HomeMy WebLinkAbout2018-03-26Clarington
General Government Committee
Minutes
March 26, 2018
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Minutes of a meeting of the General Government Committee held on Monday,
March 26, 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 C.Traill left
the meeting at 12:45 PM
Regrets: Councillor W. Woo
Staff Present: A. Allison, R. Albright, G. Acorn, S. Brake, A. Greentree,
M. Marano, R. Maciver, N. Taylor, G. Weir, J. Gallagher, S. Gray
1 Call to Order
Mayor Foster called the meeting to order at 9:30 AM.
Mayor Foster reflected on Durham Regional Chairman Roger Anderson's time served
and expressed condolences on behalf of the Municipality of Clarington. A moment of
silence was observed in memory of Durham Regional Chairman Roger Anderson.
2 New Business — Introduction
There were no new business items added to the Agenda.
3 Adopt the Agenda
Resolution #GG -157-18
Moved by Councillor Partner, seconded by Councillor Traill
That the Agenda for the General Government Committee meeting of March 26, 2018 be
adopted as presented.
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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Clartw-n General Government Committee
Minutes
March 26, 2018
6 Adoption of Minutes of Previous Meeting
Resolution #GG -158-18
Moved by Councillor Hooper, seconded by Councillor Cooke
That the minutes of the regular meeting of the General Government Committee meeting
held on March 5, 2018, be approved.
Carried
7 Delegations
7.1 Chris Darling, Central Lake Ontario Conservation Authority, Regarding
CLOCA 2017 Year in Review
Chris Darling, Central Lake Ontario Conservation Authority (CLOCA), was present
regarding the CLOCA 2017 Year in Review. He made a verbal presentation to
accompany an electronic presentation. Mr. Darling provided background information on
the Conservation Authorities of Ontario and reviewed their jurisdiction. He highlighted
the core programs for CLOCA. He continued by providing details on watershed
science, watershed management, and community outreach and engagement. Mr.
Darling referred to a map of the conservation areas in the Region of Durham and noted
that they have seen an increase in visitors. He concluded by highlighting their
community outreach and provided details of events and programs CLOCA is involved
in. Mr. Darling thanked the Committee and advised he was available to answer
questions.
7.2 Topher Papps, President, Fetch & Co. Inc., Regarding Establishing a Non -
Profit Canine Memorial & Inurnment Space
Topher Papps, President, Fetch & Co. Inc., was present regarding a request to
establish a Non -Profit Canine Memorial & Inurnment Space within the Municipality of
Clarington. Mr. Papps explained that the proposed space would include: park -like
features, memorials and tributes, and niche walls. He stated that there would be no in -
ground burials within the proposed space. Mr. Papps mentioned that currently there are
limited inurnment options for cremated canine remains across the province. He stated
that a better solution is needed to service the communities growing human and canine
populations. Mr. Papps explained that the land for this proposed space would be
leased, at a nominal cost, from the Municipality of Clarington on a renewable term. He
stated that the funding for the project would be raised through inurnment fees, crowd
funding, fundraising events, grants, donations and the sale of memorial plaques. Mr.
Papps explained that a portion of the proceeds will be placed in a trust fund, to ensure
sufficient funding for operating and maintenance costs exist in perpetuity. He stated
that landscaping design services have been offered for the project free of charge, and
have been in contact with niche wall maintenance. Mr. Papps concluded by mentioning
that he and his partner will commit to running the foundation for a minimum of ten years
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Clarington- General Government Committee
Minutes
March 26, 2018
and that, at no time, will the municipality of Clarington be responsible for operating or
maintaining the space.
Suspend the Rules
Resolution #GG -159-18
Moved by Councillor Partner, seconded by Councillor Traill
That the Rules of Procedure be suspended to allow Members of Committee to speak to
the delegation of Topher Papps, President, Fetch & Co. Inc., regarding Establishing a
Non -Profit Canine Memorial & Inurnment Space, a second time.
Carried
Resolution #GG -160-18
Moved by Councillor Traill, seconded by Councillor Hooper
That the Delegation of Topher Papps, President, Fetch & Co. Inc., Regarding
Establishing a Non -Profit Canine Memorial & Inurnment Space, be referred to staff for
further comment prior to the summer break.
Motion Lost
Resolution #GG -161-18
Moved by Councillor Traill, seconded by Councillor Cooke
That the delegation of Topher Papps, President, Fetch & Co. Inc., regarding
Establishing a Non -Profit Canine Memorial & Inurnment Space, be received with thanks.
Carried
Resolution #GG -162-18
Moved by Councillor Hooper, seconded by Councillor Cooke
That the delegation of Chris Darling, Central Lake Ontario Conservation Authority,
Regarding CLOCA 2017 Year in Review, be received with thanks.
Carried
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Clarington General Government Committee
Minutes
March 26, 2018
8 Communications - Receive for Information
8.1 Minutes of the Orono Business Improvement Area dated November 15,
2018
Resolution #GG -163-18
Moved by Councillor Partner, seconded by Councillor Traill
That the Communication Item 8.1 be received for information.
Carried
9 Communications — Direction
9.1 Robert Auger, Clerk, Town of Essex, Regarding User pay Childcare
Services at AMO and FCM Conferences
Resolution #GG -164-18
Moved by Councillor Traill, seconded by Councillor Cooke
That the following Town of Essex resolution, regarding the user pay childcare services
at AMO and FCM Conferences, be endorsed by the Municipality of Clarington:
That the Association of Municipalities of Ontario (AMO) and the Federation of
Canadian Municipalities (FCM) be requested to offer user pay childcare at
conferences during conference hours.
Carried
9.2 Topher Papps, President, Fetch & Co. Inc., Regarding Establishing a Non -
Profit Canine Memorial & Inurnment Space
Resolution #GG -165-18
Moved by Councillor Cooke, seconded by Councillor Traill
That Communication Items 9.2, be received for information.
Carried
9.3 Ken and Shelly Rivers, Regarding Train Whistle Cessation in Clarington
Resolution #GG -166-18
Moved by Councillor Hooper, seconded by Councillor Partner
That Correspondence Item 9.3, be referred to the Director of Engineering.
Carried
Clarington
10 Presentations
No Presentations
Recess
Resolution #GG -167-18
General Government Committee
Minutes
March 26, 2018
Moved by Councillor Partner, seconded by Councillor Hooper
That the Committee recess for 10 minutes.
Carried
The meeting reconvened at 10:41 AM with Councillor Partner in the Chair.
11 Engineering Services Department
No Reports for this section of the Agenda.
Councillor Partner chaired this portion of the meeting.
12 Operations Department
12.1 OPD -004-18 Pitch In Week and 2018 Waste Events
Resolution #GG -168-18
Moved by Councillor Hooper, seconded by Councillor Traill
That Report OPD -004-18 be received for information.
Carried
12.2 OPD -005-18 2017 Winter Budget Report
Resolution #GG -169-18
Moved by Councillor Hooper, seconded by Councillor Neal
That Report OPD -005-18 be received for information.
Carried
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Minutes
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Councillor Cooke chaired this portion of the meeting.
13 Emergency and Fire Services Department
13.1 ESD -003-18 Emergency Services Activity Report — Q4 2017
Resolution #GG -170-18
Moved by Mayor Foster, seconded by Councillor Hooper
That Report ESD -003-18 be received for information.
Carried
Councillor Hooper chaired this portion of the meeting.
14 Community Services Department
14.1 CSD -003-18 Recreation Facility Concession Operations Review
Resolution #GG -171-18
Moved by Councillor Partner, seconded by Mayor Foster
That Report CSD -003-18 be received;
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
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.
Carried
14.2 CSD -004-18 2017 Year End Review
Resolution #GG -172-18
Moved by Councillor Cooke, seconded by Mayor Foster
That Report CSD -004-18 be received for information.
Carried
M
Clarington
Suspend the Rules
Resolution #GG -173-18
Moved by Councillor Traill, seconded by Mayor Foster
General Government Committee
Minutes
March 26, 2018
That the Rules of Procedure be suspended to extend the meeting until 12:30 PM.
Carried
Councillor Traill chaired this portion of the meeting.
15 Municipal Clerk's Department
15.1 CLD -008-18 "Use of Corporate Resources for Election Purposes" Policy
Resolution #GG -174-18
Moved by Councillor Cooke, seconded by Councillor Hooper
That Report CLD -008-18 be received;
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;
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;
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
That all interested parties listed in Report CLD -008-18 and any delegations be advised
of Council's decision.
Carried as Amended
Later in the Meeting
(See following motions)
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Clarington General Government Committee
Minutes
March 26, 2018
Resolution #GG -175-18
Moved by Councillor Neal, seconded by Councillor Cooke
That the foregoing Resolution #GG -174-18 be amended by adding the following:
That Policy F110 be amended include "any person seeking a nomination for a
party„
Carried
Resolution #GG -176-18
Moved by Mayor Foster, seconded by Councillor Partner
That the foregoing Resolution #GG -174-17 be amended by deleting Section 2b and 2e
from Policy F5.
Motion withdrawn
Suspend the Rules
Resolution #GG -177-18
Moved by Mayor Foster, seconded by Councillor Hooper
That the Rules of Procedure be suspended to extend for an additional fifteen minutes to
12:45 PM.
Carried
Suspend the Rules
Resolution #GG -178-18
Moved by Councillor Hooper, seconded by Councillor Cooke
That the Rules of Procedure be suspended to allow Members of Committee to speak to
the foregoing Resolution #GG -174-18 a second time.
Carried
Resolution #GG -179-18
Moved by Mayor Foster, seconded by Councillor Partner
That Report CLD -008-18 be referred to the General Government Committee meeting of
April 16, 2018; and
That Policy F110 be revised to align with the Region of Durham policy.
Motion withdrawn
Clarington-
General Government Committee
Minutes
March 26, 2018
The foregoing Resolution #GG -174-18 was then put to a vote and carried as amended.
15.2 CLD -011-18 Appointments to the Active Transportation and Safe Roads
Advisory Committee
Resolution #GG -180-18
Moved by Mayor Foster, seconded by Councillor Hooper
That Report CLD -011-18 be received;
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:
That all interested parties listed in Report CLD -011-18 and any delegations be advised
of Council's decision.
Carried
Suspend the Rules
Resolution #GG -181-17
Moved by Councillor Partner, seconded by Councillor Hooper
That the Rules of Procedure be suspended to extend the meeting until 1:15 PM.
Motion Lost
Recess
The Committee recessed for their one hour scheduled break as per the Procedural
By-law.
The meeting reconvened at 1:46 PM with Mayor Foster in the Chair.
Clarington
16 Corporate Services Department
General Government Committee
Minutes
March 26, 2018
16.1 COD -008-18 Supply and Delivery of Bulk Gas and Diesel Fuels (Co-
operative Tender)
Resolution #GG -182-18
Moved by Councillor Hooper, seconded by Councillor Neal
That Report COD -008-18 be received;
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;
That the funding required annually in the amount be drawn from the respective
operating account;
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;
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.
Carried
16.2 COD -009-18 Farewell Creek Trail — Phase I and Erosion Protection Works
Resolution #GG -183-18
Moved by Councillor Neal, seconded by Councillor Cooke
That Report COD -009-18 be received;
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.
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) 110-32-325-83288-7401 $500,000.00
Various Erosion Protection Works (2018) 110-32-340-83437-7401 $111,320.33
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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.
Carried
16.3 COD -010-18 Driveway Tie-ins Work
Resolution #GG -184-18
Moved by Councillor Neal, seconded by Councillor Partner
That Report COD -010-18 be received;
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;
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;
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
That all interested parties listed in Report COD -010-18 and any delegations be advised
of Council's decision by the Corporate Services Department.
Carried
17 Finance Department
17.1 FND-002-18 2017 Building Permit Fees Annual Report
Resolution #GG -185-18
Moved by Councillor Hooper, seconded by Councillor Cooke
That Report FND-002-18 be received for information.
Carried
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Clar-ington
General Government Committee
Minutes
March 26, 2018
17.2 FND-003-18 Mayor and Council Remuneration and Expenses For 2017
Resolution #GG -186-18
Moved by Councillor Partner, seconded by Councillor Cooke
That Report FND-003-18 be received for information.
Carried
18 Solicitor's Department
No Reports for this section of the Agenda.
19 Chief Administrative Office
No Reports for this section of the Agenda.
Closed Session
Resolution #GG -187-18
Moved by Councillor Partner, seconded by Councillor Hooper
That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the
meeting be closed for the purpose of discussing a matter that deals with personal
matters about an identifiable individual, including municipal or local board employees.
Carried
Rise and Report
The meeting resumed in open session at 2:50 PM with Mayor Foster in the Chair.
Mayor Foster advised that one item was discussed in "closed" session in accordance
with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed.
20 New Business — Consideration
Suspend the Rules
Resolution #GG -188-18
Moved by Councillor Neal, seconded by Councillor Cooke
That the Rules of Procedure be suspended to introduce new business item, Fire
Inspections.
Carried
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C��� � General Government Committee
Minutes
March 26, 2018
Resolution #GG -189-18
Moved by Councillor Neal, seconded by Councillor Cooke
That staff report back on what powers currently exist to institute mandatory random fire
inspections; and
That staff petition the Province to provide municipalities the power to do so if necessary.
Carried Later in the Meeting
Suspend the Rules
Resolution #GG -190-18
Moved by Councillor Partner, seconded by Councillor Neal
That the Rules of Procedure be suspended to allow Members of Committee to speak to
the foregoing Resolution #GG -189-18 a second time.
Carried
The foregoing Resolution #GG -189-17 was then put to a vote and carried.
21 Unfinished Business
22 Confidential Reports
There were no items considered under this section of the Agenda.
23 Adjournment
Resolution #GG -191-18
Moved by Councillor Neal, seconded by Councillor Partner
That the meeting adjourn at 3:01 PM.
ell
Mayor L"ele
Carried
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Deputy Clerk