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09/04/2018
Final C141llgC0Il General Government Committee Agenda Date: Tuesday, September 4, 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: September 4, 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 June 18 Minutes of a Regular Meeting of June 18, 2018 Page 6 Minutes 7 Delegations 7.1 Dr. Amit Sharda, Elite Realty and Investments, Regarding A Driveway Expansion and Removal of Street Parking at 98 King Street, Bowmanville 7.2 Niels Hodsman, Assistant Chair Durham Multifaith World Religion Day Committee Regarding Durham MultiFaith World Religion Day in Clarington 8 Communications - Receive for Information 8.1 Bowmanville Minutes of the Bowmanville Business Improvement Authority Page 28 BIA Minutes dated June 12, 2018 8.2 Newcastle Minutes of the Newcastle Business Improvement Authority Page 31 BIA Minutes dated June 14, 2018, July 12, 2018 and August 9, 2018 8.3 Tyrone Minutes of Tyrone Community Centre dated May 16, 2018 Page 38 Minutes and June 20, 2018 Page 2 Clarington General Government Committee Agenda Date: September 4, 2018 Time: 9:30 AM Place: Council Chambers 8.4 GRCA Minutes of the Ganaraska Region Conservation Authority Page 42 Minutes dated June 21, 2018 8.5 Shelia Hall, Sheila Hall, Executive Director, Clarington Board of Trade, Page 46 Clarington Regarding Economic Development Activity Report Board of January 1, 2018 to July 31, 2018 Trade 9 Communications — Direction 9.1 R. W. Ryan Paquette, Project Coordinator, R.W. Tomlinson Page 52 Tomlinson Limited — MTO - Hwy #115 Culverts Noise By-law Limited Exemption Request (Motion to approve an exemption to the Municipality's Noise By-law 2007-071 for Hwy #115 Culverts Construction from September 7, 2018 until October 31, 2018) 9.2 Andrew Andrew Brouwer, City Clerk, City of Oshawa, Regarding Page 53 Brouwer, City of Addressing Affordable Accessible Housing Needs in Oshawa Ontario (Motion for Direction) 9.3 Stephen Covey, Stephen Covey, Chief of Police and Chief of Security Page 55 CN Officer, CN, Regarding Rail Safety Week (Motion for Direction) 9.4 Ulli Watkiss, Ulli Watkiss, City Clerk, City of Toronto, Regarding Page 57 City of Toronto Immediate Steps to Address Gun Violence (Motion for Direction) 10 Presentations No Presentations Page 3 CIarington General Government Committee Agenda Date: September 4, 2018 Time: 9:30 AM Place: Council Chambers 11 Engineering Services Department 11.1 EGD -015-18 Rainbow Crosswalks Page 66 11.2 EGD -016-18 GO Transit Newcastle Village - Annual Status Update Page 72 11.3 EGD -017-18 Municipal Wide Whistle Cessation Study Page 75 11.4 EGD -018-18 Clarington Urban Forest Strategy Page 83 12 Operations Department No Reports 13 Emergency and Fire Services Department 13.1 ESD -006-18 Proposed Amendment to Emergency Management Page 112 By-law 2018-010 13.2 ESD -007-18 Emergency Services Activity Report - Q2 2018 Page 116 14 Community Services Department No Reports 15 Municipal Clerk's Department 15.1 CLD -019-18 Amendment to Procedural By-law Page 120 16 Corporate Services Department 16.1 COD -028-18 Contract Awards During Council Recess Page 126 Page 4 CIarington General Government Committee Agenda Date: September 4, 2018 Time: 9:30 AM Place: Council Chambers 17 Finance Department 17.1 FND-012-18 2018/2019 Insurance Program Page 163 17.2 FND-013-18 Financial Update as at June 30, 2018 Page 169 18 Solicitor's Department No Reports 19 Chief Administrative Office 19.1 CAO -010-18 Strategic Plan 2015-2018 Final Report Page 182 19.2 CAO -011-18 Exceptional Compensation Policy B8 Update Page 199 19.3 CAO -012-18 Tourism Service Delivery Review Page 216 19.4 CAO -013-18 Appointment of Deputy Treasurer - Trevor Pinn Page 292 20 New Business — Consideration 21 Unfinished Business No Reports 22 Confidential Reports No Reports 23 Adjournment Page 5 Clarington General Government Committee Minutes June 18, 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, June 18, 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, Councillor C. Traill and Councillor W. Woo Staff Present: A. Allison, J. Caruana, F. Horvath, M. Marano, R. Maciver, N. Taylor, G. Weir, J. Gallagher, S. Gray, R. Albright 1 Call to Order Mayor Foster called the meeting to order at 9:30 AM. 2 New Business — Introduction Councillor Neal asked that a new business item, regarding Sidewalks on Robert Adams Road, be added to the New Business — Consideration section of the agenda. Councillor Neal asked that a new business item, regarding Sidewalk Locations on Tooley Road, be added to the New Business — Consideration section of the agenda. Councillor Partner asked that a new business item, regarding Seniors and Affordable Housing, be added to the New Business — Consideration section of the agenda. 3 Adopt the Agenda Suspend the Rules Resolution #GG -333-18 Moved by Councillor Neal, seconded by Councillor Cooke That the Rules of Procedure be suspended to add Gord Robinson to the delegation portion of the Agenda. Carried - 1 - Clarington General Government Committee Minutes June 18, 2018 Resolution #GG -334-18 Moved by Councillor Neal, seconded by Councillor Hooper That the Agenda for the General Government Committee meeting of June 18, 2018 be adopted with the addition of the new business items regarding: x Sidewalks on Robert Adams Road x Sidewalk Locations on Tooley Road x Seniors and Affordable Housing 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. 6 Adoption of Minutes of Previous Meeting Resolution #GG -335-18 Moved by Councillor Woo, seconded by Councillor Partner That the minutes of the regular and the Closed Session Minutes of the General Government Committee meeting held on May 28, 2018, be approved. Carried 7 Delegations 7.1 Andrew Clowes, Regarding Traffic Concerns on Old Scugog Road Andrew Clowes was present regarding Traffic Concerns on Old Scugog Road. Mr. Clowes explained that he is concerned with the area of Concession Road 4 and Old Scugog Road. Mr. Clowes made a verbal presentation to accompany an electronic presentation. He is concerned with the volume and speed of the traffic in the community. Mr. Clowes provided a petition to the Committee containing 68 signatures. He explained that, of the 80 homes where the petition was delivered, there were only four negative responses. Mr. Clowes stated that community members are afraid when they go for a walk, ride their bikes, drive their cars, or when letting their children play in their front yards. He noted that, in the last nine months, there have been four serious accidents in the area. Mr. Clowes displayed pictures of previous accidents which took place in the community. He explained that Old Scugog Road is perceived to be a short cut and that the shortest route is not the fastest. Mr. Clowes noted that Old Scugog -2- Clariiw-n General Government Committee Minutes June 18, 2018 Road is designated as a Class 4 local road and has no sidewalks, which makes it unsafe to go walking or cycling. He stated that excessive speed was a major component in the previous mentioned accidents. Mr. Clowes expressed that there is no need for large trucks to cut through the community. He explained that he received a letter from Hydro One advising Mr. Clowes that they will use Old Scugog Road unless required. Mr. Clowes explained that there needs to be a deterrent for the short cutters driving too fast. He stated that he is requesting three solutions to the problem. Suspend the Rules Resolution #GG -336-18 Moved by Councillor Woo, seconded by Councillor Hooper That the Rules of Procedure be suspended to allow the delegation of Andrew Clowes to be extended for an additional two minutes. Carried Mr. Clowes requested that the Committee install an all way stop at the intersection of Old Scugog Road and Fourth Concession, install a four way stop at the intersection of Old Scugog Road, Craig Court and Glenelge Court change the speed limit from 60 km/hr on Old Scugog Road to 50 km/hr, a sign be installed to prohibit heavy truck traffic, and that there be increased speed limit enforcement. He concluded by asking the Committee to take corrective action now and support the residents in the community. Resolution #GG -337-18 Moved by Councillor Hooper, seconded by Councillor Neal That the delegation of Andrew Clowes, regarding Traffic Concerns on Old Scugog Road, be referred to staff to report back to the Council Meeting of July 3, 2018. Carried 7.2 David Veenstra, St. Marys Cement Community Relations Committee Co - Chair; Ruben Plaza, Corporate Environmental Manager, St. Marys Cement; and Ernie Hamilton, Quarry Manager, St. Marys Cement Regarding the St. Marys Cement Community Relations Committee Annual Report David Veenstra, St. Marys Cement Community Relations Committee Co -Chair; Ruben Plaza, Corporate Environmental Manager, St. Marys Cement; and Ernie Hamilton, Quarry Manager, St. Marys Cement were present, regarding the St. Marys Cement Community Relations Committee Annual Report. They made a verbal presentation to accompany an electronic presentation. Mr. Veenstra explained that the St Marys Cement Community Relations Committee allows for a forum for discussion, and provides advice to St Marys Cement on effects to the community. He stated that there has been an updated terms of reference since the last Annual Report. Mr. Plaza provided the Committee with an update on the 2017 Annual Report and outlined awards -3- Clarington General Government Committee Minutes June 18, 2018 and certifications received in 2017. He mentioned that the environmental performance from 2017 was increased from 2016, and they plan to continue to reduce emissions in 2018. Mr. Hamilton continued by explaining mining operations and that there were no peak air vibration levels and no exceedances in 2017. Mr. Plaza noted that there were 24 complaints, and that the majority were due to blasting. He concluded by outlining the community initiatives within the Municipality of Clarington. Councillor Neal left the meeting at 10:18 AM. Resolution #GG -338-18 Moved by Councillor Hooper, seconded by Councillor Partner That the delegation of David Veenstra, St. Marys Cement Community Relations Committee Co -Chair; Ruben Plaza, Corporate Environmental Manager, St. Marys Cement; and Ernie Hamilton, Quarry Manager, St. Marys Cement Regarding the St. Marys Cement Community Relations Committee Annual Report, be referred to Communication Item 8.6. Carried Councillor Neal returned to the meeting at 10:21 AM. 7.3 Elizabeth Pierce, Catholic Family Services of Durham, Regarding The Hope of Durham Region Capital Initiative Elizabeth Pierce, Catholic Family Services of Durham, was present, regarding The Hope of Durham Region Capital Initiative. She made a verbal presentation to accompany an electronic presentation. Ms. Pierce explained that, in 2010, the Catholic Family Services of Durham (CFSD) submitted a major capital grant application to the Ministry of Community and Social Services (MCSS). She stated that, in May 2017, CFSD was awarded $1.12 million and in October, 2017 they purchased a property. Ms. Pierce explained that The Hope of Durham's vision is to provide a single point of access for key supportive services to all individual and families in Durham Region. She outlined the demographics including the regional breakdown of users. Ms. Pierce highlighted the benefits of the program, including increasing access to key services and an overall reduction in overhead costs for collaborative partners. She explained that she is requesting a financial contribution of $20,000.00 over four years from Clarington, to contribute to the capital costs of the Hope Centre, for the benefit of all four agencies and the clients they service in the Region of Durham. Clarington General Government Committee Minutes June 18, 2018 Resolution #GG -339-18 Moved by Councillor Neal, seconded by Councillor Woo That the funding request (in the amount of $20,000 over four years) by Elizabeth Pierce, Catholic Family Services of Durham, regarding The Hope of Durham Region Capital Initiative, be referred to the 2019 Budget. Carried Recess Resolution #GG -340-18 Moved by Councillor Partner, seconded by Councillor Neal That the Committee recess for 10 minutes. Carried The meeting reconvened at 10:46 AM with Mayor Foster in the Chair. 7.4 Scott Parnell, General Manager, Canadian Nuclear Laboratories, Regarding an update on the cleanup of historic low-level radioactive waste currently underway in Port Granby Scott Parnell, General Manager, Canadian Nuclear Laboratories, was present, regarding an update on the cleanup of historic low-level radioactive waste currently underway in Port Granby. He made a verbal presentation to accompany an electronic presentation. Mr. Parnell reviewed how their obligations are met, which includes the pillars of the Port Hope Area Initiative (PHAI) and various safety programs. He provided the Committee with an update on the Port Granby Project. Mr. Parnell summarized the current work, future work, and the project schedule. Suspend the Rules Resolution #GG -341-18 Moved by Councillor Partner, seconded by Councillor Woo That the Rules of Procedure be suspended to allow the delegation of Steve Parnell to be extended for an additional two minutes. Carried He continued by highlighting the Port Hope Project status, community engagement and ongoing communication activities. Mr. Parnell concluded by reviewing the priorities of the PHAI. He answered questions from the Committee. -5- Clartw-n General Government Committee Minutes June 18, 2018 Resolution #GG -342-18 Moved by Councillor Woo, seconded by Councillor Partner That the delegation of Steve Parnell, General Manager, Canadian Nuclear Laboratories, regarding an update on the cleanup of historic low-level radioactive waste currently underway in Port Granby, be received with thanks. Carried 7.5 Jordan McCormack, Allison Ridding and Emily Allison, Regarding a Rainbow Crosswalk in Clarington Jordan McCormack and Emily Allison, were present, regarding installing a rainbow crosswalk in Clarington. Allison Ridding was unable to attend the meeting. Ms. McCormack explained that they are both long-time residents of Clarington. She stated that they chose to live in the Municipality of Clarington because of the close knit feel, a family supportive community and a large welcome sign. Ms. McCormack stated that the celebrations within Clarington are appealing to people looking for inclusion, celebration and human connection. Ms. Allison explained that communities across Canada are creating a movement of togetherness by painting rainbow colours over crosswalks. She stated that one of the most vulnerable groups in every community is the LGBTQ children and adults, and it is our responsibility and privilege to show public support, which is proven to decrease rates of depression, suicide and violence. Ms. Allison noted that there are 44 rainbow crosswalks in British Columbia, 17 in Nova Scotia, and eight in Ontario. She stated that these crosswalks promote the message of inclusion and acceptance. Ms. Allison would like to see Clarington be the pioneer of progress and inclusion by being the first municipality between Toronto and Kingston to publicly show that `Love is Love'. She proposed that the rainbow crosswalk be painted on Liberty Street in front of the Bowmanville High School, but noted that they are also open to other visible crosswalk locations. Ms. Allison explained that they have created a movement called #RainBowmanville and have received support from the community. Ms. McCormack concluded by reciting a quote from an article regarding rainbow crosswalks. Resolution #GG -343-18 Moved by Councillor Traill, seconded by Councillor Woo That staff report back to the General Government Committee meeting of September 4, 2018 with preferred location(s) for a rainbow crosswalk in the Municipality of Clarington; and That the report include options for funding the rainbow crosswalk(s). Carried M Clar-ington- General Government Committee Minutes June 18, 2018 7.6 David Staines, Territory Sales Representative, LED Roadway Lighting, Regarding Report COD -025-18 Streetlight LED Replacement Turnkey Program David Staines, Territory Sales Representative, LED Roadway Lighting, was present regarding Report COD -025-18, Streetlight LED Replacement Turnkey Program. He made a verbal presentation to accompany an electronic presentation. Mr. Staines urged the Committee to purchase Canadian made products. He provided the Committee with thebackground of LED Roadway Lighting Ltd. He explained that the LED lights they produce are vertically integrated and the majority of the work is completed in Canada. Mr. Staines noted that the NXT streetlight product is an award winning design. He provided the Committee with an overview of the Clarington RFP. Mr. Staines explained the key features of the NXT Series Streetlight. He stated that the low bid imperative and altered specificiations cause bidders to choose the cheapest product, so no bidder carried the preferred NXT Series product in their proposal. Mr. Staines explained that he is requesting the Committee to direct Ameresco to purchase NXT Series streetlights for this conversion project. Recess Resolution #GG -344-18 Moved by Councillor Neal, seconded by Councillor Hooper That the Committee recess for 5 minutes. Carried The meeting reconvened at 11:45 AM with Mayor Foster in the Chair. Suspend the Rules Resolution #GG -345-18 Moved by Councillor Woo, seconded by Councillor Partner That the Rules of Procedure be suspended to be extended for an additional fifteen minutes. Carried -7- Clar-ington- General Government Committee Minutes June 18, 2018 7.7 Gord Robinson, Durham York Victoria Land Owners Association, Regarding Development Charges Gord Robinson, Durham York Victoria Land Owners Association, was present regarding development charges. Mr. Robinson explained that there is a need for this development. He stated that other municipalities have waived these charges previously. Mr. Robinson noted that the concept plan is complete. He advised the Committee that many seniors want to downsize and remain in the community where they have spent most of their lives. Mr. Robinson concluded by asking for relief of the development charges for the project. Recess Resolution #GG -346-18 Moved by Councillor Neal, seconded by Councillor Traill That the Committee recess until 1:00 PM. Carried The meeting reconvened at 1:00 PM with Mayor Foster in the Chair. 8 Communications - Receive for Information 8.1 Minutes of the Newcastle Business Improvement Authority dated April 12, 2018 8.2 Minutes of the Newcastle Community Hall Board dated March 20, 2018 and April 17, 2018 8.3 Minutes of the Energy from Waste — Waste Management Advisory Committee dated November 23, 2017 and March 1, 2018 8.4 Minutes of the Active Transportation and Safe Roads Advisory Committee dated May 24, 2018 8.5 Minutes of the Ganaraska Region Conservation Authority dated May 17, 2018 8.6 St. Mary's Cement Community Relations Committee Annual Report Resolution #GG -347-18 Moved by Councillor Partner, seconded by Councillor Woo That the Communication Items 8.1 to 8.6 be received for information, with the exception of Communication Item 8.1. Carried Clarington General Government Committee Minutes June 18, 2018 Resolution #GG -348-18 Moved by Councillor Woo, seconded by Councillor Partner That the Communications Item 8.1 be received for information. Carried 9 Communications — Direction 9.1 Alexander Harras, Manager of Legislative Services/Deputy Clerk, Town of Ajax, Regarding Red Light Cameras 9.2 Alexander Harras, Manager of Legislative Services/Deputy Clerk, Town of Ajax, Regarding Automated Speed Enforcement Resolution #GG -349-18 Moved by Councillor Neal, seconded by Councillor Partner That Communication Items 9.1 and 9.2, be referred to the Director of Engineering. Carried 9.3 Don Mitchell, Mayor, Town of Whitby, Regarding Highway 412 Tolls Resolution #GG -350-18 Moved by Councillor Neal, seconded by Councillor Hooper Whereas the Council of the Municipality of Clarington supports the resolution of the Town of Whitby Council requesting that the tolls be removed from Highway 412; and Now therefore be it resolved that the Premier -Elect be requested to reconsider the matter and remove the tolls on Highway 412. Carried as Amended (See following motion) Resolution #GG -351-18 Moved by Councillor Hooper, seconded by Councillor Cooke That the foregoing Resolution #GG -350-18 be amended by adding the words "Highway 418" to the end of the first paragraph and the end of the second paragraph. Carried The foregoing Resolution #GG -350-18 was then put to a vote and carried as amended. Clarington-General Government Committee Minutes June 18, 2018 9.4 Garry Cubitt, Chief Administrative Officer, The Regional Municipality of Durham, Regarding Affordable & Seniors' Housing Task Force Report Resolution #GG -352-18 Moved by Councillor Partner, seconded by Councillor Hooper Whereas the Council of the Municipality of Clarington is committed to addressing the increasing issue of providing suitable and affordable housing needs for their residents; and Whereas more affordable rental housing for both low and moderately -low income households is required; and Whereas the requirement for seniors housing needs should be broader to support and address seniors financially and physically; Therefore be it resolved: That the Council of the Municipality of Clarington support the implementation of the Regional Municipality of Durham's Affordable and Seniors' Housing Task Force; That the Chief Administrative Officer or a designate be directed to take part in the Interdisciplinary Tactical Team (referenced in the Regional Municipality of Durham's Affordable and Seniors' Housing Task Force Report); That the Council of the Municipality of Clarington form a Clarington Task Force on Seniors' and Affordable Housing which will assist with the support, creation and maintenance of affordable housing; That Councillor Wendy Partner and Councillor Ron Hooper be appointed as representatives to the Clarington Task Force on Seniors' and Affordable Housing; and That Staff report back with proposed Terms of Reference for the Clarington Task Force on Seniors' and Affordable Housing. Carried Later in the Meeting (See following motions) Resolution #GG -353-18 Moved by Councillor Neal, seconded by Councillor Traill That the foregoing Resolution #GG -352-18 be amended by adding the following at the end: That staff report back in December, 2018, prior to the creation of the Clarington Task Force on Seniors' and Affordable Housing, with the proposed terms of reference. Motion Lost Later in the Meeting -10- Clarington Suspend the Rules Resolution #GG -354-18 General Government Committee Minutes June 18, 2018 Moved by Councillor Neal, seconded by Councillor Hooper That the Rules of Procedure be suspended to allow Members of Committee to speak to the matter of the foregoing Resolution #GG -353-18 a second time. Carried The foregoing Resolution #GG -353-18 was then put to a vote and lost. Resolution #GG -355-18 Moved by Councillor Neal, seconded by Councillor Traill That the foregoing Resolution #GG -352-18 be amended by adding the following at the end: That staff be directed to advertise for community representatives to the Clarington Task Force on Seniors' and Affordable Housing, in accordance with the Appointments to Boards and Committees Policy; and That Councillor Traill Hooper be appointed as an additional representative to the Clarington Task Force on Seniors' and Affordable Housing. Motion Lost on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Neal X Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Mayor Foster X The foregoing Resolution #GG -352-18 was then put to a vote and carried. 10 Presentations No Presentations - 11 - Clar-ington Councillor Woo chaired this portion of the meeting. 11 Engineering Services Department General Government Committee Minutes June 18, 2018 11.1 EGD -012-18 Building Activity Update January 1 to May 31, 2018 Resolution #GG -356-18 Moved by Councillor Hooper, seconded by Mayor Foster That Report EGD -012-18 be received for information. Carried Councillor Partner chaired this portion of the meeting. 12 Operations Department 12.1 OPD -007-18 2018 Winter Budget Report Resolution #GG -357-18 Moved by Mayor Foster, seconded by Councillor Hooper That Report OPD -007-18 be received for information. Carried 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 -009-18 - Clarington Recreational Hockey League — Request to Purchase Rink Divider Board System Resolution #GG -358-18 Moved by Mayor Foster, seconded by Councillor Woo That Report CSD -009-18 be received; That Council approve the purchase of one set of rink divider board system at an estimated cost of $10,000; -12- Clariiw-n General Government Committee Minutes June 18, 2018 That capital funding in the amount of $10,000 be transferred from the 2018 - RRC Security Camera Replacement project, Account #110-42-421-84256-7401 to fund this purchase; and That all interested parties listed in Report CSD -009-18 and any delegations be advised of Council's decision. Carried Councillor Traill chaired this portion of the meeting. 15 Municipal Clerk's Department 15.1 CLD -017-18 Appointment to the Diversity Advisory Committee Resolution #GG -359-18 Moved by Mayor Foster, seconded by Councillor Hooper That Report CLD -017-18 be received; That the vote be conducted to appoint three citizen representatives for a term ending December 31, 2020 or until a successor is appointed, to the Diversity Advisory Committee for the Municipality of Clarington, in accordance with the Appointments to Boards and Committees Policy; That the vote be conducted to appoint four citizen representatives for a term ending December 31, 2022 or until a successor is appointed, to the Diversity Advisory Committee for the Municipality of Clarington, in accordance with the Appointments to Boards and Committees Policy; and That all interested parties listed in Report CLD -017-18 and any delegations be advised of Council's decision. Carried The following appointments were made in accordance with the voting process outlined in the Council Appointments to Boards and Committees Policy for the Diversity Advisory Committee for a term ending December 31, 2020 or until a successor is appointed: x Ashfaque Choudhry x Derryck Lamptey x John Sawdon -13- Clarington- General Government Committee Minutes June 18, 2018 The following appointments were made in accordance with the voting process outlined in the Council Appointments to Boards and Committees Policy for the Diversity Advisory Committee for a term ending December 31, 2022 or until a successor is appointed: x Dorothy Koziorz x Rajeshwari Saharan x Laila Shafi x Rachel Traore Mayor Foster chaired this portion of the meeting. 16 Corporate Services Department 16.1 COD -021-18 Supply and Delivery of Tandem Diesel Dump Truck(s) with Plow Equipment Resolution #GG -360-18 Moved by Councillor Partner, seconded by Councillor Hooper That Report COD -021-18 be received; That Premier Truck Group, having satisfactorily supplied one dump truck with plow equipment under CL2016-9 and approved in Report PS -006-16, be granted authority to have their contract extended for an optional year for the supply and delivery of three tandem diesel dump trucks with plow equipment with a 2018 total bid amount of $748,137.48 (Net of HST) as required by the Operations Department; That funds required for this project in the amount of $748,137.48 (Net of HST) be drawn from the following accounts: Fleet Roads -Replacement (2018) 110-36-388-83642-7401 $249,379.16 New Fleet -Roads (2018) 110-36-388-83643-7401 $498,758.32 That the required additional funding of $28,137.48 above the $720,000 budget be approved as follows: Operations Equipment R/F $ 9,379.16 Operations Development Charges R/F $16,882.49 Municipal Capital Works R/F $ 1,875.83 That all interested parties listed in Report COD -021-18, and any delegations, be advised by the Corporate Services Department of Council's decision regarding the award. Carried -14- Clar-ington General Government Committee Minutes June 18, 2018 16.2 COD -023-18 Green Road and Boswell Drive/Clarington Blvd Roundabout Resolution #GG -361-18 Moved by Councillor Hooper, seconded by Councillor Neal That Report COD -023-18 be received; That Coco Paving Inc., with a total bid amount of $577,701.53 (Blended HST), being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2018-22, be awarded the contract for the Green Road and Boswell Drive/Clarington Blvd Roundabout project as required by the Engineering Services Department; That the funds required for this project in the amount of $742,600.00 (Blended HST) which includes the construction cost of $577,701.53 (Blended HST) and other related costs such as design, inspection, contract administration, materials testing and contingencies of $164,898.47 (Blended HST) be funded as follows: Green Road & Boswell Drive Intersection Improvements (2017) 110-32-335-83276-7401 $ 90,000.00 Green Road & Boswell Drive Intersection Improvements (2018) 110-32-335-83276-7401 $465,800.00 Green Road & Boswell Drive Intersection Improvements (2018) 110-32-335-83276-7402 $ 4,100.00 (Region Recovery) Green Road & Boswell Drive Intersection Improvements (2018) 110-32-335-83276-7403 $182,700.00 (Developer Recovery) That the contract award be subject to the Municipality securing funding for the developer portion of the contract; and That all interested parties listed in Report COD -023-18, and any delegations, be advised by the Corporate Services Department of Council's decision regarding the award. Carried -15- Clarington General Government Committee Minutes June 18, 2018 16.3 COD -025-18 Streetlight LED Replacement Turnkey Program Resolution #GG -362-18 Moved by Councillor Cooke, seconded by Councillor Hooper That Report COD -025-18 be received; That the proposal, received from Ameresco Canada Inc., being the most responsive bidder meeting all terms, conditions and specifications of RFP2018-1, be awarded the contract for the provision of services for the Streetlight LED Replacement Turnkey Program; That the funds required for this project in the amount of $3,200,000.00 (net of HST rebate) includes the construction cost of $2,898,193.01 (net of HST rebate) and other related costs such as design, contract administration, and contingencies of $301,806.99 (net of HST rebate) be funded by the Municipality as follows: Street Lighting —LED Conversion 110-32-324-83201-7401 $3,200,000.00 That all interested parties listed in Report COD -025-18 and any delegations be advised of Council's decision by the Corporate Services Department. Carried on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Neal X Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Mayor Foster X 16.4 COD -026-18 GBRRC and Fire Station #1 Parking Lot Rehabilitation Resolution #GG -363-18 Moved by Councillor Partner, seconded by Councillor Hooper That Report COD -026-18 be received; That Coco Paving Inc., with a total bid amount of $1,573,858.54 (Net HST Rebate), being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2018-7, be awarded the contract for the GBRRC and Fire Station #1 Parking Lot Rehabilitation project as required by the Engineering Services Department; -16- Clar-ington- General Government Committee Minutes June 18, 2018 That the funds required for this project in the amount of $1,755,500.00 (Net HST Rebate) which includes the construction cost of $1,573,858.54 (Net HST Rebate) and other related costs such as design, inspection, contract administration, materials testing and contingencies of $181,641.46 (Net HST Rebate) be funded by the Municipality as follows: GBRRC and Fire Station#1 Parking Lot Rehabilitation 110-32-327-84256-7401 $1,755,500.00 That all interested parties listed in Report COD -026-18 and any delegations be advised by the Corporate Services Department of Council's decision regarding the award. Carried on the followina recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Neal X Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Mayor Foster X Recess Resolution #GG -364-18 Moved by Councillor Neal, seconded by Councillor Cooke That the Committee recess for 5 minutes. Carried The meeting reconvened at 3:21 PM with Mayor Foster in the Chair. 17 Finance Department 17.1 FND-011-18 Investment Policy Resolution #GG -365-18 Moved by Councillor Neal, seconded by Councillor Partner That Report FND-011-18 be received; That the proposed updated Investment Policy be approved; and -17- Clarington- General Government Committee Minutes June 18, 2018 That Staff be directed to explore options for transitioning to prudent investor, if feasible and report back in early 2019. Carried 18 Solicitor's Department No Reports for this section of the Agenda. 19 Chief Administrative Office 19.1 CAO -007-18 Municipal Climate Change Action Resolution #GG -366-18 Moved by Councillor Partner, seconded by Councillor Hooper That Report CAO -007-18 be received; That Council endorse the development of a dedicated inter -departmental working group on climate change to facilitate cross corporate issues, coordinate research and implement required actions; That the existing Energy Management Steering Committee be dissolved and its mandate be integrated into the mandate of the new inter -departmental working group on climate change; That staff be directed to prepare an application for the Federation of Canadian Municipalities' Municipalities for Climate Innovation Program - Climate Change Staff Grants initiative; That staff report back to Council once a decision on the Federation of Canadian Municipalities staff grant application is known and a framework for implementation has been determined; and That all interested parties listed in Report CAO -007-18 and any delegations be advised of Council's decision. Carried Clarington 20 New Business — Consideration 20.1 Election Sign By-law Resolution #GG -367-18 General Government Committee Minutes June 18, 2018 Moved by Councillor Neal, seconded by Councillor Traill That the Election Sign By-law 2016-004, be amended to delete Sub -section 10 d) to lift the prohibition of placing signs on boulevards. Carried 20.2 Sidewalks on Robert Adams Road Resolution #GG -368-18 Moved by Councillor Neal, seconded by Councillor Cooke That staff be directed to replace the heaved sidewalk bays in the vicinity of 55 and 57 Robert Adams Drive; That the trees be replaced; That the work be done no later than August 31, 2018; and That the funds required be allocated at the discretion of the Director of Engineering. Carried 20.3 Sidewalk Locations on Tooley Road Resolution #GG -369-18 Moved by Councillor Neal, seconded by Councillor Cooke That staff report back to the Council meeting of July 3, 2018 on the sidewalks to be constructed on the west side of Tooley Road; and That staff advise residents, in the new houses, that the report will be considered at the next Council meeting. Carried 20.4 Seniors and Affordable Housing Seniors and Affordable Housing was considered earlier in the meeting during the communications portion of the agenda. -19- Clarington 21 Unfinished Business General Government Committee Minutes June 18, 2018 21.1 Laneway at Rundle Road [Referred from the June 11, 2018 Council Meeting] Resolution #GG -370-18 Moved by Councillor Cooke, seconded by Councillor Neal That staff be directed to attempt to acquire the laneway property abutting 2392 Rundle Road either by deed or by vesting order. Motion Lost on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Neal X X Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Mayor Foster X 21.2 Delegation of Gord Robinson, Durham York Victoria Land Owners Association, Regarding Development Charges [Referred from the June 4, 2018 Planning and Development Committee Meeting] Resolution #GG -371-18 Moved by Councillor Cooke, seconded by Councillor Hooper That the delegation of Gord Robinson, Durham York Victoria Land Owners Association, regarding Development Charges, be received with thanks; and That Council grant relief of the Development Charges for the proposed project. Motion Lost on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Neal X Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Mayor Foster X -20- Clarington Resolution #GG -372-18 General Government Committee Minutes June 18, 2018 Moved by Councillor Traill, seconded by Councillor Neal That the Development Charges By-law be amended to permit the request for a site specific exemption by Gord Robinson, Durham York Victoria Land Owners Association, regarding Development Charges. Motion Lost on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Neal X Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Mayor Foster X Resolution #GG -373-18 Moved by Councillor Partner, seconded by Councillor Neal That the delegation of Gord Robinson, Durham York Victoria Land Owners Association, regarding Development Charges, be received with thanks. Carried 22 Confidential Reports 22.1 CAO -008-18 Delegation of Authority Resolution #GG -374-18 Moved by Councillor Neal, seconded by Councillor Cooke That the recommendations contained in Confidential Report CAO -008-18, Delegation of Authority, be divided. Motion Lost NOTE: The above resolution was a divide resolution, despite not having a resolution moved and seconded prior to the divide resolution. -21 - Clarington Closed Session Resolution #GG -375-18 General Government Committee Minutes June 18, 2018 Moved by Councillor Neal, seconded by Councillor Cooke 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: x a proposed or pending acquisition or disposition of land by the municipality or local board; and x a matter that deals with labour relations or employee negotiations; Motion Lost Resolution #GG -376-18 Moved by Councillor Hooper, seconded by Councillor Cooke That the recommendations, contained in Confidential Report CAO -008-18 Delegation of Authority, be approved. Referred Resolution #GG -377-18 Moved by Councillor Neal, seconded by Councillor Traill That Resolution #GG -376-18, regarding Report CAO -008-18, Delegation of Authority, be referred to the Council meeting of July 3, 2018. Carried 23 Adjournment Resolution #GG -378-18 Moved by Councillor Partner, seconded by Councillor Neal That the meeting adjourn at 4:26 PM. Mayor Carried -22- Deputy Clerk BOARD OF MANAGEMENT BOWMANVILLE BUSINESS IMPROVEMENT AREA Minutes of a regular meeting of the Board of Management held at 6:30 p. M., on Tuesday, June 12, 2018 in Committee Room 1-C in the Bowmanville Library. Present: Gilpin, G Lucas Members: E. Lucas, James, R. Hooper, Holmes Absent: Rezazada, Barry, C. Hooper The meeting was called to order by the Chairman, who then recognized that there were no delegations present. Moved by Holmes, seconded by R. Hooper„ THAT the Minutes of the previous meeting be adopted as circulated. There was no correspondence received. The Treasurer presented his report as follows: Current Account GIC 41 GIC#2 Total Moved by James, seconded by Holmes, "CARRIED" $ 24,185.28 120,000.00 5,056.13 $149,242.41 THAT the Treasurer's Report be adopted as presented. `CARRIED" Page 2 Reports: Council Liaison: Hooper reported that he and David Crome from the senior staff of the municipality had done a walking tour of the Downtown core in advance of a study which is planned by a firm of urban designers. Changes to the design which will be proposed to Council will include crosswalks on King Street. He went on to say that the Thirty-six Restaurant outdoor patio is now completed, Events: Holmes stated that all the plans for the up -coming Summerfest are now in place. Membership Relations: In Barry's absence it was reported that two new businesses have opened in the BIA—Cell Doctor and Angela Cain Real Estate Boutique. Streetscape: E. Lucas reported that Rekker Gardens will be installing the hanging flower baskets around June 17. Communications: James stated that a floral tribute needs to be sent to the new chiropractor who has just opened his practice at the western end of the Dowtown, Web Site: No report. Media Relations: R. Hooper reported for C. Hooper that the Summerfest poster was now on the BIA website. There was no `BUSINESS ARISING" from the previous meeting. There was no "NEW BUSINESS", Moved by R. Hooper, seconded by James, THAT the Meeting be adjourned. "CARRIED' Page 3 The next meeting is scheduled for Tuesday, September 11, 2018 in Committee Room 1-C in the Bowmanville Library at 5:30 p. m. Newcastle BIA MINUTES June 14, 2018 www.villageofnewcastle.ca Attendance: Valentine Lovekin, Marni Lewis, Donna Wood, Janeen Calder, Karen Bastas, Theresa Vanhaverbeke, Leslie Ray, Helen Vatandoust, Councillor Wendy Partner, Ann Harley, Lena Schmahl, Laura Knox, Bonnie Wrightman, Tanis Emmett, Karthika, Pam Derry, Catherine Peterson Regrets: Greg Lewis, Joanna Bastas, Kevin Adams, Tracey Yates 1. Attendance taken. 2. Meeting called to order at 9:00 a.m. 3. Approval of May Minutes: Motion to accept: Lena Schmahl Seconded: Janeen Calder 4. Business Arising from Minutes: n/a 5. Council Report - Wendy Partner The parking lot and retaining wall at the Town Hall are being repaired. Bond Head - Mill St S sidewalk will be starting soon. Lakebreeze Dr. And Church St. will be getting surface treatment shortly. The Snug patio, Buddha Belly Bakery and Newcastle Griddle have all open in the last couple of weeks. Gracefields 37 unit townhouses have begun construction. A dental office is expected to open in the old Busters building. Sticks and Tones that played at the first concert in the park are a free band, paid for by Farm fresh if anyone is looking for entertainment. Dessert Planters are a new planter that holds water longer, Clarington is looking at using these planters in the future. There was a question about the new gateway signs not coming on at night, Wendy is going to inquire about why? 6. President's Report: With the recent provincial elections the funding for the Lakeridge Hospital plans is still in place. 7. Treasurer's Report: At the end of May the balance is $74,600. $50,000 will be coming out in June for the gateway signs. E -Transfer are now accepted by the BIA. If you have any questions about this contact Leslie Ray for details of how to use it. 8. Committee Reports: Safety & Decor: Flowers baskets and banners are up. Troy is watering the flowers again this summer. If you are walking by the planter boxes at Beaver feel free to pull a weed or two out. The BIA is responsible for their maintenance. Advertising: We have 1086 likes on Facebook. Lots of interest regarding the following posts -The Newcastle House ketchup question, Historical Society, the Snug's patio opening, Tanis Emmett Bridal, Harvest Festival Vendor Search. Instagram might be a more engaging platform for the BIA and social media.....we are going to look at setting up an account. Special Events: a) Harvest Festival - They are planning on having vendors set up inside the Town Hall this year, as well as outside on the street. The street will be closed from Beaver to Church. b) Canada Day - A group from the Gift of Art are meeting to try and plan an event on July 1 st in Memorial Park, behind the library. The BIA does not object to supporting a plan for Canada Day. Karen moved and Helen seconded. c) The Tree Lighting event is gathering ideas, possibly have a contest for businesses to decorate their windows. 9. CBOT: Recently CBOT hosted a speaker from Canopy, the #1 Medical Cannabis Company in the world. They had a large crowd attend the Town Hall for the event. June 19 they are having a walking tour of Camp 30 June 21 is their Annual Golf Tournament June 26 is the lunch with the Regional Chair CBOT is always happy to share and help promote any events you are having, just let them know. 10. Chamber News: There have been some mail issues with the businesses that operate out of the Town Hall. The Chamber is looking into the problem with Canada Post and will keep us posted. 11. CIP: There are still grants available if you are considering any facade or accessibility changes. 12. Guest Speaker - Laura Know, Clarington Tourism There are Clarington events and Maps available at the tourism office for anyone who wants them for their business. June 23rd is a summer kick off party at the office, there will be a bbq, kids activities. They have just stared testing cross advertising with a company called the `Big Click'. They will present a report on their finding at the September meeting. Pam Derry, Durham Radio Pam presented a summer radio promo for businesses interested in radio advertising. This is not in the BIAs budget right now and will be discussed at a future budget meeting. 12. New Business: The Gift of Arts Art Show is July 7 & 8 at the Arena. Its a free event with lots of amazing artists, music, a bistro, and kids activities. They are looking for volunteers to help that day if you or someone you know are interested. 13. Next meeting, Thursday July 12, 2018 @ 9:00am 14. Motion to adjourn meeting by Donna Wood, seconded by Ann Harley Newcastle BIA MINUTES July 12, 2018 www.villageofnewcastle.ca Attendance: Valentine Lovekin, Marni Lewis, Donna Wood, Janeen Calder, Theresa Vanhaverbeke, Leslie Ray, Helen Vatandoust, Ann Harley, Lena Schmahl, Bonnie Wrightman, Tanis Beno, Karthika, Tracey Yates Regrets: Greg Lewis, Catherine Peterson 1. Attendance taken. 2. Meeting called to order at 9:00 a.m. 3. Approval of May Minutes: * The "Christmas Tree Lighting" should be called the "Town Hall Lighting" in future correspondence. Motion to accept: Ann Harley Seconded: Janeen Calder 4. Business Arising from Minutes: n/a 5. Council Report - Wendy Partner N/A 6. President's Report: The Canada Day celebration was communicated on such short notice between the BIA and Municipality to ensure the insurance coverage was taken care of. 7. Treasurer's Report: At the end of June the balance is $24,023. There are some checks from November that have not been cashed, as of right now we will leave as stale dates. 8. Committee Reports: Safety & Decor: n/a Advertising: The most searched events on Facebook and our website were Canada Day, Concerts in the Park, the Gift of Art's Art Show. People are using our website for information, please make sure your page on the site is accurate and updated. Special Events: a) Harvest Festival - There are 26 vendors booked for this event. The Dog show is booked. The deadline to let the BIA know if you are using your space in front of your storefront is September 1st. Please confirm ASAP. If we do not hear from you, we will be filling the space with vendors. b) Canada Day - The event had approx. 250 people during the day, it was a very hot day. Just under 3000 people turned out for the fireworks. It was a 22 minute show, donated by John at RONA and Don's Autobody shop. Sticks & Tones performed. Freezies were donated from Hee's Burgers (I might have that spelt wrong?) on Taunton Rd ..... the Best freezies!! They had great responses from the community and the Orono Times. The Newcastle Lion's club has said they would like to take over the 2019 celebrations. c) The Town Hall Lighting event needs a budget. There should be money available in the west end money for lights. The committee is looking at hiring a professional company to come and hang the lights on the hall. The theme is "Starry Night". It is scheduled for Friday, November 16th, 6pm lighting. The street closure is still in the works. They would like businesses to decorate their storefronts. Any business that would like to stay open and offer a special Christmas treat for customers to buy/make is welcome to do so. D) Santa Breakfast - The event to booked and ready to go for Saturday, November 24th, from 8-11 am. 9. CBOT: Summer is a quieter time at CBOT. There are networking nights coming up please check there website for dates and times if you are interested in attending. If you have any development questions within Clarington contact the office and they are happy to answer any questions. Busters is separating into smaller rental units. If anyone would like the CBOT monthly newsletter please email Bonnie at bonnie@cbot.ca 10. Chamber News: n/a 11. CIP: The committee is looking for a new members. They have 1 hour quarterly meeting. Contact Theresa is you are interested (theresa(cbsyvan.com) 12. New Business: Tanis is handing out Welcome Bags to her clients visiting Newcastle. She is looking for any promotional material from local businesses to include in the bags. While her clients are visiting Newcastle for fittings they are also looking for places to visit and eat. If you are interested in including anything please contact Tanis at newcastle@tanisemmett.com 13. Next meeting, Thursday August 9th, 2018 @ 9:00am 14. Motion to adjourn meeting by Lena seconded by Leslie Tyrone Community Centre — Minutes of Meeting Wednesday May 16th, 2018 7pm Present: Joy Vaneyk, Dave Taylor Larry Quinney Cecile Bowers Corrina Traill Corinne vandeGrootheveen Craig Raby Justin Vachon Marlene Craig Danielle Carroll Kyle Young Lyndsay Luckhardt Regrets: Claude Godin Alvina Hare Kat Caplan Paul Rowan Marlene Raby Steve Hutchinson 1. Minutes from April Meeting were approved as read. M/S Cecile / Larry. Carried. 2. Treasurer Report was approved as presented by Joy. M/S by Dave/Larry. All in favour. Carried. Balance on Hand is $14,389.81 at the end of April. A complete review of April expenses and revenue details were provided. 3. Maintenance Report—Larry x Dishwasher still needs some work to have it working correctly. x Light cover was put back up after windstorm knocked it off x Main hall floor has been polished. North room Floor was going to be done but now with an event coming up has been put on hold 4. Bookings — Danielle x A new sound system is needed to boost rentals. Discussion was held about possible solutions x Lots of bookings coming up x June 9th and 101h back to back rentals — extra cleaning needed. One person for June 101h to help clean — Corrine V volunteered to help x June 23rd — Ball Tournament booked 5. Dance Update— Dave. Another successful fundraising event. Thanks to all helpers. 6. Old Business: X Dishwasher will be followed up by Dave with Dayco to determine the issues with the rinse cycle. x Internet is in progress by Steve. x Sign Update: felt that sign is out of date and needs to be updated to include Facebook name and be more visually appealing. The sign needs to be repaired after windstorm. Joy to contact Municipality for advice. x Website Update — Steve is still working on this x Upcoming Dates: o May 31 CPR/AED Training here 10 — 2 — 6 from Tyrone Board, 3 from Haydon Board attending. 3 spots still open o May 26th 9 —11:30 Municipal Meeting at Town Hall — Dave and Larry will try and attend o Health Inspection Tues May 22 at 9:30 o June 14th — Paint Nite Fundraiser for Sarah McConaghy — 22 registered so far 7. New Business: x First aid boxes need to be checked and restocked. x Fire Extinguishers have all been checked. All board members were shown the locations of each extinguisher and first aid kit. x Mats by the back doors need to be replaced. It is felt that they are shabby and a tripping hazard. Larry to purchase new mats for doors. M/S by Dave/Craig R. All in favor. Carried x Summer —Joy to contact Municipality regarding safety concerns o requests for fencing between parking lot and small soccer field o Accessibility at front entrance walkway needs to be cleared out and replaced. It is unsafe for anyone requiring a walker or wheel chair to access the building. o Other outdoor request — eaves trough at side still needs to be replaced 8. Next Meeting Date Wednesday June 20, 2018, 7pm 9. M/S Craig/ Danielle to adjourn. Tyrone Community Centre — Minutes of Meeting Wednesday June 20th, 2018 7pm Attendance: Larry Quiney Dave Taylor Craig Raby Joy Vaneyk Kyle Young Lyndsay Luckhardt Corinne vandeGrootheveen Steve Hutchinson Regrets: Alvina Hare Claude Godin Marlene Raby Marlene Craig Corinna Trail Kat Caplan Cecile Bowers Justin Vachon Paul Rowan 1. Adopt minutes from May meeting. Corrected to reflect that internet is in progress by Danielle not Steve. Motion to approve amended minutes by Dave, seconded by Corinne — All in Favor. Carried Thanks to everyone who supported Paint Nite Fundraiser for Sarah McConaghy. We raised $640.00 for Sarah and the night was a success with all attending having a lot of fun. 2. Treasurer Report - Steve — Copies of transactions were distributed. Bank balance is approx. $15,000.00. We have not received the $3,000.00 grant as of yet. Motion to approve the budget as presented by Dave, seconded Kyle — all in favour. Carried 3. Maintenance Report— Larry— 2 kettles have been purchased and are in kitchen. New mats have been bought and will be put down. Next polishing of the floor will be in August depending on bookings. Health inspection has been completed and passed. Dishwasher is working well. 4. Hall Booking Report — Danielle. No report available 5. Dance Update — Dave — final dance was successful. Dances will be starting again in September. It was discussed that starting in September the price of drinks will increase to $5/drink to cover the rising cost of alcohol and the increased cost of the liquor license. Motioned by Joy, seconded by Steve — all in favour. Carried 6. Old Business: x Sign - Kyle got some quotes from local businesses. James Printing and Signs quoted a price + tax for the signThe size is 48" x 96". Russ Gordon provided a quote for similar sign to the church. Does not install or include any extras. It was felt that we would like to use James Printing and Signs. Will be presented to the board x Internet & Web site update — having some issues with the calendar option on the web site. Motion made by Steve to spend up to $75.00 on purchasing a calendar program for bookings. Seconded by Larry. All in favour. Carried x Update from Municipal Meeting on May 26 - Dave attended and provided an update to board. Joy will forward the link for Accessibility Training to anyone who has not previously completed this training. x Update from Last Month's requests to the Municipality o Fence between Soccer field & parking lot - approved parking lot for upgrade this year. The entrance walkway will be fixed to allow better accessibility. Fence will be put in next year between soccer field and parking lot. o First Aid Kits — not required, but we will keep one located in kitchen and one in bar just in case o Eaves & Foundation repairs — on list to be completed 7. New Business o Gardening — Thanks Steve for pulling weeds last week. Proposals to maintain Garden: A retired gardener stopped by the gardens and commented on how beautiful they were as well as the work that they required. She offered to clean out the gardens for a fee and also prvided some suggestions on what to add to the gardens. Going forward, probably a monthly cleanup of 2 hours. This will be brought forward to the board at the next meeting as the gardens are in need of attention. Spirit Day — volunteers — Sept 30th Discussion was held about possible activities and ideas. Will be brought to the next board meeting. 8. Next Meeting Date: July 18, 2018, 7 -pm at Corinne's (Carry over: Jack Wilson Memorial Tree to be planted Sept. 30/18 @ Spirit Day; Sound System) 9. Fire Extinguisher Checks & Tag sign off 10. Adjourn — Motion to adjourn by Steve. Seconded by Craig. All in favour. Carried GANARASKA REGION CONSERVATION AUTHORITY MINUTES OF THE FULL AUTHORITY June 21, 2018 FA 04/18 MEMBERS PRESENT: /_11&*93a:7*94kik6 ABSENT WITH REGRETS: 40 119: FA 21/18 MOVED BY: SECONDED BY: THAT CARRIED. FA 22/18 MOVED BY: SECONDED BY: THAT CARRIED. FA 23/18 MOVED BY: SECONDED BY: 19: F-11 I FA 24/18 MOVED BY: SECONDED BY: THAT CARRIED. FA 25/18 MOVED BY: SECONDED BY: THAT CARRIED. FA 26/18 MOVED BY: SECONDED BY: THAT FA 27/18 MOVED BY: SECONDED BY: THAT CARRIED. FA 28/18 MOVED BY: SECONDED BY: THAT CARRIED. FA 29/18 MOVED BY: SECONDED BY: THAT CARRIED. FA 30/18 MOVED BY: SECONDED BY: THAT Cs]: /_11: oy_T069:01 NA r_1:ra O N A_F411 N 4 N 'ACIarington Board of Trade and ,,.... Office of Economic Development September 41h 2018 Report to Clarington Council Clarington Board of Trade Economic Development Activity Report January 1, 2018 to July 31, 2018 The purpose of this report is to provide an update on the Economic Development activity for the period beginning January 111, 2018 to July 3V, 2018. This report represents only the business and development inquiries that have been processed directly through the CBOT office. We continue to see increases in investment leads as Clarington's profile is raised through our attraction efforts. Vacant 1_ond: As of July 31st,2018 we have responded to 301 acres of investment interest for serviced land resulting from 23 individual leads. These vary in size and requirements such as rail access, proximityto amenities, etc. Of these we were able to forward options for 204 acres and unable to forward options for 191 acres (difference in acreage relates to multiple locations put forward on some leads). Existing Building: As of July 315k,2018 we have responded to 704,000 square feet of investment interest for industrial building resulting from 19 individual inquiries. Of these leads our existing inventory only allowed for 5000 sq ft to be put forward (J. lead), we recommended 264,000 sq ft for build to suit options (5 leads), and 437,000 sq ft we were unable to put any options forward (12 projects). We have seen lead satisfaction for 7 projects which are at various stages from land purchase to building completion. These represent industrial business development collectively consuming close to 50 acres and creating approximately 160 jobs. In addition to the jobs created through satisfied industrial investment, we can see the generation of hundreds of jobs as commercial developments grow predominantly in west Bowmanville and east Courtice. It is also important for us to understand that for the industrial investment inquiries that we have not been able to satisfy we have turned away over 1400 potential jobs. Land and building inventory continue to be our biggest obstacle for lead satisfaction. Therefore, delivery of a robust retention program is critical. Providing an environment for our existing business is the strength of building our economy. A great example of this is in the South Courtice business community. Following our last report to Council, a meeting was arranged with local business owners in South Courtice, CBOT, Clarington Engineering and Regional Works. The purpose of this meeting was to explore options for connecting this business area to Regional services with the installation of the Courtice Trunk Sanitary Sewer Project. This meeting provided clarity to the business community on 3 options for connections. As a result, a group of business owners in South Courtice are working together to develop a shared private system to address their requirements for local water and sewer, In addition, through our collaborative efforts the South Courtice business group are working with Bell Canada to address the challenges for appropriate internet service specific to this area. Recommendation CBOT, Clarington Staff and local business meet to collaborate on solutions to address the lack of inventory for vacant land, existing buildings for industrial and commercial uses. How do we encourage advanced development? -S— �L' " - Sheila Hall Executive Director Clarington Board of Trade Clarington Industrial Building Interest & Inventory Analysis January to July 31, 2018 704,000 4f/ Square feet 0 of investment interest inOr . available industrial buildings resulting from 44% 24% 19 individual inquiries. For manufacturing For distribution or warehousing Origin of Inquiries 56% 28% Within Durham Region Outside Durham Region Able to provide building options 5, 000 sq ft of available building space forwarded as options N8 (representing 1 inquiry) From these options 0 sq ft of space was secured P11'•, 17% International 35% Other (auto detailing, sports practice, equipment rentals, unknown) Unable to provide building options 437,000 sq ft no building options to forward. Ranging from 2500-250,000 sq ft. (Represents 12 potential proponents). !0• 264,000 sq ft IZ3 Build -to -suit / future potential space options forwarded (representing 6 inquiries) M1 light industrial zoning preferred 50% M2 general industrial zoning preferred 370 approximate jobs potentially welcomed if building inventory was available. Current industrial building inventory available (as of July, 31, 2018): 0 square feet Clarington Industrial Land Interest & Inventory Analysis January to July 31, 2018 301acres f/ Q 000 of investment interest in ■■■ . serviced land resulting ■■■■ from 23 individual inquiries. 3S% 35% 9% 22% For manufacturing Equipment rental/ For warehouse/ Other: fuel station, Storage logistics landscaping, unknown Land options forwarded Unable to provide land options 204acres Industrial land forwarded as options (some inquiries were forwarded more than one property option) 87acres (representing 8 inquiries) Forwarded as options represented fully serviced properties. 1 Oacres (representing 2 inquiries) Have been fulfilled 1) Cannabis LP (2405 Energy Dr.) 2) Storage units (Lake Rd.) 70% Are inquiries under 10 acres 22% Are inquiries for 10-49 acres 8% Are inquiries over 50 acres 191acres no property options to forward. 7,000+ Approximate jobs that could have been welcomed if inventory was available. Current Inventory on the market (serviced, partially serviced, unserviced) 24acres On 1845 Energy Drive in the (Fully serviced) 2acres 71 Osborne Rd., Courtice (fully serviced) T MLINS N FOUNDED ON STRENSTH GUIDED BY VISION August 28th, 2018 Municipality of Clarington 40 Temperance Street Bowmanville, ON Attention: Samantha Gray Dear Ms. Gray Re.: MTO — Hwy #115 Culverts (Contract #MTO-2017-2012) Noise By -Law Exemption Request R.W. Tomlinson would hereby like to request a Noise By -Law exemption under the MTO Contract 2017-2012. We are requesting permission to complete the construction of the remaining contract works at both Foster Creek and Orono Creek by working 24 hours a day, 7 days a week. These activities would start on September 7th, 2018 and be completed on October 31 st, 2018. We were previously granted exemptions on this contract, and we are currently requesting that these exemption's be extended as detailed above. There will not be any drilling operations involved, just a few generators and shovels. I have attached the previous exemptions for reference. Should you have any additional questions and or concerns contact the undersigned. Sincerely, Ryan[Paquette[B.Eng.M Projecffoordinator0 R.W.NomIinson1imitedN Off ice:g1613)[E22m8670 Cell:1613)[B09m135M Fax:g1613)A22ffi8440 ENM a i 1:19paquettektomlinsongroup.com TOMLINSON FOUNDED ON 5TRENGTH GUIDED BY VISION V Oshawa Corporate Services Department City Clerk Services File: A-2100 June 20, 2018 Premier -Designate Doug Ford Legislative Building Queen's Park Toronto ON M7A 1A1 Re: Addressing Affordable Accessible Housing Needs in Ontario City Council considered the above matter at its meeting of June 11, 2018 and adopted the following recommendation of the Development Services Committee: "Whereas on May 14, 2018, Council held its annual special meeting to allow the public the opportunity to provide their views and/or concerns regarding accessibility issues; and, Whereas a number of public comments received at this meeting related to the need to consider providing more accessible housing units including those that are affordable; and, Whereas there is a need to consider such matters as providing accessible model home designs/concepts in new home sales offices and to advance a discussion on providing more flexible and universal housing designs that can allow seniors and others that have accessibility challenges over time to be able to age in place without the need to move; and, Whereas it is important to ask the Province to consult with the building and development industry and municipalities to see if there are ways to advance the affordable accessible housing discussion to address the needs of Ontario residents including a review of the Ontario Building Code as appropriate; Therefore be it resolved: 1. That the Province of Ontario be requested to consult with the building and development industry and municipalities to determine practical and appropriate ways to address the affordable accessible housing needs in Ontario which may include a review of the Ontario Building Code; and, 2. That the City's Chief Building Official be requested to advance the discussion of affordable accessible housing matters related to the Ontario Building Code at the Large Municipalities Chief Buildings Officials Forum; and, The Corporation of the City of Oshawa, 50 Centre Street South, Oshawa, Ontario L1 H 3Z7 Phone 905.436.3311 1.800.667.4292 Fax 905.436.5697 www.oshawa.ca -2- 3_ That a copy of this resolution be provided to the Premier of Ontario, all M.P.P.s in the Region of Durham, the Region of Durham, all local municipalities in the Region of Durham, the Association of Municipalities of Ontario, the Building Industry and Land Development Association, the City's Building Industry Liaison Team, the Ontario Association of Architects, Canada Mortgage and Housing Corporation, the Ontario Non -Profit Housing Association and the Accessibility Directorate of Ontario." If you need further assistance, please contact Paul Ralph, Commissioner, Development Services Department at the address listed below or by telephone at 905-436-3311. 4- f/< /—, . Andrew Brouwer City Clerk 1(I c: Development Services Department City of Pickering Town of Ajax Town of Whitby Municipality of Clarington Township of Scugog Township of Brock Region of Durham Association of Municipalities of Ontario The Building Industry and Land Development Association The Building Industry Liaison Team The Ontario Association of Architects Canada Mortgage and Housing Corporation The Ontario Non -Profit Housing Association The Accessibility Directorate of Ontario L!� J www,cn.ca June 18, 2018 Office of the Clerk Municipality of Clarington 40 Temperance Street Bowmanville ON L1 C 3A7 Dear Sir/ Madam: Corporate Services Stephen Covey Chief of Police and Chief Secuirty Officer 935 de La Gauchetiere Street West 15"' Floor Montreal, Quebec H3B 2M9 Canada Services corporatifs Chef de la Police et de is securite du CN 935 rue de La Gauchetiere Ouest 150 etage Montreal (Quebec) 1-136 2M9 Canada At CN, we are on a journey to become the safest railroad in North America. In addition to reinforcing safety as a core value among our 25,000 employees, we collaborate with communities and local authorities to help prevent injuries and accidents and ensure everyone's safety. This year, Rail Safety Week will be held in Canada and the United States from September 23-29. Hand in hand with Operation Lifesaver, CN's Police Service and employees will be in communities conducting hundreds of safety initiatives throughout the week. As proud partners, our commitment is to keep communities safe by raising rail safety awareness year round. Safety is a shared responsibility Rai{ safety is everyone's responsibility. By looking out for each other and working together, we can help keep our communities safe and prevent fatalities and injuries on or near railway property. Your council can be a powerful ally in this effort to save lives by adopting the enclosed draft resolution. Please send a copy of your resolution by return mail or by e-mail to josee.magnan@cn.ca and let us know how you will be promoting rail safety in your community this year. For additional information about Rail Safety Week 2018, please consult: www.cn.ca/railsafety , www. operation Iifesaver,ca or www.oli.orq. Yours sincerely, C� all aboard Stephen Covey ,ossa OPERATION Encl. (Draft Resolution) RESOLUTION IN SUPPORT OF PUBLIC - RAIL SAFETY WEEK Whereas Public - Rail Safety Week is to be held across Canada and the United States from September 23 to 29, 2018 Whereas it is in the public's interest to raise citizens' awareness on reducing avoidable accidents, injuries and damage caused by collisions at level crossings or incidents involving trains and citizens; Whereas Operation Lifesaver is a public/private partnership whose aim is to work with the rail industry, governments, police services, the media and other agencies and the public to raise rail safety awareness; Whereas CN has requested City Council adopt this resolution in support of its ongoing effort to save lives and prevent injuries in communities, including our municipality; It is proposed by Councillor seconded by Councillor It is hereby RESOLVED to support national Public - Rail Safety Week, to be held from September 23 to 29, 2018. City Clerk's Office $XJXW $// 081,&,3$/,7,(6 ,1 217$5,2 Ulli S. Watkiss City Clerk Secretariat Tel: 416-392-7032 Marilyn Toft Fax: 416-392-2980 Council Secretariat Support e-mail: Maril n Toft toronto.ca y ' @ City Hall, 12� Floor, West 100 Queen Street West web: www.toronto.ca Toronto. 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18, 2018 General Government Committee meeting, a delegation requested that Council consider the installation of rainbow crosswalks to "promote the message of inclusion and acceptance" for the lesbian, gay, bisexual, transgender and queer (LGBTQ) community. The delegation requested a rainbow crosswalk be located in the vicinity of a school to increase awareness by school children and parents. 1.2 At the Council Meeting of July 3, 2018, Council approved Resolution #GG -343-18 which stated: That the report include options for funding the rainbow crosswalk(s)." 2.1 The Ontario Highway Traffic Act (HTA) sets out rules and regulates many aspects pertaining to the use of roads under all jurisdictions. While there is no mention of colours being used for crosswalks, the HTA specifies and regulates the types of pedestrian crossovers including required pavement marking patterns and signage. 2.2 The Ontario Traffic Manual (OTM) set of books supplements the HTA, providing guidelines and specifications relating to the provincial regulations. These books were developed jointly by local, regional, provincial and private sector experts in order to provide consistency in application approach and driver behaviour. In reviewing OTM Book 11, Pavement, Hazard and Delineation Markings, and OTM Book 15, Pedestrian Crossing Treatments, ladder style crosswalks are a combination of white zebra pavement markings aligned perpendicular to the pedestrian direction of travel together with standard parallel white crosswalk lines. While there is no restriction on elements such as decorative work, texture, brick or paver, outside parallel white lines are always required. Additionally, material used should not present tripping or slipping hazards and any textured patterns must be properly oriented. It should also provide sufficient Highway Traffic Act + D $Q G2 Q K40Il HQ IL /V W U R 1 7 U D Q V S R U W D W L R Q S X E O L F D CW QL (P Q R I W D OF W RQ 7 X VW 6WUHD GQ V S R U W D W L R Q $ V V R F L D W L R X U %V (V V1 )G U W LQ W K M/ K LL CSD 1 IiRL JH1P&DF@'W LNR QW KD HY D, P D L Q W H Q D Q F H D Q G R S H U D W L R Q D O D V S S R W H Q W L D O D 0- 10 CA'fdW9B=0CN1M VU& LR RX QQ F@ 0 f¶ IV E R( 1.1 During the June 18, 2018 General Government Committee meeting, a delegation requested that Council consider the installation of rainbow crosswalks to "promote the message of inclusion and acceptance" for the lesbian, gay, bisexual, transgender and queer (LGBTQ) community. The delegation requested a rainbow crosswalk be located in the vicinity of a school to increase awareness by school children and parents. 1.2 At the Council Meeting of July 3, 2018, Council approved Resolution #GG -343-18 which stated: That the report include options for funding the rainbow crosswalk(s)." 2.1 The Ontario Highway Traffic Act (HTA) sets out rules and regulates many aspects pertaining to the use of roads under all jurisdictions. While there is no mention of colours being used for crosswalks, the HTA specifies and regulates the types of pedestrian crossovers including required pavement marking patterns and signage. 2.2 The Ontario Traffic Manual (OTM) set of books supplements the HTA, providing guidelines and specifications relating to the provincial regulations. These books were developed jointly by local, regional, provincial and private sector experts in order to provide consistency in application approach and driver behaviour. In reviewing OTM Book 11, Pavement, Hazard and Delineation Markings, and OTM Book 15, Pedestrian Crossing Treatments, ladder style crosswalks are a combination of white zebra pavement markings aligned perpendicular to the pedestrian direction of travel together with standard parallel white crosswalk lines. While there is no restriction on elements such as decorative work, texture, brick or paver, outside parallel white lines are always required. Additionally, material used should not present tripping or slipping hazards and any textured patterns must be properly oriented. It should also provide sufficient contrast at night and over long periods of time. Not all coloured materials provide the same level of visibility to motorists. 2.3 The Transportation Association of Canada (TAC) is an organization that focuses on the safety aspects of transportation networks and are a main source of road safety information widely used by municipal governments and road authorities. The TAG provides guidance relating to the design and operation of roads through the development of design standards, specifications and uniform recognizable road markings and signage. Clarington staff contacted the TAC to seek their input on rainbow crosswalks and they provided the following response: "At present TAC has no published guidance on the use of rainbow crossings. There is a volunteer project under the Traffic Operations and Management Standing Committee that will examine `decorative crosswalk pavement markings,' which will include rainbow crosswalks and other unconventional designs. This project is just getting underway, so there is nothing to report yet. Realistically, the earliest the committee could submit a report for review would be April 2019, at the association's semi-annual meeting." 2.4 Clarington staff also consulted with the Region of Durham regarding the use of rainbow crosswalks on their roads and at signalized intersections which they are responsible for operating throughout the Region including those on local municipal roads. Regional staff noted that their Traffic Engineering and Operations staff follow the practices that are recommended in the Ontario Ministry of Transportation publication of the OTM, specifically Book 11, in order to maintain uniformity and road safety. They are very careful when selecting their pavement marking materials and ensure that the reflective and surface frictional properties of these materials meet their standards to avoid any safety or liability concerns to pedestrians or vehicles on the road. They do not recommend any form of crosswalk marking schemes other than what is defined in the OTM. 2.5 Key elements in the design of any road or traffic related facility is a driver's behaviour and perception in recognizing or interpreting road signage and pavement markings. Consistency between the Region of Durham and our municipality regarding the application of pavement markings and road signage is of paramount importance and needs to be adequately addressed when considering a rainbow crosswalk design. 2.6 The Durham Insurance Pool has contacted our insurer, Cowan Insurance, and they have provided the following response: "We live in a litigious society, a driver involved in a collision with a pedestrian at a rainbow crosswalk may claim that they did not recognize the rainbow colours as a crosswalk. While we all want to demonstrate inclusiveness, remaining with the current requirements of the Ontario Traffic Manual or the Transportation Association of Canada would be appropriate until these organizations have reviewed and possibly revised their guideline." 2.7 A number of jurisdictions across Canada, including several in Ontario, have installed rainbow crosswalks recently to celebrate LGBTQ awareness and rights. There is limited information available regarding incidents and driver behavior experiences in the vicinity these rainbow crosswalks. 2.8 The technical organizations and the reference material referred to in this report did not provide staff with sufficient details regarding road design and operational safety related to rainbow crosswalks. The interpretation of legislation, design standards and specifications applicable to rainbow crosswalk design and operation has not been addressed by the Ministry of Transportation, TAC or any other governing agency at this time. Should the municipality move forward with a rainbow crosswalk, the experiences of other municipal government agencies remains the best source for information and design. 3.1 In researching other rainbow crosswalks, the estimated cost of an initial installation is roughly $8,000 to $12,000 per crossing (i.e. if all four crosswalks at an intersection were completed it would cost between $32,000 to $48,000). The cost variation is related to both the length and width of the crosswalk. It should be noted that depending on the traffic volumes at the location, the crosswalk would have to be repainted every one to two years. Therefore, if it is intended that a rainbow crosswalk remain indefinitely, a budget of $8,004 to $12,000 would be needed every one to two years. 4.1 After reviewing the above technical information, specifically the HTA and OTM, it is staff's position that while these documents are not law and there are no restrictions on alternate applications (such as decorative work, texture, brick or paver within the lines defining the crosswalk), any deviation from these guidelines presents a potential liability risk in the event of collisions that may occur at or near these sites. This position is supported by our consultation with TAG and Region of Durham. It is staff's view that Clarington should continue to follow the guidelines provided by TAC and OTM in order to provide consistency and uniformity for all users throughout the municipality. 4.2 However, recognizing Council's direction given by Resolution #GG -343-18, staff have identified several locations for a potential rainbow crosswalk. The locations are close to schools and meet the appropriate road geometrics and supporting traffic data requirements. The sites are subject to the preparation of a satisfactory intersection or crosswalk design and must confirm to best practices, the HTA, OTM, TAC standards and specifications. 4.3 The list of potential rainbow crosswalk locations are as follows: 5.1 Below are potential scenarios that could be considered to fund the initial installation in 2018 and subsequent maintenance costs: C. 100% of funding to come from the requesting group. 5.2 Funding of these works was not included in the 2018 budget. If funds are to be reallocated from our current budget, it would defer that value of work to a future year. For example, $8,004 allocated to painting roughly 22,000 m of white edge line or yellow centreline would have to be deferred to a future year. 5.3 Should Council not want to defer existing work in order to fund the rainbow crosswalks in 2018, the following option provides the same cost sharing scenarios while deferring the Municipality's cost share to 2019: D. Refer the works and the cost sharing scenarios to the 2019 budget for consideration. 7.1 Staff recognize that consistency and uniformity of crosswalk design is important for safe driving behaviour. The preferable design would be one that consistent across the municipality as any inconsistent markings, designs, or decorative work that are unfamiliar to drivers can be distracting and lead to driver errors. 7.2 In response to Resolution #GG -343-18, the list of potential locations for rainbow crossings is contained in section 4.3 and the funding options are contained in sections 5.1 and 5.3 of this report. 7.3 7.4 Should Council decide to move forward with a trial rainbow crosswalk, it will be important to develop a public awareness campaign in advance to inform road users of these designs and help ensure safety. The location should also be closely monitored and reviewed to ensure it is not contributing to incidents or collisions_ If Council chooses to add further rainbow crosswalk locations, it would require a review of competing financial interests relating to the maintenance of our road network. Clarington Clarington 1.1 On February 25, 2018 Council passed resolution C-082-18 regarding report EGD -004- 18 stating: "That Staff be requested to report back on the estimated costs associated with hiring a consultant to review municipal wide whistle cessation; That Staff be directed to report back on options for low cost highway rail active warning systems with reference to recent reports on same." 1.2 In addition, Council referred resolution GG -158-18 to the Director of Engineering on March 26, 2018 regarding correspondence from Ken and Shelly Rivers on Train Whistle Cessation in Clarington (Attachment 1). 2.1 Staff have received whistle cessation requests from the public for a number of years. The requests have been from various residents, generally located within residential areas of the municipality and focusing on individual level crossings. Staff have consistently maintained that whistle cessation is not recommended due to public safety concerns. In addition, pursuing whistle cessation on a case-by-case basis would impose significant safety related operational challenges on the railway authority. 2.2 A Municipal Wide Whistle Cessation Study is required to review and assess the improvements necessary to implement whistle cessation at any, or all of our level crossings. The study would need to consider the challenges of the municipality's unique geographic and demographic make-up which includes urban and rural environments. 2.3 Staff have developed terms of reference for a Town wide Whistle Cessation Study (Attachment 2) to review all level crossings in the municipality and advise the necessary improvements for a whistle cessation town wide. The study would also develop an implementation plan identifying areas that meet whistle cessation requirements while also allowing the rail authority to operate their systems in a manner that is manageable from an operational and public safety perspective. 2.4 The cost of hiring a consultant to prepare a Municipal Wide Whistle Cessation Study based on the terms of reference in Attachment 2, and including an implementation plan, is estimated at $150,000. This study would be subject to Council approval and is estimated to take three months to complete. 2.5 As per section 275 of the Municipal Act, 2001, certain actions of Council are currently restricted (i.e. lame duck) respecting expenditures exceeding $50,000. Consequently, Council cannot approve this expenditure and staff recommend this project be included in the 2019 Capital Budget for Council's consideration. 2.6 Staff have reviewed the correspondence from Ken and Shelly Rivers regarding Train Whistle Cessation in Clarington. As a former train mechanic, locomotive engineer and Firefighter, Mr. Rivers shared his concern that public safety would be compromised should the municipality approve whistle cessation. Mr. and Ms. Rivers have been included as an interested party to this report. 3.1 In response to the second item of Council Resolution #C-082-18 requesting "That Staff be directed to report back on options for low cost highway rail active warning systems with reference to recent reports on same." Staff provide the following: 3.2 Locomotive horn warnings are prescribed by the Canadian Rail Operating Rules (CROR 14) which require all trains to sound their whistle when approaching a public grade crossing, and more specifically, when they are 400 m from the crossing. 3.3 The most recent research regarding alternatives to locomotive horn warnings when approaching a level crossing in Canada was completed in Saguenay, Quebec in August 2006. The study was titled "Saguenay Wayside Horn Evaluation Project" and was completed far the Transportation Development Centre, Transport Canada by TranSys Research Ltd. This pilot project was conducted to study the use of wayside horns instead of the mandated locomotive horns. Although the study showed some benefits of using wayside horns, Transport Canada noted that additional studies would be required before they would be an accepted alternative to the current locomotive horns. In addition, warrants, standards and a cost sharing formula would also need to be developed. 3.4 Other municipalities such Aurora, York and Markham were considering the possibility of an alternate warning system pending the results of Transport Canada's Automated Horn System Evaluation study. After completion of the study, Transport Canada did not support the use of an alternative warning system and the Canadian Rail Operating Rules remained unchanged. As a result, the municipalities abandoned the idea and are now considering whistle cessation. 3.5 Until Transport Canada revises their current audible warning requirements for level crossings, staff do not recommend pursuing this option for Clarington as there would be considerable expense to undertaking additional studies and the uncertainty that Transport Canada will eventually accept wayside horns as an alternative audible warning system. / r-��L -- $WWDFKPHQW WR 5HSRU' I'?) -TIi F M 1+ra/Z5 o FFrc E /4 Gi I -C II z ! - -z O e F��rH IAEA) -i- SHELGr R r VE4-5 C�h 6/dd r, 6Ropo,:7 `dos- F:y3 v12 s'( 'ff-5 i'E R T- HE ART 1 C C_ ,lam 11U -7-"IE- LOCAL y'Ue1OS /a,4PF-1, Z A TpE op (126'tIlt) LJ 1J r$rC,GS O� Pl-tRLIG A s Fai�h1 E jz C fpIL 7�(191f1J A'1CFINrC SoG�r�► S'rl�nCE�� H�I� ITf3G GRRI� wA 4 4 C 6.Fel 0 T I V E � F�P_a�ER 1'�Rr�rl�y� rI�E r-rGJ-fTE2 FSR C 1- /4 91 tV 6r- d N C/V CA s rz- Cc�.�1Jc�I�rV �L�c�uT �?CSTRIc-r c / � 7 21.9 11 jam' L� H 15 Tc. w S' rGN � !_ R I�P12rs /-� t H l tV fr ����_ THAT j'F1 Ft~T 1 s �2E6aTL r Cvr� 1'R6i'+rSD e�HE1U 71fi� 1S .vc> P LCiri/G'ER /7t�cf�NGE wp2r3I,�IV[� QFyo�t�'17 Ccc�vE$ f /�ul[.d']I`i1[r-s ,�'r�a GdHEN TrAlnlS A +C'E Ilv E 05 P2aXIwt17'/)/ AT 5PEED�PI�SSE rr�R T12Rin/s G°�'�'�'/�7 ttp ''-Q I�6 /<MI�P_Tf{I51440eE/-) ). 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I "AMA 20 ®3®I] 2959205 5;W lIZ85M57717216TMT7? 1 EHNA/Z/WHPPFLSEWWE/HMUWP- WH LHUHWHHSIHLP IUPH®VHMNHWUHZ/M/Z/®P]ULWHM/EHEWHSUHEN FWL®H U HHWWU LWMU W LH® HHS/®H I LEWBH U LWH M/HPP®HSHFLILFM/WPIWM/I W®PW®WLUHZ/LZ/F9HULD SUEHHIZHWM/LWLFEM/EH FW LU HHFEFVM HI LFWLWH Pft U PSSLPS[ZHP RHUPSSLENMHUSWUS7 EUHSLHFUWHSLFWLZ/HUHM/LHFHUP'MUMNAMINU WEH®WMPEWWPHULHHHV/SHHUHPSHEWNA/H UHUFNA/HU LHP®HM/HWPHHMSHM/HU®HZ/ PSH HHSLFW HHSUM/H FZ/HUWEMW LZ/M HZ/I] H WMNH®WZ/H WZ/M UP -I LWH UHH WENEH U FWHULHHWHHUM/LWULWLHHHHUSHEWULFWUHUUM ®ENU 7HOHFLSEWWMLWEHUHFWUH21WEUHI@HUFH®WFH FEN U H® HWHM HWH® HWPSU H LHH®M® H LM EWHZ/HSHUFHM/IU HZ/FH UMNEHUHFPPHHPLPPP HUPHWW WHHEHENHUHHEHW®HUHW /HUH®HUWHHHHEHPJ®WHUMHHFHWHD UHPLHPH MH3LHFUWESHUFHM/FPlU®LZ/P(<9IU WM/WSHD P]0 ®WHZ/PSFH USH U FHW[U LWO H7P] ©UM MIN IN E WWRV® H W H U WEPH O F HM/IMH EIHWEHUWEIRS/®WIM®HEEM/®El E]®HHEWSHBUHFLSLWWLW/WHU®✓ElUHIE) HOHUHER®J®0 SS®WP®HOEMS/M HFIRPHEMOBW®HFHWWFBOPLWHD M/HM/WI®®PSHE WElSUH 0Z/aNH H WM LM/EMSHH® HZ/PSHEHO H HM/H FH W/® LFEPMNH FH UW LEEH UPIEU LPI® I®HZ/ Clarington ( P H U J H Q F 5 H S F 1 W K L V L Q I R U P D W L R Q L V U H T X L U H G & R R U G L Q D W R U HD[VW 5 H S R U W* W Qt H U D O * R Y H U Q P H Q W & R P P L D W H U J H Q F\ R 6 HOS MHHVAP LE GH JU O D lD IQ CO J M RK C H G 5 H S R U W( 61' X P E H 5UH V R O X W L R Q ) L O H 1 X P E H U % 0 D Z 1 X P E H U 5 H S R U W3 l6 IK 36 IPI W IQ W (PPHHQUWJ H VO W No 00 m ZO D J H P 5 H F R P P H Q G D W L R Q V 7 K D W 5 H S R UE M D PJW4 F H L Y H G 7 K D W W K 9H A D GZ U D I $VWV VW IOP FH KO PG HL CO VJ CE a a M W R D P H Q G W K H DqZP H U J H Cl F1 \J DOUDGQLDQJJI W K H ( P H U J H Q F\ 0 D Q D J H P H Q W 3 U R ., & O D lD IQ CO J M RK C H G H O H WE L HR OD S RS I U IS Ti IF GI L 1.1 Council approved By-law 2018-010 on February 5, 2418 under the Emergency Management Act, to allow for the establishment and adoption of an Emergency Management Program. This By-law, known as the "Emergency Management By-law' is reviewed yearly. Due to new requirements of the QFMEM, the members of the EMPC must be appointed by name or position by Council. 2.1 It is proposed that By-law 2018-010, Section 2.6, be updated to include a designation for each member of the EMPC and that Section 2.8 be deleted in its entirety as it is not in compliance with the standards outlined in 0. Reg. 380104. 2.2 Since the By-law was approved, the Community Emergency Management Co-ordinator (CEMC) has received notification from the OFMEM advising that the appointment of the EMPC must be clearly articulated in the Emergency Management Structure of our By- law. This amendment is designed, therefore, to be housekeeping. It does not have any impact on our past practice. 2.3 The QFMEM has also advised that O. Reg. 380/04, s. 12 (8) states that the Municipal Emergency Control Group (MECG) may at any time seek the advice and assistance of the following: c) Persons representing industries that may be involved in emergency management. 0. Reg. 380104, s. 12 (8) Therefore the Operations Officer does not have the authority to add members from other departments to become members of the MECG. Z-7 Clarington Clarington 5 H S R U W 2 Y H U Y L H Z 7 K L V U HERR OWQI00 PIN W (WLRZ WWR B1 Q H Z O I/ RHFQDDOF VV3f0m Q Q L Q J $ X W K R U L W I P/ fS /A 7 U Local Planning Appeal Tribunal Act, 2017 K D V U W 3RWMalfib H G Municipal Board Act VO IQ FG Q H RZ X W G1 LJ Q hl 0 D NV X IN LQ V CSO � D Q G S L6 IRI IF M/ G lbdf?' Ranting Appel' Tnbun&VAd, 201 J U D Q V D X W K R U L W I W R / 3$ 7 W R H V W D E O L V K P D W W H U V D Q G S U R F H H G L Q J V E H I R U f 1.1 This Report focuses on certain changes to the requirements for a valid appeal of an Official Plan or a Zoning By-law, and on Rule 27 of the Tribunal's Rules of Practice and Procedure which states: RULE 27 TRIBUNAL DETERMINATION AND REMISSION OF DECISION TO MUNICIPAL COUNCIL/APPROVAL AUTHORITY IN THE EVENT OF A PROCEEDING INITIATED UNDER SUBSECTION 17 (24), (36), 22 (7),34 (11) AND (19) OF THE PLANNING ACT 27.01 Identification of Failure of Consistency or Conformity -- Where the Tribunal has determined in the appeal before it that there is a lack of consistency with a policy statement issued under subsection 3(1) of the Planning Act or a failure to conform with, or a conflict with, a provincial plan or applicable official plan, the Tribunal will set forth in a written decision its specific findings in that regard, which decision shall be issued and delivered to the Municipal Council/Approval Authority and the other parties to the appeal. 27.02 Identification of Options to Achieve Compliance -- In the written decision referred to in Rule 27.01, the Tribunal may, but is not obliged to, identify one or more options to remedy the inconsistency or conflict or lack of conformity. 27.03 Appeal of a New Decision or Non -Decision -- The requirements to initiate a proceeding and notice of hearing appointment set out in the provisions of these Rules shall apply in the event of any appeal of a new decision or non -decision following the remission of an appeal to municipal council, and the Rules in Part shall apply to the disposition of that proceeding. 1.2 A "new decision" [see Rule 27.03 above] means the disposition of the municipality or the approval authority in respect of an appeal authorized under subsection 17(24), 17(36), 22(7), 34(11) and 34(19) of the Planning Act for which the municipality or approval authority was provided an opportunity to make another decision following a hearing by the Tribunal. 1.3 Effectively what Rule 27 is establishing is that in its written decision on an appeal of a Council decision, the Tribunal may provide an option for Council to make a new decision on a land use planning matter that is consistent with, conforms with, and does not conflict with Provincial policy. 1.4 Clarington's Procedural By-law, 2015-029, section 10.12.28, sets out the procedure for Council to reconsider a resolution, by-law, or any question or matter previously adopted by Council. 2.1 Clarington's current Procedural By-law does not expressly provide for a procedure to administer an LPAT decision that provides an option for Council to make a new decision on a land use planning matter. 2.2 To accommodate this "new decision" process, it is recommended that the Procedural By- law be amended to clarify the process for Council's consideration of the LPAT refusal and opportunity to make a new decision_ 2.3 The recommended process is that the Director of Planning Services and the Municipal Solicitor will consider the content of the LPAT decision and will Report to the Planning and Development Committee as soon as is practically possible with the background and a new recommendation for Committee's consideration. 2.4 The proposed amendment included as Attachment 1 to this report, will meet the requirements of the new process and ensure that the matter is not delayed. 10.12.28.1 Where a written decision of the Local Planning Appeal Tribunal [LPAT] identifies findings with regard to an appeal and delivers those findings to Council to make a new decision, the matter shall be placed as soon as practicable on the PD Committee meeting agenda by way of a staff report, following receipt of the written decision from LPAT. The matter shall be deemed not to be a "reconsideration" under section 10. 12.2 8 of this By- law_ Local Planning Appeal Tribunal Act, 201 J U D Q W V D X 3 0 D Q Q U Q,Y I EV ,$R V SUq"DWO D E O L V K W K H U X O H V D O O P D VV W H U V D Q G S U R F H H G L Q J V E H l l : K H U H D V 7 K H 3 0 D Q Q L Q J $ F W S U R Y L G S O D CSD D fZ U NV I K H 7 U L E X Q D O V K D O O Q R W L O D Z W K D W W K H P X Q L F L S D O L W I L V E H L P D W IN H U : K H U H D V 6 H F W L R 0 D Z V H W V R R R W RA/FI U H F R Q V L G h0 (.D Z D R W H 0 R�? Q X VV X IRiP 0 W L RE Q? R U 1 R Z W K H U H I R U H W K H & R X Q F L O R 1 W K H 7 K D W W K D D Z U R F H G Xl U D® H Q G H G W R D G G 10.12.28.1 Where a written decision of the Local Planning Appeal Tribunal (LPAT) identifies findings with regard to an appeal and delivers those findings to Council to make a new decision, the matter shall be placed as soon as practicable on the P❑ Committee meeting agenda by way of a staff report, following receipt of the written decision from LPAT. The matter shall be deemed not to be a "reconsideration" under section 10. 12.28 of this By- law. 3 D V V H G L Q w Z SD / -A Q R& R 0C FO T W 0 P &V W (.L V 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 $ G (, R9Q/H U & $ Q Q H * U H H Q Clarington aza�-- Date: July 24, 2018 Report Purchasing Services To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -009-18 File Number: CL2018-25 Subject: High Float Resurfacing Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73) Recommendations It is respectfully recommended to the Chief Administrative Officer the following: 1. That Miller Paving Limited with a three (3) year contract, with a total revised bid in the amount of $6,689,087.01 (Net HST Rebate), be,awarded the contract for the work required for completion of the High Float Resurfacing; and 2. That the funding required to complete the project in the amount of $ 2,359,968.82 (Net HST Rebate, per year) which includes the Construction Cost of $ 2,229,695.67 and other related costs such as design, inspection, contract administration, material testing and contingencies of $ 130,273.15 be drawn from the following accounts: Rural Roads Resurfacing 110-36-330-83680-7401 $ 2,255,321.64 Pavement Rehabilitation 110-32-330-83212-7401 $ 104,647.18 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1C 3A6 T(905)623-3379 Report No. PS -009-18 Page 2 Recommended by: David Ferguson, Manager, Purchasin ervices Concurrence: Nancy Taylor/[ Director c Fipg F 1,'N MMkDF\Mta cc: M. Marano, Director, Corporate Services ate Dt Date ®ate Report No: PS -009-18 Background Page 3 Tender specifications and location maps for the High Float Resurfacing program were prepared by AECOM on behalf of the Operations Department. 2. Tender CL2018-25 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. Subsequently, tenders were received and tabulated as per attachment 1. The tender closed on June 11, 2018 4. In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. Analyses 5. Six (6) companies downloaded the tender document. 6. One (1) submission was received in response to the tender call. The submission was reviewed and tabulated by the Purchasing Services Division (see Attachment 1). The submission was deemed compliant. The results were forwarded to the Operations Department for their review and. consideration. After review and analysis of the submission by the Operations Department and the Purchasing Services Division, it was determined that the tendered price received from Miller Paving exceeded the available budget. In an effort to meet the budget restrictions, the Operations Department amended the amount of work locations. This resulted in a decrease in the tender price from $ 2,398,847.04 to a revised price of $ 2,229.695.67 per year. The low bidder Miller concurred with the reduced scope. After a further review it was mutually agreed that the low bidder, Miller Paving Limited be recommended for the award of contract CL2018-25. 8. Miller Paving Limited has successfully completed_ work for the Municipality in the past. 9. The annual cost is $ 2,229,695.67 Net HST Rebate. The initial contract term is three (3) years and therefore the estimated value of the contract over the three (3) years is $ 6,689,087.01 Net HST Rebate. 10. The Municipality has the option to extend the contract for up to two (2) additional one (1) year terms pending satisfactory pricing and service, at this time however approval for these additional optional years is not being requested. Report No: PS -009-18 Financial Paae 4 11. The funding required to complete the project in the amount of $ 2,359,968.82 (Net HST Rebate, per year) including Construction costs of $ 2,229,695.67 (Net HST Rebate) other related costs such as design, inspection, contract administration, material testing and contingencies of $ 130,273.15 be drawn from the following accounts: Rural Roads Resurfacing 110-36-330-83680-7401 $ 2,255,321.64 Pavement Rehabilitation 110-32-330-83212-74.01 $ 104,647.18 Queries with respect to the requirements, specifications, etc. should be referred to the Director of Operations. . Conclusion 12. It is respectfully recommended that Miller Paving Limited being the lowest compliant bid be awarded the contract for work required for the High Float Resurfacing in the amount of $2,229,695.67 (Net HST Rebate, per year) as per the terms, conditions and specifications of Tender CL2018-25. Strategic Plan Application 13. The recommendations contained in this report conform to the Strategic Plan. Attachments: Attachment 1 — Bid Tabulation Report No- PS -009-18 Attachment #1 Summary ®f Sid Results BADDER Miller Paving Limited TOTAL BID (including HST) $2,475,978-88 Page 5 TOTAL BID (net HST Rebate) 229,695.67 Rq g) VIE I ti Date: August 13, 2018 q Pill 1!1111 . �. r' To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -010-18 File Number: RFP2018-8 Subject: Architectural Services for Clarington Public Library Bowmanville Branch Renovation Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73) Recommendations It is respectfully recommended to the Chief Administrative Officer the following: 1. That the proposal received from Shoalts & Zaback Architects Ltd. Limited, being the most responsive bidder meeting all terms, conditions and specifications of RFP2018-8 be awarded the contract for the provision of architectural services for the Clarington Public Library Bowmanville Branch Renovation; and 2. That the funding required in the amount of $66,144.00 (Net HST Rebate) which includes the Architectural fees of $61,056.00 (Net HST Rebate) and disbursements in the amount of $5,088 (Net HST Rebate) be drawn from the Library's Capital Reserve funds: Library Capital Reserve Fund 542-00-000-00000-7400 $66,144.00 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L 1 C 3A6 T(905)623-3379 Report No: PS -090-98 Page 2 C David Ferguson, Manager, Purchasing S rvices Concurrence: Trevor Pinn, B.Com, CPA, CA Deputy Treasurer Fre rvath, �.__.._.. Directo of Operations Approved by: And ew Alli n, CAO MM\DFlsm Dat 3113 ZZ01.9 Date 9 Date 4)q Date cc: M. Marano, Director, Corporate Services Linda Kent, CEO/Library Director Report No: PS -010-18 Page 3 1. Background 1.1 Request for Proposal RFP2018-8 was issued, on behalf of the Clarington Public Library (Library), seeking a qualified Architectural Firm for the provision of architectural services as required for the Clarington Public Library Bowmanville Branch Renovation. RFP specifications were provided by the Library. 1.2 RFP2018-8 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. Notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. 1.3 Fifteen Companies downloaded the bid document. 1.4. The request for proposal closed on July 26, 2018. 1.5. In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. 2. Analysis 2.1. Three (3) submissions were received by the stipulated closing date and time. See Attachment 1. 2.2. All three (3) submissions complied with the mandatory submission requirements and were distributed to the Evaluation Committee for their review and scoring. 2.3. The Technical Proposals were first evaluated and scored independently by the members of the evaluation committee in accordance with the established criteria as outlined in the RFP. The evaluation committee was comprised of staff from the Library, Operations Department, and the Purchasing Services Division. 2.4. The evaluation committee then met to review and agreed upon the overall scores for each proposal. Some of the areas on which submissions were evaluated were as follows: • Highlights of services provided within past five (5) years only • Allocated roles and responsibilities of team members; long timeline for scope of project and coverage for entire length is essential • Demonstrated understanding of the Municipality's requirements, the Project and related issues • Demonstrated the ability to carry out all aspects of the project. 2.5. Upon completion of the evaluation, the evaluation committee concluded that one - (1) bid met the pre -established threshold of 85% for Phase 1 and moved on to the second Phase of the process. 2.6. It was deemed by the evaluation committee that no presentation would be required to provide further clarification regarding proposals received. ort No: PS -010-18 Paae 4 2.7. The'Pricing Envelope was then opened for Shoalts & Zaback Architects Ltd. 2.8. Staff have reviewed the pricing submitted by Shoalts & Zaback Architects Ltd. and found it to be acceptable. 2.9 Shoalts & Zaback Architects Ltd. has successfully completed work for the Municipality/Library in the past. 2.10 ReportA23-18 was presented to the Clarington Public Library Board to seek approval to hire Shoalts & Zaback Architects Ltd. for the provision of architectural services related to the renovation and refurbishment of the Bowmanville Library. The Board approved the report (Attachment 2) on August 8, 2018: 3. Financial 3.1 That the funding required in the amount of $66,144.00 (Net HST Rebate) which includes the Architectural fees of $61,056.00 (Net HST Rebate) and disbursements in the amount of $5,088 (Net HST Rebate) be drawn from the Library's Capital Reserve funds. Library Capital Reserve Fund 542-00-000-00000-7400 $66,144.00 3.2 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Clarington Public Library. However, as this is a cross departmental project, staff from the Clarington Public Library and the Operations Department work together to facilitate the completion. 4. Conclusion 4.1 It is respectfully recommended that Shoalts & Zaback Architects Ltd. Limited being the lowest compliant bid be awarded the contract for work required for the Architectural Services for Clarington Public Library Bowmanville Branch Renovation in the amount of $66,144.00 (Net HST Rebate) as per the terms, conditions and specifications of RFP2018-8. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Attachments: Attachment 1 — Bid Tabulation Attachment 2 — Report A23-18 Report No: PS-OXX-18 Page 5 Attachment #1 Municipality of Clarington Summary ®f Bid Results *Denotes firms who were shortlisted. Q Attach.2 Clarington Public Library d Administrative Report Date of Meeting: August 8, 2018 Report Number: A23-18 Report Subject: Bowmanville Library Renovation and Refurbishment Recommendations: 1. THAT the Clarington Public Library Board receive Administrative Report No. A23-18: Bowmanville Library Renovation and Refurbishment. 2. THAT the Clarington Public Library Board approve the hiring of Shoalts and Zaback Architects Ltd. for architectural services related to the renovation and refurbishment of the Bowmanville Library,. with architectural and project management fees not to exceed $73,450. 3. THAT funds required for this project be drawn from the Library's Capital Reserve Funds. Report Overview: The purpose of this report is to obtain the Library Board's approval to award RFP 2018-8 to Shoalts and Zaback Architects Ltd. 1. Background The Library Service Review, which included a review of the four branch facilities included: Recommendation #23 — Undertake inferior reconfiguration. and refresh of Bowmanville Branch. The Library's 2017 Capital Plan and Budget request to Municipal Council included a request for $130,000 in funding in order to develop a plan for refurbishment. The request was approved by Council as part of the Municipality's 2017 budget on February 6, 2017. The project kick-off date was delayed as a result of maternity leaves at the senior management level. With the anticipated return of the two senior managers, the Bowmanville Branch project plan and design phase was incorporated into the Library CEO's 2018 Work plan. The Bowmanville Branch refresh project has been divided into two phases: Phase 1 - the design & costing process in 2018. The design process will include public. consultation and stakeholder input. Considering this input, a new functional layout of the Clarington Public Library Page 2 Report A23-18 Bowmanville branch will be developed which will include furniture enhancements and refurbishments. Once the optimal design has been determined, the architects will provide a detailed (Class C) cost assessment so that the Library's 2019 budget request can incorporate the capital and operating costs of completing the renovation and refurbishment in Phase 2. Phase 2 — the construction and refurbishment in 2019. The costs of Phase 2 will be incorporated into the Library's 2019 Budget request and work will take place only when sufficient funding has been secured in order to cover the costs identified during Phase 1. 2. Analysis In order to prepare an RFP for architectural services and evaluate submissions, a Selection Committee was established and composed of Library CEO Linda Kent, Deputy Director Sarah Vaisler, Operations Supervisor of Buildings & Property Rob Groen, and Assistant Purchasing Manager Sandra McKee. Request for Proposal RFP 2018-8 was issued by the Municipality of Clarington on July 3, 2018 with a closing date of July 25, 2018. A total of three submissions were received and reviewed. Only one submission, Shoalts and Zaback Architects Ltd., met the minimum evaluation threshold. Their bid submission was a total cost of $73,450, inclusive of HST. = The Selection Committee recommends that Shoalts and Zaback Architects Ltd. be awarded the contract for the provision of Architectural Services for Clarington Public Library Bowmanville Branch Renovation in accordance with the terms and conditions set out in RFP 2018-8. 3. Financial The design phase (Phase 1) of the project was included in the Library's 2017 Capital Plan and Budget request to Municipal Council at a cost of $130,000. The request was approved by Council, as part of the Municipality's 2017 budget, on February 6, 2017. The Library Capital Reserve Fund, held and invested by the Municipality on the Library's behalf, was estimated at $1,273,593 during the 2018 budget process. The Library's 2019 Operating and Capital Budget request to Municipal Council will include a request to access sufficient funds from this account in order to complete the construction and refurbishment project (Phase 2) in 2019. 4. Concurrence All of the members of the RFP Selection Committee agree with the recommended contract award. Clarington Public Library Report A23-18 Page 2 Conclusion It is respectfully recommended that the Library Board approve the award of RFP 2018-8 to Shoalts and Zaback Architects Ltd. Report Submitted by: Linda Kent, CEO/Library Director Sarah Vaisler, Deputy Director Megan Elliott, Manager of Business Administration August 8, 2018 f., Date: August 16, 2018 To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -012-18 Fife Number: E012018-1 Subject: Operation of Concessions at Arena Recreation Facilities Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73) Recommendations It is respectfully recommended to the Chief Administrative Officer the following-. 1. That the proposal from the Participation House be accepted for the operation of the three arena facilities concessions for a one (1) year term with the option to renew for an additional one (1) year term pending satisfactory terms if mutually agreed by both parties; and 2. That the Mayor and Clerk, be authorized to execute the necessary lease agreement in a form acceptable to the Municipal Solicitor, Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 T(905)623-3379 Report No: PS -012-18 Page 2 Recommended bv: David Ferguson, Manager, Purchasing Slices Concurrence: Trevor Pinn, B.Com, CPA, CA Deputy Treasurer Joseph Caruana Director of Community Services Approved by: Andrew Alli on, CAO MMIDFIsm cc: M. Marano, Director, Corporate Services Date 110111 Date Date <��Ixllg Date Report No: PS -012-18 Page 3. 1. Background 1.1 At the April 9, 2018 Council meeting, Resolution # GG -171-18 was approved authorizing staff to issue a Request for Proposal for the operation of the concessions at the Garnet B. Recreation Complex, the South Courtice Arena and Darlington Sports Centre. Prior to issuing 'an REP an Expression of Interest (EOI) was released. The intent of the EOI was to determine if there were local organizations interested in assuming the operation of the concessions. 1.2 The scope of the EOI was provided by the Community Services Department to the Purchasing Services Division. 1.3 EO12018-1 was prepared and issued by the Purchasing Services Division. This document was advertised electronically on the Municipality's website. A notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. In addition, the Community Services Department sent emails to community groups advising them of the EOI. 1.4 Three (3) companies downloaded the bid document. 1.5 All interested parties were to have their proposal submitted no later than June 14, 2018. 1.6 In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. 2. Analysis 2.1. Two (2) submissions were received by the stipulated closing date and time. See Attachment 1. 2.2. One submission was received from a private company while the other was from The Participation House (PH), a non-profit organization located within Durham Region with residential housing services being operated in Clarington. PH provides assistance to youth and adults with physical and developmental disabilities. 2.3. A selection committee comprised of staff from the Community Services Department and the Purchasing Services Division met and reviewed the proposa from PH. As a result of the limited interest from community groups it was agreed that the selection committee would approach PH to clarify questions and to ascertain the level of commitment and interest they had in this project. PH was invited to meet with the selection committee and answer questions relating to their proposal. 2.4. During the meeting PH advised staff that they see this as an opportunity to develop a fully inclusive employment opportunity for approximately 25-30 people, primarily hiring first time job seekers who have developmental disabilities. This Report No: PS -012-18 Pave 4 will provide many residents of Clarington an exciting employment opportunity. The concession stand attendants will provide a service to our facility visitors while developing skills to enhance their professional portfolio which can only be considered as a good news story. 2.5. PH is willing to enter into a one year lease agreement commencing September 1, 2018 with the option to renew for an additional year with the understanding that the agreement includes the use of the concession stand storage areas and the equipment with the concession stand area. The normal wear and tear of the equipment will be the responsibility of the Municipality. 2.6. PH has proposed an annual rent of $5,895, which is below market value. As a not-for-profit organization PH is expecting that the operation of the concessions will be able to cover all costs and run as a break even operation. 2.7. In light of the limited interest from community groups, the discussions along with the proposal submitted by PH, it was agreed that there was no need to issue an RFP but instead to use this opportunity to enter into an arrangement to have PH operate the concession stands at the Municipality's recreational facilities. 3. Financial 3.1 The proposed lease rate is as follows: A one year lease agreement, commencing September 1, 2018 which is inclusive of repairs and maintenance lease agreement that will start at $5/square foot. At this rate the annualized rent would total $5,895. Lease fees to be reassessed at six months and increased if feasible. 3.2 The agreement would allow PH to use the concession stand, storage areas and all the equipment currently contained within the concession areas of South Courtice Arena, Garnet B. Rickard Recreation Complex and Darlington Sports Centre. 3.3 Option to renew the agreement for an additional year if mutually agreed by both parties. 3.4 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Community Services. 4. Conclusion 4.1 It is respectfully recommended that Participation House be given the opportunity to operate the concession stands within the Municipality's arena recreation facilities. In addition to offering concession services for the facilities this will provide important employment opportunities in our community.. Report No: PS -012-18 5. Strategic Plan Application Paae 5 The recommendations contained in this report conform to the Strategic Plan. Attachments: Attachment 1 — Bid Tabulation Report No: PS -012-18 Page 6 Attachment #k1 municipality f Claringt®n Summary ®f Bid Results Participation House BIDDER 11 CGC Concessions Group Canada 11 Date: August 24, 2018 To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -013-18 File Number: CL2018-26 Subject: 2018 Roadside Protection Improvements Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73) Recommendations It is respectfully recommended to the Chief Administrative Officer the following: 1. That 1490668 Ontario Inc. ola Tower Construction being the lowest bidder meeting all terms, conditions and specifications of CL2018-26 be awarded the completion of the 2018 Roadside Protection Improvements; and 2. That the funding required in the amount of $318,000.00 (Net HST Rebate) which includes the construction costs of $288,642.24, (Net HST Rebate) and contingency of $29,357.76 (Net HST Rebate) be funded as follows: Roadside Protection Program 110-32-330-83338-7401 $318,000.00 (2015-2018) Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1C 3A6, T(905) 623-3379 Reoort No: PS -013-18 Recommended bv: Pape 2 ti C f David Ferguson, Date Manager, Purchasing Services Concurrence: Trevor Pinn, B.Com, CPA, CA Date Deputy Treasurer Tony Canella, Director of Engineering Services Approved bv: And Allison, CAO MM1DFlsm cc: M. Marano, Director, Corporate Services NOW 20x8 Date Date Report No: PS -013-18 1. Background Pape 3 1.1 Tender specifications were prepared by the Engineering Services Department and provided to the Purchasing Services Division. The work involves the replacement of guide rail and roadside safety improvements at various locations. 1.2 Tender CL2018-26 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. A notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. 1.3 Twelve (12) Companies downloaded the bid document. 1.4. The tender closed on August 8, 2018, 1.5. In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. 2. Analysis 2.1. Three (3) submissions were received by the stipulated closing date and time. See Attachment 1. 2.2. The three submissions were deemed compliant and forwarded to the Engineering Services Department for their review. 2.3. Staff have reviewed the submissions received and have found that the lowest -priced submission received from 1490668 Ontario Inc. ola Tower Construction to, be acceptable. 2.4. 1490668 Ontario Inc. ola Tower Construction has successfully completed work' for the Municipality in the past. 3. Financial 3.1 That the funding required in the amount of $318,000.00 (Net HST Rebate) which includes the construction costs of $288,642.24, (Net HST Rebate) and contingency of $29,357.76 (Net HST Rebate) be funded as follows: Roadside Protection Program 110-32-330-83338-7401 $318,000.00 (2015-2018) 3.2 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering Services. Report No: PS -013-18 Page 4 4. Conclusion 4.1 Itis respectfully recommended that 1490668 Ontario Inc. ola Tower Construction be awarded the contract for work required for the completion of the 2018 Roadside Protection Improvements in the amount of $288,642.24 (Net HST Rebate) as per the terms, conditions and specifications of CI_2018-26. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Attachments: Attachment 1 — Bid Tabulation Report No- PS -013-18 Attachment 91 Summar of Bid Results Page 5 Date: August 24, 2018 To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -014-18 File Number: CL2018-24 Subject: 2018 Bridge and Culvert Rehabilitations Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73 Recommendations It is respectfully recommended to the Chief Administrative Officer the following: 1. That Coco Paving Inc. being the lowest bidder meeting all terms, conditions and specifications of CL2018-24 be awarded the completion of the 2018 Bridge and Culvert Rehabilitations; and 2. That the funding required in the amount of $1,512,000.00 (Net HST Rebate) which includes the revised construction costs of $1,177,708.47 (Net HST Rebate) and other related costs such as design, inspection, contract administration, materials testing and contingencies of $334,291.53 (Net HST Rebate) be funded as follows: Structures Rehabilitation Program 110-32-330-83275-7401 $1,497,000.00 Operations Bridge Maintenance 100-36-380-10200-7112 $15,000.00 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1 C 3A6 T(905)623-3379 Report No: PS -014-18 Page 2 Recommended b : o� �O rDavid Ferguson, Date Manager, Purchasing Services Concurrence: �•rc..C.�r.LF .�.r, Trevor Pinn, B.Com, CPA, CA Deputy Treasurer Tony Canella, Director of Engineering Fred Hoat , Director Operations Aporoved b A dre Allison, CAO MUDRsm .cc: M. Marano, Director, Corporate Services A!, z'�I1� Date 29, 20 ®8" Date �k 11 Date Date Report No: PS -014-18 1. Background Paae 3 1.1 Tender specifications were prepared by the Engineering Services Department and GHD and provided to the Purchasing Services Division. The work involves rehabilitation of bridges and culverts at various locations. 1.2 Tender CL2018-24 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. A notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. 1.3 Twenty-two (22) Companies downloaded the bid document. 1.4. The tender closed on August 2, 2018. 1.5. In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. 2. Analysis 2.1. One (1) submission was received by the stipulated closing date and time. See Attachment 1. 2.2. The submission was deemed compliant and forwarded to the Engineering Services Department for their review. 2.3. Upon reviewing the submission Engineering recommended removing two sites from the contract. The sites removed were George Reynolds Drive and Nash Road due to the higher than anticipated costs to complete these two areas. 2.4. Staff have reviewed the submission received and have found that the submission received from Coco Paving Inc. to be acceptable. 2.5. Coco -Paving Inc. has successfully completed work for the Municipality in the past. 3. Financial 3.1 That the funding required in the amount of $1,512,000.00 (Net HST Rebate) which includes the revised construction costs of $1,177,708.47 (Net HST Rebate) and other related costs such as design, inspection, contract administration, materials testing and contingencies of $334,291.53 (Net HST Rebate) be funded as follows: Structures Rehabilitation Program 110-32-330-83275-7401 $1,497,000.00 Operations Bridge Maintenance 100-38-380-10200-7112 $15,000.00 Report No: PS -014-18 Page 4 3.2 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering Services. 4e Conclusion 4.1 It is respectfully recommended that Coco Paving Inc. being the only compliant bid be awarded the contract for work required for the completion of 2018 Bridge and Culvert Rehabilitations in the amount of $1,177,708.47 (Net HST Rebate) as per the terms, conditions and specifications of CL2018-24. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan, Attachments: Attachment 1 — Bid Tabulation Report No: PS -014-18 Page 5 Attachment #1 illil !:; =MT Date: August 27, 2018 Ime P�J��:Jk� To: Andrew Allison, Chief Administrative Officer From: David Ferguson, Manager, Purchasing Services Report #: PS -015-18 File Number: CL2018-29 Subject: Facility Parking Lots Rehabilitations Summer Recess Procedure (Purchasing By -Law 2015-022 S. 73) Recommendations It is respectfully recommended to the Chief Administrative Officer the following: 1. That Coco Paving Inc. being the lowest bidder meeting all terms, conditions and specifications of CL2018-29 be awarded the completion of the Facility Parking Lots Rehabilitation; and 2. That the funding required in the amount of $431,829.66 (Net HST Rebate) which includes the construction costs of $382,768.34 (Net HST Rebate) and other related costs such as design, inspection, contract administration, materials testing and contingencies of $49,061.32 (Net HST Rebate) be funded as follows: Parking Lot Resurfacing 110-32-327-83614-7401 $340,000.00 Operations Retaining Wall 110-36-330-83438-7401 $50,000.00 Pavement Rehabilitation Program 110-32-330-83212-7401 $41,829.66 Corporation of The Municipality of Clarington 40 Temperance Street, Bowmanville, Ontario L1C 3A6 T(905)623-3379 Report No: PS -415-18 Page 2 Recommended by: f David Ferguson, Manager, Purchasing rvices Concurrence: Trevor Pinn, B.Com, CPA, CA Deputy Treasurer Tony Cahelia, Director of Engpgering Director of Operations. Approvedlb. Andrew AlIison, CAO MMIDFIta cc: M. Marano, Director, Corporate Services L �f� Date a7-�8 Date ,Z 7 `Zor Date a�j qoky- Date lzol ate - Report No: PS -015-18 Page 3 1.1 Tender specifications were prepared by the Engineering Services Department and provided to the Purchasing Services Division. The work involves rehabilitation of four facility parking lots and a retaining wall at various locations. 1.2 Tender CL2018-29 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. A notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. 1.3 -Nineteen (19) Companies downloaded the bid document. 1.4. The tender closed on August 14, 2018. 1.5. In view of the Summer Council Recess, authorization is requested to award the above contract in accordance with Purchasing By -Law #2015-022 Part 2, Section 73, Council Recess Procedures. 2. Analysis 2.1. Seven (7) submissions were received by the stipulated closing date and time. See Attachment 1. 2.2. All submissions were deemed compliant and the lowest compliant bid was forwarded to the Engineering Services Department for their review. 2.3. Staff having reviewed the submissions received and have found that the submission received from Coco Paving Inc. to be acceptable. 2.4. Coco -Paving Inc. has successfully completed work for the Municipality in the past. 3. Financial 3.1 That the funding required in the amount of $431,829.66 (Net HST Rebate) which includes the construction costs of $382,768.34 (Net HST Rebate) and other related costs such as design, inspection, contract administration, materials testing and contingencies of $49,061.32 (Net HST Rebate) be funded as follows: Parking Lot Resurfacing 110-32-327-83614-7401 $340,000.00 Operations Retaining Wall 110-36-330-83438-7401 $50,000.00 Pavement Rehabilitation Program 110-32-330-83212-7401 $41,829.66 3.2 Engineering have finalized all costs for the 2017 DCS Parking Lot Account # 110- 32-327-84267-7401 and are under budget. Engineering requests that $38,000.00 of the unexpended funds from this account be transferred to the 2018 Parking Lot Rehabilitation Account #110-32-327-83614-7401. ort No: PS -015-18 3.3 Queries with respect to the department needs, specifications, etc. should be referred to the Director of Engineering Services. 4. Conclusion 4.1 It is respectfully recommended that Coco Paving Inc. being the lowest compliant bid be awarded the contract for work required for the completion of Facility Parking Lots Rehabilitation in the amount of $382,768.34 (Net HST Rebate) as per the terms, conditions and specifications of CL2018-29. Strategic plan Application The recommendations contained in this report conform to the Strategic Plan, Attachments; Attachment 1 -- Bid Tabulation Report No: PS -015-18 Page 5 Attachment #1 R BIDDER Bid (including HST) Total Bid (Net HST Rebate) Coco Paving Inc. $425,047.34 $382,768.34 Onsite Contracting Inc. $432,876.39 $389,818.60 Trison Contracting Inc. $466,827.24 $420,392.39 Epic Paving & Contracting Ltd $476,663.72 $429,250.44 Melrose Paving Co. Ltd $507-210.67 $456,758.92 Royalcrest Paving Ltd $589,003.01 $530,415.45 Brennan Paving & Construction $742,770.55 $668,887.89 Clarington Clarftma L Q D Q F H 5 H S 1 W K L V L Q I R U P D V1L LE RD GH LI V U UP IR W X L LB H) 1 $ F F H V V L E L O L W\ & R N 4 1g L Q D W R U D W 5 H S R U W* W Qt H U D O * R Y H U Q P H Q W D W H R 6 HOS HNHHVAP LE G-1 JU 5 H S R U W) 11' X P E H 5UH V R O X W L R Q ) L O H 1 X P E H U %® D Z 1 X P E H U & R P P L 5 H S R U W) L6QXDE CMFHL FDMO 8 S G D W H D V D W - X 5 H F R P P H Q G D W L R Q 7 K D W 5 H S R UE VH I R)UJ H FL M U R E! B D W L R Q 2.1 Attachment 1, Summary of Operating Expenditures and Revenues, compares the Municipality's budget to actual posted transactions as of June 30, 2018. This statement reflects the Municipality's operating budget only and excludes the year to date financial activities of the library, museum, BIAS and consolidated hall boards. Year to date expenditures as of June 30, 2018 totalled $48,177,285 which represents 99.5% of the budget as of the end of the second quarter. Year to date revenues totalled $68,027,981 which represents 103.4% of the budget as of the end of the second quarter. 2.2 Attachment 1 is intended to provide an indication of the status of the Municipality's operating accounts compared to the approved budget as at June 30, 2018. Many departments are affected by high levels of activities during specific times of the year. For example, activities such as ice rentals and winter control have more seasonal trends whereas the timing of the Legal and Planning revenues fluctuate from year to year. To best capture the trends in activities, the budget is allocated monthly based on the prior year's actual monthly distribution. In cases where there is no prior history easily obtainable, the monthly allocation is divided equally over the twelve months. Due to the timing differences that occurred throughout the accounts, this statement cannot be used in isolation, nor can it be easily extrapolated to predict the whole year's activities. Monthly trial balances are sent to each department for regular review. Revenues and expenditures that have a variance either above or below budget that are noteworthy are discussed in this report. 2.3 Non -departmental accounts are at 101.6% of the second quarter 2018 budget. As noted in the first quarter report FND-010-18, contributions are over budget due to unbudgeted grants and donations including a Federal accessibility grant and the Toyota donation for the trail extension. Other revenues are higher than budgeted due to increased General Fund interest. The Bank of Canada rate increases combined with the transfer of funds to the One Fund HISA account have increased General Fund interest to 79.4% of the total 2018 budget. 2.4 Corporate Services net expenditures are at 92.9% as of June 30, 2018. This is due in large part to the WSIB 2417 refund received in May this year. The new payroll system is able to better calculate the WSIB monthly remittance to minimize overpayment. 2.5 The Clerk's Department net expenditures are at 91.4% at the end of the second quarter. The increased revenues are due to the cumulative effect of several sources. As of June 30, 2018 there have been higher than budget revenues in snow clearing fines, cemetery sales, parking revenues and fines, and animal licences. 2.6 Emergency Services net expenditures are at 97.5%. Emergency calls revenues from the Ministry of Transportation are unbudgeted and as of June 30 total $55,223. These revenues are transferred to the Fire Equipment Reserve Fund. As per the Memorandum of Understanding with Ontario Power Generation, the Municipality has received some additional revenues. 2.7 Engineering Services net expenditures are at 76.6% of the second quarter budget. This is due to the exceptional building permit revenues. As of June 30 the building permit revenues are at 147.7% of the total 2018 budget. As well there has been contributions as per agreements relating to road projects. Overall revenues are at 160.2% as of June 30, 2018. 2.8 Operations net expenditures are at 103.5% of the budget as of June 30. Operating expenditures are higher than the second quarter budget due to winter control costs. This can be attributed to the extended winter season and the increase in sand and salt purchases in the first half of the year. As well, the brush and tree removal expenditures are higher than the second quarter budget. Note that fleet costs are not completed until yearend. 2.9 Community Services net expenditures are at 97.2% of the second quarter budget. Revenues are lower than budgeted which can be attributed in large part to the timing of the posting of program revenues through the ACTIVE system. As well there is the loss of the revenues due to the closing of the concessions in the second quarter of 2018 (see report CSD -003-18). Expenditures are below budget due to the timing of some of the wage accounts. As the year progresses the actual revenues and expenditures will be more in sync with the overall budget. 2.10 Planning net expenditures are at 90.2% of the second quarter. As noted earlier, the timing of Planning revenues do fluctuate year to year. Overall, revenues are at 65.3% of the total 2018 budget. Expenditures are slightly below budget mostly due to the timing staffing changes. 2.11 Attachment 2, Continuity of Taxes Receivable as of June 30, 2018 provides the status of the taxes billed and collected by the Municipality during the second quarter. A total of $41,852,699 in interim tax bills and $37,820,857 in final tax bills were issued to property owners during the second quarter. At the end of June 2018, a total of $12,266,054 remains unpaid compared to June 2017 taxes receivable of $11,377,026. The net balance is $889,028 higher or 7.8% higher than the previous year at this time. Overall, the taxes receivable are consistent with previous years. Collections are a continuous process which manage the balance of the taxes outstanding. 2.12 Attachment 3, Debenture Repayment Schedule provides the status of the Municipality's long term debt obligations as of January 1, 2018. The 2018 debentures for the LED street light conversion and parking lots have not yet been issued by the Region therefore the associated payments are estimated. They are expected to be issued within the next month. Due to the timing there will be no payments due in 2018 on the new debentures. In 2018, the debt repayment obligations as per the current debt are $3,403,277. The annual principal and interest payments required to service these liabilities continue to be well within the annual debt repayment limits prescribed by the Ministry of Municipal Affairs and Housing. 2.13 Attachment 4, Municipal Development Charges as of June 30, 2018 provides the development charges collected separated into residential and non-residential. At the end of the second quarter, residential municipal development charges collected are $6,943,779. In the 2015 Development charges Background Study, it was forecasted that the Municipality would be collecting approximately 786 units in total for 2018. At the end of June 2418, there were 413 units. Compared to the same period the previous year there was a 42.3% increase in residential development charges collected and a 15.7% increase in the number of residential units. 2.14 As of June 30, 2018 there has been $262,701 non-residential charges collected. Note that non-residential charges are based on the area in square metres rather than per building unit cost. The timing and amount of non-residential development charges varies quarter to quarter and year to year. 2.15 There are a number of incentives in the 2015 Development Charges By-law 2015-35 to stimulate development in Clarington. During the second quarter, an incentive for $38,980 for a new industrial development at 685 Lake Road, Bowmanville was given. This brings total development charge incentives to $941,434 with 39.3% given to residential incentives and 60.7% given to non-residential incentives. 2.16 The Municipality's Investment Policy was approved on July 3, 2018 as presented in report FND-011-18. The Deputy Treasurer will provide an in-depth annual investment report in 2019. The quarterly financial update provides some of the highlights of investments as of June 30. During the second quarter, General Fund investments increased when $10,004,400 was transferred from the operating account to the One Fund HISA to capture a higher interest rate while maintaining liquidity. As well maturing Reserve Fund investments along with some bond interest payments were re -invested into GICs. It is intended that the upcoming debenture from the Region will be internally financed by the Municipality. The debenture will be reported on the long term debt obligations and will also be listed as a Municipal debt investment. The Municipality will pay the associated administrative costs as is the case with all Region debentures. However, the cost of borrowing will be offset by the investment interest earned in the reserve fund. 2.17 As per the policy, the terms or length of investment have been set to ensure liquidity and to minimize interest rate risk. Table 1 shows the term of the investments as of June 30, 2018 7 R W D C RI 7R\/M OLO-P P SDC H OD LP P 5CQ) H DV D V \/R HDU VIR HDIN VIR HDIN V'R HDLV 2.18 The policy also sets out the types of investments to create diversified portfolio. 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Based upon a review of practices in other municipalities and taking into account the comments of Council in response to Report CAO -003-18, it is recommended that three of the four types of exceptional compensation (Market Sensitivity, Additional Skills/Qualifications and Special Project or Assignment) be removed from Policy B8. It is recommended that the remaining type (Serving in an acting role, dual role) be preserved with some modifications for reasons set out below. 3.2 Positions may become temporarily vacant for a number of reasons including retirement, job change, approved short-term leave of absence, illness, injury, and maternity or paternity leave. In some circumstances the absences are lengthy, such as long —term illnesses and maternity leave which now extends up to 18 months. The replacement of/or temporary filling the role of a vacant senior position may take considerable time given the relevant market conditions and due diligence required to ensure the position is advertised, interviewed and filled in an appropriate manner. If there are no appropriate measures put in place by the Municipality, it could lead to service interruptions. 3.3 It is therefore recommended that Policy B8 preserve the opportunity for the CAO to approve exceptional compensation for a non-affiliated employee who either, (1) fills a higher vacant position on a temporary basis (e.g. a Manager "acting" as an interim Director); or (2) continues to do his or her own duties while "covering" the responsibilities of a vacant position (for example a peer) on a temporary basis. 3.4 In the first situation ("acting"), it is recommended that the level of compensation be set at an appropriate level within the compensation grid for the "acting" period in order to be consistent with pay equity principles. 3.5 In the second situation ("covering"), it is recommended that the exceptional compensation be a maximum of 10% of the employee's level of pay for the period of coverage. 3.5 In both situations, it is recommended that exceptional compensation only be considered if the temporary absence exceeds 4 weeks. 3.7 Attached to this Report (Attachment 3) is an amended Policy B8 that would implement these recommendations_ 4.1 The estimated maximum annual cost to accommodate the "acting" and "covering" types of exceptional compensation, net of the savings attributable to gapping, would be $20,000 which could be accommodated in a contingency allowance included in the Municipality's annual budget. Exceptional compensation allocations have not previously been included in annual budgets. 4.2 The updated policy would apply to the current situation with the Director of Finance and potentially the Director of Planning Services_ 6.1 If a position were to remain vacant for an extended period of time, there may be a need to assign the responsibilities of the position to a contract employee or a consultant. If the responsibilities are assigned to an existing employee, there may be significant cost savings. Policy B8 (as amended) will provide a mechanism to realize such savings. 6.2 It is therefore recommended that the amended Policy B8 (Attachment 3) be approved. 0 Leading the Way , I W K L V L Q I R U P D W L R Q L V U H T X L U R U G L Q D W R U D WI [ W 3 2/&< S S H 7< 3( 3 H U & R P S H Q V D W L R Q 3 2/&< P D Q F H $ S S U D L V D O ) R U P % f3 H U I R 7, 7/( D 3 H U I R U P D Q F H $ S S U D L V D 3 2 / & < % 3 2/ &< $ 3 3 5 2&9 X 'L H°/d <$ G P L Q L V W U D W L Y O)(& 7 9( $ 71(R Y H P E H U 5( 9 6( 6 H S W H P E H U $ 3 3/,&$%/( 7 2 R$QI I L O L D W H G ( P S O R\ H F 3 X U S R V H 7 R S U R Y L G H D P H W K R G R I H Y D O X Z R U N L Q J S H U I R U P D Q F H D Q G W K H H P S O R\ H H¶ V Y D O X H D Q G F R Q W U L E 3 R O L F L H V 3 U R F H G X U H V D 3 H U I R U P D Q F H D S S U D L V D ODVI I P- I® V W V W L P H V W D I I E\ W K H L P P H G L D W H S H U I R U P D Q F H L Q W K H F X U U H Q W Z K H W K H U R U Q R W D V D O D U\ D G N E$ 3 H U I R U P D Q F H $ S S U D L V D O I R U P D S S U D L V D O D Q G P X V W E ISI Q GJF IR P S O P H H W L Q J Z L W K W K H H P S O R\ H H F$ Q\ V D O D U\ D G M X V W P H Q W V K D O O 5 D W L Q J 8 8 Q F F H S W D E O H 3 H U I R U R D 9 Ti Hv1 X V : R U N L Q J W R D F K L H Y H R W DK GFI M XI `{ 6 R6UW L'( R Q J 3 H U I R U P H U Q V[ HW W H H U D G 7 K H F R P S O H W H G 3 H U I R U P D Q F H $ ' H S D U W P H Q W + H D G I R U D S S U R Y D 2 I I L V H J -J Q DIS SIJ M IF H V N Q Q J $ S S H Q G L[ 3 H U I R U P D Q F H $ S S U D L V D O ) R U P % f3 H U I R U P D Q F H $ S S U D L V D 0 3 D JRHI I D P H H F R P P H Q 7 L Wi O H W L R Q V W D L O H S D U WV P H Q W H Q W Pa e2 5 H Y L H ) H H G E ) U R P B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B $ WW Q G H H Q G D Q F H D W & R U S R U D W H P H H W L Q J V L V F R Q R Z O H G J H R 1 G H S D U W P H Q W D O L V V X H V F R Q Y H I l/ L F L H Q W W L P H O I U H Y L H Z R 1 G H S D U W P H Q W & R P S X W H U O L W H U D F I D Q G N Q R Z O H G J H R/ D S S O $ E L O L W I W R F R S H Z L W K V W U H V V I X O V L W X D W L R * R D O V R U 3 U R M H F W V W R & R Q V L G + H D O W K F 6 D l H W I 3 U R P R W L R Q D Q G ( Q G R U V H 3 U R P R W H V D V D l H K H D O W K I Z R U N S O D F H E 1 ( Q F R X U D J H V V W D I I W R S D U W L F L S D W H R Q + H D O W K 6 D I H W 1 / R U P V S D U W R 1 V W D 1 _____3_D__U__W___L_ FLSDW_H_V _ H _D_V_ T5 _D_ _PHPE_HUR_1 _ W K H 5 H F R P P H Q G D W L R Q V $ S S U R * U L G 5 H F R P P H Q G D W L R Q V W D L O 0 & R P P H Q W V N R U ) H H G E D F N L W L R Q D O ' X W L H V 3 H U 1 R U P H G 0 D M R U 3 U R M H F W 2 X W V L G H R 1 1 R U P D 0 - R E 5 H F R P P H Q G H G ([ F H S W L R Q D O$& R ��P S H Q V D W L R Q $ G M W R D P D[ L P X P R 1 % R I & X U U H Q W 6 D O D U + * R D O V R U 3 U R M H F W V W R & R Q V L G H U L Q 8 S F R 5 H F R P P H Q G D W L R Q V $ S S U R * U L G ) U R P 7 R I I H F W L Y H D Level G D W L R Q I I R U? 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Z p [U F GH H5 011 L It Q O Q I RLQ P& I$ Q V m & U L W H U L D ( O L J L E L O L W\ ' H W D L O 0 D U N H W 6 H Q V L W L Y H 3 R V L W L R Q 6 N L O O V ([ F H H G 3 R V L W L R Q 5 H T X L U H P H Q W V $ G G L W L R Q D O ' X W L H V 3 H U 1 R U P H G 0 D M R U 3 U R M H F W 2 X W V L G H R 1 1 R U P D 0 - R E 5 H F R P P H Q G H G ([ F H S W L R Q D O$& R ��P S H Q V D W L R Q $ G M W R D P D[ L P X P R 1 % R I & X U U H Q W 6 D O D U $ S S U R Y D O Q G U H Z $ O O L V R Q ( P S O R\ H H ' D W H 6 X S H U Y L V R U 6 L J G MF7'.TW:1 D W X DU M H Distribution - Personnel File Notified by CAO if Adj ■:a Im F L R V ■ Lending the Way I W K L V L Q I R U P D W L R Q L V U H T X L U R U G L Q D W R U D VE [ W 3 2/&< K H 7< 3( & R P S H Q V D W L R Q H Y 3 2/&< H Z 7, 7/( [ F(H S W L R Q D O & R P S H Q V D 3 2 / & < Z % R L V U H F R P 3 2/&< H Q G $ 3 3 5 288 I� 'L H°/d <$ P G P L Q L V W U D W L Y O)(& W L 7 9( $ 76(H S W H P E H U 5( 9 6( F 0 D 6 H S W H P E H U V $ 3 3/,&$%/( L Y H 3 R 7 12 R$QI I L O L D W H G ( P S O R\ H F 3 X U S R V H D 7 R L P S O H P H Q W & R X Q F L O D S S U R Y l X V H L H P D U N H W V H Q V L' D Q G U H F R J Q L W L R Q I R U H P S O R X W V L (R H W K H L U F IQ S2 HT P D O U H V S R E 7 R V S H F L I\ F U L W H U L D I R U W K H F 7 R R X W O L Q H J X L G H O L Q H V D Q G S ([ F H S W L R Q D O & R P S H Q V D W L R Q G 7 R V H W O L P L W V R Q W K H V L] H R T X D O LXI Qi L Q Q Q1 IV Q O R\ H H V 3 R O L F L H V D ( [ F H S W L R Q D O & R P S H Q V D W L R Q V K I 3 X U S R V H D6 H F W L R Q U H I E 7 K H &$ 2 V K D O O U H Y L H Z IC Qp (E R Q S H P S O R\ H H Z K R L V U H F R P P H Q G H G & R P S H Q V D W L R Q F 0 D U N H W 6 H Q V L W L Y H 3 R V L W L R Q V & O D V V L I X IQ LL W Q R Q R R L W EL R e R QD V P D H D F K \ H D U E D V H G R Q P D U % ±([ F H S W L R Q D 0 & R P S H Q V D W L R Q 3 D JRHI P X Q ll.,, W IL S -I IV O H[ S H U L H Q F H S U L P D U L O\ L Q R U Q I L Q U HXFQULXRLQW LS QR JV LFVAD L( G 6 X F F H V V L R Q 3 0 D Q Q L Q J ([ F H S W L R Q D O & R P S H Q V D W L R Q F D Z K H Q D S R V L W L R Q L Q F X P E H Q W E T X D O L I L F D W L R Q V W R D S R V L W L R S R W H Q W L D O O\ D K L J K H U S R V L W L L P S H Q G L Q J U H W L U H P H Q W H$ F W L Q J 3 D\ 7 K H U H D U H W Z R W\ S H V R I V L W X W R D F W L )Q Q L R Q\ H P S O R\ HD H Q I RL QD O V W H P S R U D U\ E D V L V H J D 0 D V W D I I H G R Q D Q IX(pLLPRDQQ HSQPW O R DHVH, R X W K L V K H U S R V L W L R Q Z K L O H I R U D S H U L R G R I W L P H I 6 S H F L D 0 3 U R M H F W V R U $ V V L J Q P F ([ F H S W L R Q D O & R P S H Q V D W L R Q F D( V 9 E D O S U R M H F W R U D V V L J Q P H Q W 7 K L V X V H V K D O O Q R W U H S U H V H Q U H V S R Q V L X Q 0 R W L H V S OiV RR \ H VISI K H Q R, Q D V V L J Q P H Q W RY IZ IL LO O L QQ FR (WX V ELHR Q H OL L( D V V H V V P H Q W J$ Z D U G V & R Q W L Q J H Q W R Q 6 D W L V I 7 R T X D O L I\ IR U F R Q V L G H U D W L R Q S H U I R U P X Q E >R Q R 1H P I% O Q R H) H P X V W F E H RW RWU H UW K H \ H D U K 6 L] H R I $ Z D U G V I R U ([ F H S W L R Q I $ S S H & I$ f L 6L H V W K H E D V L V I R U H D F K D S S O L F D W L R Q R I ([ F H S W L R L 3 U R U D W L R Q R I ([ F H S W L R Q D O & R P ) R U X DQ L T, IQ Q H P S O R\ H H V H U Y L Q J L D Q G F R Q W L Q X L Q J L Q W R W K H Q H[ W K H W L P H V H U Y H G L Q W K H U R O % ±([ F H S W L R Q D 0 & R P S H Q V D W L R Q 3 D JRHI M 0 D[ L P X P $ Z D U G I R U $ F W L Q J 3 D\ Q F L U F X P V W D Q F H V Z IH I4' IS Id Q W LZ fR L C Y D F D Q W S R V L W L R Q W K H P D[ L P X Q R W H[ F H H G R I W K H M R E U V S O L W D P R Q J W Z R R U P R U H H P S S H U I R U P H G D Q G D V Q R W H G L Q 3 U R F H G X U H V D 7 K H ([ F H S W L R Q D O & R P S H Q V D W L R D V D O X P S V X P S D\ P H Q W 7 K H Q H F \H V V D 5 UH F H L Y L Q J D Q D Z D U G L Q U H F H L Y H ([ F H S W L R Q D O & R P S H Q V D E ( [ F H S W L R Q D O & R P S H Q V D W L R Q V K I L D S R V L W L R Q L V Q R O R Q J H U G H L LD )Q q IQ R Q H P S O R\ H H F H D V H V W R Y D F D Q W S R V L W L R Q L LD L )Q (fit IQ R Q H P S O R\ H H F R P S O H W H V W K H Q R U P D O V F R S H R I K L V K H F I R D G G L W L R Q D O F R P S H Q VHDQVW IL IWQL Y S R V L W L R Q V Z K H Q W K�' R D \F X SU HU UH F QH VAQ R Q W K H O D W H V W 0 D U N H W 6 X U Y H $ S S H :Q( Q E tI S $V L R Q:flY m U I& JR J PH S UH VQ' V DD W IG R q % ±([ F H S W L R Q D 0 & R P S H Q V D W L R Q 3 D JRHI 51 w aw RP W 9 at B/ VQ/ W 6 oR a/ Q Por OF aw W Ew 4' R Py IV MIR IN W pe R IN e IR MR PW w OW W BW REV 9F Pun w BIW B W OF rs V 0J HR B EW OW Pio/ R rg OF ® R EV oR W 9d EW ■W N9/ @RU EW V ]A/ RD SEI/ R9 EV ■ w MID RON W BW pW 6� ® RP W RU pg OV via OF 51 POF 4' R Py I/ R q/ MIR IN H w IN HV 6U POU EM REV 9F Pun BIW s wa/ rs V Iw HV BU PIV Pun R rg OF R1 9* RD/ W 069® N9/ @RU IN S/ Appendix A — Policy B8 Page 1 of 1 ■ Lending the Way I W K L V L Q I R U P D W L R Q L V U H T X L U R U G L Q D W R U D VE [ W 3 2/&< 3 R O L F L H V 7< 3( & R P S H Q V D W L R Q 3 2/&< O L J L E L O L W\ 7, 7/( [ F(H S W L R Q D O & R P S H Q V D 3 2 / & < O % F R Q V L G H U H O L J1 F 3 2/ V &< $ 3 3 5 2 89 g X Q °/E <L O ([ O)(& W) D W 7 9( $ 76(H S W H P E H U I L O O V D 5( 9 6( K H U Y D IY D 8Q EW Q DS JRHVUL 6 H S W H P E H U P $ 3 3/,&$%/( H F W R U l 7 P- R$QI I L O L D W H G ( P S O R\ H F R K L 3 X U S R V H W 6) R `S H W H R D 7 R WHH[ FE L P S O H P H Q W L & R X Q F L O D 13 S V tR 9 V l E 7 R AV XK W l O LS (T, H) L F L H V S D Q G S U R F H G X H ([ F H S W L R Q D O & R P S H Q V D W L R Q F 7 R V H W D I0RLV QF MR V W IL 0 Q(M[ (K H& R P S H Q V T X D O LDI I\ ILWCPJ IS IOQ)W IQHG H V 3 R O L F L H V D( O L J L E L O L W\ 7 K H &$ 2 V K D O O F R Q V L G H U H O L J1 F D V H E D V L V ([ F H S W H. W H) QD W) D W R- IR Q F II`I (Y'S D R Id W HH G Z K[ P I L O O V D K L J K H U Y D IY D 8Q EW Q DS JRHVUL D V D Q L Q W H U L P L U H F W R U l F R Q W L Q X H V W R G R K L V R U K H D Y D F D Q W 6) R `S H W H R Q R Q I RD U WHH[ FE E& R P S H Q V D W L R Q : K H U H D Q H P S O R\ H H S H U I R U P V L R I D K L J K H U S R V L W L R Q W K D W L W L P H H[ F H S W L R Q D O F R P SJ IU Q- r0 D W % f( [ F H S W L R Q D 0 & R P S H Q V D W L R Q 3 D JRHI R I W K H Q' Y D F D Q W D E V H Q W S R V L W L I X O I L O O L Q J G X D O U R O H V R i1K R IO XG O S R V L W L R Q F)U IH 16 Y D O X H W K D W Z R X O G E H U D W H R I W K H Y KD LO J XK H I : K H UH HP S M) q\ H H L V D E V H Q W E X W W L Y H L L V D 3 F R Y H U L Q J W K H D E V H IQ Q IBI O D S F R P S H Q V D W L R Q P D\ E H F R Q V L G H L H P S O R\ H H¶ V H[ L V W L Q J O H Y H O R I F 0 L Q L P X P 3 H U L R G ([ F H S W L R Q D O F R P S H Q V D W L R Q V K L W K H 3 F R Y H U D J H" S H U L R G H[ F H H G G 7 L P L Q P S 14 Q V M W L R Q ([ F H SF W P R QLQQU DUV L 3RF , Y H U D J H V L W Q R W D O W W IID RV SXOWL IF M \E O GH H G X F W L R Q V ([ F H S RW P LS RH QQ D)QW )PF Q R Q D F W L Q J V WL KW HX l H P S O R\ H H L V 3 D F W L Q J H 1 R 3Q H U PVA VQ W Q F K P H Q W W R ([ L V W L Q J 7 K H V L W X D W L R g V S H WW ED QU J D RUQQL. KV )U S H U P D Q H Q W D V V L J Q P H Q VFW K PIRS I O RQ \ IH 7H D Q\ U H V S R Q V L E L la LL W H HI W LZI R W IVJH R(QMR HW H O L J L E O H I R U L Q F O X V L R Q L Q D C I $ Z D&URGQ W L Q J H Q W R Q 6 D W L V I D F W R U 7 R T X D O L I R 14J I R W S W R Q Q' IQ D H F ID AV SL HR QQ W K PI S O R\ H H P X V W E H D V V H V V H G D V V L J Q H G U R O H V U H V S R Q V L E L O J 0 D[ L P X P R S Z B U D U H G 5 H V S R Q V L E L 0 Q F L U F X P V W D Q F H V Z K H U H X V1Q M RH U H L W K H U V L W X D W R R Q H Q W EK MR I[J IT QU C W P H[ F)U IH 16 Y D O X H W K D W Z R X O G E H U D W H R I W K H Y KD LO J XK H I V DJV W N SIDUL, Rli SX UWL, EI R I W 7K H D LZ ID GLJ G W IK MI O ® I IE I$ FD WV IH (H L IK W K H L U U H V S H F W L Y H V K W H H RI t W NM V D W L V I D F W R U\ S H U I R U P D Q F H % ±([ F H S W L R Q D 0 & R P S H Q V D W L R Q 3 D JRHI K I R * X D U D Q W H H R U & R P P L W P H Q W 5 H F f"L FYHL S(PWR LP RS QI DQ (W D RWQLHR Q\ H D U V K D O U H F H L Y H H[ F H S W L R Q D O F R P S H Q V L 3 U R F H G X U H V D) R U P R I 5 I$ U )® H VJ 'M FT RX PH S VH)AQ W D DAR LU R QI L Q Z U L W L Q J ( X IAV M S W L W q- 5DIHD T DXMIIWPM F & R Q V L DG QH GU D DWS LS RU QR Y H G7 K EH \ H FWRHP USI OS I IR P X V W E H I R U Z D U G H G W R &$ 2 I E$ S SaJ�RIY D S S U R Y H G E\ W K H &$ 2 I R U S U R F H V V L Q J Z L W K D F R S I L O H F' R F X P H Q W D W L R Q ) R U D V IF W X D RV M. [OR Fd�FYHH SGW K ISI Q SD HD T X&HRVP I R U & RL QV V L VNG KH HJ D I WL IQ RD QO G R F X P H Q W ) R U D Q D F W D Q S W F, Fh' Hff S GWD LWR LQ RD QO & HI 5 H T X H V W Z IL U O& R Q V IW UK PH U IX M/(f W QJ H HP S O R\ P H Q W XZ PL DO QD 5 EII I`H R%XWUUF QiWV H IZi X W H U P V D Q G F R Q G L W L R Q V I R U D S S U R Y D O E\ W K IH 0 R)&U$ 22 IDI U G I-6 G F W S U R F H V V L Q J D Q U R OF R W K IULGO HHV R O F G X%G J 7HKWH &$ 2 Z L O O D Q Q X D O O\ U I D Q G L Q F O X G H H V W L P D W H V I R U F R P S H Q V D W L R Q G L I I H U H Q W L D O V $ S S H Q( Q E fl S SV L R Q 5D HD T X&HRVP VS H I) RV UD W&L RR QQ V % ±([ F H S W L R Q D 0 & R P S H Q V D W L R Q 3 D JRHI $S S H Q 16 L[ ([ F H S &WRLPRWfMQIOVR Q 5 H T X H V W I R U I D P H R I 0 H Q IDBH BR HU BQ B3 EL EQ BI B B B B B B B B B B l 6 L J Q D W X U H B B B B B B B B B B B B B B B B B B I 7 L W HBH B B B B B B B B B B B B B B B B B B B B B B ' H S D U BWBIRBHBQBM B B B B B B B B B B B B B '' • • ' is (MBIM IB IEE 64 EL IQ 13 : : : : : : : : . ... . . . . . . . . . . . . . . . . . . . . . . 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BBBB BBBB BBBB BBBB BBBB . . . . . . . . . . . . . . .............................. . . . . . 5 H D V R Q I R U F R Y H U D J H B B B 0 D W H U Q L W\ / H D Y H B B B, O O Q H V V R U R W K H U / H D Y H R I B B B 2 W K H U f( [ F H S W L R Q D 0 & R P S H Q V D W L R Q 3 D JRHI ' H V F U L S W L R Q R I V L W X D W L R Q B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B B ' H S D U W P H Q W + H D 0 B 8 M W» IR 1liJ EL $ ID W& IR Q l &$ 2 I$ B E V R Y Q O B B B ' H Q L H G B B B B 5 H D V R Q B B B l &$ 2 6 L J Q D W X U H B B B B B B B B B B B B B B E & F 3 D\ U R O O 3 H U V R Q Q H 0 ) L O H f( [ F H S W L R Q D 0 & R P S H Q V D W L R Q 3 D JRHI Clarington 1 W K L V L Q I R U P D W L R Q & R R U G L Q D W R U HD[VW & $ 2 5 H S F L V U H T X L U H G 5 H S R U W* W Qt H U D O * R Y H U Q P H Q W & R P P L D W H R 6 HOS HNHHVAP LE CFI JU 5 H S R U W& 3 X P E H5UH V R O X W L R Q ) L O H 1 X P E H U % 0 D Z 1 X P E H U 5 H S R U W 7 IS>K!E WWFF W6 H U Y L F H ' H O L Y H U\ 5 H F R P P H Q G D W L R Q V 7 K D W 5 H S R UE VH 8LJ SH 2F H L Y H G 7 K &D RM Q F L 0 V W 0 6 0 U V N P W 49 W R 1 7 R X U D Q G W K D W V W D I I U H S R U W E D F N Z 7 K D W & R X Q F L O H Q G R U V H W K H G H if 0 D U N H W L Q J 6 W U D W H J\ D Q G 7 K VD M D I I F R M WRKS M !R FU W= W t 1®VIE M VU LH 0R 1!I lR 1 : 6& 6 & R Q V X O W L Q J , Q F IT V & O D U L C 1.1 Included in Council's 2015-2018 Strategic Plan is "Demonstrate Good Governance and Value for Tax Dollar". Consistent with this strategic objective, Council approved a formal process to review Municipal services as presented in Report COA-002-17. The Audit Committee chose Tourism as the second Municipal service to be reviewed. 1.2 The service delivery review methodology approved by Council in 2017 included 10 questions to be answered as part of the review. The first question of "Do we really need to continue to be in this business/service?" was not part of this service delivery review because Council determined in November 2015 that the Municipality should continue to provide Tourism services in house. At the same time, Council created the new position of Tourism Coordinator. 1.3 The Communications and Tourism Division has undergone some changes in recent years. In 2015, the sponsorships were moved from the Division to the Community Services Department along with the Mayor's Love of Art and Mayor's Golf Tournament. In 2016, the Communication and Tourism Division was moved from the Corporate Services Department to the CAO's Office. Separate accounts were set up to differentiate between Communications and Tourism. 1.4 A steering committee was formed to coordinate the service delivery review process. The steering committee members were the Chief Administrative Officer, Manager of Internal Audit, Manager of Communications and Tourism and Tourism Coordinator. Tourism staff were also heavily involved in the review process. Throughout the review it is clear that the Tourism staff are knowledgeable and dedicated professionals. 1.5 This service delivery review was not intended to be a complete report on all specific events and activities of Tourism. Rather it was intended as an objective view of Tourism services and a study of opportunities. 2.1 WSCS Consulting Inc.'s Clarington Tourism Service Delivery Review dated August 24, 2018 is attached to this Report. The report contains 16 recommendations. While some of the recommendations can be initiated in 2019, others will require a commitment from staff and Council over the longer term. 2.2 The review focused on Tourism services but did take into account the role of Communications, Clarington Board of Trade (CBOT) and other stakeholders in the delivery of Tourism services. Stakeholder Advisory Committee (Recommendations 1, 2, 8 and 10) 2.3 The strategic importance of Tourism services and its link to economic development is noted in the Strategic Plan 2615 — 2018. There is, however, no formal structure in place that prioritizes Tourism services. Establishing a Stakeholder Advisory Committee will confirm the commitment of Council to Tourism and help prioritize the service. If Council endorses the creation of such a committee, staff will report back with proposed Terms of Reference. Tourism Strategies (Recommendations 2, 3, 4, 12 and 16) 2.4 Critical to the success of the delivery of Tourism services is strategic planning. Recommendation 2 "Undertake a strategic planning session with the Stakeholder Advisory Committee and other industry stakeholders that specifically identifies the roles and responsibilities of all stakeholders and Clarington Tourism" will help clarify that Tourism should focus more on long term strategies and less on operational activities. 2.5 In addition to the development of a Tourism Strategy, WSCS has recommended that specific strategies/goals be created. Recommendation 16 states that "As part of the Clarington Tourism Strategy, a digital marketing strategy should be developed to ensure that there is integration with the strategy." This does not imply that staff are not currently using digital marketing. The consultant noted the increase in the social media statistics. However, it would be wise to have a defined digital marketing strategy over the timeframe of a Tourism Strategy. Additionally, Recommendation 12 notes the need for a Wayfinding Study. Tourism staff are well aware of the need to prioritize such a study. Branding (Recommendation 8) 2.6 Another key finding of the consultant is the lack of a unique brand. Tourism staff are well aware of this and noted it as a weakness in the SWOT analysis (strength, weakness, opportunities, threats). Recommendation 8 advises "Clarington Tourism, working with the Stakeholder Advisory Committee should begin an exploratory planning process to develop a themed approach to establish Clarington as a tourism destination over time through the creation of one or more major tourism generators". Clearly this cannot be achieved overnight. There must be a long term commitment of staff and Council to work towards developing and promoting a Clarington brand from a Tourism perspective. Economic Development (Recommendation 1, 9, 11 and 13) 2.7 Through this service delivery review, it became apparent that the economic development partnership with CBOT needs to be strengthened. The establishment of a Stakeholder Advisory Committee will provide a clearer reporting structure to keep Tourism as a priority. It has been suggested in the consultant's report that Tourism be separated into its own division within the CAO's Office. Ideally, based on the consultant's review of best practices, Tourism should be a part of an economic development portfolio. However, Council has made a commitment to continue to provide in Tourism services in-house. The Manager of Communications and Tourism and the Tourism Coordinator work very closely together and often support each other. It is therefore not recommended that a separate division be created. 2.8 Recommendation 13 states "Work with CBOT to promote the small business enterprise services and set up improved referral services between Clarington Tourism and CBOT's small business assistance." This needs to be done, and will be done. Competing Demands (Recommendations 2 and 3) 2.9 It is clear that the Tourism staff are committed to doing their very best. However, the consultant has noted that there is an expectation of Tourism staff to be everywhere and to help everyone. Adding to this challenge is that the fact that part-time Tourism staff are often seconded to other departments. This undermines Tourism's work and the Municipality's commitment to Tourism services. The consultant's recommendation was therefore that the Municipality should focus on long term Tourism strategies rather than having a representative at every event. Through the development of roles and responsibilities via the Stakeholders Advisory Committee, the priorities can be communicated to all stakeholders including Council. Operations (Recommendations 5, 6, 7, 14 and 15) 2.19 Even though most of the recommendations in the consultant's report can be characterized as strategic, there are some operational recommendations. Recommendation 5 suggests as a cost savings measure to reduce print publications and expand the use of digital media. This could be part of a digital marketing strategy and would evolve over time. Recommendation 6 encourages leveraging other sources of government funding. Recommendation 7 suggests that a kiosk be set up at the Visitor Centre to allow the public to purchase items such as tickets, lift passes and other items online. A small fee could be used as a source of revenue. Recommendations 14 and 15 encourage Tourism staff to continue its collaborative work with other tourism agencies and to investigate the development of key performance indicators with Central Counties Tourism. 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EZ LH 19J EV IV k WQRF August 9, 2018 Newcastle BIA Meeting Attendance: Ann Harley, Debbie Miller, Helen Vatandoust, Janeen Calder, Sheila Hall, Marni Lewis, Donna Wood, Valentine Lovekin Regrets: Wendy Partner, Leslie Ray, Theresa Vanhaverbeke, Greg Lewis There were not enough BIA members for a quorum so we had an informal meeting regarding the upcoming events. The Newcastle Gateway signs at the east end and west end are still not lite up at night? This was brought up at our June meeting and Wendy has been in touch with Operations. Harvest Festival: October 6, 2018 from 9-2pm 40 Vendors are booked The Beard Team and Refinery Hair Salon will be hosting a beard contest, and decorate a moustache for kids. The road closure will be just west of the Foodland King Ave. entrance August 31 is the deadline to use the space infant of your business, a festival committee member may have been to your business if not please confirm asap. Town Hall Lighting: Friday, November 16 at 6pm The event will follow the parade's theme of "Starry Night", we are asking all businesses to decorate in this theme and a Facebook/Instagram poll put out to the community will determine who the winner is. Gabriel was looking at quotes to have a company come and install the lights, details to come at the September meeting. Projecting the lights onto the Town Hall is to expensive. After a budget meeting it was determined that there are funds in the west end money to support this event and a budget of $1000 on top of that. If the Hall board still has the speakers from the bell tower, we would like music to play from it nightly. Janeen is going to reach out to Veridian, Langley, and Motor City Crane to hang lights with a cherry picker, if we don't have a company do it. Santa Breakfast: November 24th 8-11 am Everything is going well. They are confirming the food with Massey House. A Gift of Art: Held two meet and greets for the candidates running in the area. August 15th and 22nd. CBOT: Sheila advised that Clarington is becoming so popular that they are running out of properties for interested businesses coming to the area. They are looking for vacant property lands. If you know of any options please let CBOT know. Advertising: Our website and Facebook are still a main source for information. They are reaching 6000 each month. Other events within the BIA: No Frills is hosting a BBQ on October 20th from 10-4pm. They are raising funds for the Bowmanville Hospital Foundation. Watch for posters and information around town. Watch for weekend pop-up shops to start at Newcastle Home Decor this Fall. A Gift of Art are having two Meet and Greets on August 15th and 22nd for the candidates running in Ward 4.