establishment of a non-profit canine memorial and inurnment space
within the municipality of Clarington. The proposed space would include:
+ park -like features (greenery, a pathway, etc.);
memorials/tributes (e.g. statues/plaques recognizing the contributions of guide dogs, police K9 unit); and
• niche walls for the inurnment of the cremated remains of municipal residents' companion dogs.
There would be no in -ground burials of remains (cremated or otherwise) within the space
Currently, inurnment options for cremated canine remains are extremely limited across the province. The very few that
exist are privately owned spaces, run by for-profit businesses, each of which has their own set of drawbacks.
We are confident that a better solution is needed to service our community's rapidly growing human and canine
populations.
With,coLmr-il's appprovai, the two& us (both long time residents.of.Bowmanvi:lie).Wtsh to start a non-profit foundation
that will build, operate and maintain the canine memorial and inurnment space at a location within Clarington. The land
used would be leased from the municipality by the foundation for a renewable term.
Funding for the project would be primarily raised through the charging of inurnment fees, but would also come from:
crowd funding/public donations;
• local fundraising events;
• fi Pancial arrd<:r.esokwce su�ppoFi t. onalucaa ersi esses;
• potential grants/donations from canine related organizations at the provincial or national levels (e.g. perhaps
the Ontario Veterinary Association); and
+ sale of memorial plaques displayed within the space (e.g. a wall of "in memory of..." inscriptions).
A portion of all proceeds raised by the project will be placed into a trust fund, ensuring sufficient funding for operating
and maintenance costs exists in perpetuity.
Landscaping design services have already been offered to the project free of charge, and we are in contact with niche
wall manufacturers that are able to rneet mar needs.
As for managing the project, the two of us commit to running the foundation for a minimum term of ten years, after
which we would either continue on, be repiaced by other residents, or hand the space over to another entity, such as
another canine charity or pet related business that has a natural interest in the project. The intention being that at no
time should the municipality be forced to be responsible for operating or maintaining the space.
I [ Z
23
Already having received Councillor Traill's support for the concept of our proposal, we hope now to receive the
remainder of council's support as well.
Thank you for your time and consideration. We both stand at the ready to address any questions or comments the
council my have.
Sincerer
9
1
Top rPapps
President I Fetch & Co. Inc.
�_j
Chris Moret
C.O.O. I Fetch & Co. Inc.
647.968.3111 647.968.3111
topper@fetchandco.ca chris@fetchandco.ca
104 Madden Place, Bowmanville, ON., L1C 5K3 104 Madden Place, Bowmanville, ON., L1C 51<3
24
Clarington
Operations Department
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 26, 2018
Report Number: OPD -004-18 Resolution:
File Number: By-law Number:
Report Subject: Pitch In Week and 2018 Waste Events
Recommendation:
1. That Report OPD -004-18 be received for information.
25
Municipality of Clarington
OPD -004-18
Report Overview
Page 2
Clarington will once again be joining a nationwide initiative April 22 — 28, 2018 - Pitch In
Week. This report will detail planned events and how the community can get involved.
1. Background
Pitch In Canada is a national non-profit organization
founded in 1967 by several volunteers concerned about
the proliferation of packaging and its effects on the land
and marine environment. They recognized that personal
action with assistance from but not dependent on
governments and other stakeholders is needed to
conserve, enhance and protect the environment and to
reduce and reuse waste.
From its modest beginnings, PITCH -IN CANADA is now
leading a multi -faceted approach to "litter" and overall
proper waste management practices. These practices include: the 4 R's, REFUSE -
REUSE - REDUCE - RECYCLE, personal responsibility, community sustainability and
beautification.
2. 2018 Pitch In Events
This year Pitch In Week will run April 22nd to April 28th. The following details events
currently planned within Clarington.
2.1 Pitch In Week
Individuals and groups are encouraged to register their Pitch
In Week activities by contacting the Operations Department.
They will be asked when and where they plan to take action
or staff can provide suggestions for locations that require
clean up. Although Pitch In Week is April 22nd to April 28th
activities are not limited to this time. Participants are
TM encouraged to register and "pitch -in" throughout the year.
Garbage and recycle bags will be available to participants
before their stated day of Clean -Up. Arrangements will be made to pick up bags of
trash/recyclables once they are collected by area residents and community groups.
26
Municipality of Clarington
OPD -004-18 Page 3
2.2 Free Compost Day
Saturday, April 21St Operations Depot 42 will be the site of the Durham Region's annual
Free Compost Event from 8 am to noon. One of our local food banks will be on site and
residents are encouraged to "trade" a
non-perishable donation for free
compost. In 2017, over 400 vehicles
attended the compost event. This
event will be located at the Operations
Depot 42, 178 Darlington/Clarke
Townline Road in Bowmanville. Those
wishing to participate should bring
containers about the size of a blue box
— maximum 3 — and a shovel.
Participants will be required to fill their
own containers with the fresh compost.
Durham Region staff will be on hand to
facilitate the exchange of damaged
blue boxes and green bins for a new one.
2.3 Community Clean Ups
Firehouse Youth Group and Port of Newcastle SWNA-Bond Head Community Group are
joining forces to again bring residents from all areas of Clarington together for their
Annual Spring Clean up on Saturday, April 21.
This event encompasses Bowmanville and Newcastle areas as residents are invited to
clean up predetermined areas or call and register their own clean up. A Free BBQ,
courtesy of Enbridge, is planned for all volunteers at the Municipal Square after the clean-
up. John Howard Society, Fire House Youth, COVANTA and the Municipality of
Clarington have partnered to help make this a successful event each year.
This initiative is a community effort to Clean Sweep areas of our community and beautify
the waterfront area by removing debris and garbage. Once or twice a year they organize
a major clean up event and everyone is welcome to assist in this effort. Please visit
www.facebook.com/PortofNewcastleOperationCleanSweep/ for more information and
updates on this clean up.
27
Municipality of Clarington
OPD -004-18 Page 4
2.4 Battery Recycling
The week of April 16 to 20, 2018 Durham Region will hold the
first of two Curbside Battery Collection weeks. Residents are
requested to use sealable transparent bags to participate in
the curbside battery collection program. Orange labels with
instructions on how to participate in the program are included
in the annual waste management calendar. Residents can
also download and print the label before inserting it inside
their sealable transparent bag for collection. The bag should
then be put out with your blue box recycling.
2.5 Hazardous Household Waste (HHW) and E -Waste
Batteries dead?
Recycle insteadl
1, 1 ham.67-5671
tlurham.calbattery
#Ourham6atlery
Saturday, September 22nd from 8 am to noon, Clarington will again play host to Durham
Region as they sponsor a joint HHW, E -Waste and Reuse Day event at Depot 42.
Residents will be invited to drop off their HHW and E -Waste free of charge. The waste
collected at this event will be recycled or disposed of in an environmentally safe and
responsible way.
All unwanted electronic equipment is classified as electronic waste (e -waste). Many
electronic products contain materials such as lead, mercury and other hazardous
materials that pose environmental impacts when disposed of improperly.
2.6 Reuse Event
September 22nd, 2018 will be the first time a Reuse Day is held in the Municipality of
Clarington. This event will be held in conjunction with HHW and E -waste at Depot 42.
Reuse Days is a program to help divert quality, reusable items, including: clothing,
textiles, furniture, appliances, cabinets, countertops and most other reusable renovation
materials from landfill or incineration.
The Regional Municipality of Durham, Works Department is encouraging residents to
drop off reusable items, free of charge, at Reuse Days. The items will be donated to
Habitat for Humanity Restores, the Canadian Diabetes Association and the Salvation
Army Thrift Store.
Only good -quality items, deemed to be suitable for reuse by charities, will be accepted.
Materials refused by charities must be removed by residents or disposed of at one of the
Region's waste management facilities (fees may apply).
WY__7
Municipality of Clarington
OPD -004-18 Page 5
For more information on Reuse Days, including a list of acceptable items, please visit
www.durham.ca/wasteevents or call 1-800-667-5671
Held in .
partnership `" Habitat Canadian
i 1 for Humanity D la b2t2S t
with: Durham ASSOCI4AOn
r
R —
ave—
-
2.7 Participation
Clarington has been participating in the waste events for a number of years with good
response from our residents. The chart below provides results from past events.
Annual Event Review
Event Type 2010 2011 2012 2013 2014 2015 2016 2017 2018 Totals
WEEE Collection
Collected (MT)
16.83
10.61
9.95
4.09
2.23
3.17
2.45
3.34
52.67
Participants
351
179
204
111
130
210
91
140
1,416
Event Date
Oct -30
Oct -29
Oct -27
Oct -05
Oct -04
Oct -03
Sep -24
Sep -23
Sep -22
MHSW Collection
Collected (MT)
5.83
6.55
10.94
2.68
4.88
6.74
2.85
8.53
49.00
Participants
139
180
312
67
130
210
71
234
1,343
Event Date
Oct -02
Oct -01
Oct -27
Oct -26
Oct -04
Oct -03
Sep -24
Sep -23
Sep -22
Compost Give-Aways
# Trailer Loads
3
3
3
4
5
3
4
5
5
35
Participants
600
241
500
371
500
650
675
422
3,859
Event Date
Apr -23
Apr -30
Apr -21
Apr -20
Apr -26
Apr -18
Apr -23
Apr -22
Apr -21
Waste Electrical and Electronic Equipment (WELL)
Municipal Hazardous or Special Waste (MHSW)
3. Concurrence
Not Applicable
4. Conclusion
Pitch -In Week is a chance for whole communities to work towards a common goal to help
beautify and sustain our environment. Participation in Pitch -In Week events is open, and
encouraged, for everyone.
29
Municipality of Clarington
OPD -004-18
5. Strategic Plan Application
Paae 6
This initiative is in conformity with our Strategic Plan. The annual Pitch In campaign
allows resident to become engaged in our community as well as enhancing access to our
unique natural environment.
Submitted by:
Frederick J. Horvath
Director of Operations
Reviewed by:
Andrew C. Allison, B. Comm, LL.B
CAO
Staff Contact: Susan Hajnik, Operations Technician, 905-263-2291 ext. 527
There are no interested parties to be notified of Council's decision.
30
Clarington
Operations Department
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To:
General Government Committee
Date of Meeting:
March 26, 2018
Report Number:
OPD -005-18 Resolution:
File Number:
By-law Number:
Report Subject:
2017 Winter Budget Report
Recommendation:
That Report OPD -005-18 be received for information.
31
Municipality of Clarington
OPD -005-18 Page 2
Report Overview
Further to our 2017 Winter Budget Report #OPD -005-17, submitted June19th, 2017, staff is
providing a final update to the results and the costs of the 2017 winter maintenance
program.
1. Background
Winter Maintenance:
1.1 The Municipality of Clarington delivers winter control services across a road system of
1,783 lane kilometres. The Operations Department winter response capacity features
thirty-four (34) units on assigned routes and up to fourteen (14) ancillary pieces of
equipment depending on our winter response. Our response is composed of a mix of
vehicles from the Orono, Hampton, and Yard 42 depots to clear roads in accordance
with the Ontario Minimum Maintenance Standards.
1.2 In 2017, the Operations Department had fifty-five (55) responses including twenty-two
(22) full callouts and thirty-three (33) events. Of these sixty-six (55) responses, forty-
two (42) were for snow accumulation, two (2) were for drifting snow, and eleven (11)
were for ice conditions.
Winter Call Out Statistics:
Year
Jan
Feb
Mar
Apr
Nov
Dec
Total
2013
14
21
7
2
9
19
72
2014
26
20
9
1
5
8
69
2015
17
19
8
1
1
5
51
2016
15
18
4
6
6
17
66
2017
14
10
10
1
4
16
55
1.3 The Operations Department continues to closely monitor weather forecasts including
the Meteo Group Weather Services Canada Precipitation Forecast for Clarington which
accurately predicts each hour anticipated precipitation, air, dew point temperature (the
moment fog occurs) and wind speed / gusts, and respond accordingly. The weather
monitoring is part of the compliance with minimum maintenance standards. General
32
Municipality of Clarington
OPD -005-18 Page 3
conditions encountered are lake effect flurries, drifting snow on rural roads, freezing
rain, icy / flash freeze conditions, or snow accumulations that require maintenance.
Winter Patrol:
1.4 Winter Patrol is a critical winter control function. It provides us the assurance that the
road system is observed on a continual basis during the winter season so that any
potentially hazardous conditions encountered can be addressed. Road patrol is also
backed up by an On Call Lead Hand available to visit the areas of concern if necessary
and to make judgment calls as appropriate. An Operations Supervisor is also on call to
assist with winter maintenance. The ability to schedule staff for evening and overnight
winter response has improved efficiencies in the off hours.
1.5 As of December 31, 2017 the following table illustrates the expenditures incurred.
Winter Control
2017 Budget
2017 Actual
Variance
Revenue
-$ 100,000.00
-$ 140,119.15
$40,119
Winter Plow/Sand
$1,713,998.00
$ 2,212,842.00
-$498,844
Winter "ce Other
$ 389,250.00
$ 475,750.00
-$86,500
Total:
$ 2,003,248.00
$ 2,548,472.85
-$545,225
1.6 The 2017 winter maintenance budget from January 1 st to December 31 st actual
expenditure of $2,548,472.85 includes the sand/salt inventory at year end for a value of
$75,887.20. Included in the above total is the 2017 revenue recovered for providing
winter maintenance to un -assumed developments, which is recovered from developers.
Senior Citizens and Physically Disabled Sidewalk Program:
1.7 Participation in the Senior Citizens and Physically Disabled Sidewalk and Driveway
Windrow Snow Clearing Program decreased less than 1 % from last season's total of
315 residents on the program to 297 for the 2017/18 season. The driveway windrow
snow clearing service is not undertaken until the snow plowing on all municipal streets
has been completed.
33
Municipality of Clarington
OPD -005-18
Paae 4
Area
2017-2018 Season
2016 -2017 Season
Mar
New
Returning
Total
New
Returning
Total
Bowmanville
19
111
130
34
99
133
Burketon
0
0
0
0
0
0
Courtice
12
96
108
18
99
117
Enniskillen
0
2
2
0
2
2
Hampton
1
3
4
0
3
3
Newcastle
3
41
44
13
36
49
Newtonville
0
3
3
1
3
4
Orono
1
5
6
1
6
7
Totals
36
2611
297
67
1 248
1 315
Program Call -Out Statistics:
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
10
9
32
The total budget for this program in 2017 was $50,000.00 with an actual expenditure of
$111,977.00 as per Report #GOD -016-18 re: contractor pricing. There is an annual
administration fee of $60.00 plus HST per registered property. As approved by Council
the administration fee will increase to $75.00 plus HST for the 2018 — 2019 season.
34
Municipality of Clarington
OPD -005-18
Seniors Snow
Contract
2017 Budget
2017 Actual
Variance
Revenue
-$ 15,000.00
-$ 18,460.00
$3,460
Winter Plow/Sand
$ 50,000.00
$ 111,977.00
-$61,977
Total:
$ 35,000.00
$ 93,517.00
1 -$58,517
Sidewalk Snow Clearing Program:
Paae 5
1.8 The total budget for municipal sidewalk snow clearing program in 2017 was
$200,000.00 with an actual expenditure of $115,897.00. The snow clearing service on
municipal sidewalks starts when a snowfall ends and only when there is more than twc
(2) centimetres of snow on sidewalks.
Below is a table of call -out statistics for this program from 2013 to 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
1
14
48
2. Concurrence
This report has been reviewed by Nancy Taylor, Director of Finance.
3. Conclusion
Clarington provides winter maintenance over a large scope of roads; 1,783 lane
kilometers. Costs were up 13% over 2016 and reflect our increase in the number and
severity of snow occurrences.
35
Municipality of Clarington
OPD -005-18
4. Strategic Plan Application
Not applicable.
Paae 6
Submitted by: � Reviewed by:
Frederick J. Horvath, Andrew C. Allison, B. Comm, LL.B
Director of Operations CAO
Staff Contact: Frederick Horvath, 905-263-2291 ext.523, or fhorvath(cD-clarington.net
There are no interested parties to be notified of Council's decision.
36
Clarftwn
Emergency Services
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 26, 2018
Report Number: ESD -003-18 Resolution:
File Number: By-law Number:
Report Subject: Emergency Services Activity Report - Q4 2017
Recommendation:
That Report ESD -003-18 be received for information.
37
Municipality of Clarington
Report ESD -003-18
Report Overview
Page 2
The Emergency and Fire Services Department is responsible for delivering fire suppression
and emergency response, fire prevention and public education programs in accordance with
the Fire Protection and Prevention Act (FPPA). This Report provides Council with an
overview of the activities associated with the Department's Suppression and Fire Prevention
Divisions for Q4 of 2017.
1. Fire Suppression and Emergency Response
Fire Suppression and Emergency Response Core Services
1.1 Fire suppression services are delivered in both an offensive and defensive mode,
including search and rescue operations, forcible entry, ventilation, protecting exposures,
salvage and overhaul as appropriate. Emergency pre -hospital care is provided through
medical acts such as defibrillation, standard first aid and cardio pulmonary resuscitation.
1.2 Fire Suppression staff responded to 959 calls in the 4th quarter of 2017. Of the 959
incidents, 14 were property fires with an estimated dollar loss of $952,500.
1.3 The following is a summary of emergency incidents by response type.
Response Type
Q4
2016
Q4
2017
% Change
% of Total
2017
Property Fires/Explosions
9
14
+56%
I 1%
Outdoor - No Loss Fires &
Burning - Controlled
28
18
-36%
I 2%
CO False Calls
41
44
+7%
5%
False Fire Calls
80
85
+6%
9%
Medical/Resuscitator Calls
490
496
+1%
52%
Other Response
76
105
+38%
11%
Overpressure Rupture/Explosion
(No Fire)
1
0
-100%
I 0%
Pre Fire Conditions/No Fire
16
11
-31%
I 1%
Public Hazard
52
43
-17%
I 4%
Rescue
119
143
+20%
15%
1.4 Crews were dispatched to 959 calls, an increase of 5% over Q4 2016. Clarington
Emergency and Fire Services (CEFS) saw the largest increase in "Property
Fires/Explosions" calls over the same quarter of 2016. Property Fires/Explosions calls
include uncontrolled burning involving structures, vehicles and open area fires, including
explosion of combustible solids, liquids or gases. Of the 14 calls, 71 % were for calls to
vehicle fires.
38
Municipality of Clarington
Report ESD -003-18
Page 3
1.5 The number of Outdoor — No Loss Fires and Burning — Controlled incidents have
decreased by 36% over Q4 2016. More than half of the Outdoor - No Loss Fires and
Burning - Controlled calls were for illegal burning.
1.6 Suppression staff were also busy this quarter conducting pre -planning visits to local
industries and continuing their education in emergency medical response, rope rescue
and tanker operations.
1.7 Call Volume by Geographical Area
(Generated by first vehicle dispatched according to geography)
Geographical Area
Call Volume
Call Volume %
Bowmanville and surrounding area
429
45%
Newcastle and surrounding area
172
18%
Orono and surrounding area
68
7%
Courtice and surrounding area
264
27%
Enniskillen and surrounding area
26
3%
1.8 Annual Total for Comparison at a Glance
Event Type
2013
2014
2015
2016
2017
Call Volume
3,405
3,483
3,636
3,736
3,673
Civilian Injuries
5
2
3
4
1
Firefighter Injuries
0
4
1
0
0
Fatalities
0
0
1
0
0
Dollar Loss
$2,995,046
$5,661,800
$4,563,251
$6,148,757
$4,234,699
2. Fire Prevention Division
2.1 Fire Prevention staff perform a variety of functions in accordance with the FPPA and
policies of the Department with one goal in mind; creating a fire safe community. These
functions are implemented through public education programs and fire inspections.
39
Municipality of Clarington
Report ESD -003-18
Fire Prevention, Inspection, Investigation and Public Education Activities
Page 4
2.2 This quarter Fire Prevention Inspectors completed 71 General Plans Reviews. The
majority of these reviews were for new construction of buildings over 600m2 which
include assembly and high hazard industrial occupancies.
2.3 The following is a summary of inspection services performed during the 4th quarter.
Fire Prevention Activity — Q4
Volume
Complaint Inspections
26
Requested Inspections
50
Self -initiated Inspections
59
Retrofit Inspections
0
Burn Permits
24
Fire Safety Plans Reviews
8
General Plans Reviews
71
Site Visits
42
Fire Investigations
0
FPPA Part 3 Charges Laid
0
FPPA Part 1 Charges Laid
0
Distribution of Fire and Life Safetv Information and Public Education Proarams
2.4 Staff participated in various events across the Municipality. These events included the
Apple Festival and Craft Sale, Older Adult Information and Active Living Fair and
Cancer Awareness Day held by the Clarington Minor Football Association. Through our
participation, we are able to provide fire safety education to large groups of people in
the community.
2.5 Fire Prevention Staff also provided 18 safety lectures. The safety lectures included
information regarding home fire safety and Christmas fire safety presented to
condominium residents and local business employees.
Municipality of Clarington
Report ESD -003-18
Page 5
2.6 The following is a summary of the various public education activities we attended in the
4th quarter of 2017.
Public Education Activity — Q4
2017
Station Tours
8
School Visit
1
Public Events
2
Safety Lectures
18
Extinguisher Training Events
6
TAPP-C Attendance
0
3. Concurrence
Not Applicable.
4. Conclusion
It is respectfully recommended that this Report be received for information.
5. Strategic Plan Application
Not applicable.
Submitted by:
Gord Weir
Director of Emergency & Fire Services
Reviewed by:
Andrew C. Allison, B. Comm, LL.B
CAO
Staff Contact: Gord Weir, Director of Emergency & Fire Services, 905-623-5126 ext. 2802 or
gweir@clarington.net
GW/pm
There are no interested parties to be notified of Council's decision.
41
Clarftwn
Community Services
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 26, 2018
Report Number: CSD -003-18 Resolution:
File Number: By-law Number:
Report Subject: Recreation Facility Concession Operations Review
Recommendations:
That Report CSD -003-18 be received;
2. That the Community Services Department be authorized to cease the municipal
operation of the concessions at Garnet B. Rickard Recreation Complex, South Courtice
Arena and Darlington Sports Centre by May 31, 2018; and
3. That Staff be authorized to issue a Request for Proposal for the concession operations
of these three arena facilities for the start of the 2018/19 ice season in September.
42
Municipality of Clarington
Report CSD -003-18
Report Overview
Page 2
The Community Services Department has undertaken a review of concession operations in
our three arena facilities. Based on this review, staff are recommending that municipal
operation of them cease and that staff seek interested parties, through a public process, to
assume their operation.
1. Background
1.1 The Community Services Department currently operates food and beverage
concessions in our three arena facilities; South Courtice Arena, Darlington Sports
Centre, and Garnet B. Rickard Recreation Complex. These concessions are generally
operated weeknights and weekends, with some variations, during the fall/winter ice
season months of September to April each year. During the remaining months the
operating hours are reduced to serve a lesser demand from indoor lacrosse, or closed
completely.
1.2 In addition to the three arena concessions, the Department has previously operated
concessions at Courtice Community Complex, Diane Hamre Recreation Complex and
Bowmanville Indoor Soccer. These operations were all closed due to consistently low
revenues and rising expenses which created annual operating budget deficits. Although
staff did seek interest from the private sector and/or local community groups, these
efforts were not successful.
1.3 The concession and vending operations are administered by the Facility Supervisor at
South Courtice Arena. The direct supervision of the concessions is the responsibility of
the Concessions Supervisor, which is currently a 24 hour part time position. At this time
we have 14 concession attendants, seven of which are on employment contracts that
expire April 30, 2018.
1.4 Historically, the arena concessions generated annual surpluses that helped to offset the
operating costs of our recreation facilities. However, staff have been monitoring a trend
in recent years where expenses have surpassed revenues. In response, staff have
been diligent in reviewing operating hours, staff schedules and inventory controls to
manage expenses. In the past we have also tried new and different foods and
beverages to generate additional revenues. Some have been successful and have been
maintained, while others have been less so. In September 2016 debit machines were
installed at the Garnet Rickard and South Courtice concessions. Adding this convenient
method of payment did result in an increase in sales.
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Municipality of Clarington
Resort CSD -003-18
Page 3
1.5 Clarington is not alone in this challenge. A number of other municipalities have
undertaken alternative operating methods including issuing a Request for Proposal
(RFP) for private sector concession operators, reaching out to local community
organizations to operate or in some cases closing entirely and offering enhanced
vending services to their facility visitors.
1.6 There are a number of external factors that are contributing to this situation. The
increasing availability of fast food options in our community provides our patrons quick
and easy options which reduce the demand for food and beverages at the facilities. Also
a number of the people who use our recreation facilities are here on numerous nights
per week and the overall cost of making purchases each time can be costly.
2. Financial Considerations
2.1 Staff have prepared a summary, below, of the total revenues and expenses for the
arena facility concession operations. This includes the actual year-end totals for 2015,
2016 and 2017 as well as the approved budget for 2018. For the purposes of this report,
all vending associated revenues and expenses have been excluded. A detailed
breakdown of the revenues and expenses for each arena facility can be found in
Attachment 1.
Arena Facility
Concessions
2015 Actual
2016 Actual
2017 Actual
2018 Budget
Total Revenues
($296,017)
($276,646)
($306,772)
($317,000)
Total Expenses
$323,454
$306,408
$319,006
$344,024
Total
Surplus/Deficit
$27,437
$29,762
$12,234
$27,024
2.2 In order to keep concession prices affordable for our customers, we have established
conservative mark-ups on the cost of goods we sell. Although this strategy is beneficial
to customers it does place a limit on pricing increases that are needed to maintain or
increase revenues. On the other hand if we were to significantly increase pricing for our
products, demand would drop and our revenues could decrease.
2.3 For a number of years, we have implemented many cost control measures in the
concessions. Some examples of this include simplifying the product options we sell,
maintaining lower inventory on slower moving product and reducing staffing levels
during slow time periods. Any further reductions in staffing would result in reducing the
operating hours in our concessions.
Municipality of Clarington Page 4
Report CSD -003-18
2.4 The implications of the recent legislative changes in Bill 148, the Fair Workplaces,
Better Jobs Act, 2017 will continue to impact the ongoing costs to operate the
concessions. However, staff have been monitoring the concession budgets for a
number of years and as can be seen in the data above it is not the reason we are
bringing forward our recommendation to cease municipal operation of the concessions.
3. Alternative Service Delivery Options
3.1 As indicated in the budget information above, it is evident that there are significant
revenues in the concession operations. For this reason, staff are confident there will be
interest in the marketplace from private sector concession operators or other interested
parties.
3.2 If approved to proceed, Community Services will work with the Purchasing Division on a
Request for Proposal that will seek submissions from the marketplace. These could
include private catering or concession operators who are looking to expand their
business. As well, there are examples in other communities where local sport and
community organizations have assumed control of concession operations.
3.3 Following the RFP process, staff will review any submissions received to determine the
best opportunity for both the Municipality and our recreation facility users.
4. Concurrence
4.1 Not applicable.
5. Conclusion
5.1 Based on the budget performance of these concession operations over the last number
of years, staff have concluded that our municipally -operated model will not be able to
generate adequate revenues to cover all associated operating costs. This will result in
the continued subsidization of these operations.
5.2 We are aware of the part time employment benefits that these operations provide,
especially for the youth in our community. Our Department has many examples of part
time staff who have gained valuable work experience with us that they have used to
succeed in future endeavours. By offering the opportunity to the private sector or other
organizations to assume operation of these concessions it is possible this could provide
similar opportunities to the youth of our community seeking part time employment.
5.3 It is respectfully recommended that Council approve the closing of the municipal
concessions and that staff be authorized to issue an RFP for the operation of these
concessions.
45
Municipality of Clarington
Resort CSD -003-18
6. Strategic Plan Application
6.1 Not applicable.
Submitted by.
for Joseph P. Caruana,
Director of Community Services
Page 5
Reviewed by:
Andrew C. Allison, B. Comm, LL.B
CAO
Staff Contact: George Acorn, Facilities Manager, 905-623-3379 ext. 2503 or
gacorn@clarington.net
Attachments:
Attachment 1: Concession Operation Revenues and Expenses by Arena Facility
There are no interested parties to be notified of Council's decision.
. o
Attachment 1 to Report CSD -003-18
Concession Operation Revenues and Expenses by Arena Facility
Facility
2015
2016
2017
2018
Actual
Actual
Actual
Budget
Revenue
(140,214)
($123,252)
($140,957)
($155,000)
South
Courtice
Expense
153,430
$134,679
$142,620
$159,899
Arena
Surplus/Deficit
13,216
$11,427
$1,663
$4,899
Revenue
(13,842)
($12,342)
($11,357)
($15,044)
Darlington
Sports
Expense
21,907
$16,256
$16,078
$25,079
Centre
Surplus/Deficit
8,065
$3,914
$4,721
$10,079
Revenue
(141,961)
($141,052)
($154,458)
($147,000)
Garnet B.
Rickard
Recreation
Expense
148,117
$155,473
$160,308
$159,046
Complex
Surplus/Deficit
6,156
$14,421
$5,850
$12,046
Revenue
(296,017)
($276,646)
($306,772)
($317,000)
Totals
Expense
323,454
$306,408
$319,006
$344,024
Surplus/Deficit
27,437
$29,762
$12,234
$27,024
M
Clarftwn
Community Services
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 26, 2018
Report Number: CSD -004-18 Resolution:
File Number: By-law Number:
Report Subject: 2017 Year End Review
Recommendation:
That Report CSD -004-18 be received for information.
Municipality of Clarington
Report CSD -004-18
Report Overview
Paae 2
The Community Services Department is responsible for planning, implementing and
evaluating municipal recreation and leisure programs, community development and facilities
operations. This report provides an overview of initiatives and activities that the Recreation
and Facility Services Divisions were involved in during 2017.
1. Recreation Services Division
1.1 The Municipality of Clarington is committed to providing recreational opportunities for a
growing and diverse community. The Community Services Department, together with
community partners, provide a variety of fun and accessible programs and services in a
welcoming, safe environment.
1.2 The Community Services Department, with the effort of a transition team representing a
number of departments including Information Technology (Corporate Services),
Finance, Operations, and Communications & Tourism (GAO's Office), successfully
launched a new cloud based online registration platform — Active Net — for our
recreation programs, services and facility rentals in August 2017. Initial feedback from
the public has been positive and staff will continue to work to continually improve the
client experience.
1.3 Following the implementation, a cross -departmental committee was struck with
representation from the departments as listed above in order to maintain communication
and proactively implement processes to improve efficiencies, review performance and
prioritize a roll out of software enhancements.
1.4 The next five sections provide a snapshot of the activities offered throughout the year
directly by the Recreation Services Division as well as provide an update on Community
Development activities and special events.
2. Aquatic Section
2.1 The Municipality operates three indoor aquatic facilities (Alan Strike Aquatic and
Squash Centre, Courtice Community Complex and the Diane Hamre Recreation
Complex). These facilities operate year round seven days a week and offer a wide
variety of recreational swimming and aquatic instructional programs for the community.
Additionally, there is a seasonal outdoor pool (Orono Park Pool) which operates daily
for recreational swimming for both the community and municipal camp programs.
2.2 The Aquatic Division provides a number of part time job opportunities and currently
employs 86 staff, the majority of which are students and young adults. These positions
offer employees valuable skills and experience in areas such as customer service,
health and safety, interacting with the public, conflict resolution, and responding to
emergency situations. Aquatic staff are required to achieve and maintain, on average,
Municipality of Clarington
Resort CSD -004-18
Paae 3
six certifications for employment. Upon hire, staff undergo intensive training (25-30
hours) and complete quarterly in-service training throughout the year.
Instructional Aquatic Programs
2.3 Community Services currently offers 80 hours of aquatic instructional programming
each week between all three pools. Weekly programming includes
preschool/youth/adult swimming lessons, private and semi -private lessons, aquafit,
lifesaving, and leadership. Additionally, the Department offers a large variety of
advanced aquatic programs, including first aid, swimming instructor, and lifeguard
courses.
2.4 Registered aquatic programs are very popular and in high demand. Registrations
continue to grow each year. In 2017, approximately 10,023 individuals participated in
registered programs. Staff are continuously monitoring registrations and demand in
order to increase opportunities for residents to participate in swimming programs.
Aquatic Program Registration Statistics (Swimming Lessons)
Pool
2015
2016
2017
Alan Strike Aquatic and Squash
Centre
314*
1,295
1,207
Courtice Community Complex
3,296
3,516
3,930
Diane Hamre Recreation Complex
4,343
4,384
4,886
Total Number of Users
7,953
9,195
10,023
* Fall Session only. Facility re -opened in September 2015 after renovation.
Recreational Swimming
2.5 Recreational swimming remains a popular and affordable activity for all ages. On
average, the Municipality offers 110 hours of public, adult and lane swimming each
week. Depending on the facility, swims are offered as early as 6:00 a.m. and run until
9:30 p.m. daily. This allows residents the opportunity to participate at a municipal pool,
at a time that best suits their needs and schedule.
2.6 In January 2017, the Community Services Department solicited feedback from residents
on their swimming usage, satisfaction, and future needs. This was done through an on-
line and paper survey. Responses were categorized and requests for increased levels
of service were ranked according to need and by facility. As a result, three additional
swims (one at each indoor facility) were added to the Fall 2017 swimming schedule.
New swims have been well received and well used by residents. Many swimmers
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Municipality of Clarington
Resort CSD -004-18
expressed gratitude that their feedback was requested and used in creating new
opportunities for them to use the pools.
Recreational Swimming Participant Statistics
Paae 4
Pool
2015
2016
2017
Alan Strike Aquatic and Squash Centre
4,964*
15,795
15,103
Courtice Community Complex
31,845
37,696
36,160
Diane Hamre Recreation Complex
53,719
50,140
50,128
Orono Park Pool
4,509
5,255
4,001
Total Number of Users
95,037
108,886
105,383
* Fall Session only. Facility re -opened in September 2015 after renovation.
3. Fitness Section
3.1 The Community Services Department offers fitness programs and activities at several
municipal recreation facilities. The Fitness Training Centre is located within the Courtice
Community Complex and is a fully equipped fitness facility. Group fitness programs are
offered at the Courtice Community Complex, Diane Hamre Recreation Complex, Alan
Strike Aquatic and Squash Centre, South Courtice Arena, Garnet B. Rickard Recreation
Complex, Bowmanville Indoor Soccer facility, and the Kendal Community Centre. All
fitness programs and activities are conducted by Certified Fitness professionals.
Courtice Fitness Training Centre
3.2 The Courtice Fitness Training Centre is open to members and drop-in participants
seven days a week. There is a variety of strength and cardio machines, as well as
weight/functional equipment for participants to use. Other programs and services
available include group fitness classes, one-on-one, and small group personal training.
Group Fitness
3.3 Group fitness continues to grow in popularity. Fitness programs are available to
members, registered, and drop-in participants. The Fitness Division monitors industry
trends and participant feedback when planning future programs and locations.
Currently group fitness classes are offered at the Courtice Community Complex, Alan
Strike Aquatic and Squash Centre, Diane Hamre Recreation Complex, Garnet B.
Rickard Recreation Complex, South Courtice Arena, and Kendal Community Hall.
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Municipality of Clarington
Report CSD -004-18 Page 5
Active Living Memberships
3.4 The Community Services Department provides a variety of memberships to meet the
range of needs of Clarington residents. Memberships include Swim/Skate, Squash,
Group Fitness, and Fitness (Basic and Plus options). Membership terms vary
depending on the type purchased, with options such as Annual, 3 month, and 6 month.
Membership Retention and Club 150
3.5 The Fitness Division offers programs throughout the year to keep members accountable
for their own fitness and encourage membership retention. "Club 150" is a tracking
program that assists participants in planning and tracking their daily, weekly and
monthly goals in minutes of physical fitness. Studies show 150 is the total minutes of
physical activity recommended weekly for gaining and maintaining optimal physical
fitness, and individuals with clear, written goals are significantly more likely to succeed.
Other popular activities offered by the Division include Amazing Race and Race Across
Canada. Staff continue to help participants achieve their goals, encourage member
retention and increase participation on a monthly basis.
4. Recreation Programming Section
4.1 The Community Services Department offers recreation programs and camps at various
municipal recreation facilities, local schools, and park locations throughout Clarington.
The recreation programs service all age groups. Residents have options for registered
programs, weekly drop -ins, pay -as -you -play, and free programs.
4.2 The Recreation Division employs 98 part time recreation staff annually. The staff team
is made up primarily of high school, college, and university students. All recreation staff
take part in seasonal training, including health and safety, WHMIS, customer service,
leadership, program planning, accessibility, and many other topics.
4.3 Many of the employees within the recreation section are first time job seekers. The
Municipality has the opportunity to assist these young adults in gaining and developing
skills that will benefit them for years to come.
Summer Camps
4.4 For a number of years, the Community Services Department has offered summer camp
programs to our residents. These camps serve a wide range of children and youth from
4 to 16 years of age. In 2017, there were a variety of camp opportunities including;
Leadership Camp, Counsellor in Training, Trip Camp, Sports Camp, Road Hockey
Camp, Kinder Camp, Arts Camp, Eco Camp, Junior Chef Camp, French Camp,
Dodgeball Camp, Soccer Camp, Ice Hockey Camp, Outdoor Adventure Camp and new
additions in 2017 were Fishing Camp, Youth on the Go Camp, BMX & Scooter Camp,
Computer Animation Camp and Xbox 360, and PC Video Game Creation Camp.
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Total Camp Registrations
(including extended care registrations)
2068
2014
2015 2621
2016 2300
2017
2708
500 1000 1500 2000 2500 3000
*Please note 2015 had 10 weeks of camp, all others had 9 weeks
4.5 Camp programs continue to accommodate as many individuals in the Municipality as
possible and the Department continues to revise and diversify camp opportunities each
year, achieving the underlying goal of providing quality programs at a reasonable fee.
4.6 In the summer of 2017, Community Services employed a total of 40 students as camp
supervisors and counsellors. They brought a wide range of knowledge, experience,
leadership, and enthusiasm to the team. All staff received over 40 hours of pre -camp
training in leadership development, team building, health and safety, customer service,
program planning, behaviour management, conflict resolution, risk management, and
administrative responsibilities. They were also required to be certified in the High 5
Principles of Healthy Child Development, Standard First Aid and CPR "C" as well as
providing an acceptable Criminal Background Check.
4.7 Community Services partnered with the YMCA Early Years staff to continue in
delivering a comprehensive Mobile Playground program to the community each week of
the summer. YMCA Early Years and Community Services each committed one van and
two staff. The Community Services staff delivered playground programs for children 6 to
12 years of age. The YMCA staff provided games and activities for children 0 to 6 years
of age. The drop-in style programs offered a less structured option to our day camps for
participants and caregivers.
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Municipality of Clarington
Report CSD -004-18 Page 7
Public Skating
4.8 In 2017, Community Services had close to 11,000 participants attend our public skating
programs throughout the Municipality.
Facility
2017 Participants
South Courtice Arena
6,239
Garnet B. Rickard Recreation Complex
2,832
Darlington Sports Centre
1,836
Total
10,907
Financial Assistance Program
4.9 The Community Services Department is committed to increasing access and
participation in recreation activities among Clarington residents. Staff administer
financial assistance through a variety of subsidy programs including Canadian Tire
Jumpstart, Financial Assistance Program, and the Membership Access Program.
4.10 The Canadian Tire Jumpstart program was created by Canadian Tire Foundation for
Families, and works in partnership with the Community Services Department. The
program's goal is to provide financially disadvantaged children 4 to 18 years of age with
the opportunity to participate in sports and recreation activities. 2017 saw a continued
increase in the number of applicants and the amount of funding distributed to the
residents of Clarington.
4.11 The Financial Assistance Program assists individuals or families currently receiving
Ontario Works or Ontario Disability Support Program Income Support. They can apply
for financial assistance of 50% of the program registration or membership fee.
4.12 The Membership Access Program (MAP) strives to increase recreation opportunities for
individuals with a permanent disability. Clarington residents who meet the age criteria
for facility memberships and who have a permanent disability are eligible for the MAP
which provides a reduced fee for facility memberships. As this program relates to a
permanent disability, once an individual is confirmed eligible this program remains
available to them indefinitely; there is no re-application process.
5. Community Development Section
5.1 Community Development seeks to empower individuals and groups of people by
providing them with the skills they need to effect change in their own communities.
Everyone can take part in the issues that affect their lives. It starts from the principle
that within any community there is a wealth of knowledge and experience which, if used
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Municipality of Clarington
Report CSD -004-18 Page 8
in creative ways, can be channelled into collective action to achieve the communities'
desired goals.
5.2 Volunteers have a real impact in our community. They lead local boards, sports
organizations and plan events. Volunteers are often the glue that holds a community
together and make our community a better place. Local activities bring people together
to build a stronger community. They allow everyone to have a say in shaping the
community. Through volunteering, everyone has a voice.
5.3 Staff are committed to enhancing the relationship with community partners by creating
an environment of encouragement, facilitation, and learning which would help to ensure
that the volunteer experience is fulfilling and productive.
Connecting with our Community
Training and Development
5.4 Through Community Development, we work alongside people in our community, build
relationships with organizations, and identify common concerns. We attempt to create
opportunities for the community to learn new skills and by enabling people to act
together, help to foster social inclusion and equality.
5.5 Based on feedback from our community partners, staff worked with local trainers to
develop an offering of workshops which addressed some training needs and also
provided a forum for networking and support among the volunteer community. The
following workshops were offered in 2017:
x Smart Serve Certification
x Accounting 101 for Not -for -Profits
x Mental Health First Aid
Communication
5.6 From funding opportunities to new legislation, a lot of information becomes available
from many different sources that is applicable to the community organizations who offer
programs and services in our community. The Community Services Department
continues to share information through Clarington Community Connections, a quarterly
electronic newsletter that serves to streamline that sharing of information and helps us
to better connect with community organizations.
Special Events
For the Love of Art — Mayor's Gala
5.7 The 5t" annual For the Love of Art — Mayor's Gala occurred Saturday, February 25,
2017 at the Clarington Public Library — Bowmanville Branch. The Mayor's Gala is an
evening showcasing art and artists in Clarington through live demonstrations, musical
performances and art displayed throughout the venue. The beneficiaries of the Gala,
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Municipality of Clarington
Report CSD -004-18 Page 9
the Visual Arts Centre of Clarington and A Gift of Art Gallery, each received over
$21,000. Funds were raised through sponsorships, ticket sales, a silent auction and
mystery gift boxes.
Clarington Sport & Leisure Fair
5.8 The Clarington Sport & Leisure Fair is an annual event, with a host of community
displays offered free of charge to local community groups and sport and leisure
providers. The 2017 Clarington Sport & Leisure Fair was held on Sunday, March 5,
2017 at the Diane Hamre Recreation Complex and coincided with a public swim that
was offered at no charge for this day. We welcomed close to 40 community groups and
hundreds of residents visited throughout the afternoon.
Recreation and Parks Month
5.9 Since 2011, the Municipality of Clarington has joined communities across Ontario to
celebrate Recreation and Parks Month. It is an opportunity to increase public
awareness of the value and benefits of recreation by offering low or no cost activities to
our residents. The Community Services Department celebrated by visiting local parks
through the Family Fitness Tour, hosted in conjunction with the Clarington Basketball
Academy; and offered other activities to engage the community such as Race Across
Canada, Toonie Tuesdays, and Free Fitness Fridays. In 2017 participation in the
Family Fitness Tour increased by more than three times over previous years through
program modifications and increased coordination with community park user groups.
Clarington Celebrates Canada's 150th
5.10 July 1, 2017 marked Canada's 150th anniversary of Confederation. The Community
Services Department coordinated an evening event complete with interactive
community displays, jumping castles, musical entertainment, a Canada 150 cake and
fireworks. The event received additional funding through the Durham Community
Foundation's Community Fund for Canada's 150th as well as sponsorship from Ontario
Power Generation.
12th Annual Clarington Mayor's Golf Classic
5.11 The 12th annual Clarington Mayor's Golf Classic was held Thursday, July 6, 2017 at the
Newcastle Golf and Country Club with a dinner following golf at the Newcastle
Community Hall. The event was another huge success, selling out quickly with over
150 golfers, most from our generous local business community. The 2017 beneficiary,
Clarington Project of Oshawa Clarington Community Living, received the net proceeds
which totalled almost $28,000. The 13th annual Mayor's Golf Classic is scheduled for
Thursday, July 5, 2018 with the Bowmanville Hospital Foundation as the beneficiary.
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Municipality of Clarington
Report CSD -004-18 Page 10
Clarington Blooms
5.12 Clarington Blooms is an annual program celebrating its 19th year. In 2017, in honour of
Canada's 150th, the program encouraged the planting of red and white flowers. The
program recognizes the residents, businesses, churches and schools in Clarington who
put time and effort into making Clarington beautiful and is organized in cooperation with
the Bowmanville and Newcastle Horticultural Societies. In 2017, over 230 gardens
were nominated and in October close to 100 people attended the recognition ceremony
at the Sarah Jane Williams Heritage Centre.
Clarington Sports Hall of Fame
5.13 The Clarington Sports Hall of Fame has welcomed over 85 distinguished athletes,
teams, and builders since its inception in 2003. In 2017 we proudly welcomed six more
inductees. As part of a plan to continue bringing the Clarington Sports Hall of Fame out
into the community, the Community Services Department, in partnership with Clarington
Museums, are setting up satellite displays of plaques and sports memorabilia at three
more recreation facilities in Clarington: Courtice Community Complex, Diane Hamre
Recreation Complex and South Courtice Arena.
CP Holiday Train
5.14 The CP Holiday Train chugged in to Clarington on Tuesday, November 28, 2017.
Through this fun, holiday themed event, three local Clarington based food banks
received donations of food and money from both CP and attendees. St. Vincent de
Paul, Clarington East Food Bank, and the Salvation Army received $2,500 each from
CP Rail and hundreds of pounds of food from show spectators.
New Year's Eve Family Celebration
5.15 Clarington rang in the New Year at the Garnet B. Rickard Recreation Complex during
the 4th annual New Year's Eve Family Celebration. Over 1,000 people took part in the
festivities which included public skating, an inflatable obstacle course, face painting,
balloon art, carnival games, crafts, and much more. We also welcomed Soper Creek
Wildlife Rescue and their family of rescued animals to the event. A nominal fee was
charged for public skating; all other activities were offered to the community at no
charge.
Community Grant Program
5.16 The Community Grant Program was established many years ago with the intent to
provide Council with a means to acknowledge and support the efforts of our local
volunteer community and not-for-profit agencies that provide services, programs or
activities which benefit the community. A maximum amount of $60,000 was available
for the 2017 Community Grant Program.
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Report CSD -004-18 Page 11
5.17 Each year staff invite representatives of local organizations to a community meeting to
introduce the upcoming program and to brief applicants on any changes or revisions to
the grant program while walking them through the application process. This meeting
also provides an opportunity for staff to address any specific questions or concerns
applicants may have with their specific application. The 2017 Community Grant
meeting was held on January 19, 2017 and was attended by 20 individuals representing
14 community organizations.
Community Grant Application Summary
Community Grants
2013
2014
2015
2016
2017
Number of
41
34
35
40
31
Applications Received
$34,791
$33,500
$35,000
Dollar Amount
$122,497
$102,200
$115,781
$119,874
$97,000
Requested
Dollar Amount
$54,600
$56,000
$55,500
$60,000
$60,000
Awarded
Community Event Sponsorship Program
5.18 In 2016, the Community Services Department introduced a formalized Community
Event Sponsorship Program which was approved by Council. In 2017, Council
supported 28 events in our community for a total of $35,000.
Community Event Sponsorship Program Summary
Community Event Sponsorships
2015
2016
2017
Number of Applications
Received
34
29
28
Dollar Amount Requested
$45,565
$43,810
$48,300
Dollar Amount Awarded
$34,791
$33,500
$35,000
6. Older Adult Section
6.1 Since January 1, 2016 the Community Services Department has been providing direct
programming for older adults living in Clarington. Programs and special events provide
opportunities for older adults to socialize, stay engaged and keep active within the
community as both participants and as volunteers. Current programming includes
registered programs, drop-in programs, workshops, and special events.
Municipality of Clarington
Report CSD -004-18 Page 12
Registered Programs
6.2 The Community Services Department offers a large variety of 55+ registered
programming. These include active living classes (fitness, yoga, aquafit), general
interest classes (art, music, creative writing), and computer classes (iPad, laptop).
Programs are offered at multiple locations, including the Courtice Community Complex,
Diane Hamre Recreation Complex, Alan Strike Aquatic and Squash Centre,
Bowmanville Indoor Soccer facility, and South Courtice Arena.
Registered Program/Event Participant Statistics
Activity
Active
Living
General
Interest
Computers
Workshops
Luncheons
Special
Events
2016
643
152
184
237
328
647
2017
1,183
187
161
266
642
1,001
Drop-in Activities
6.3 Offering a range of low cost and low commitment drop-in opportunities is an important
aspect of older adult programming. We continue to offer a wide range of drop-in
activities, including games such as bridge and euchre, to more physically active
activities such as table tennis, biking and the very popular sport of pickleball.
Drop-in Activity Statistics
Activity
Euchre
Open
Activity
Open
Jam
Pickleball
Table
Tennis
Bingo
2016
312
726
147
1,839
141
70
2017
590
957
191
2,482
183
92
Volunteers
6.4 Volunteering provides many benefits to older adults, creating a strong sense of purpose
by helping others and maintaining social connections. Volunteers within the Older Adult
Centre are a valuable and integral part of programs and special events offered
throughout the year. In 2017, 848 volunteer hours were logged by 28 volunteers. Staff
are actively recruiting volunteers and the program is expected to expand in the coming
years.
59
Municipality of Clarington
Report CSD -004-18 Page 13
Special Events
6.5 June is Seniors Month in Ontario. Municipalities are encouraged to hold seniors' month
events in order to recognize seniors' accomplishments and contributions to the
community. On June 28, 2017, a "Celebrating Seniors Month" barbecue was held at the
South Courtice Arena. The no -cost event featured interactive displays from community
agencies, live entertainment by Rockin with Elvis, free barbecue, and draw prizes. Over
250 people took part in this event.
6.6 Special events with meals continued to be very popular in 2017. A Winter Wonderland
Dinner and Dance was held in February, featuring entertainment by the Lincolnaires. In
April, a Country Western dinner and dance was held at the Newcastle Town Hall. Back
by popular demand was the Murder Mystery and Fashion Show. Hot luncheons were
offered every two weeks, and averaged 20 people.
6.7 A Christmas Luncheon was held on December 14 at the Garnet B. Rickard Recreation
Complex. Entertainment was provided by Pianoman Craig. A delicious, traditional turkey
meal was served. A wonderful time was had by all 160 attendees.
6.8 The Municipality received a grant through the Ontario Seniors Secretariat, and the Older
Adults Centres Association of Ontario to host an Older Adult Information and Active
Living Fair at the Courtice Community Complex. The event took place on Saturday,
November 4. A total of 39 exhibitors (equal mix of non-profit and for-profit) took part in
the Trade Show. Educational workshops were scheduled throughout the day. Free
healthy snacks and lunch were also provided, along with door prizes. The event was
very well received.
7. Facilities Division
7.1 Facility Services is responsible for the operation and maintenance of all Community
Services recreation facilities. This includes permitting rentals for arenas, swimming
pools, indoor soccer, gymnasium, and multi-purpose room uses. We are also
responsible for the concession and vending operations in these facilities.
7.2 In addition to managing our annual capital budget program, we are responsible for all
major renovation and construction projects. In 2017 we had one major renovation at the
Garnet B. Rickard Recreation Complex which will be discussed later in this report.
8. Facilities Permitting
8.1 The facility booking office is located at Garnet B. Rickard Recreation Complex and is
responsible for the majority of facility permits issued by the Department for our indoor
recreation facilities. This includes our five ice pads, three indoor pools, lacrosse bowl
and the indoor soccer field. As indicated earlier in this report our facility booking staff
were part of the implementation team that worked on the transition from our Class
Municipality of Clarington
Report CSD -004-18 Page 14
registration and facility booking software to the new ACTIVE Net software application.
As of September 1 all facility rentals were created using the new system.
8.2 The majority of our facility permits are issued to the many minor sport organizations that
directly deliver the programs to their participants. The prime focus is on children and
youth activities. Additionally, we assist our sport organizations with any special events
they host.
2017 Hourly Ice and Floor Rental Statistics
8.3 Although we are seeing a slight decline in total hours of ice rentals from previous years,
the demand for prime season/prime time ice remains very strong. There will be some
fluctuation year to year in total hours as the demand for "shoulder" season and late
night ice varies.
Category
2015 hours
2016 hours
2017 hours
Minor Hockey —
Boys
5,759
5,676
5,502
Minor Hockey —
Girls
2,123
1,976
1,996
Figure Skating
596
665
609
Speed Skating
155
121
106
Adult Hockey
1,129
1,018
1,010
School Boards
218
203
101
Other
772
796
649
Lacrosse / Other Dry
Pad
1,143
1,072
1,246
Total
11,895
11,527
11,219
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Municipality of Clarington
Report CSD -004-18 Page 15
2017 Hourly Swimming Pool Rental Statistics
8.4 As seen in the chart below, the Clarington Swim Club continues to add hours annually
to their program. However, this is offset by the variations of daytime swimming lesson
rentals by our local school boards.
Category
2015 hours
2016 hours
2017 hours
Swim Club
535
596
635
School Boards
92
117
59
Other
86
116
84
Total
713
829
778
2017 Hourly Indoor Soccer/Outdoor Lacrosse Rental Statistics
8.5 The rental usage from the Darlington Soccer Club, although down from last year, is
greater than it was in 2015. As the prime user of this facility any fluctuation in their
registration numbers has a direct impact on our usage data. Staff have been and will
continue to develop alternative programs and activities for this indoor field that will
increase overall utilization of the field.
Category
2015 hours
2016 hours
2017 hours
Youth Soccer
889
1,038
989
Adult Soccer
138
138
164
Other
102
101
103
Lacrosse Bowl
153
255
110
Total
1,282
1,532
1,366
Pay -as -You -Go and Complimentary Programming
8.6 Although some activities reflected increases in 2017 the overall attendance is down
from previous years. In the past we have seen variances in shinny hockey and will
continue to monitor this.
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Municipality of Clarington
Resort CSD -004-18
Paae 16
Category
2015 Attendance
2016 Attendance
2017 Attendance
Shinny Hockey
(Adult/Youth)
3,102
2,731
2,445
Shinny 55
3,194
4,842
3,071
Skate 55 (complimentary)
5,425
5,034
6,730
Parent & Tot
(complimentary)
6,845
7,982
8,031
Indoor Walking Program
6,646
4,871
3,456
Indoor Drop -In Soccer
72
207
169
Total
25,284
25,667
23,902
9. Construction Project Management
9.1 The major project for 2017 was the renovation of the community hall at the Garnet B.
Rickard Recreation Complex. With a federal grant of $455,000 from the Canada 150
Community Infrastructure Program, this project delivered a significant upgrade to the
existing community hall space, an expanded kitchen, renovated public washrooms, a
new accessible washroom, an improved open concept main west entrance and exterior
landscaping. Since the hall re -opened to the public on July 1, 2017 for our Canada 150th
Birthday Celebration, the facility has been very well used both by the Department for
programs and services as well as the general public for community and private events.
9.2 Also completed was the engineering work to develop drawings and specifications for the
replacement of the concrete arena floor and refrigerated piping for Pad A also at the
Garnet B. Rickard Recreation Complex. This work was tendered early in 2018 and work
is scheduled to commence once the ice is removed at the start of April. The work will
continue through the spring and summer and will be completed in time for the start of
the 2018/19 ice season in September.
10. Energy Conservation
10.1 In 2017 our total utilities cost was in excess of 1.5M, with hydro being the major
contributor at over $1.1 M. Faced with the ongoing increases in energy costs, facilities
are always looking for potential conservation opportunities. Although our ability to
control the rising costs of these services is a challenge, we remain focused on the
annual consumption data in each of our facilities.
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Municipality of Clarington
Resort CSD -004-18
Paae 17
10.2 In October facility staff joined Mayor Foster at the Powering Up Durham Energy
Symposium in Ajax. This event included presentations, workshops, a trade show and an
awards presentation. Clarington was recognized for the installation of computerized
controls and motor drives on the refrigeration plants at South Courtice Arena and
Garnet B. Rickard Recreation Complex.
10.3 In November the installation of a de -oxygenized water system was installed for ice
flooding at South Courtice Arena. This technology vacuums oxygen from the water
which allows cooler water to be used for flooding the ice surfaces. In addition to the
reduced cost for natural gas to heat this water, Clarington also received approval for a
$10,000 incentive from Enbridge Gas.
11. Health and Safety
11.1 Workplace health and safety continues to be a top priority for all staff in the Department.
In addition to the day to day focus on safety we have developed strong training
programs and worked very closely with the Health and Safety Coordinator throughout
the year.
11.2 Health and safety remains a key component of our annual staff training programs. In
2017 we had a certified training company provide a one -day Working at Heights
program to our full time facility staff. This included a half day classroom session
complimented with a half day of hands-on training. Golder Associates was brought in to
provide an overview on Confined Space in the workplace as well as mould and bacteria
awareness.
11.3 Following the tragedy at an arena in Fernie B.C. we planned a session for our facility
operators on ammonia awareness and safety. CIMCO Refrigeration, our refrigeration
contactor made a presentation to highlight the dangers and what safety measures are to
be used when working in and around an ammonia refrigeration plant. This was followed
by a presentation by Deputy Chief Calhoun who discussed the Clarington Fire and
Emergency Services protocols when dealing with incidents involving ammonia. This
session was also attended by staff from the Orono and Newcastle Memorial Arenas and
was well received by all.
12. Concurrence
Not Applicable.
13. Conclusion
13.1 The Community Services team is very proud of the work we do on a daily basis to
provide the best level of service we can to our community. We continue to see growth in
many areas of our programs and services and we will strive to identify new quality
recreational opportunities that will promote a healthy lifestyle for our growing and
diverse community.
ID
Municipality of Clarington
Report CSD -004-18
14. Strategic Plan Application
Paae 18
The recommendations contained in this report conform to the Strategic Plan.
Submitted by. Reviewed by:
for Joseph P. Caruana, Andrew C. Allison, B. Comm, LL.B
Director of Community Services CAO
Staff Contact: George Acorn, Facilities Services Manager, 905-623-3379 ext. 2503 or
gacorn@clarington.net and Tracey Leonard, Acting Recreation Services Manager, 905-623-
3379 ext. 2504 or tleonard@clarington.net
There are no interested parties to be notified of Council's decision.
65
Clarftwn
Clerk's
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 26, 2018
Report Number: CLD -008-18 Resolution:
File Number: By-law Number:
Report Subject: "Use of Corporate Resources for Election Purposes" Poll
Recommendations:
That Report CLD -008-18 be received;
2. That the By-law attached to Report CLD -008-18, as Attachment 1, adopting an
updated "Use of Corporate Resources for Election Purposes" Policy F110, be
approved;
3. That Policy F5 (Attachment 2 to Report CLD -008-18) be deleted, as section d)
pertaining to facility use is covered in the proposed consolidated Policy F110, and
the remaining sections have been incorporated into Policy E1 (staff) Code of Ethics;
4. That Schedule A to By-law 2017-020, enacting the Council Code of Conduct, be
amended to update the reference to Policy F5 - Political Activities to Policy F110;
and
5. That all interested parties listed in Report CLD -008-18 and any delegations be
advised of Council's decision.
. •
Municipality of Clarington
Report CLD -008-18
Report Overview
Page 2
Recent amendments to the Municipal Elections Act, 2001 have created a need to update our
"Use of Corporate Resources for Election Purposes" Policy F110. As well, based on
experiences during the 2014 Municipal Elections, it was deemed appropriate to clarify the
provisions of the policy and to consolidate a number of policies which address the use to
corporate resources for election purposes, such that the policy may be more easily
understood by staff, candidates and the public.
1. Background
Legislation
1.1 With the recent changes to the Municipal Elections Act (Act), the following new
Section 88.18 was introduced:
"Before May 1 in the year of a regular election, municipalities and local boards
shall establish rules and procedures with respect to the use of municipal or board
resources, as the case may be, during the election campaign period."
1.2 The Act states that a municipality or local board shall not make a contribution to the
election campaign of a candidate. The Act also prohibits a candidate, or someone
acting on the candidate's behalf, from accepting a contribution from a person who is not
entitled to make a contribution. The Act states that, "money, goods and services given
to and accepted by a person for his or her election campaign, or given to and accepted
by another person who is acting under the person's direction, are contributions".
1.3 By defining money, goods and services as being contributions to a campaign, it is clear
that the use of the Corporation's resources (facilities, equipment, supplies, services,
staff or other resources of the municipality) for any election campaign or campaign -
related activities would be viewed as a contribution by the municipality to the candidate,
which is a violation of the Act.
1.4 The intent of this policy review is to provide clarification regarding the provisions of the
Act relating to contributions to election campaigns. It should be noted that the
establishment of guidelines for the appropriate use of corporate resources during an
election period is undertaken to protect the interests of candidates, Members of Council,
staff and the Municipality of Clarington.
67
Municipality of Clarington Page 3
Report CLD -008-18
Existing By-law & Policy
1.5 In January, 2010, arising out of Report CLD -002-10, the Municipality passed
By-law 2010-010 adopting Policy F110, the "Use of Corporate Resources far Election
Purposes" to ensure:
x that the Municipality was not in violation of campaign contribution; and
x that it is clear to all election candidates that municipal facilities, equipment,
supplies, services staff or other resources shall not be used for campaign -
related activities.
Other Related Policies
1.E In addition to Policy F110, Council has previously approved the following related
policies:
x Policy F5, "Political Activities", governing employees' involvement in political
activity (Attachment 2) which was approved by Council in October 2011 and
replaced Policy H18
x The Council Code of Conduct (By-law 2017-020), Section 12(b) states that:
"No member shall undertake campaign -related activities on municipal property
except as otherwise provided for in Policy F5 — Political Activities."
x The "Use of Corporate Logo by Members of Council" Policy, contained as part of
Report COD -030-11, which states that:
"The elements of the Corporate Visual Identity Program (municipal logo,
banners, and flags) may not be used for any non -municipal business or
interest, including for the purpose of election signs or other electioneering
material. This includes the display of campaign related signs in windows or on
premises ..........................the logo or any related material shall not be
available for use as of January 1St in an election year."
x Display of Material in Municipal Buildings (Policy F107), approved by the CAO in
November 2008, prohibits the distributing and displaying political material with the
exception of facility rentals directly related to an event.
Municipality of Clarington Page 4
Report CLD -008-18
2. Proposed Changes
The following describes the changes contained in the proposed new consolidated and
updated "Use of Corporate Resources for Election Purposes Policy" (Attachment 1).
Scope — Local Boards
2.1 The existing Policies F5 and F110 do not explicitly state that they apply to local board
resources as well as municipal resources. However, the new legislation requires such a
policy for local boards.
2.2 To ensure consistency and to simplify matters for candidates and registered third
parties, Policy F110 has been amended to include "local boards" in Section 2, "Scope"
As well, this section has been amended to include anyone acting on behalf of the
person covered by the scope of the policy.
Third Party Advertising
2.3 The existing policy is silent regarding third party advertising as it was only recently
introduced by changes to the MEA.
2.4 Policy F110 has been amended throughout, to apply the same restrictions and rules to
registered third party advertisers as for candidates.
Definitions
2.5 With the addition of "boards" and "third party advertising", staff are recommending that
the definitions of each be added to the policy for clarity.
2.6 For further clarity additional definitions have also been added such as campaign
materials, municipal buildings/facilities, corporate resources, and election period.
Consolidation of Policies
2.7 Policies F5 and F110 are inconsistent with regard to the display of materials.
Municipality of Clarington Page 5
Resort CLD -008-18
2.8 Section 2 d) of Policy F5 (Political Activities) states:
"The Municipal Administrative Centre, Library facilities and museum buildings,
shall not be used by any person, employee or otherwise for the display or
distribution of political campaign materials, signage, etc."
Whereas Section 2 c) of Policy F110 states (which is consistent with the wording from
the predecessor Policy H34):
"Candidates may not use any municipal or any municipally -provided facilities for
any election -related purposes, which includes displaying of any campaign related
signs in the window or on the premises, as well as displaying any election -related
material in the office."
2.9 In the past, the inconsistency has led to confusion for staff and candidates. As well,
neither policy is clear as it pertains to rental of advertisement space on lobby monitors
or arena boards, and nor is it clear as it pertains to campaigning in a rented space. It is
therefore recommended that Policy F110 be amended to,
a) prohibit campaigning and the distribution or display of campaign material in any
municipal or local board facility, municipal or local board event including any
municipal or board meetings,
b) prohibit third party advertising and the distribution or display of third party
advertising material in any municipal or local board facility, municipal or local
board event including any municipal or board meetings,
c) prohibit the rental of advertising space on arena boards and lobby monitors, or
any other municipal social media site, to third party advertisers or candidates,
d) notwithstanding, a), b), and c), allow space within a municipal facility (with the
exception of the Municipal Administrative Centre, the Library facilities, and the
museum buildings) to be rented for election related purposes and to permit, only
within the rented area, campaigning, the distribution or display of campaign
material, third party advertising and the distribution or display of third party
advertising materials, and
e) grant staff the authority to take the necessary action to enforce any violation of
the policy.
70
Municipality of Clarington Page 6
Report CLD -008-18
2.10 It is further recommended that Policy F110 be further amended to include the following
new provisions to provide greater clarity
x "Distribution lists or contact lists developed utilizing Corporate Resources and in
the custody and control of the Municipality shall not be utilized for election
purposes."
x The Policy has been amended to include a reference to the Election Sign By-law
as it relates to vehicle and mobile election signs.
2.11 Section d) of Policy F5 -Political Activities has been covered through the proposed
amendments in section 2.09 above. The remainder of Policy F5 has been incorporated
into Policy E1 — Code of Ethics (staff) under the approval of the CAO. Therefore, it is
commended that Policy F5 - Political Activities be deleted.
3. Concurrence
3.1 This report has been reviewed by the Director of Corporate Services, the Facilities
Manager of Community Services, the Director of Operations, and the Municipal Solicitor
who concur with the recommendations.
4. Conclusion
4.1 To conform to the changes in the Municipal Electrons Act, 1996, related to use of
corporate resources, it is respectfully recommended that the draft by-law contained in
Report CLD -008-18 be forwarded to Council for adoption. It is further recommended
that the Council Code of conduct be amended to reference Policy F110 Use of
Corporate Resources instead of Policy F5 Political Activities, and that Policy F5 Political
Activities be deleted.
71
Municipality of Clarington
Resort CLD -008-18
5. Strategic Plan Application
5.1 The recommendations contained in this report conform to the Strategic Plan.
Submitted by: g4,,�
C. Anne Greentree, B.A., CMO,
Municipal Clerk
Page 7
Reviewed by:
Andrew C. Allison, B. Comm, LL.B
CAO
Staff Contact: June Gallagher, Deputy Clerk, 905-623-3379 ext. 2103 or
jgallagher@clarington.net
Attachments:
Attachment 1 - Proposed new Policy F110, Use of Corporate Resources for Election Purposes
(to replace Schedule 1 to By-law 2010-020)
Attachment 2 - Policy F5, "Political Activities"
Attachment 3 - By-law to Repeal and replace By-law 2010-010, being a by-law to adopt the
"Use of Corporate Resources for Election Purposes" Policy
Attachment 4 — By-law to Amend By-law 2017-020 Council Code of Conduct
The following is a list of the interested parties to be notified of Council's decision:
Clarington Local Boards
72
Corporate Policy
POLICY TYPE:
Operational
SUBSECTION:
???
POLICY TITLE:
Use of Corporate Resources for Election Purposes
POLICY #:
F110
POLICY APPROVED
BY: Council
EFFECTIVE DATE:
April 9, 2018
REVISED:
Not Applicable
APPLICABLE TO: all employees of the Municipality, Candidates, political parties,
constituency associations, Registered Third Parties, and persons
or groups supporting or opposing a question on a ballot, as well
as anyone acting on their behalf
Policy Statement
The Municipal Elections Act (MEA), the Election Finances Act (Ontario), and the
Canada Elections Act prohibit the Municipality from making contributions in any form to
a Candidate or Registered Third Party.
All provisions contained within this policy shall serve to ensure the protection of
freedom of expression while maintaining that:
x Corporate Resources shall not be used during an Election Period to promote or
provide an unfair advantage to any Candidate, political party, constituency
association, Registered Third Party, or a person or group supporting or opposing
a question on a ballot;
x Members of Council shall not be precluded from performing their duties as an
elected Official, nor inhibit them from representing the interests of their
constituents; and
x Information and communication related to an election shall continue to be open
and accessible to the public.
Purpose
The purpose of this policy is to create guidelines in the Municipality of Clarington
for all Candidates running for an elected office during the Election Period and to
establish parameters on the use of Corporate Resources for election related
purposes.
73
Corporate Policy
Scope
This policy applies to all employees of the Municipality, Candidates, political parties,
constituency associations, Registered Third Parties, and persons or groups supporting
or opposing a question on a ballot, as well as anyone acting on their behalf.
Index
1 Definitions 3
2 Responsibilities 4
3 General Provisions 4
4 Corporate Resources - Technology 4
5 Corporate Resources - Communications 5
6 Corporate Resources - Municipality Facilities 6
7 Municipality Staff 7
8 Integrity Commissioner 7
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Page 2 of 8
Corporate Policy
1 Definitions
1.1 Campaign(ing) means any activity by, or on behalf of a Candidate, political
party, constituency association, Registered Third Party, or question on a
ballot meant to elicit support during the Election Period. This does not
include the appearance of elected officials, other candidates or their
supporters, or registrants at an event in their personal capacity without the
display of any signage or graphic which identifies the individual as a
candidate or registrant and without the solicitation of votes.
1.2 Campaign Materials means any materials used to solicit votes for a
Candidate or question during the Election Period including literature,
banners, posters, pictures, buttons, clothing, or other paraphernalia.
Campaign Materials include materials in all media, for example, print,
displays, electronic radio or television, online including websites or social
media.
1.3 Candidate means any person who has filed, and not withdrawn a
nomination, in a municipal, school board, provincial or federal election or by-
election. Where referred to in this Policy, the term Candidate can also be
substituted to read political party, constituency association, Registered Third
Party, or a person or group supporting or opposing a question on a ballot.
1.4 Corporate Resource means items, staff, services, or resources which are
the property of the Municipality of Clarington including materials, equipment,
vehicles, facilities, land, technology (computers, smartphones, tablets, etc.),
intellectual property, images, logos and supplies. Working hours, the time
where the Municipality pays its employees to complete certain duties or
tasks, is also considered to be a Corporate Resource.
1.5 Election Period means the official Campaign period of an election for:
x A municipal or school board election; the Election Period commences
on the first day prescribed for the filing of nominations in accordance
with the MEA and ends on voting day.
x A provincial or federal election; the Election Period commences the
day the writ for the election is issued and ends on voting day.
x A question on the ballot; the period commences the day Council
passes a by-law to put a question to the electorate, and ends on voting
day.
x A by-election; the period commences when the by-election is called
and ends on voting day.
1.6 Local Board means a body, municipal service board, or local authority
established by the Municipality of Clarington.
Page 3 of 8
75
Corporate Policy
1.7 MEA means the Municipal Elections Act, 1996, as amended, S.O. 1996, c. 32,
Sched.
1.8 Municipal Facility/Building means any building or facility owned or
operated by the Municipality of Clarington or Clarington local board.
1.9 Registered Third Party shall have the same meaning as "Registered Third
Party" under the MEA or "Third Party" under the Election Finances Act
(Ontario) and Canada Elections Act.
2 Responsibilities
2.1 Candidates to:
x Adhere to the guidelines and parameters established by this policy.
2.2 Municipal Clerk to:
x Administer this policy and provide for any related procedures as
deemed necessary or desirable for conducting an election.
2.3 Municipal Staff to:
x Ensure that Corporate Resources are not used for Campaigning.
3 General Provisions
In accordance with the spirit and intent of the election related legislation,
3.1 Corporate Resources and funding shall not be used by a Candidate for
Campaigning or election -related purpose during the Election Period.
3.2 This Policy also applies to an acclaimed Member or a Member not seeking
re-election.
3.3 The Municipal Clerk be authorized and directed to take the necessary
action to give effect to this Policy.
3.4 This Policy does not preclude a Member of Council from performing their
duties as a Councillor, nor inhibit them from representing the interests of
their constituents.
3.5 Individuals who have questions about this Policy are encouraged to contact
the Municipal Clerk to obtain further clarification.
Page 4 of 8
76
Corporate Policy
4 Corporate Resources - Technology
Further to Section 3.1 above, the following is provided for greater clarity when
considering the use of corporate technology resources:
4.1 Members of Council are provided access to corporate information technology
(I.T.) assets to fulfill their duties and responsibilities as an elected official, but
may not use those assets for Campaigning or the development of Campaign
Materials. This includes functionality through municipally issued
smartphones such as calendar, email, texts, and other such functions.
4.2 Websites or domain names that are funded by the Municipality of Clarington
may not be used for Campaigning. The Municipality's official election
website or webpages will provide Candidate contact information, including a
link to a Candidate's website, but shall in no way endorse any Candidate.
Notwithstanding, Candidates may provide a link to the Municipality's official
election website or webpages in their campaign materials in order for electors
to access additional information about the election and voting process.
4.3 Once a Member of Council registers to be a Candidate, any links from a
Municipal website or social media account to his or her website or social
media pages will be removed from the Municipality's webpages if the
Member's website or social media page contains or will contain Campaign
Material.
4.4 In an election year, Mayor and Council biographies on the Municipal website
shall remain static and no changes to these pages will be permitted.
4.5 The Municipality's voicemail system shall not be used by Candidates to
record campaign -related messages nor shall the computer network, including
the email system, be used to distribute Campaign -related correspondence.
5 Corporate Resources - Communications
Further to Section 3.1 above, the following is provided for greater clarity when
considering the use of corporate communication resources:
5.1 Members of Council may not use Council portraits funded by the Municipality,
either as a corporate or Member expense, in Campaign Materials.
5.2 Photographs produced for, and owned by, the Municipality may not be used
for any election purposes.
Page 5 of 8
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Corporate Policy
5.3 Candidates may not print or distribute reference to any of the
Municipality's email addresses, telephone numbers, or facility addresses
on any Campaign Materials.
Notwithstanding, Candidates may provide a link to the Municipality's official
election website or webpages in Campaign Materials in order for electors to
access additional information about the election and voting process (see also
Section 4.2).
5.4 The Clerk may develop and distribute information through various means for
the purpose of advising and educating electors. Candidates are permitted
to promote and distribute election information provided by the Clerk,
provided that such information is not modified in anyway.
5.5 The Municipality's logo, crest, coat of arms, and slogans, or any other
images or illustrations owned or under the jurisdiction of the Municipality,
may not be used in any Campaign Materials. As per the Use of Corporate
Logo by Members of Council Policy (see Report COD -030-11), the logo or
any related material shall not be available for use as of January 1 St in an
election year.
Notwithstanding, Candidates may capture their own photos of Municipal
property for use in campaign material, provided the photo is taken from a
publicly accessible area, and does not contain a Municipal sign, logo, crest,
coat of arms or slogan in the background.
5.6 Distribution lists or contact lists developed utilizing Corporate Resources and
in the custody and control of the Municipality shall not be utilized for election
purposes.
5.7 The following shall be discontinued for Members of Council from the day
prior to Nomination Day in a municipal election year to Voting Day.
x All printing, high speed photocopying and distribution, including
printing and general distribution of newsletters unless so directed and
approved by Council, and
x The ordering of business cards and stationery.
5.8 Members of Council may not,
x Print, post or distribute any material paid by municipal funds that
illustrates that a Member of Council or any other individual is
registered in any election or where they will be running for office,
Page 6 of 8
Corporate Policy
x Profile (name or photograph), or make reference to, in any material
paid by municipal funds, any individual who is registered as a
candidate in any election,
x Print or distribute any material using municipal funds that makes
reference to, or contains the names or photographs, or identifies
registered candidates for municipal elections (minutes of Municipal
Council and Committee meetings are exempt from this policy).
6 Corporate Resources - Municipality Facilities/Buildings
Further to Section 3.1 above, the following is provided for greater clarity when
considering the use of Municipal Facilities/Buildings, including Municipality
owned or leased lands, as Corporate Resources:
6.1 Any Candidate may attend any public Standing Committee, Advisory
Committee or Council meeting; however, they shall not use this forum to
speak on, or address, any matter relating to their Campaign.
6.2 Candidates are prohibited from renting space (e.g. a booth) as part of a
Municipally organized event.
6.3 All Candidates must adhere to the provisions set out in any other Municipal
Policies pertaining to Municipal Facilities/Buildings.
6.4 Members of Council and Candidates may not use their constituency office,
municipal or any municipally -provided facilities for any election -related
purpose, which includes the display of any Campaign -related signs in the
window or on the premises, as well as the display of Campaign Material in
the office.
6.5 Campaigning and the distribution or display of Campaign Material is not
permitted in any municipal or local board facility, on municipal land, or at
municipal or local board event including any municipal or board meeting.
6.6 Section 6.5 does not prohibit the erection of a temporary election or
campaign signs on municipal land in accordance with the Municipality's
Election Sign By-law.
6.7 Candidates are prohibited from using a Municipal Facility/Building as a
campaign office.
6.8 Sections 6.4 and 6.5 do not apply to a Candidate or external organization
renting space within a municipal facility/building (other than the Municipal
Administrative Centre, Clarington Library facilities and the Museum Buildings)
for election related purposes during the rental period and within the rented
area.
6.9 The rental, to candidates, of advertising space on arena boards and lobby
monitors, or any other municipal social media site, is prohibited.
Page 7 of 8
79
Corporate Policy
6.10 Campaigning on public sidewalks and highways is permitted, provided that
such campaigning is in compliance with prevailing legislation and Municipal
by-laws.
6.11 Vehicle and/or mobile signs may be displayed as per the Municipality's
Election Sign By-law.
7 Municipality Staff
7.1 In accordance with the Policy E1 - Employee Code of Ethics, Municipal
Staff are prohibited from using corporate resources for the benefit of a
Candidate or Campaign. Policy E1 also sets out the rules for participation
in political activities by staff.
8 Integrity Commissioner
8.1 The Municipality's appointed Integrity Commissioner is considered to be
a Corporate Resource, under contract with the Municipality and may
receive, from time to time, compensation from the Municipality in
accordance with services provided.
8.2 Members of Council shall not use the services of the Municipality's Integrity
Commissioner during the Election Period for the purposes of seeking advice
related to their Campaign.
9 Limitation
9.1 Nothing in this Policy shall prohibit a Member of Council from performing
their job as a Councillor, nor inhibit them from representing the interests of
the constituents who elected them. All tenets of this policy are subject to
the exception of Members' actions associated with fulfilling their normal and
ongoing representative roles as Members of Council (such as attending
annual or regular scheduled events, up until the official end of the term they
are serving.
Page 8 of 8
Corporate Policy
POLICY TYPE:
SUBSECTION:
POLICY TITLE:
POLICY #:
POLICY APPROVED BY
EFFECTIVE DATE:
REVISED:
APPLICABLE TO:
1. Purpose:
•
Leading the Way
Operational
Communication/Customer Service
Political Activities
F5
Council
March 21, 2005
October 3, 2011
All Employees
To protect the integrity of the public service while allowing employees to exercise
their democratic rights if they so choose.
2. Policies:
a) Employees are prohibited from conducting any political activity in the workplace.
Such activities include, but are not limited to, the following:
i) Making phone calls or stuffing envelopes for a particular candidate
ii) Soliciting campaign contributions from subordinates, colleagues or
persons/organizations having dealings with the local government
iii) Wearing campaign buttons or displaying other visible advertisements for
one or more candidate
iv) Making public endorsement of one or more candidates
b) Employees who choose to conduct political activities outside the workplace are
discouraged from doing so.
c) Where an employee chooses to engage in political activity outside the
workplace, he/she shall:
i) Not coerce, solicit or influence other employees
ii) Not represent the Municipality
iii) Not prejudice or impair the relationship between Council and
Administration.
d) The Municipal Administrative Centre, Library facilities and museum buildings,
shall not be used by any person, employee or otherwise for the display or
distribution of political campaign materials, signage, etc.
e) In order to ensure the integrity of the employer/employee relation, no employee
shall participate or be involved in any political activity of a candidate running for
municipal election.
f) Where a Municipal employee seeks an elected office, he/she shall be governed
by the Municipal Elections Act.
F5 — Political Activities Page 1 of 1
81
Attachment 3 to Report CLD -008-18
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Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By -Law No. 2018 -XXX
Being a By-law to repeal By-law 2010-010,
to adopt the Use of Corporate Resources
for Election Purposes Policy
Whereas Sub -section 88.18 of the Municipal Elections Act, 1996, as amended, (the Act) states
that, before May 1 in the year of a regular election, municipalities and local boards shall
establish rules and procedures with respect to the use of municipal or board resources, as the
case may be, during the election campaign period;
Whereas Sub -section 88.15 (1) of the Act states that money, goods and services given to and
accepted by a person for his or her election campaign, or given to and accepted by another
person who is acting under the person's direction, are contributions;
Whereas Section 88.8 (4) 5 of the Act states that a municipality or local board states that a
municipality or local board shall not make a contribution to the election campaign of a
candidate;
Whereas Council had previously passed By-law 2010-010 adopting the "Use of Corporate
Resources for Election Purposes Policy"; and
Whereas the Council of the Municipality of Clarington deems it necessary to update the "Use
of Corporate Resources for Election Purposes Policy".
Now Therefore the Council of the Municipality of Clarington enacts as follows:
That the attached Policy Statement in respect to Use of Corporate Resources for
Election Purposes be adopted to replace the Policy Statement forming part of By-law
2010-010.
2. That Attachment 1, Policy F110, forms part of this By-law.
3. That By-law 2010-010 be repealed.
4. This by-law shall come into force and effect on the date of passing.
Passed in Open Council this day of , 2018.
Adrian Foster, Mayor
C. Anne Greentree, Municipal Clerk
Attachment 4 to Report CLD -008-18
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
The Corporation of the Municipality of Clarington
By -Law No. 2018 -XXX
Being a By-law to amend By-law 2017-020,
Council Code of Conduct
Whereas Policy F5 — Political Activities has been deleted as a result of consolidating parts of
the Policy with Policy F110 — Use of Corporate Resources for Election Purposes Policy, to
provide clarify and consistency, and
Whereas the Council Code of Conduct makes reference to Policy F5 — Political Activities,
Now Therefore the Council of the Municipality of Clarington enacts as follows:
1. That Schedule A to By-law 2017-020 is amended to delete:
"15.1 (i) Clarington Policy F5 Political Activities"
2. This by-law shall come into force and effect on the date of passing.
Passed in Open Council this day of , 2018.
Adrian Foster, Mayor
C. Anne Greentree, Municipal Clerk
Clarftwn
Clerk's
Report
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Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 26, 2018
Report Number: CLD -011-18 Resolution:
File Number: By-law Number:
Report Subject: Appointments to the Active Transportation and Safe Roads Advisory
Committee
Recommendations:
1. That Report CLD -011-18 be received;
2. That the following citizen representatives be appointed for a term ending
December 31, 2020 or until a successor is appointed, to the Active Transportation and
Safe Roads Advisory Committee for the Municipality of Clarington:
• Angela Bramley
• Arnold Mostert
• Bart Kreps
• Frank Barter
• James Boate
• Jaroslav Petryshyn
• Jeanne Winters
• Melissa Claxton -Oldfield
• Richard Claxton -Oldfield
• Rick Stockman
3. That all interested parties listed in Report CLD -011-18 and any delegations be advised
of Council's decision.
MI
Municipality of Clarington
Report CLD -011-18
Page 2
Report Overview
This report is intended to provide background information, regarding the recruitment for the
Active Transportation and Safe Roads Advisory Committee.
1. Background
Active Transportation and Safe Roads Advisory Committee
1.1 On January 15, 2018, Council approved the following resolution to constitute the Active
Transportation and Safe Roads Advisory Committee:
That Report EGD -001-18 be received;
That Council endorse the Terms of Reference for the Active Transportation and Safe
Roads Advisory Committee as amended, to delete "months" and replace it with
"meetings" in paragraph 6 of Section H Responsibilities and Obligations of Members;
That the Clerk be authorized to commence the recruitment and selection process to
establish the Active Transportation and Safe Roads Advisory Committee; and
That the Council Department Liaison to Engineering Services be appointed as the
Council representative to the Active Transportation and Safe Roads Advisory
Committee.
Purpose
1.2 The purpose of the Active Transportation and Safe Roads Advisory Committee is to
advise Council on matters related to active transportation, trails, cycling networks,
pedestrian connectivity and transportation safety. The committee will also provide input
into the implementation of The Clarington Transportation Master Plan and encourage,
promote and participate in the planning of active transportation policies, programs and
facilities.
Appointment of Members
1.3 The following is an excerpt from the terms of reference regarding appointments:
The Committee shall be comprised of up to 10 voting members, who must be Clarington
residents, and one (1) voting member of Council. Appointments will run concurrent with
the term of Council or until their successors are appointed. Appointments may be
revoked at any time at the discretion of Council. The citizen appointments should
represent a broad diversity of the community including, cyclists, hikers, runners, seniors,
etc.
Municipality of Clarington Page 3
Report CLD -011-18
1.4 Considering that the initial formation of the Committee will occur in 2018 and only two or
three meetings might be held in advance of the 2018 municipal election, it is
recommended that the initial term of the Committee extend until the end of 2020.
Subsequent appointments to the Committee will run concurrent with the term of Council.
2. Current Situation
Advertisement
2.1 An Advertisement ran for six weeks in the local newspapers and on our Municipality of
Clarington website seeking applications from qualified interested parties to fill the ten
community positions on the Active Transportation and Safe Roads Advisory Committee
for a term ending December 31, 2020 or until a successor is appointed.
2.2 In response to the advertisement, the following individuals, have submitted their
applications:
• Angela Bramley
• Arnold Mostert
■ Bart Kreps
■ Frank Barter
• James Boate
• Jaroslav Petryshyn
• Jeanne Winters
• Melissa Claxton -Oldfield
• Richard Claxton -Oldfield
• Rick Stockman
2.3 The applications have been circulated under separate cover (Attachment 2) as they
contain personal information.
3. Concurrence
Not Applicable
4. Conclusion
4.1 In order to fulfill the requirements of the Terms of Reference of the Active
Transportation and Safe Roads Advisory Committee, it is recommended that all ten of
the applicants (listed above) be appointed to the Active Transportation and Safe Roads
Advisory Committee, for a term ending December 31, 2020.
Municipality of Clarington
Resort CLD -011-18
5. Strategic Plan Application
Not applicable.
Submitted by:
C. Anne Greentree, B.A., CMO,
Municipal Clerk
Page 4
Reviewed by:
Andrew C. Allison, B. Comm, LL.B
CAO
Staff Contact: Samantha Gray, Committee Coordinator, 905-623-3379 ext.2106 or
sgray@clarington.net
Attachments:
Attachment 1 - Appointments to the Active Transportation and Safe Roads Advisory Committee
Composition Matrix (Distributed Separately)
Attachment 2 - Confidential Applications (Distributed Separately)
List of interested parties to be notified of Council's decision:
Angela Bramley
Arnold Mostert
Bart Kreps
Frank Barter
James Boate
Jaroslav Petryshyn
Jeanne Winters
Melissa Claxton -Oldfield
Richard Claxton -Oldfield
Rick Stockman
Active Transportation and Safe Roads Advisory Committee, c/o Peter Windolf
Clarftwn Corporate Services
Report
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Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 26, 2018
Report Number: COD -008-18 Resolution:
File Number: T-257-17 By-law Number:
Report Subject: Supply and Delivery of Bulk Gas and Diesel Fuels (Co-operative
Tender)
Recommendations:
That Report COD -008-18 be received;
2. That Canada Clean Fuels be awarded a contract with the estimated annual amount of
$135,098.61 (net HST rebate) for each of the second and third year of an initial 3 year
contract for the supply and delivery of bulk gas and diesel fuels as per terms, conditions
and specifications of Tender T-257-17;
3. That the funding required annually in the amount be drawn from the respective
operating account;
4. That pending satisfactory performance the Purchasing Manager be given the authority
to extend the contract for this service for up to two additional one year terms;
5. That all interested parties listed in Report COD -008-18 and any delegations be advised
of Council's decision regarding the award by the Corporate Services Department.
Municipality of Clarington
Report COD -008-18
Report Overview
Page 2
To request authorization from Council to award Co-operative Tender T-257-17 for the supply
and delivery of Bulk Gas and Diesel Fuels
1. Background
1.1 A tender for the Supply and Delivery of Bulk Gas and Diesel Fuels, for an initial three (3)
year contract term, with the option to extend for up to two additional one (1) year
periods, was issued on a Co-operative basis by the host agency, The Region of
Durham.
1.2 The Municipality of Clarington's requirements were prepared in consultation with the
Operations Services Department.
1.3 The Region of Durham issued Tender T-257-2017 on behalf of the Municipality of
Clarington and other participating Agencies.
1.4 The Tender was advertised electronically on the Region's website on July 18, 2017 and
was downloaded by eleven (11) companies.
1.5 The tender closed on August 10, 2017
2. Proposal
2.1 Six (6) bids were received in response to the tender call. Bids were reviewed and
tabulated by the Region of Durham's Purchasing Division (see Attachment 1).
2.2 The results were provided to the participating Agencies and the results were forwarded
to the Operations Services Department, for their review and consideration.
2.3 After a further review and analysis of the submissions by the Municipality's Operations
Services Department and the Purchasing Services Division, it was mutually agreed that
the low bidder, Canada Clean Fuel, be recommended for the award of contract T-257-
2017 for the Supply and Delivery of Bulk Gas and Diesel Fuels.
2.4 Reference checks for Canada Clean Fuel were completed by the Region of Durham
and were satisfactory.
2.5 Due to the existing contract expiring and the time required to award the contract,
approval was sought from the CAO, as allowed for in the Purchasing by-law, to award
the first year of the initial three year contract term report PS -015-17 (refer to Attachment
2). Approval is now being sought to award the second and third year of the initial three
year contract as well as authorization to renew the contract for the two possible one
year extension pending satisfactory service.
3. Financial
3.1 The funding required in the annual spelaig drawn for the respective operating account.
Municipality of Clarington Page 3
Report COD -008-18
3.2 Queries with respect to the requirements, specifications, etc. should be referred to the
Director of Operations.
4. Concurrence
4.1 This report has been reviewed by the Director of Operations who concurs with the
recommendation.
5. Conclusion
5.1 It is respectfully recommended that Canada Clean Fuel being the lowest compliant bidder
be awarded a contract in the annual amount of $135,098.61 (net HST rebate) for each of
the second and third year of an initial three (3) year contract for tender T-257-2017 for the
Supply and Delivery of Bulk Gas and Diesel Fuels as per the terms, conditions and
specifications contained within the tender document.
6. Strategic Plan Application
This conforms to the Strategic Plan.
Submitted by: Reviewed by:
ie �arano,Sc., C.M.O. Andrew C. Allison, B. Comm, LL.B
Director of Corporate Services Chief Administrative Officer
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or
dferguson@clarington.net
Attachments:
Attachment 1 — Summary of Bid Results for Tender T-257-17
Attachment 2 - PS -015-17 Report
List of interested parties to be notified of Council's decision is on file in the Corporate Services
Department.
ac
Municipality of Clarington
Summary of Annual Bid Results
Attachment 1 to
Resort COD -008-18
T-257-2017 Supply and Delivery of Bulk Gas and Diesel
Fuel
Pricing shown in the table below is estimated annual spend for the Municipality of Clarington.
Company
Total Cost (Including
Total Cost (net HST
HST)
Rebate)
Canada Clean Fuels Inc.
$150,021.06
$135,098.61
Suncor Energy Products
$150,835.79
$135,832.30
Partnership
Parkland Fuel Corporation
$153,615.82
$138,335.80
Refuel Canada LP
$153,988.49
$138,671.41
91
zPail-Aull"I
Date: December 4, 2017
Attachment 2 to Report COD -008-18
Report
Purchasing Services
To: Andrew Allison, CAO
From: David Ferguson, Manager, Purchasing Services
Report #: PS -015-17 File Number: CL2017-34
Subject: Supply & Delivery of Bulk Gas and Diesel Fuels
Recommendations
It is respectfully recommended to the Chief Administrative Officer the following..
1. That Canada Clean Fuels be awarded the contract for the first year of an initial 3
year contract for the supply and delivery of bulk gas and diesel fuels as per terms,
conditions and specifications of Tender T-257-17.
2. That the funding required annually in the amount be drawn from the respective
operating account.
Corporation of The Municipality of Clarington
40 Temperance Street, Bowmanville, Ontario L1C 3A6 T(905)623-3379
92
Report No: PS -015-17 Page 2
Recommended bv:
David Ferguson,
Manager, Purchasing= Services
Concurrence:
Fred HorvathN
Director of Operations
Approved by:
Andrew Ilis n, B. Comm., LLB.
Chief Administrative Officer
MM\DF\sm
Njmuj9� /I
Date
od '7 b,
Date
Date
cc: M. Marano, Director, Corporate Services
93
Report No: PS -015-17 Page 3
1. Background
A tender for the Supply and Delivery of Bulk Gas and Diesel Fuels, for an initial
three (3) year contract term, with the option to extend for up to two additional one
(1) year periods, was issued on a Co-operative basis by the host agency, The
Region of Durham.
The Municipality of Clarington's requirements were prepared in consultation with
the Operations Services Department.
The Region of Durham issued Tender T-257-2017 on behalf of the Municipality of
Clarington and other participating Agencies.
The Tender was advertised electronically on the Region's website on July 18,
2017.
The tender document was downloaded by eleven (11) prospective Bidders.
The tender closed on August 10, 2017.
2. Analysis
Six (6) bids were received in response to the tender call. Bids were reviewed and
tabulated by the Region of Durham's Purchasing Division (see Attachment 1).
The results were provided to the participating Agencies and the results were
forwarded to the Operations Services Department, for their review and
consideration.
After review and analysis of the submissions by the Municipality's Operations
Services Department and the Purchasing Services Division, it was mutually agreed
that the low bidder, Canada Clean Fuel, be recommended for the award of
contract T-257-2017 for the Supply and Delivery of Bulk Gas and Diesel Fuels.
Reference checks for Canada Clean Fuel were completed by the Region of
Durham and were favourable.
Given the timing of the award of this contract, approval is being sought via this
report to award the first year of the initial three year contract term to Canada Clean
Fuels Inc. Council Approval will be sought to award the second and third year as
well as authorization to renew the contract for the two possible one year extension
pending satisfactory service.
Report No: PS -015-17
3. Financial
4
The funding required in the annual spend be drawn for the respective operating
account.
Queries with respect to the requirements, specifications, etc. should be referred to
the Director of Operations.
4. Conclusion
It is respectfully recommended that Canada Clean Fuel being the lowest compliant
bidder be awarded the contract for tender T-257-2017 for the Supply and Delivery
of Bulk Gas and Diesel Fuels as per the terms, conditions and specifications
contained within the tender document.
Attachments: Attachment 1 — Bid Tabulation
95
Report No: PS -014-17
Attachment #1
Municipality of Clarington
Summary of Annual Bid Results
Paae 5
T-257-2017 Supply and Delivery of Bulk Gas and Diesel
Fuel
Pricing shown in the table below is estimated annual spend for the Municipality of
Clarington.
Company
Total Cost (Including
Total Cost (net HST
HST)
Rebate)
Canada Clean Fuels Inc.
$150,021.06
$135,098.61
Suncor Energy Products
Partnership
$150,835.79
$135,832.30
Parkland Fuel Corporation
$153,615.82
$138,335.80
$Refuel Canada LP
$153,988.49
$138,671.41
Clarftwn Corporate Services
Report
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Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 26, 2018
Report Number: COD -009-18 Resolution:
File Number: CL2018-3 By-law Number:
Report Subject: Farewell Creek Trail — Phase I and Erosion Protection Works
Recommendations:
That Report COD -009-18 be received;
2. That ORIN Contractors Corp. with a total bid amount of $478,037.74 (net HST Rebate)
being the lowest compliant bidder meeting all terms, conditions and specifications of
Tender CL2018-3 be awarded the contract for the completion of the Farewell Creek Trail
Phase I project as per terms, conditions and specifications of tender documents.
3. That the total funds required for this project in the amount of $611,320.33 (net of HST)
which includes construction cost of $478,037.74 and other related costs such as
consulting, material testing and contingency of $133,282.59 is in the budget allocation as
provided and will be from the following accounts:
Farewell Creek Trail — Phase 1 (2017)
Various Erosion Protection Works (2018)
110-32-325-83288-7401 $500,000.00
110-32-340-83437-7401 $111,320.33
4. That all interested parties listed in Report COD -009-18 and any delegations be advised
of Council's decision regarding the award by the Corporate Services Department.
97
Municipality of Clarington
Report COD -009-18
Report Overview
To request authorization from Council to award CL2018-3 for the Farewell Creek Trail -
Phase I
1. Background
Page 2
1.1 Tender specifications were prepared by the Engineering Department Farewell Creek
Trail - Phase I. The result of the tender will be a 580 m trail from the existing Tooley's
Mill southward alongside the existing creek. The trail will terminate just south of the
proposed pedestrian bridge crossing. The scope of work includes a pedestrian trail,
pedestrian bridge construction and the erosion control work associated with the long
term bridge structure stability.
1.2 Tender CL2018-3 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. Twenty-
seven (27) companies downloaded the document.
1.3 The tender closed on February 23, 2018.
2. Proposal
2.1 Five (5) bids were received in response to the tender call. Bids were reviewed and
tabulated by the Purchasing Services Division (see Attachment 1).
2.2 The results were provided to the Engineering Services Department for their review and
consideration.
2.3 After a further review and analysis of the submissions by the Municipality's Engineering
Services Department and the Purchasing Services Division, it was mutually agreed that
the low bidder, ORIN Contractors Corp, be recommended for the award of contract
CL2018-3 for the Farewell Creek Trail - Phase I.
2.4 Reference checks for ORIN Contractors Corp. were completed and were satisfactory.
3. Financial
3.1 This project involves two projects tendered together as a joint contract since the works
are related. The total funds required for this project in the amount of $611,320.33 (net of
HST) which includes construction cost of $478,037.74 and other related costs such as
consulting, material testing and contingency of $133,282.59 is in the budget allocation
as provided and will be from the following accounts:
Farewell Creek Trail — Phase 1 (2017) 110-32-325-83288-7401 $500,000.00
Various Erosion Protection Works (2018) 110-32-340-83437-7401$111,320.33
Municipality of Clarington
Report COD -009-18 Page 3
3.2 Queries with respect to Department needs should be referred to the Director of
Engineering.
4. Concurrence
4.1 This report has been reviewed by the Director of Engineering Services who concurs with
the recommendation.
5. Conclusion
5.1 It is respectfully recommended that ORIN Contractors Corp. being the lowest compliant
bidder be awarded a contract in the amount of $478,037.74 (net HST rebate) tender
CL2018-3 for the Farewell Creek Trail - Phase I project to be completed as per the terms,
conditions, specifications and drawings contained within the tender document.
6. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted b
Marie Marano, H.B. Sc.,
Reviewed by:
C.M.O. Andrew C. Allison, B. Comm, LL.B.
Director of Corporate Services CAO
Nancy Ta or, A, CPA, CA.
Director of Finance/Treasurer
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or
dferguson@clarington.net
Attachments:
Attachment 1 — Summary of Bid Results for Tender CL2018-3
List of interested parties to be notified of Council's decision is on file in the Corporate Services
Department.
Municipality of Clarington
Resort COD -009-18
Municipality of Clarington
Summary of Bid Results
Tender CL2018-3
Farewell Creek Trail - Phase I
Paae 4
Pricing shown in the table below is estimated annual spend for the Municipality of Clarington.
Company
Total Cost (Including
HST)
Total Cost (net HST
Rebate)
ORIN Contractors Corp.
$530,839.86
$478,037.74
Dynex Construction Inc.
$590,156.04
$531,453.79
M&S Architectural Concrete Ltd
$654,057.27
$588,998.83
C.W. Services
$659,464.16
$593,867.60
All Services
$896,924.28
$807,708.09
100
Clarftwn
Corporate Services
Report
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Coordinator at 905-623-3379 ext. 2131.
Report To:
General Government Committee
Date of Meeting:
March 26, 2018
Report Number:
COD -010-18 Resolution:
File Number:
CL2018-5 By-law Number:
Report Subject:
Driveway Tie-ins Work
Recommendations:
That Report COD -010-18 be received;
2. That Appco Paving Ltd., with an annual bid in the amount of $54,492.48 (net of HST),
being the low, compliant bidder meeting all terms, conditions and specifications of
CL2018-5 for Driveway Tie -Ins Work be awarded the contract for an initial three year
term, as required by the Operations Department;
3. That pending satisfactory performance the Purchasing Manager be given the authority
to extend the contract for this service for up to two additional one year terms;
4. That funds required for this project in the amount of $57,492.48 (net of HST) which
includes construction cost of $54,492.48 (net of HST) and other related costs such as
consulting required for preparation of tender specifications, inspection and contingency
of $3,000.00 (net of HST) be drawn from the following account:
Pavement Resurface Contract 100-36-381-10250-7163 $57,492.48
5. That all interested parties listed in Report COD -010-18 and any delegations be advised
of Council's decision by the Corporate Services Department.
101
Municipality of Clarington
Report COD -010-18
Report Overview
To request authorization from Council to award CL2018-5 for Driveway Tie -Ins Work.
1. Background
Page 2
1.1 Tender specifications were prepared by AECOM and provided by the Operations
Department for Driveway Tie -Ins Work. This tender specifies for the preparation of
driveways to include 3 inches of gravel and overlay with 2 inches of asphalt. Work
requirements may include rail road track work and pad bridge approaches work.
1.2 Tender CL2018-5 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. Sixteen
companies downloaded the document.
1.3 The tender closed on February 8, 2018.
2. Proposal
Analysis
2.1 A total of nine submissions were received in response to the tender call. Bids were
reviewed and tabulated (see Attachment #1). All submissions were deemed compliant.
2.2 All bids received exceeded the anticipated 2018 budget amount.
2.3 After review and analysis of the submissions by the Operations Department and the
Purchasing Services Division, it was mutually agreed that the Municipality would
exercise its right to reduce the scope of work by 15%. In keeping with the terms and
conditions of the tender document, Appco Paving Ltd.'s original bid price of $54,108.80
was reduced to a new bid price of $54,492.48.
2.4 After further review and analysis of the reduced bid price, it was mutually agreed that
the low bidder, Appco Paving Ltd. be recommended for the award of contract CL2018-5
for Driveway Tie -Ins Work.
2.5 References provided by Appco Paving Ltd. were contacted and they advised that the
level of service has been satisfactory.
102
Municipality of Clarington
Reoort COD -010-18
Financial
Page 3
2.6 That funds required for this project in the amount of $57,492.48 (Net of HST) which
includes construction cost of $54,492.48 {Net of HST} and other related costs such as
consulting required for preparation of tender specifications, inspection and contingency
of $3,000.00 (Net of HST) be drawn from the following account:
Pavement Resurface Contract 100-36-381-10250-7163 $57,492.48
2.7 Queries with respect to Departmental needs should be referred to the Director of
Operations.
3. Concurrence
3.1 This report has been reviewed by the Director of Operations who concurs with the
recommendations.
4. Conclusion
4.1 It is respectfully recommended that Appco Paving Ltd. with the lowest compliant bid
amount of $54,492.48 (Net of HST) be awarded the contract for Driveway Tie -Ins Work
as per the terms, conditions and specifications of Tender CL2018-5.
5. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
7
Submitted by:
Marie Marano, H.B. Sc., C
Reviewed by:
M.O. Andrew C. Allison, B. Comm., LLB.
Director of Corporate Services Chief Administrative Officer
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or
dferguson@clarington.net
Attachments:
Attachment 1 — Summary of Bid Results for Tender CL2018-5
List of interested parties to be notified of Council's decision is on file in the Corporate Services
Department.
103
Municipality of Clarington
Attachment 1 to
Report COD -010-18
Municipality of Clarington
Summary of Bid Results
Tender CL2018-5
Driveway Tie -Ins
Bidder
Total Bid
(Net H.S.T. Rebate)
Projected 5 Year
Contract Value
(Net H.S.T. Rebate
Appco Paving Ltd.
$54,492.48*
$272,462.40*
Bond Paving Construction Inc.
$74,183.04
$370,915.20
IPAC Paving Limited
$74,183.04
$370,915.20
Nationwide Paving Ltd.
$78,835.51
$394,177.54
Tri -Son Contracting Inc.
$82,242.43
$411,212.16
Melrose Paving Co.
$105,871.10
$529,355.52
Marquis Snow & Ice Ltd.
$137,962.14
$689,810.69
Ashland Paving Ltd.
$302,227.20
$1,511,136.00
Pylon Paving Inc.
$441,434.88
$2,207,174.40
*bid price reflects 15% decrease in scope of work, annual bid price submitted was $64,108.80
104
Clarington
Finance Department
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 26, 2018
Report Number: FND-002-18 Resolution:
File Number: By-law Number:
Report Subject: 2017 Building Permit Fees Annual Report
Recommendation:
That Report FND-002-18 be received for information.
105
Municipality of Clarington
Report FND-002-18 Page 2
Report Overview
This report is prepared as required by the Building Code Act reporting requirements for
Building Permit Fees. There is no current adjustment required to the building fees beyond
the normal increase approved through By-law 2017-086.
1. Background
1.1 Under the Building Code Act, 1992 and the passing of subsequent amendments and
Ontario Regulation 350106, municipalities are required to prepare an annual report that
records the amount of building permit fees collected and the costs incurred during the
process.
1.2 In accordance with the Building Code Act as amended, staff have prepared this report
with the required content to Council on an informational basis and Attachment "A" will be
posted on the municipality's website.
1.3 In 2017, the new residential building permits issued increased over the prior year
providing a total building permit revenue of $2,602,919 (2016 - $2,838,221) creating a
surplus of $432,226 (2016 - $750,449) after reducing the total revenue by the direct and
indirect expenses as outlined on Attachment "A".
1.4 As the building permit surplus funds are to be segregated from the general funds of the
municipality, the surplus of 432,226 was transferred to the Building Division reserve fund
leaving the surplus/deficit for December 31, 2017 as nil_
1.5 During the 2017 year, the Engineering Department advised Council through the monthly
building permit activity report that the building permits for all types issued in 2017 were
going to be consistent with 2016.
1.6 The total number of all types of building permits issued in 2017 was 1,185 compared to
1,182 in 2016 which translates into 0.2% increase in 2017.
1.7 The total number of new residential building permits issued in 2017 was 978 compared to
991 in 2016 which translates into 1.3% decrease in 2017.
1.8 The below graph illustrates the number of permits for all types and new residential for the
last 8 years. The 2011 figure is unusually high due to the effect of the building code
change effective January 1, 2012.
106
Municipality of Clarington
Report FND-002-18 Page 3
Permits Issued Residential vs Non -Residential
1400
1200
LA
1000
Q) 800
0
Q) 600
E
z 400
200
-
0
2010 2011 2012 2013 2014 2015 2016 2017
■ Non -Residential
449 325 520 520 519 263 187 207
■ New Residential
593 863 536 439 657 933 995 978
Year
2. Concurrence
This report has been reviewed by the Director of Engineering Services who concurs with
the recommendations.
3. Conclusion
3.1 Attachment 1 is a summary of the 2017 building permit fees revenue and related
expenditures with the expenses broken down into direct and indirect costs along with the
balance of the building division reserve fund.
3.2 A Building Permit Fee Update Study was completed in September 2017 by Hemson
Consulting Ltd. This was an update to the 2011 study also completed by Hemson. The
reviews are completed every five (5) years to ensure that the building permit fees are in
line with the cost of building inspections and that all appropriate direct and indirect costs
are being allocated.
3.3 It is not necessary to adjust the building fees at this time.
107
Municipality of Clarington
Resort FND-002-18
4. Strategic Plan Application
The recommendations contained in this report conform to the Strategic Plan.
Submitted by:
Nancy Taylor, B/A,CA, CA,
Director of Finance/Treasurer
Paae 4
Reviewed by:z4le,,��
Andrew C. Allison, B. Comm, LL.B
CAO
Staff Contact: Trevor Pinn, CPA, CA, Deputy Treasurer, 905-623-3379 x.2604 or
tpinn@clarington.net
Attachments:
Attachment 1 — 2017 Annual Building Permit Fee Report
There are no interested parties to be notified of Council's decision.
1
Municipality of Clarington
Resort FND-002-18
2017 Annual Building Permit Fee Report
Revenues
Attachment 1
Total revenues are those recognized revenues from the issuance of building permits under By-
law 2017-086
Expenses
Direct Costs
Direct costs include the costs of the Building Division of the Engineering Department for the
processing of building permit applications, the review of building plans conducting inspections
and building -related enforcement duties. Direct costs also include costs from the Engineering
Department, Legal Services, Fire Services and Planning Services which can be directly
attributed to the building permit function.
Indirect Costs
Indirect costs include the costs for support and overhead services to the Building Division.
109
2017 Actual (Unaudited)
Total Revenue
$2,602,919
Total Direct Costs
1,865,642
Total Indirect Costs
305,051
Transfer to Reserve Fund
432,226
Revenue (Under) / Over Expenditures
$Nil
Balance in Reserve Fund at December 31, 2017
$2,609,178
109
Clarington
Finance Department
Report
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: General Government Committee
Date of Meeting: March 26, 2018
Report Number: FND-003-18 Resolution:
File Number: By-law Number:
Report Subject: Mayor and Council Remuneration and Expenses For 2017
Recommendation:
That Report FND-003-18 be received for information.
110
Municipality of Clarington
Report FND-003-18
Report Overview
Page 2
This report complies with the Municipal Act reporting requirements for Council remuneration
and expenses.
1. Background
1.1 Appended hereto, please find a schedule detailing the remuneration and expenses paid
to each Member of Council during 2017, in accordance with By-law #2011-005, as
required by the Municipal Act, S.O. 2001, c.25, Section 284. Also attached is a
schedule detailing compensation paid to Clarington's representatives on the Veridian
Board of Directors.
1.2 As per Resolution #GPA -445-95, passed by Council on July 15, 1995, attached is the
Regional Municipality of Durham Report #2017 -COW -58 detailing the remuneration and
expenses of the Members of Council and Regional Council Appointees to Local Boards.
2. Concurrence
Not Applicable
3. Strategic Plan Application
Not applicable.
Submitted by. Reviewed by:
Nancy Tay or,B A, CPA, CA, Andrew C. Allison, B. Comm, LL.B
Director of Finance/Treasurer CAO
Staff Contact: Trevor Pinn, Deputy Treasurer, 905-623-3379 ex. 2604 or tpinn@clarington.net
There are no interested parties to be notified of Council's decision.
Attachments:
Attachment 1 — Remuneration & Expenses for Mayor and Councillors — January 1 to
December 31, 2017
Attachment 2 — Remuneration & Expenses for Members of Veridian Corporation — January 1 to
December 31, 2017
Attachment 3 — Regional Report 2018 -COW -46
111
Mayor and Councillors' Remuneration and Expenses
January 1 to December 31, 2017
Attachment 1
to Report FND-003-18
Name
Basic Pay
1/3 Tax Free
OMERS
Municipal
Gross Pay
Travel Allowance
Conferences
Other
Total
Allowance
Equivalent
Severance
(per By-law 2011-005)
(Note 1)
(Note 2)
Mayor A. Foster
48,965.33
29,982.67
2,248.70
-
81,196.70
11,558.32
1,083.50
1,364.87
95,203.39
Councillor S. Cooke
23,986.67
11,993.33
899.50
-
36,879.50
7,673.43
1,512.07
-
46,065.00
Councillor R. Hooper
22,018.21
11,993.33
899.50
-
34,911.04
**
-
-
34,911.04
Councillor J. Neal***
23,986.67
11,993.33
899.50
-
36,879.50
7,673.43
-
-
44,552.93
Councillor W. Partner
23,986.67
11,993.33
899.50
-
36,879.50
7,673.43
823.83
269.65
45,646.41
Councillor C. Traill
23,986.67
11,993.33
899.50
-
36,879.50
7,673.43
-
-
44,552.93
Councillor W. Woo***+
23,986.67
11,993.33
899.50
-
36,879.50
7,725.66
1,682.16
350.12
46,637.44
Total
190,916.89
101,942.65
7,645.70
-
300,505.24
49,977.70
5,101.56
1,984.64
357,569.14
* Net of Donation to the Municipality
** Donation to the Municipality
*** Regional Councillor
+ Deputy Mayor - January 1 to December 31, 2017
Notes:
Conferences include payment made by the Municipality for registration fee and/or accommodation,
as well as direct reimbursement of expenses.
Other includes parking, meals, airfare, external kilometre reimbursement and miscellaneous charges.
Expenses includes net HST
112
Attachment 2
to Report FND-003-18
Remuneration and Expenses of
Clarington Directors of Veridian Corporation
January 1 to December 31, 2017
Name
Salary
Miscellaneous
Total
Expenses
S. deBoer
$ 15,381.04
$ 8,808.68
$ 24,189.72
K. Fisher
$ 18,031.04
$ 2,479.42
$ 20,510.46
A. Foster
$ 42,427.12
$ 5,016.22
$ 47,443.34
Total
$ 75,839.20
$ 16,304.32
$ 92,143.52
Notes:
Miscellaneous Include payments made by Veridian for registration
expenses fee and/or accommodation, as well as direct
reimbursement of expenses.
113
.r
Attachment 3
to Report FND-003-18
If this information is required in an accessible format, please contact 1-800-3721102 ext. 2305
The Regional Municipality of Durham
Report
To:
Committee of the Whole
From:
Commissioner of Finance
DURHAM
REGION
Date:
March 7. 2018
The Regional Municipality of Durham
Report
To:
Committee of the Whole
From:
Commissioner of Finance
Report:
#2018 -COW -46
Date:
March 7. 2018
Subject:
The Remuneration and Expenses in 2017 of Members of Regional Council. and Regional
Council Appointees to Local Boards, as Required by Section 284(1) of the Municipal Act,
2001. S.O. 2001. c. 25
Recommendation:
That the Committee of the Whole recommends to Regional Council:
That this reaart be received for information.
Report:
1. Purpose
1.1 As required by Section 284(1) of the Municipal Act, 2001, 1 have prepared a
statement of the remuneration and expenses that were paid in 2017 to Regional
Councillors and Regional Council Appointees (see attached Schedules 1 to 3).
1.2 The information concerning Regional Council appointees was obtained directly
from the Local Boards, with the exception of the following whose accounting
.records are maintained by the Regional Finance Department:
Development Charges Complaint Committee, Durham Accessibility Advisory
Committee, Durham Advisory Committee on Homelessness, Durham Agricultural
Advisory Committee, Durham Environmental Advisory Committee, Durham
Nuclear Health Committee, Durham Regional Local Housing Corporation, Durham
Region Child & Youth Advocate, Durham Region Police Services Board, Durham
Region Roundtable on Climate Change, Durham Region Transit Commission,
Durham Trail Coordinating Committee, Energy from Waste — Waste Management
Advisory Committee, Land Division Committee, Local Diversity and Immigration
Partnership Council, Regional Task Force on Affordable and Seniors' Housing,
Transit Advisory Committee, 2014 Municipal Election Compliance Audit
Committee, and the 9-1-1 Management Board.
Report #2018 -COW -46 Page 2 of 2
2. Attachments
Schedule #1: Regional Council Members 2017 Remuneration and Expenses
Schedule #2: Regional Council Members 2017 Compensation Paid in Lieu of
Pension Plan
Schedule #3: Regional Council Appointees to Local Boards 2017 Remuneration
and Expenses
Respectfully submitted,
Original Signed By
R.J. Clapp, CPA, CA
Commissioner of Finance
Recommended for Presentation to Committee
Original Signed By
G.H. Cubitt, MSW
Chief Administrative Officer
31115
REGIONAL COUNCIL MEMBERS
Aker, J.
Ashe, K.
Ballinger, J. (4)
Carter, D.
Chapman, R. (5)
Collier, S.
Diamond, N.
Drew, R.
Drumm, J. (4)
Foster, A. (4)
Gleed, D.(4)
Grant, J.
Henry, J..
Jordan, C.
McLean, W.
McQuaid -England, A.
Mitchell, D. (4)
Neal, Joe (4)
Neal, John
O'Connor, G.L. (4) (5)
Parish, S.
Pickles, D. (5)
Pidwerbecki, N. (5)
Rowett, T.
Roy, E. (4)
Ryan, D.
Sanders, D.
Smith, T.
Woo, W. (4)
REGIONAL COUNCIL MEMBERS
2017 REMUNERATION AND EXPENSES
CONFERENCES.
CONVENTIONS &
REMUNERATION MILEAGE MEETINGS
54,694.64
54,694.64
54, 694.64
54,694.64
60,673.86
54,694.64
7,282.94
54,694.64
54,694.64
54,694.64
54,694.64
54,694.64
54,694.64
54,694.64
54, 694.64
54,694.64
54,694.64
54,694.64
54,694.64
60,673.86
54,694.64
60, 673.86
60, 673.86
54,694.64
54,694.64
54,694.64
38,650.33
54,694.64
54,694.64
1,546,605.43
252.45
689.71
2,336.:14
339.52
824.79
429.85
113.17
976.10
868.76
2,173.89
282.80
503.29
191.51
1,486.40
271.48
907.62
261.15
649.02
559.22
104.46
1,446.36
1,275.33
2,171.90
4,048.23
2,294.46
1,219.75
1,783.40
3,294.74
3,442.64
2,134.52
2,392.12
1,757.65
294.06
2,252.45
4,362:81
2,176.53
2,050.42
4,863.81
1,410.94
1,564.27
SCHEDULE1
TOTAL
54,947.09
55,384.35
58,306.11
57,206.06
65,546.88
57,418.95
7,396.11
56,890.49
54,694.64
57,346.80
54,694.64
60,163.27
54,694.64
58,420.08
57,332.45
57,086.76
56,452.29
54, 694.64
55,180.21
64,412.71
59,328.93
63,758.01
62,985.43
60,207.47
56,105.58
56,818.13
38,754.79
56,141.00
923.07 1,815.28 57,432.99
16,590.76 46,605.31 1,609,801.50
AA 6
Page I of 7
SCHEDULEI
(continued)
REGIONAL COUNCIL MEMBERS
2017 REMUNERATION AND EXPENSES
CONFERENCES,
MEETINGS
REMUNERATION MILEAGE & OTHER TOTAL.
REGIONAL CHAIR
Anderson, R. 206,610.76 5,578.12 14,028.49 226,217.37
NOTES TO SCHEDULE OF REGIONAL COUNCIL MEMBERS 2017 REMUNERATION AND EXPENSES
(1) Remuneration to the Regional Chair and Regional Councillors is authorized under by-laws #16-2007,
#01-2005, #08-2004, #09-2004, #10-2004, #50-95 and #61-93.
(2) The Regional Chair is provided with an automobile and is reimbursed for actual,expenses incurred.
(3) Regional Councillors are reimbursed as follows:
Mileage - based on the approved rate per kilometre.
Conferences, Meetings, etc. -
Meals & Incidentals - based on the approved rate of $75/day without receipts; however, if the daily
rate is insufficient, actual expenses with receipts are reimbursed.
Accommodation, registration, etc. - reimbursed based on .actual receipts.
Term Limit maximum of $10,000 for conferences.
(4) Remuneration paid to Regional Councillor by Area Municipality and the Region reimburses the Area Municipality.
(5) Denotes Regional Standing Committee Chair.
(6) Expenses for Regional Council study and training sessions are not included in this statement.
3111.7 Page 2 of
SCHEDULE 2
REGIONAL COUNCIL, MEMBERS
2017 COMPENSATION PAID IN LIEU OF PENSION PLAN
REGIONAL COUNCIL MEMBERS
Aker, J.
Ashe, K.
Ballinger, J. (3)
Carter, D.
Chapman, R.
Collier, S.
Diamond, N. (4)
Drew, R.
Drumm, J.
Grant, J.
Henry, J.
Jordan, C.
McLean, W.
McQuaid -England, A.
Neal, John
O'Connor, G.L.
Parish, S.
Pickles, D.
Pidwerbecki, N.
Rowett, T.
.Ryan, D. (4)
Smith, T.
IN LIEU OF PENSION
4,853.22
4,853.22
5,223.15
4,853.22
5,671.57
4,853.22
5,508.48
5,671.57
4,853.22
4,853.22
4,853.22
4,853.22
5,671.57
4,853.22
4,853.22
5,671.57
4,853.22
5,496.97
5,671.57
4,853.22
9,775.74
4,853.22
117,454.05
NOTES TO SCHEDULE OF 2017 COMPENSATION PAID IN LIEU OF PENSION PLAN
(1) Pursuant to by-law #08-2004, members of Regional Council, including the Chair, who are not enrolled in
OMERS, are entitled to compensation in lieu of a pension plan. Payment is made in the current year
based on prior year's earnings.
(2) Pursuant to by-law #16-2007, the Regional Chair is enrolled in OMERS.
(3) Amount for In Lieu of Pension includes entitlement based on a portion of 2015 and 2016 earnings.
(4) Amount for In Lieu of Pension includes entitlement based on 2016 and 2017 earnings.
;iU 49 Page 3 of 7
SCHEDULE3
REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS
2017 REMUNERATION AND EXPENSES
CONFERENCES,
CONVENTIONS,
REGIONAL COUNCIL MEETINGS &
APPOINTEES REMUNERATION MILEAGE OTHER TOTAL
Central Lake Ontario
Conservation Authority
Aker, J.
350.00
71.82
- 421.82
Chapman, B.
400.00
77.86
- 477.86
Collier, S.
250.00
97.20
- 347.20
Drumm, J.
350.00
68.04
- 418.04
Gleed, D.
400.00
-
400.00
Hooper, R.
400.00
-
- 400.00
Mitchell, D.
2,850.00
139.86
- 2,989.86
Neal, John
400.00
172.80
- 572.80
Neal, Joe
400.00
-
- 400.40
O'Connor, G.L.
300.00
276.05
- 576.05
Pickles, D.
400.00
190.95
- 590.95
Pidwerbecki, N.
400.00
77.76
- 477.76
Rowett, T.
250.00
143.90
- 393.10
Roy, E.
50.00
15.12
- 65.12
Ballinger, J.
7,200.00
1,330.56
- 8,530.56
Ganaraska Region
1,385.92
611.00
- 1,996.92
Conservation Authority
3,941.21
2,441.00
- 6,382.21
Partner, W.
990.00
466.68
- 1,456.68
Woo, W.
275.00
126.24
- 401.24
1,265.00
592.92
- 1,857.92
Kawartha Region
Conservation Authority
Hooper, R.
780.00
394.50
- 1,174.50
Kett, D.
420.00
560.50
- 980.50
Rowett, T.
240.00
92.00
- 332.00
Smith, T.
1,020.00
548.00
- 1,568.00
2,460.00
1,595.00
4,055.00
Lake Simcoe Region
Conservation Authority
Bath, D.
400.00
237.60
- 637.60
Drew, R.
900.00
606.96
- 1,506.96
Molloy, P.
1,000.00
297.00
- 1,297.00
2,300.00
1,141.56
- 3,441.56
Toronto & Region
Conservation Authority
Ashe, K.
692.96
360.00
- 1,052.96
Ballinger, J.
1,862.33
1,470.00
- 3,332.33
Jordan, C.
1,385.92
611.00
- 1,996.92
3,941.21
2,441.00
- 6,382.21
Page 4 of 7
31119
REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS
2017 REMUNERATION AND EXPENSES
REGIONAL COUNCIL
APPOINTEES
Durham Accessibility Advisory Committee
Atkinson, R.
Barrie, S.
Bell, M.
Boose, C.
Campbell, D.
Drumm, J.
McAllister, D.
O'Bumsawin, A.
Roche, M.
Rundle, P.
Sones, S.
Stevenson, J.
Sutherland, M.
Durham Agricultural Advisory Committee
Bacon, 1.
Bath, D.
Bowman, E.
Cohoon, Z.
Henderson, J.
Howsam, B.
Kemp, K.
Kennedy, K.
O'Connor, G.L.
Puterbough, F.
Risebrough, D.
Rowett, T.
Schillings, H.
Smith, B.
Taylor, G.
Watpool, T.
Winter, B.
Durham Trail Coordinating Committee
SCHEDULE 3
(Continued)
CONFERENCES,
CONVENTIONS,
MEETINGS &
REMUNERATION MILEAGE OTHER TOTAL
46.74 - 46.74
250.00 250.00
46.74 250.00 296.74
307.48
- 144.18
- 118,80
- 345.60
- 168.48
- 111.78
- 528.66
378.00
564.73
133.06
338.69
135.32
452.09
- 72.58
3,799.45
307.48
144.18
118.80
345.60
100.00 268.48
- 111.78
528.66
378.00
100.00 664.73
133.06
338.69
135.32
452,09
- 72.58
200.00 3,999.45
Back, J.
- 68.47
- 68.47
Ballinger, J.
- -
- -
Carter, D.
- -
-
Clayton, W.T.
- 452.95
- 452.95
Collier, S.
- -
- -
Davidson, P.
- 29.27
29.27
Jones, K.
- 44.06
44.06
Lodwick, G.
- 189.54
189.54
McDougall, I.
- 386.42
342.50 728.92
Mujeeb, A.
- 39.53
- 39.53
Neal, J
-
-
Pickles, D.
-
-
Roy, E.
-
-
Slaughter, C.
- 29.81
29.81
Taylor, D.
- 52.49
52.49
Weist, M.
42.12
- 42.12
- 1,334.66
342.50 1,677.16
31620
Page 5 of 7
SCHEDULE 3
(Continued)
REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS
2017 REMUNERATION AND EXPENSES
CONFERENCES,
CONVENTIONS,
REGIONAL COUNCIL MEETINGS &
APPOINTEES REMUNERATION MILEAGE OTHER TOTAL,
Durham Environmental
Advisory Committee
Carpentier, G.
-
375.84
-
375.84
Chaudhry, 0.
-
334.47
-
334.47
Clearwater, S.
-
209.52
20.00
229.52
Duffy, C.
-
-
-
-
Henry, J.
-
-
-
-
Junop, C.
-
131.33
-
131.33
Layton, G.
-
219.78
-
219.78
Manns, H.
-
432.00
-
432.00
McDonald, K.
-
32.40
-
32.40
McGuire, M.
-
-
-
-
McRae, E.
-
50.22
-
50.22
Moss -Newman, W.
-
69.34
-
69.34
Murray, K.
-
66.96
-
66.96
Parish, S.
-
-
-
Pettingill, C.
-
403.49
-
403.49
Porter, E.
-
-
-
-
Sellers, K.
-
124.74
-
124.74
Stathopoulos, D.
-
319.79
-
319.79
Thompson, M.
-
94.50
-
94.50
Tincombe, C.
-
-
-
-
-
2,864.38
20.00
2,884.38
Durham Region Non -Profit
Housing Corporation
Anderson, R.
-
-
-
-
Carter, D.
6,000.00
-
1,326.86
7,326.85
Chapman, B.
-
1,461.98
1,461.98
O'Connor, G.L.
-
-
-
-
Pickles, D.
-
-
-
-
Pidwerbecki, N.
-
-
-
-
Neal, J.
-
-
-
-
6,000.00
-
2,788.84
8,788.84
Durham Region Police Services Board
Anderson, R.
10,979.28
-
2,767.85
13,747.13
Drew, B.
5,979.22
248.37
4,898.44
11,126.03
McLean, W.
5,979.22
-
9,009.96
14,989.18
Lal, S.
11,087.00
305.91
4,691.49
16,084.40
34,024.72
554.28
21,367.74
55,946.74
Federation of Canadian Municipalities
Anderson, R.
-
-
8,386.81
8,386.81
-
-
8,388.81
.8,386,81
Greater Toronto Airport Authority
Consultative Committee
Weiss, K
-
134.21
-
134.21
-
134.21
-
134,21
Page 6 of 7
3421
REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS
2017 REMUNERATION AND EXPENSES
REGIONAL COUNCIL
58.65
APPOINTEES
REMUNERATION
402.32
Land Division Committee
.108.00
Hamilton, P.
2,380.16
Hudson, E.
1,755.18
Hurst, J.
3,198.66
Kydd, G.
2,145.22
Malone, R.
1,950.20
Marquis, D.
2,145.22
Reinhardt, K.
1,365.14
Rack, G.
1,365.14
16,304.92
Toronto Global
Anderson, R.
-
CTC Source Protection
Presta, J
-
CONFERENCES,
CONVENTIONS,
MEETINGS &
MILEAGE OTHER
79.37
428.38
58.65
640.37
58.27
402.32
596.59
.108.00
128.86
70.39
2,275.89
295.31
256.53
256.53
Trent Conservation Coalition
Source Protection Committee
Franklin, R. 600.00 98.00
600.00 98.00
SCHEDULE3
(Continued)
TOTAL
2,459.53
1,755.18
3,198.66
2,632.25
2,648.84
2,547.54
2,069.73
1,564.39
18,876.12
1,000.98 1,000.98
1,000.98 1,000.98
NOTE TO SCHEDULE OF REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS 2017 REMUNERATION AND EXPENSES
No remuneration or expenses were paid to Regional Council Appointees to the:
2014 Municipal Election Compliance Audit Committee
- 9-1-1 Management Board
- Association of Local Public Health Agencies
- Association of Municipalities of Ontario
- Business Advisory Centre Durham
- Canadian National Exhibition Association
- Development Charges Complaint Committee
Durham Advisory Committee on Homelessness
- Durham Nuclear Health Committee
- Durham Region Child and Youth Advocate
- Durham Region Roundtable on Climate Change
- Durham Region Transit Commission
- Durham Regional Local Housing Corporation
- East Duffins Headwaters Committee
- Energy from Waste - Waste Management Advisory Committee
- GTA Agricultural Action Committee & ,Golden Horseshoe Food & Farming Alliance
- Greater Toronto Airports Authority
- Local Diversity and Immigration Partnership Council
- Regional Task Force on Affordable and Seniors' Housing
- Royal Agricultural Winter Fair Association
- South Georgian Bay -Lake Simcae Source Protection Committee
- TRCA Trail Guidelines Advisory Committee
- Transit Advisory Committee
256.53
256.53
698.00
698.00
�1 �Page 7 of 7
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