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Home My WebLink About12-17-2018Council Agenda Date: December 17, 2018 Time: 7:00 PM Place: Council Chambers, 2nd Floor Municipal Administrative Centre 40 Temperance Street Bowmanville, Ontario Inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Michelle Chambers, Administrative Assistant to the Clerk, at 905-623-3379, ext. 2101 or by email at mchambers@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 Council meetings. If you make a delegation or presentation at a Council meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality’s website. In addition, please be advised that some of the Council meetings may be video recorded. 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 Final Council Agenda Date: December 17, 2018 Time: 7:00 PM Place: Council Chambers Page 2 Call to Order Moment of Reflection Declaration of Interest Announcements Adoption of Minutes of Previous Meeting(s) 5.1 Council Minutes September 17, 2018 Minutes of a regular meeting of Council September 17, 2018 Page 7 5.2 Council Minutes December 3, 2018 Minutes of a special meeting of Council December 3, 2018 Page 40 5.3 Council Minutes December 7, 2018 Minutes of a special meeting of Council December 7, 2018 Page 43 5.4 Council Minutes December 10, 2018 Minutes of a special meeting of Council December 10, 2018 Page 49 Presentations 6.1 Clarington Orioles Mosquito T1 – 2018 Provincial Champions Delegations There are no Delegations scheduled for this meeting as of the time of publication. Communications – Receive for Information There are no Communications to be received for information as of the time of publication. Council Agenda Date: December 17, 2018 Time: 7:00 PM Place: Council Chambers Page 3 Communications – Direction There are no Communications to be received for direction as of the time of publication. Committee Reports 10.1 Advisory Committee Reports 10.1.1 Museum Minutes Minutes of the Clarington Museum and Archives Board dated September 19 and November 14, 2018 Page 51 10.1.2 Museum Minutes – Minutes of Settlement Minutes of the Clarington Museum and Archives Board dated October 10, 2018 and Minutes of Settlement dated October 3, 2018 (That Council authorize the Clarington Museum and Archives Board to execute the Collective Agreement as presented in the signed Minutes of Settlement that were received by the Board and recommended to Council for approval.) Page 84 10.1.3 Affordable Housing Task Force Minutes Minutes of the Clarington Affordable Housing Task Force dated July 23, and September 17, 2018 Page 117 10.1.4 Agricultural Advisory Committee Minutes Minutes of the Agricultural Advisory Committee dated August 30, October 11, and November 8, 2018 Page 125 10.1.5 SWNAMAC Minutes Minutes of the Samuel Wilmot Nature Area Management Advisory Committee dated September 11, 2018 Page 134 10.1.6 Accessibility Advisory Committee Minutes Minutes of the Accessibility Advisory Committee dated September 5, October 3, and November 7, 2018 Page 138 Council Agenda Date: December 17, 2018 Time: 7:00 PM Place: Council Chambers Page 4 10.1.7 Heritage Committee Minutes Minutes of the Heritage Committee dated September 18 and October 16, 2018 Page 154 10.2 Joint Committees Report to Council Joint General Government and Planning and Development Committees Report of December 10, 2018 Page 162 Staff Reports None Business Arising from Procedural Notice of Motion Unfinished Business 13.1 Township of North Frontenac Correspondence Ron Higgins, Mayor, Township of North Frontenac, Regarding Grandfathering of Volunteer Firefighters to NFPA Standards (Referred from the December 10, 2018 Joint General Government and Planning and Development Committees Meeting) Page 177 13.2 Appointment to the Kawartha Region Conservation Authority Appointment of the Council Representative to the Kawartha Region Conservation Authority (Referred from the December 10, 2018 Joint General Government and Planning and Development Committees Meeting) 13.3 Addendum to Report COD-029-18 Elimination of 1/3 Tax Free Allowance for Council, and Council Compensation Review Options (Referred from the December 10, 2018 Joint General Government and Planning and Development Committees Meeting) Page 178 Council Agenda Date: December 17, 2018 Time: 7:00 PM Place: Council Chambers Page 5 By-laws 14.1 2018-099 Being a By-law to amend designating By-law 88-173 for the property known for municipal purposes as 302 Given Road, Municipality of Clarington as a property of historic or architectural value or interest under the Ontario Heritage Act, R.S.O. 1990, Chapter 0.18 14.2 2018-100 Being a By-law to appoint all staff whose duties include enforcement of Municipal By-laws as Municipal Law Enforcement Officers (Item 19 of Joint General Government and Planning and Development Committees Report) 14.3 2018-101 Being a By-Law to authorize an Interim Tax levy for 2019 (Item 20 of Joint General Government and Planning and Development Committees Report) 14.4 2018-102 Being a By-law to amend By-law 2010-142 to require the payment of fees for information and services (Item 21 of Joint General Government and Development Committee Report) 14.5 2018-103 Being a By-law to update the compensation applicable to Mayor and Members of Council and to amend By-law No. 2011-005 to remove references to the 1/3 tax free allowance and change the age for OMERS deductions to stop. (Unfinished Business Item 13.3 Addendum to Report COD-029-18) 14.6 2018-104 Being a by-law to amend By-law 2008-039 to establish a Municipal Service Board to operate a Community Hall in Tyrone in the former Township of Darlington, now in the Municipality of Clarington (Item 29 of Joint General Government and Planning and Development Committees Report) Council Agenda Date: December 17, 2018 Time: 7:00 PM Place: Council Chambers Page 6 Procedural Notices of Motion Other Business Confirming By-Law Adjournment Council Minutes September 17, 2018 - 1 - If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Minutes of a regular meeting of Council held on September 17, 2018, at 7:00 PM, in the Council Chambers. Present Were: Mayor A. Foster, Councillor S. Cooke, Councillor R. Hooper, Councillor J. Neal, Councillor W. Partner, Councillor C. Traill, Councillor W. Woo Staff Present: A. Allison, T. Cannella, J. Caruana, D. Crome, F. Horvath, M. Marano, R. Maciver, T. Pinn, T. Calhoun, A. Greentree, M Chambers 1 Call to Order Mayor Foster called the meeting to order at 7:00 PM. 2 Moment of Reflection Councillor Partner led the meeting in a moment of reflection. 3 Declaration of Interest Councillor Neal declared an indirect interest in Report PSD-074-18 - Regarding Applications by 2556079 Ontario Inc. (CCT AutoTrans) to recognize the existing industrial business at 1960 Baseline Road West and to allow an expansion of the business onto a portion of 1972 Baseline Road West (Item 10 – Planning and Development Committee Report). Councillor Neal declared an indirect interest in Report PSD-078-18, Residential Neighbourhood Character Study (Item 13 – Planning and Development Committee Report). Later in the meeting, Councillor Hooper declared an interest in the proposed resolution brought forward by Council Traill regarding Report EGD-017-18, Municipal Wide Whistle Cessation Study (Item 7 – General Government Committee Report). 4 Announcements Members of Council announced upcoming community events and matters of community interest. 7 Council Minutes September 17, 2018 - 2 - Mayor Foster thanked David Crome, the Director of Planning Services, for his dedication, hard work and wished him all the best in his retirement. Mayor Foster thanked Councillor Woo for his three terms of dedicated service to the Municipality. He wished him all the best in his retirement and presented him with a token of appreciation. Councillor Woo reflected on his three terms serving as a member of Clarington Council. Suspend the Rules Resolution #C-262-18 Moved by Councillor Neal, seconded by Councillor Partner That the Rules of Procedure be suspended. Carried Resolution #C-263-18 Moved by Councillor Partner, seconded by Councillor Neal That Wendy Bracken be added a delegation regarding an exceedance of dioxins and furans at the Courtice Water Pollution Control Plant ambient monitoring station. Carried 5 Adoption of Minutes of Previous Meeting Resolution #C-264-18 Moved by Councillor Traill seconded by Councillor Woo That the minutes of the regular meeting of the Council held on July 3, 2018, be approved; and That the minutes of the special meeting of Council held on September 4, 2018, be approved. Carried 6 Presentations 6.1 Chris Kooy, Board Chair, Kirk Kemp, Vice-Chair and Frank Cerisano, Chief Executive Officer, Bowmanville Hospital Foundation were present regarding the proceeds of the Mayor’s Golf Classic. Ms. Kooy thanked Mayor Foster and Members of Council for choosing the Bowmanville Hospital Foundation to be the 2018 recipient. Mr. Cerisano presented the Members of Council a certificate of appreciation from the Bowmanville Hospital Foundation. 8 Council Minutes September 17, 2018 - 3 - Mayor Foster presented a cheque in the amount of $32,605.30 to Ms. Kooy, Mr. Kemp, Mr. Cerisano, representing the proceeds of the 2018 Mayor’s Golf Classic. 6.2 Louise Foster, Director of Land Development, Tribute Communities, and Jason Pantalone, President & Managing Partner, National Homes were present regarding recognition of sponsorship for the Mayor’s Golf Classic. Mayor Foster thanked the sponsors for their support and presented them with a token of appreciation for sponsoring the Mayor’s Golf Classic. 6.3 Clarington Orioles Peewee T2 – 2018 Provincial Champions Mayor Foster presented Certificates of Recognition to the following members of the Clarington Orioles Pewee T2 team for winning the 2018 Provincial Championship: Aiden Bayford, Nolan Foster, Logan Harrison, Ethan McAlister, Jackson McIntyre, Tye Raymundo, Pierson Rempel, Adam Rich, Gavin Simionato, and coaches Mark Foster, Nick Raymundo. Mayor Foster also recognized team members Macaih Myer, Nolan Ord, Adam Darlison, Jordan Szyjewicz and Coach Ben Deboer who were not in attendance. Recess Resolution #C-265-18 Moved by Councillor Hooper, seconded by Councillor Cooke That Council recess for five minutes. Carried The meeting reconvened at 7:45 PM. 7 Delegations 7.1 Jordan McCormack, Emily Allison, Alison Ridding regarding Report EGD- 015-18, Rainbow Crosswalks (Item 5 of the General Government Committee Report) Jordan McCormack, Emily Allison, Alison Ridding were present regarding Report EGD-015-18), Rainbow Crosswalks (Item 5 of the General Government Committee Report. Ms. Allison thanked Members of Council for their support on this project. She noted that fundraising will begin shortly and they already have a commitment of resources from the Rotary Club of Bowmanville. Ms. Ridding explained the being a parent of an LGBT child she is excited for this project to be approved. She noted that the Municipality of Clarington is the first municipality in the Region of Durham to approve this initiative. Ms. Ridding added that this support of inclusion should be celebrated. Ms. McCormack answered questions from the Members of Council with respect to funding the project. 9 Council Minutes September 17, 2018 - 4 - 7.2 Emidio DiPalo, Durham Region Home Builders' Association, regarding Draft By-law to Regulate the Pre-Construction Sale of Residential Real Estate (Agenda Item 13.3) Emidio DiPalo, Durham Region Home Builders' Association, was present regarding a Draft By-law to Regulate the Pre-Construction Sale of Residential Real Estate. He advised the Members of Council that he would like to provide some information on the proposed draft By-law. Mr. DiPalo noted that he understands there was a recent situation in the Municipality of Clarington and they are looking to protect homebuyers. He explained that they want to be transparent with purchasers and the Municipality. Mr. DiPalo noted that they are looking to provide education to home buyers so they can understand the agreements they are signing. He stated that he objects to the by-law and believes it will produce negative results. Mr. DiPalo continued by noting there was not enough consultation for this By-law and preconstruction sales are already regulated by the Planning Act. He explained that regulating pre-construction sales could jeopardize the funding for the developers. Mr. DiPalo believes this will cause a reduction in sale on new homes, slow down construction, and reduce development charges for the Municipality. He concluded by stating that no other Municipality has this type of By-law and if approved will have a negative impact on development within the Municipality of Clarington. Mr. DiPalo answered questions from the Members of Council. 7.3 Frenando Ponte regarding Report PSD-075-18, Applications by Alpha Pre- Engineered Panel Systems Inc. to allow the expansion of the existing industrial business at 2021 Baseline to 2033 Baseline Road (Item 11 of the Planning and Development Committee Report) Frenando Ponte, local resident, was present regarding Report PSD 075-18, Applications by Alpha Pre-Engineered Panel Systems Inc. to allow the expansion of the existing industrial business at 2021 Baseline to 2033 Baseline Road (Item 11 of the Planning and Development Committee Report). He explained that if approved, this expansion will take place directly beside his residence. Mr. Ponte is concerned with increased noise and requested trees to be planted between the two properties to help reduce the noise. He also requested that the parking lot not be expanded towards his home. Mr. Ponte added that the lighting from this property is already very bright and additional lighting will be more of a disturbance. He concluded by asking the Members of Council to consider his requests. 7.4 Bob Schickedanz, Farsight Investments Limited, regarding a Draft By-law to Regulate the Pre-Construction Sale of Residential Real Estate (Agenda Item 13.3) Bob Schickedanz, Farsight Investments Limited, was present regarding a Draft By-law to Regulate the Pre-Construction Sale of Residential Real Estate (Agenda Item 13.3). Mr. Schickedanz explained to the Members of Council that this industry requires the ability to pre-sell homes in order to be able to fund projects. He asked the Members of Council why the Municipality is trying to pass such an extreme By-law. Mr. Schickedanz 10 Council Minutes September 17, 2018 - 5 - added that there is a 10-day cooling off period when purchasing a new build to allow purchasers to take the agreements to a lawyer. He explained this allows for the option to back out of any new home purchases within these 10 days. Mr. Schickedanz stated that the approval of this By-law will delay new home construction, increase costs, and negatively affect higher density projects. He concluded by explaining that he supports the recommendation to work with the builders to educate and provide clarity to home buyers. Mr. Schickedanz answered questions from the Members of Council. 7.5 Christopher J. Tzekas, WeirFoulds LLP on behalf of the Durham Chapter of the Building Industry and Land Development Association (BILD), regarding Report LGL-007-18, Pre-Construction Sale of Residential Real Estate - Update on Industry Consultation (Item 16 of the Planning and Development Committee Report) Christopher J. Tzekas, WeirFoulds LLP was present on behalf of the Durham Chapter of the Building Industry and Land Development Association (BILD), regarding Report LGL-007-18, Pre-Construction Sale of Residential Real Estate - Update on Industry Consultation (Item 16 of the Planning and Development Committee Report). Mr. Tzekas noted after public consultation the recommendations in LGL-007-18 was for the Municipality to collaborate with the industry to assist in developing education items for new home purchasers. He added that at the September 10, 2018 Planning and Development Committee meeting the recommendations changed to prepare the proposed By-law without any public consultation. Mr. Tzekas feels this was done far too quickly without any input from the building industry and believes there will be negative consequences. He stated that both the Planning and Condominium Acts provide protection for new home purchasers. Mr. Tzekas added, that if this By-law is approved, it will be the first of its kind in the Ontario. He feels it will negatively impact project financing and will give Municipal Law Enforcement Officers extraordinary powers. Mr. Tzekas concluded by advising the Members of Council that he believes this By-law is a mistake and that the original Staff recommendations outlined I Report LGL-007-18 should be supported. Mr. Tzekas answered questions from the Members of Council. 7.6 Alison Woollocott regarding Report EGD-015-18, Rainbow Crosswalks (Item 5 of the General Government Committee Report) Alison Woollocott’s name was called, but she was not present. 7.7 Ryan Guetter and Jonathan Sasso, Weston Consulting, regarding a Draft By- law to Regulate the Pre-Construction Sale of Residential Real Estate (Agenda Item 13.3) Jonathan Sasso, Weston Consulting, was present regarding a Draft By-law to Regulate the Pre-Construction Sale of Residential Real Estate (Agenda Item 13.3). Mr. Sasso advised the Members of Council that Ryan Guetter was unable to attend tonight’s meeting. He explained that they are representing the Bowmanville East Developers group and referred to this correspondence submitted on September 14, 2018 which is further to the correspondence submitted on June 24, 2018 regarding Report LGL-004- 11 Council Minutes September 17, 2018 - 6 - 18. Mr. Sasso advise that they are in support of the original recommendations in Report LGL-007-18 and opposed to the proposed draft By-law before Council. Mr. Sasso answered questions from the members of Council. 7.8 Wendy Bracken regarding an Exceedance of Dioxins and Furans at the Courtice Water Pollution Control Plant Ambient Monitoring Station Wendy Bracken was present regarding an Exceedance of Dioxins and Furans (D/F) at the Courtice Water Pollution Control Plant Ambient Monitoring Station (CWPCP). She noted that there was an exceedance on May 26, 2018 and Council was notified in August. The tests at CWPCP indicated a D/F concentration of .0109 PicoGrams which is above the Ontario Regulations. She added that the both the Crago Road and Rundle Road stations were close to exceeding the limit and after a second analysis was done on the Crago Road station it was also over the limit. Ms. Bracken explained that this was not a stack test but an air monitoring test. She added that D/F in the air are extremely toxic and can cause a significant risks. Ms. Bracken explained that Stantec provided the test results to the Region of Durham in July and reported that the exceedance was an isolated incident. She added the samples are only taken every 30 days for a 24 hour period so it is impossible to know the duration of any exceedance. Ms. Bracken stated that no monitoring was done during the commissioning and no AMESA data is available. She believes that there has been a sampling procedure change that has not been approved by Environment Canada. Ms. Bracken added that the Ministry of Environment, Conservation and Parks (MOECP) has approved the change, but not Environment Canada. She is concerned that the AMESA data is not being used and feels a report is long overdue. Ms. Bracken noted that the issue was brought forward at Regional Council and they were advised that the MOECP was monitoring the data. She added that they AMESA cartridges should be collected and monitored. Ms. Bracken concluded by asking the Members of Council to review the Host Community Agreement and to request the AMESA data and any communication to the Region of Durham regarding an exceedance of D/F. Recess Resolution #C-266-18 Moved by Councillor Traill, seconded by Councillor Neal That Council recess for 10 minutes. Carried The meeting reconvened at 9:28 PM. 12 Council Minutes September 17, 2018 - 7 - 7.8 Wendy Bracken regarding an Exceedance of Dioxins and Furans at the Courtice Water Pollution Control Plant Ambient Monitoring Station – Continued Resolution #C-267-18 Moved by Councillor Neal, seconded by Councillor Traill That Staff write to the Ministry of the Environment, Conservation, and Parks and request their response in writing to the opinions expressed by Stantec in their July 31, 2018 letter regarding dioxins and furans and concentrations measured in the ambient air monitoring, including: a) Whether they agree that the incinerator was “unlikely to have substantially contributed to the elevated dioxins and furans concentration at the Courtice WPCP Station measured on May 26, 2018”; b) Explain how if the dioxins and furans concentrations were from a regional source rather than the DYEC, how the higher concentrations would be clustered around the incinerator; c) What the AMESA continuous monitoring of dioxins and furans showed for the days in the question, and whether the continuous monitoring has been validated; That Municipal Staff report back to a future General Government Committee meeting and provide copies of responses that are received to Members of Council; and That a copy of this resolution be forwarded to the Region of Durham. Carried Later in the Meeting (See following motions) 13 Council Minutes September 17, 2018 - 8 - Suspend the Rules Resolution #C-268-18 Moved by Councillor Neal, seconded by Councillor Traill That the Rules of Procedure be suspended to allow Members of Council to speak to the matter of the foregoing Resolution #C-267-18 a second time. Carried The foregoing Resolution #C-267-18 was then 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 Alter the Agenda Resolution #C-269-18 Moved by Councillor Woo, seconded by Councillor Traill That the Agenda be altered to consider Item 5 of the General Government Committee Report, at this time. Carried Item 5 - Rainbow Crosswalks Resolution #C-270-18 Moved by Councillor Traill, seconded by Councillor Woo That Report EGD-015-18 be received; That the location for the Rainbow crosswalk be the South leg of the all way stop intersection of Apple Blossom Blvd. and Mearns Ave.; That 50% of the funding come from the Municipality’s annual budget with the other 50% of the funding come from the requesting group; 14 Council Minutes September 17, 2018 - 9 - That the Municipality of Clarington’s cost sharing, be referred to the 2019 Budget for consideration; and That all interested parties listed in Report EGD-015-18 and any delegations be advised of Council's decision. Carried 8 Communications – Receive for Information There were no Communications to be received for information. 9 Communications – Direction Resolution #C-271-18 Moved by Councillor Cooke, seconded by Councillor Hooper That Correspondence Item 9.1 to 9.7 be approved on consent with the exception of Items 9.1 and 9.2 as follows: 9.3 Carmina Tupe, Building Industry and Land Development Association (BILD), regarding Report LGL-007-18, Pre-Construction Sale of Residential Real Estate - Update on Industry Consultation (Item 16 of the Planning and Development Committee Report) That Correspondence Item 9.3 from Carmina Tupe, Building Industry and Land Development Association (BILD), regarding Report LGL-007-18, Pre- Construction Sale of Residential Real Estate - Update on Industry Consultation, be referred to the Consideration of Report LGL-007-18, Pre- Construction Sale of Residential Real Estate - Update on Industry Consultation (Item 16 of the Planning and Development Committee Report). 9.4 Ryan Guetter, Weston Consulting, regarding Report LGL-008-18, Draft By-law to Regulate the Pre-Construction Sale of Residential Real Estate That Correspondence Item 9.4 from Ryan Guetter, Weston Consulting, regarding Report LGL-008-18, Draft By-law to Regulate the Pre-Construction Sale of Residential Real Estate, be referred to the consideration of Report LGL-008-18, Draft By-law to Regulate the Pre-Construction Sale of Residential Real Estate. 15 Council Minutes September 17, 2018 - 10 - 9.5 Stacey Hawkins, Executive Officer, DRHBA, Scott Jeffery, President, Jeffery Homes, Johnathan Schickedanz, General Manager, Far Sight Homes, Jamie MacInnis, President, City Homes and Hannu Halminen, President, Halminen Homes, regarding Report LGL-008-18, Draft By-law to Regulate the Pre-Construction Sale of Residential Real Estate (Agenda Item 13.3) That Correspondence Item 9.5 from Stacey Hawkins, Executive Officer, DRHBA, Scott Jeffery, President, Jeffery Homes, Johnathan Schickedanz, General Manager, Far Sight Homes, Jamie MacInnis, President, City Homes and Hannu Halminen, President, Halminen Homes, regarding Report LGL- 008-18, Draft By-law to Regulate the Pre-Construction Sale of Residential Real Estate, be referred to the consideration of Report LGL-008-18. (Agenda Item 13.3). 9.6 Alison Woollacott regarding Report EGD-015-18, Rainbow Crosswalks That Correspondence Item 9.6 from Alison Woollacott, be referred to the consideration of Report EGD-015-18, Rainbow Crosswalks (Item 5 of the General Government Committee Report). [Report EGD-015-18 was considered earlier in the meeting and contemplated the contents of this correspondence.] 9.7 Amy Crawford regarding Report EGD-015-18, Rainbow Crosswalks That Correspondence Item 9.7 from Amy Crawford be referred to the consideration of Report EGD-015-18, Rainbow Crosswalks (Item 5 of the General Government Committee Report). [Report EGD-015-18 was considered earlier in the meeting and contemplated the contents of this correspondence. Carried [Following the meeting Amy Crawford advised that this correspondence was sent without her direction.] 9.1 Kelli Campeau, Clerk, The Corporation of the Township of South Glengarry - Paramedics as an Essential Service Resolution #C-273-18 Moved by Councillor Cooke, seconded by Councillor Hooper That the following Resolution of the Township of South Glengarry be endorsed: Whereas Paramedic Services in Ontario are not considered an Essential Service like Fire and Police services; and 16 Council Minutes September 17, 2018 - 11 - Whereas Paramedic Services across Ontario operate under The Ambulance Services Collective Bargaining Act, 2001, allowing a reduction in paramedic services to 75% (The Essential Services Act); Now Therefore is be resolved that the Township of South Glengarry petition the Province of Ontario to list Paramedic Services as a full Essential Service; and That this resolution be forwarded to Premier Doug Ford, local MPP Jim McDonell, the Ministry of Labour, the Association of Municipalities Ontario and all Ontario municipalities. Carried on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Cooke X Councillor Neal X Councillor Partner X Councillor Traill X Councillor Woo X Councillor Hooper X Mayor Foster X 9.2 Anthony Biglieri, The Biglieri Group Ltd. - Request for Council Resolution to Proceed with Official Plan Amendment Application Part of Lot 34, Concession 1, Darlington 1539 Prestonvale Road Resolution #C-274-18 Moved by Councillor Partner, seconded by Councillor Woo Whereas on June 19, 2017, The Regional Municipality of Durham approved Clarington Official Plan Amendment No. 107 (OPA 107); and Whereas Delpark Homes Ltd. wishes to amend the Clarington Official Plan, specifically the Southwest Courtice Secondary Plan, to facilitate the development of a plan of subdivision at 1539 Prestonvale Road; and Whereas subsection 22(2.1) of the Planning Act prohibits Delpark Homes Ltd. from requesting an amendment to the Clarington Official Plan before the second anniversary of the first day that OPA 107 came into effect unless Council, as permitted by subsection 22(2.2) of the Planning Act, has declared by resolution that such a request is permitted; and Council previously acknowledged through the consideration of OPA 107 that a minor change to the Southwest Courtice Secondary Plan was appropriate given the minor area involved and the availability of existing services. 17 Council Minutes September 17, 2018 - 12 - Now Therefore it be Resolved That: 1. Council hereby permits Delpark Homes Ltd. to file an application to amend the Southwest Courtice Secondary Plan for a property at 1539 Prestonvale Road. 2. By granting permission to Delpark Homes Ltd. to make an Official Plan Amendment Application for the Southwest Courtice Secondary Plan, Council is in no way expressing any opinion regarding the planning merits of the Application or any related application. Carried on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Councillor Neal X Mayor Foster X 10 Committee Reports 10.1.1 Museum Minutes Minutes of the Clarington Museum and Archives Board dated June 27, 2018 10.1.2 Affordable Housing Task Force Minutes Minutes of the Clarington Affordable Housing Task Force dated April 20, May 29, and June 26, 2018 10.1.3 Agricultural Advisory Committee Minutes Minutes of the Agricultural Advisory Committee dated July 12, 2018 10.1.4 SWNAMAC Minutes Minutes of the Samuel Wilmot Nature Area Management Advisory Committee dated August 14, 2018 10.1.5 AAC Minutes Minutes of the Accessibility Advisory Committee dated June 7, 2018 Resolution #C-275-18 Moved by Councillor Woo, seconded by Councillor Traill That Advisory Committee Report Items 10.1.1 to 10.1.5, be approved with the exception of 10.1.2 and 10.1.3. Carried 18 Council Minutes September 17, 2018 - 13 - Resolution #C-276-18 Moved by Councillor Woo, seconded by Councillor Partner That Committee Report 10.1.2, Minutes of the Clarington Affordable Housing Task Force dated April 20, May 29, and June 26, 2018, be approved. Carried Resolution #C-277-18 Moved by Councillor Woo, seconded by Councillor Hooper That Committee Report 10.1.3, Minutes of the Agricultural Advisory Committee dated July 12, 2018, be approved. Carried 10.2 General Government Committee Report of September 4, 2018 Resolution #C-278-18 Moved by Councillor Partner, seconded by Councillor Traill That the recommendations contained in the General Government Committee Report of September 4, 2018, be approved, on consent, with the exception of items #2, #7 and #11, 10, 12, 15. Carried Item 2 –Ryan Paquette, Project Coordinator, R.W. Tomlinson Limited – MTO - Hwy #115 Culverts Noise By-law Exemption Request Resolution #C-279-18 Moved by Councillor Partner, seconded by Councillor Woo That the request of Ryan Paquette, Project Coordinator, R.W. Tomlinson Limited for an exemption to the Municipality’s Noise By-law 2007-071 for Hwy #115 Culverts Construction from September 7, 2018 until October 31, 2018, be approved. Carried as Amended (See following motion) 19 Council Minutes September 17, 2018 - 14 - Resolution #C-280-18 Moved by Councillor Partner, seconded by Councillor Woo That the foregoing Resolution #C-279-18 be amended by adding the following at the end: “That Staff be directed to work with the R.W. Tomlinson and take any necessary actions if any further problems arise.” Carried The foregoing Resolution #C-279-18 was then put to a vote and carried as amended. Item 7 – Municipal Wide Whistle Cessation Study Councillor Hooper declared an interest in the Item 7 of the General Government Committee Report as he has an interest in a property in Wilmot Creek. Councillor Hooper left the room and refrained from discussions and voting on this matter. Resolution #C-281-18 Moved by Councillor Traill, seconded by Councillor Neal Whereas the residents of Wilmot Creek have been requesting train whistle cessation at the Bennett Road & Cobbledick Road Grade Level Crossings for years in an effort to improve resident quality of life; and Whereas many communities to the east, including Cobourg, Brighton, Belleville and Kingston, of the Bennett Road and Cobbledick Road Grade Level Crossings have already implemented train whistle cessation; and Whereas many communities to the west, including Oshawa and all the other lakeshore municipalities in Durham also have whistle cessation; Whereas WSP Group Canada Limited undertook a safety study of the Bennett Road & Cobbledick Road Grade Level Crossings via a shared-cost agreement; and Whereas the results of the WSP study demonstrated that train whistle cessation could be implemented at the Bennett Road & Cobbledick Road Grade Level Crossings; Now Therefore it be Resolved: That Report EGD-017-18 be received; That the Municipal Wide Whistle Cessation Study for all crossings except Bennett Road & Cobbledick Road Grade Level Crossings (which has been completed) be referred to the Municipality’s 2019 budget; 20 Council Minutes September 17, 2018 - 15 - That Clarington Staff immediately undertake discussions with Kaitlin Development Corp. to determine the amount whereby subdivision related works of Bennett Road for the Lakebreeze East Village Ltd. Development will reduce the whistle cessation remediation works; That Clarington Staff immediately undertake discussions with CAPREIT and Rice Development Corp. to determine whether either or both parties are agreeable to entering into a cost-sharing agreement for the remainder of the balance of the required whistle cessation remediation works recommended in Report EGD-004-18 in order to proceed with whistle cessation at the Bennett Road and Cobbledick Road Grade Level Crossings; That Council directs staff to undertake Step 2 within the Transport Canada procedure for the elimination of train whistling at grade crossings and review the findings of the WSP Group Canada Limited report with the rail authority, with the understanding that the amount of the cost of remediation work to be paid by Clarington will be determined after Staff concludes discussions with Kaitlin, CAPREIT and Rice Development; That any and all remaining cost for remediation work that is not assumed by Kaitlin, Rice and/or CAPREIT is to be referred to the 2019 Budget; That Council authorizes staff to issue a $10,000.00 purchase order, funded from the Consulting/Professional Fees reserve account number 100-00-000-00000-2926, to Canadian National Railway for their review of the sites and the WSP Whistle Cessation Report; That Staff report back to the new Council in 2019 on the results of Step 2 discussions with the Rail Authority; and That all interested parties listed in Report EGD-004-18 and any delegations be advised of Council’s decision. Motion Lost Later in the Meeting (See following motion) Suspend the Rules Resolution #C-282-18 Moved by Councillor Partner, seconded by Councillor Woo That the Rules of Procedure be suspended to allow Members of Council to speak to the matter of the foregoing Resolution #C-281-18 a second time. Carried 21 Council Minutes September 17, 2018 - 16 - The foregoing Resolution #C-281-18 was then lost on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Councillor Neal X Councillor Partner X Mayor Foster X Resolution #C-283-18 Moved by Councillor Partner, seconded by Councillor Woo That Report EGD-017-18 be received; That the Municipal Wide Whistle Cessation Study be referred to the Municipality’s 2019 budget; and That all interested parties listed in Report EGD-017-18 and any delegations be advised of Council's decision. Carried Councillor Hooper returned to the meeting. Item 11 - Exceptional Compensation Policy B8 Update Resolution #C-284-18 Moved by Councillor Traill, seconded by Councillor Neal That Report CAO-011-18 be received; and That privilege be waived and that Report CAO-003-18 be made public as per the Municipal Freedom of Information and Protection of Privacy Act; and That the updated Policy B8 (Attachment 3 to Report CAO-011-18) be approved. Motion Lost Later in the Meeting (See following motions) 22 Council Minutes September 17, 2018 - 17 - Recess Resolution #C-285-18 Moved by Councillor Partner, seconded by Councillor Traill That Council recess for 10 minutes. Carried The meeting reconvened at 10:42 PM. The foregoing Resolution #C-284 was then 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 #C-286-18 Moved by Councillor Woo, seconded by Councillor Partner That Report CAO-011-18 be received; and That the updated Policy B8 (Attachment 3 to Report CAO-011-18) be approved. Carried Item 10 - 2018/2019 Insurance Program Resolution #C-287-18 Moved by Councillor Neal, seconded by Councillor Cooke That Report FND-012-18 be received; That the general insurance placement, in conjunction with the other member municipalities of the Durham Municipal Insurance Pool, with the Frank Cowan Company for an integrated pooling arrangement that includes integrated insurance coverages and common self-retention deductible levels for the period July 1, 2018 to June 30, 2019, at an approximate cost to Clarington of $932,094, be confirmed; and That the purchase of cyber liability coverage through the Frank Cowan Company at a cost of $20,000 be confirmed. 23 Council Minutes September 17, 2018 - 18 - Carried Item 12 - Tourism Service Delivery Review Resolution #C-288-18 Moved by Councillor Cooke, seconded by Councillor Woo That Report CAO-012-18 be received; That Council endorse the establishment of Tourism Stakeholders Advisory Committee and that staff report back with Terms of Reference for such Committee; That Council endorse the development of a Tourism Strategy including a Digital Marketing Strategy; and That staff continue to consider other opportunities for service improvement identified in WSCS Consulting Inc.’s Clarington Tourism Service Delivery Review. 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 Suspend the Rules Resolution #C -289-18 Moved by Councillor Traill, seconded by Councillor Partner That the Rules of Procedure be suspended to extend the meeting to 12:00 AM. Carried Item 15 - Elections Signs – Amending Placement Restrictions Resolution #C-290-18 Moved by Councillor Neal, seconded by Councillor Hooper That the Election Sign By-law 2016-004 be amended, as laid out in the draft amending by-law attached to the memorandum of the Clerk dated September 14, 2018, to 24 Council Minutes September 17, 2018 - 19 - re-define the sight-triangle and maximize the allowable area on boulevards for placement of election signs; and That election signs be permitted on boulevards abutting residences and the 500 metre restriction does not apply. Carried 10.3 Special Planning & Development Committee Report of September 10, 2018 Resolution #C-291-18 Moved by Councillor Neal, seconded by Councillor Hooper That the recommendations contained in the Special Planning & Development Committee Report of September 10, 2018 be approved, on consent, with the exception of items #4, #1 and #2. Carried Item 4 - An Official Plan Amendment Application by the Municipality of Clarington and Zoning By-law Amendment Application by Durham Hospice – Clarington to permit a hospice on a portion of 1785 Cobbledick Road Resolution #C-292-18 Moved by Councillor Partner, seconded by Councillor Woo That Report PSD-066-18 be received; That Council declare as surplus, approximately an additional 0.4 hectares (1 acre) of the municipally-owned property, south of 1895 Cobbledick Road and direct staff to transfer a total parcel of 1.2 hectares (3 acres) to Durham Hospice - Clarington subject to the conditions identified in Council Resolution #C-019-18; That Official Plan Amendment No. 119 to the Clarington Official Plan be adopted as contained in Attachment 1 to Report PSD-066-18; That the application submitted by Durham Hospice - Clarington to amend the Zoning By-Law to permit a hospice be approved and a zoning by-law amendment contained in Attachment 2 to Report PSD-066-18, be passed; That once all requirements contained in the Zoning By-law and Site Plan approval are satisfied, the By-law authorizing the Removal of the (H) Holding Symbol be approved; That the Durham Regional Planning Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-066-18 and Council's decision; and That all interested parties listed in Report PSD-066-18 and any delegations be advised of Council's decision. 25 Council Minutes September 17, 2018 - 20 - Carried on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Councillor Neal X Mayor Foster X Item 1 – An Application by R. W. Carr Investment Co. for two separate single detached homes each with a 12.9 metre frontage Resolution #C-293-18 Moved by Councillor Hooper, seconded by Councillor Cooke That Report PSD-063-18 be received; That the proposed application for Rezoning ZBA2018-0017 continue to be processed including the preparation of a subsequent report; That staff consider the public comments received in the further processing of the Zoning By-law Amendment application submitted by R.W. Carr Investment Co. to permit two single detached house properties; and That all interested parties listed in Report PSD-063-18 and any delegations be advised of Council’s decision. Carried Item 2 - Applications by 2510267 Ontario Ltd. for a Zoning By-law Amendment and Draft Plan of Subdivision for a 27 unit development on the south-east corner of Liberty Street North and Longworth Avenue, Bowmanville Resolution #C-294-18 Moved by Councillor Traill, seconded by Councillor Partner That Report PSD-064-18 be referred back to Staff provide further comments regarding the residents’ concerns with noise and light. 26 Council Minutes September 17, 2018 - 21 - Lost on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Councillor Neal X Councillor Partner X Mayor Foster X Moved by Councillor Partner, seconded by Councillor Woo That Report PSD-064-18 be received; That the revised application for Draft Plan of Subdivision S-C-2017-0008 submitted by 2510267 Ontario Ltd., to permit the development of 27 residential units, be supported subject to the conditions generally as contained in Attachment 1 to Report PSD-064-18; That the application to amend Zoning By-law by 2510267 Ontario Ltd. be approved and that the By-law in Attachment 2 to Report PSD-064-18 be passed; That once all the conditions contained in the Official Plan and Zoning By-law with respect to the removal of the (H) Holding Symbol are satisfied, the By-law authorizing the removal of the (H) symbol be approved; That the Durham Regional Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-064-18 and Council's decision; and That all interested parties listed in Report PSD-064-18 and any delegations be advised of Council's decision. Carried on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Councillor Neal X Councillor Partner X Mayor Foster x 27 Council Minutes September 17, 2018 - 22 - 10.4 Planning & Development Committee Report of September 10, 2018 Resolution #C-295-18 Moved by Councillor Neal, seconded by Councillor Hooper That the recommendations contained in the Planning & Development Committee Report of September 10, 2018 be approved, on consent, with the exception of items #10, #13, #16, #19, #20, #15, #11, #14, #7, #8. Carried Item 10 – Applications by 2556079 Ontario Inc. (CCT AutoTrans) to recognize the existing industrial business at 1960 Baseline Road West and to allow an expansion of the business onto a portion of 1972 Baseline Road West Councillor Neal declared an indirect interest in Report PSD-074-18 (Item 10 of the Planning and Development Committee Report), regarding Applications by 2556079 Ontario Inc. (CCT AutoTrans) to recognize the existing industrial business at 1960 Baseline Road West and to allow an expansion of the business onto a portion of 1972 Baseline Road West, as it relates to his law practice. Councillor Neal left the room and refrained from discussion on this matter. Resolution #C-296-18 Moved by Councillor Neal, seconded by Councillor Hooper That Report PSD-074-18 be received; That Amendment No. 115 to the Clarington Official Plan as contained in Attachment 1 of Report PSD-074-18 be adopted; That the application to amend the Zoning By-law by 2556079 Ontario Inc. be approved and that the By-law attached to Report PSD-074-18 be passed; That once all requirements of site plan approval are satisfied, the By-law authorizing the Removal of the (H) Holding Symbol be approved; That the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-074-18 and Council's decision; and That all interested parties listed in Report PSD-074-18 and any delegations be advised of Council's decision. Carried 28 Council Minutes September 17, 2018 - 23 - Item 13 –Residential Neighbourhood Character Study Councillor Neal declared an indirect interest in Report PSD-078-18, Residential Neighbourhood Character Study (Item 13 – Planning and Development Committee Report), as it relates to his law practice. Councillor Neal left the room and refrained from discussion on this matter. Resolution #C-297-18 Moved by Councillor Cooke, seconded by Councillor Hooper That Report PSD-078-18 be received; That Staff be authorized to undertake a Residential Neighbourhood Character Study to inform the Zoning By-law review as described in the proposed Terms of Reference in Attachment 2 of Report PSD-078-18; That Council pass the Interim Control By-law contained in Attachment 3 of Report PSD-078-18; That notice of the passing of the Interim Control By-law be given in accordance with Subsection 38(3) of the Planning Act, R.S.O. 1990, C.P. 13, as amended; and That all interested parties listed in Report PSD-078-18 and any delegations be advised of Council’s decision. Carried Item 16 - Pre-Construction Sale of Residential Real Estate - Update on Industry Consultation Resolution #C-298-18 Moved by Councillor Neal, seconded by Councillor Hooper That Report LGL-007-18 be received; That Confidential Report LGL-008-18 be received; and That Staff be authorized to collaborate with the Building Industry and Land Development Association and the Durham Region Home Builders’ Association and its members to develop and implement a new home purchasers’ guide and a one-page information sheet to be provided to new home purchasers, as detailed in Report LGL-007-18. Carried as Amended (See following motion) 29 Council Minutes September 17, 2018 - 24 - Resolution #C-299-18 Moved by Councillor Neal, seconded by Councillor Traill That the foregoing Resolution #C-298-18 be amended by adding the following at the end: “That Staff report back to a Planning and Development Committee meeting with the educational product developed to provide new to home purchasers. Carried The foregoing Resolution #C-298-18 was then put to a vote and carried as amended on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Woo X Councillor Cooke X Councillor Hooper X Councillor Neal X Councillor Partner X Councillor Traill X Mayor Foster X Item 19 - Potential Acquisition of Lands Closed Session Resolution #C-300-18 Moved by Councillor Neal, seconded by Councillor Traill That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing the following: • a proposed or pending acquisition or disposition of land by the municipality or local board; and • a matter that deals with advice that is subject to solicitor-client privilege, including communications necessary for that purpose. Carried Rise and Report The meeting resumed in open session at 12:09 AM. Mayor Foster advised that one item was discussed in “closed” session in accordance with Section 239(2) of the Municipal Act, 2001 and one resolution was passed on a procedural matter. 30 Council Minutes September 17, 2018 - 25 - Resolution #C-301-18 Moved by Councillor Neal, seconded by Councillor Woo That Confidential Report CAO-014-18 Potential Acquisition of Lands, be referred to the new Council. Carried Item 20 - Proposed Settlement of OMB Appeals - Excelsior Financial Group Inc. Resolution #C-302-18 Moved by Councillor Woo, seconded by Councillor Cooke That the recommendations, contained in Confidential Report LGL-006-18 Proposed Settlement of OMB Appeals - Excelsior Financial Group Inc., be approved. 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 Item 15 - Renaming of a Portion of Lakeshore Road to Lake Homestead Road Resolution #C-303-18 Moved by Councillor Woo, seconded by Councillor Partner That Report PSD-080-18 be received; That staff be authorized to take appropriate steps to advertise in the local newspapers for a Public Meeting on the renaming of the portion of “Lakeshore Road” from Boulton Street to Stephenson Road as “Lake Homestead Road”; That the application fee of $1200 be funded by the Municipality; and That all interested parties listed in Report PSD-080-18 and any delegations be advised of Council’s decision. Carried 31 Council Minutes September 17, 2018 - 26 - Item 11 - Applications by Alpa Pre-Engineered Panel Systems Inc. to allow the expansion of the existing industrial business at 2021 Baseline to 2033 Baseline Road Resolution #C-304-18 Moved by Councillor Hooper, seconded by Councillor Cooke That Report PSD-075-18 be received; That Amendment No. 116 to the Clarington Official Plan as contained in Attachment 1 of Report PSD-075-18 be adopted; That the application to amend the Zoning By-law be approved and that the By-law attached to Report PSD-075-18 be passed; That once all requirements contained in the Zoning By-law and Site Plan approval are satisfied, the By-law authorizing the Removal of the (H) Holding Symbol be approved; That the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PS-075-18 and Council's decision; That Staff continue to work with the residents and the developer to resolve any outstanding issues; and That all interested parties listed in Report PSD-075-18 and any delegations be advised of Council's decision. Carried Item 14 - Development Applications by 2103386 Ontario Inc. (Halminen Homes) and Louisville Homes Ltd. for 297 single detached dwellings, 92 street townhouse dwellings, and 105 unit block townhouse development in Newcastle Resolution #C-305-18 Moved by Councillor Hooper, seconded by Councillor Partner That Report PSD-079-18 be received; That the application for Draft Plan of Subdivision S-C-2017-0005 submitted by 2103386 Ontario Inc. (Halminen) and Louisville Homes Ltd. be supported subject to redlined revisions to conform with the Secondary Plan and subject to conditions of draft approval substantially as contained in Attachment 1 to Report PSD-079-18 as finalized by the Director of Planning Services and as amended by deleting the words “three (3) years” and replacing it with the words “five (5) years” in Part 9 – Notes to Draft Approval, section 9.3; 32 Council Minutes September 17, 2018 - 27 - That the Zoning By-law Amendment application submitted by 2103386 Ontario Inc. (Halminen) and Louisville Homes Ltd. be approved and that a Zoning By-law Amendment as contained in Attachment 2 of Report PSD-079-18 be adopted to implement the redline revised plan of subdivision; That once all conditions contained in the Official Plan and Zoning By-law with respect to the removal of the (H) Holding Symbol are satisfied, the By-law authorizing the removal of the (H) Holding Symbol be approved; That the Region of Durham Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-079-18 and Council’s decision; and That all interested parties listed in Report PSD-079-18 and any delegations be advised of Council's decision. Carried on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Councillor Neal X Mayor Foster X Item 7 - A Local Planning Appeal Tribunal (LPAT) Decision on the Appeal by Deborah & Oswin Mathias regarding meat processing accessory to a farm Resolution #C-306-18 Moved by Councillor Partner, seconded by Councillor Woo That Report PSD-070-18 be received for information; That Council enact the Zoning By-law Amendment contained in Attachment 3 of Report PSD-070-18 in accordance with the Order of the Local Planning Appeal Tribunal to establish additional regulations and remove the holding symbol for the meat processing use accessory to a farm; That a copy of Report PSD-070-18 and the amending by-law be forwarded to the Local Planning Appeal Tribunal, the Region of Durham Planning and Economic Development Department and the Municipal Property Assessment Corporation (MPAC); and 33 Council Minutes September 17, 2018 - 28 - That all interested parties listed in Report PSD-070-18 and any delegations be advised of Council’s decision. Carried Item 8 - An Application by Farsight Investments Limited and Savannah Land Corporation to Amend a Draft Approved Plan of Subdivision and Rezoning by adding lands into the Draft Plan Resolution #C-307-18 Moved by Councillor Partner, seconded by Councillor Woo That Report PSD-071-18 be received; That the application to amend Draft Approved Plan of Subdivision submitted by Farsight Investments Limited and Savannah Land Corporation by adding lands into the draft plan and changing the configuration of the park, stormwater management pond and roads to permit 69 additional residential units be supported subject to conditions as contained in Attachment 1 of Report PSD-071-18; That the Zoning By-law Amendment application by Farsight Investments Limited and Savannah Land Corporation be approved as contained in Attachment 3 of Report PSD-071-18; That once all conditions as contained in the Clarington Official Plan and the Zoning Bylaw with respect to the removal of the (H) Holding Symbol are satisfied, the By-law authorizing the removal of the (H) Holding Symbol be approved; That the Durham Regional Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD-071- 18 and Council’s decision; and That all interested parties listed in Report PSD-071-18 and any delegations be advised of Council's decision. Carried on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Partner X Councillor Traill X Councillor Woo X Councillor Cooke X Councillor Hooper X Councillor Neal X Mayor Foster X 34 Council Minutes September 17, 2018 - 29 - 11 Staff Reports None 12 Business Arising from Procedural Notice of Motion Members of Council asked questions on the status of various matters. 13 Unfinished Business 13.1 Confidential Memo from the Municipal Solicitor regarding Election Signs and Freedom of Expression (Referred from the September 4, 2018 General Government Committee Meeting) Resolution #C-308-18 Moved by Councillor Neal, seconded by Councillor Traill That Unfinished Business Item 13.1- Confidential Memo from the Municipal Solicitor regarding Election Signs and Freedom of Expression, be received for information. Carried 13.2 Delegation of Craig Sabine Regarding - The Water Supply to Heritage Estates Plan No. 10M-755 – Impacts of Northglen Development (Referred from the September 10, 2018 Planning and Development Committee Meeting) Resolution #C-309-18 Moved by Councillor Neal, seconded by Councillor Hooper That Staff continue to work with the Region of Durham to assist in finding a solution for Mr. Sabine’s well issues. Carried 13.3 Draft By-law to Regulate the Pre-Construction Sale of Residential Real Estate [Referred from the September 10, 2018 Planning and Development Committee Meeting] Unfinished Business Item 13.3 was considered earlier in the meeting during the consideration of Report’s LGL-007-18 and LGL-008-18. 35 Council Minutes September 17, 2018 - 30 - 14 By-laws Resolution #C-310-18 Moved by Councillor Hooper, seconded by Councillor Cooke That leave be granted to introduce By-laws 2018-069 to 2018-092, with the exception of By-law 2018-085 and 2018-086: 14.1 2018-069 Being a By-law to exempt a certain portion of Registered Plan 40M-2615 from Part Lot Control 14.2 2018-070 Being a By-law to exempt a certain portion of Registered Plan 40M-2603 and 2048 from Part Lot Control 14.3 2018-071 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By law for the Corporation of the Municipality of Clarington (1816451 Ontario Ltd. (Owasco).) (Approved by Council on September 18, 2017) 14.4 2018-072 Being a by-law to provide for the administration and enforcement of the Building Code Act within the Municipality of Clarington (Item 8 of General Government Committee Report) 14.5 2018-073 Being a by-law to amend the Procedural By-law 2015-029 (Item 9 of General Government Committee Report) 14.6 2018-074 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 2 of Special Planning and Development Committee Report) 14.7 2018-075 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 3 of Special Planning and Development Committee Report) 36 Council Minutes September 17, 2018 - 31 - 14.8 2018-076 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 4 of Special Planning and Development Committee Report) 14.9 2018-077 Being a By-law to amend By-law 2017-009 in accordance with the Order of the Local Planning Appeal Tribunal dated July 25, 2018 (Item 7 of Planning and Development Committee Report) 14.10 2018-078 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 8 of Planning and Development Committee Report) 14.11 2018-079 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 9 of Planning and Development Committee Report) 14.12 2018-080 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 10 of Planning and Development Committee Report) 14.13 2018-081 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 11 of Planning and Development Committee Report) 14.14 2018-082 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 12 of Planning and Development Committee Report) 14.15 2018-083 Being an Interim Control By-law passed pursuant to section 38 of the Planning Act, R.S.O. 1990, c. P.13, as amended (Item 13 of Planning and Development Committee Report) 37 Council Minutes September 17, 2018 - 32 - 14.16 2018-084 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 14 of Planning and Development Committee Report) 14.17 2018-087 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By law for the Corporation of the Municipality of Clarington (Bowmanville Lakebreeze West Village Ltd.) (Approved by Council on April 30, 2018) 14.18 2018-088 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By law for the Corporation of the Municipality of Clarington (Akero Developments & Zester Developments Inc.) (Approved by Council on June 11, 2018) 14.19 2018-089 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By law for the Corporation of the Municipality of Clarington (Modo Bowmanville Towns Ltd., Devon Daniell and WED Investments Ltd.) (Approved by Council on March 20, 2017) 14.20 2018-090 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By law for the Corporation of the Municipality of Clarington (2084165 Ontario Ltd.) (Approved by Council on May 13, 2014) 14.21 2018-091 Being a By-law to exempt a certain portion of Registered Plan 40M-2615 from Part Lot Control 14.22 2018-092 Being a Being a By-law to amend the Election Sign By-law 2016-004 (Item 15 of the General Government Committee Agenda - Elections Signs – Amending Placement Restrictions) That the said by-laws be approved. Carried 15 Procedural Notices of Motion There were no Procedural Notices of Motion introduced under this Section of the Agenda. 38 Council Minutes September 17, 2018 - 33 - 16 Other Business Members of Council reflected on this term of Council and thanked all Members of Council and Municipal Staff. 17 Confirming By-Law Resolution #C-311-18 Moved by Councillor Hooper, seconded by Councillor Cooke That leave be granted to introduce By-law 2018-093, being a by-law to confirm the proceedings of the Council of the Municipality of Clarington at a regular meeting held on the 17th day of September, 2018; and That the said by-law be approved. Carried 18 Adjournment Resolution #C-312-18 Moved by Councillor Partner, seconded by Councillor Woo That the meeting adjourn at 12:51 AM. 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 ___________________________ ___________________________ Mayor Municipal Clerk 39 Special Council Minutes December 3, 2018 - 1 - If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Minutes of a special meeting of Council held on December 3, 2018, at 7:00 PM, in the Council Chambers. Present Were: Mayor A. Foster, Councillor G. Anderson, Councillor R. Hooper, Councillor J. Jones, Councillor J. Neal, Councillor C. Traill, Councillor M. Zwart Staff Present: A. Allison, T. Cannella, J. Caruana, F. Horvath, M. Marano, R. Maciver, C. Pellarin, T. Pinn, G. Weir, A. Greentree, M. Chambers 1 Call to Order Ian Fraser, Piper, led the processional. The Municipal Clerk called the meeting to order and extended congratulations to Members of Council-Elect. Clarington Children’s Christian Choir (4C) sang O’Canada. Allan Mountford preformed a Smudging Ceremony 2 Swearing in Ceremony The Municipal Clerk administered the Oath of Office to Mayor-Elect Adrian Foster. Andrew Allison, Chief Administrative Officer and Linda Coutu, Executive Assistant to the Mayor came forward to bestow the Chain of Office upon Mayor Foster. The Municipal Clerk then administered the Oath of Office to the following: Granville Anderson Regional Councillor Janice Jones Local Councillor Ron Hooper - Local Councillor Joseph Neal - Regional Councillor Corinna Traill - Local Councillor Margaret Zwart - Local Councillor The Municipal Clerk declared the Council of the Municipality of Clarington for the term 2018 to 2022 to be organized and turned the first meeting of Council over to His Worship Mayor Adrian Foster. 40 Special Council Minutes December 3, 2018 - 2 - 3 Remarks Anne Greentree read greetings from MP Erin O’Toole, MP Kim Rudd, and MPP Lindsey Park congratulating the newly elected Members of Council. 4 Inaugural Address Mayor Foster welcomed all to the Inaugural Meeting of Council for the 2018 to 2022 term of Clarington Council. He thanked the residents of the Municipality of Clarington for trusting them to be their Council and promises that they will make responsible decisions. Mayor Foster thanked Gerri Lynn O’Connor, Regional Chair for a job well done and noted that she sent her regrets for this evening. He thanked all of the candidates who ran in the Election and noted without candidates there would be no democratic process. Mayor Foster thanked the Councillors who are not returning this term and recognized all of their work for the community and countless hours of service. Mayor Foster explained that the future rests on the shoulders of these Councillors and that the wisdom of the indigenous people should be recognized and he encourages negative energy to be put aside. He continued by thanking Staff and noted that Clarington has the most capable Staff, and their expertise will allow the Members of Council to make informed decisions. Mayor Foster introduced the newly-elected Council as follows: Margaret Zwart, Local Councillor for Ward 4, Granville Anderson, Regional Council for Wards 3 and 4, Janice Jones, Local Councillor for Ward 1, Corinna Traill, Local Councillor for Ward 3, Ron Hooper, Local Councillor for Ward 2, and Joe Neal, Regional Councillor for Ward 1 and 2. Mayor Foster explained that there will be many challenges ahead and they will need to find a balance between the needs and wants of the community while using limited resources. He noted that they will be ambassadors and create new jobs and work towards making Clarington a better place. Mayor Foster concluded by thanking his family for their sacrifices and presented his wife with a token of appreciation. 5 Confirming By-Law Resolution #C-313-18 Moved by Councillor Hooper, seconded by Councillor Jones That leave be granted to introduce By-law 2018-094, being a by-law to confirm the proceedings of the Council of the Municipality of Clarington at a regular meeting held on the 3rd day of December, 2018; and That the said by-law be approved. Carried 41 Special Council Minutes December 3, 2018 - 3 - 6 Adjournment Resolution #C-314-18 Moved by Councillor Neal seconded by Councillor Traill That the meeting adjourn at 7:47 PM. Carried ___________________________ ___________________________ Mayor Municipal Clerk 42 Special Council Minutes December 7, 2018 - 1 - If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Minutes of a regular meeting of Council held on December 7, 2018, at 8:00 AM, at Canadian Tire Motorsport Park Present Were: Mayor A. Foster, Councillor G. Anderson, Councillor R. Hooper, Councillor J. Jones, Councillor J. Neal, Councillor C. Traill until 2:35 PM, Councillor M. Zwart Staff Present: A. Allison, T. Cannella until 4:10 PM, J. Caruana until 4:10 PM, F. Horvath, F. Langmaid, M. Marano until 4:10 PM, R. Maciver, T. Pinn until 4:10 PM, G. Weir until 4:10 PM, A. Greentree, B. Radomski until 4:10 PM, H. Keyzers until 4:10 PM, L. Coutu until 4:10 PM, J. Pascoe until 4:10 PM, L. Kent, Clarington Library until 4:10 PM 1 Call to Order Mayor Foster called the meeting to order at 8:30 AM. 2 Declaration of Interest Later in the meeting, Councillor Jones declared an interest in Agenda Item regarding the Bowmanville Hospital Helipad. 3 Welcoming Remarks Andrew Allison, CAO welcomed Members of Council and staff to the Council Orientation meeting. Mr. Allison gave an overview of the agenda and order of business for the day. 4 Order of Business 4.1 Mr. Allison provided an overview of the Administrative structure and services. Referring to the presentation slides, he explained the organizational structure and how business is conducted through Council and the Administration. 4.2 “Accountability and Transparency” - Guy Giorno, Integrity Commissioner, Municipality of Clarington Mr. Giorno discussed the Council Code of Conduct, Municipal Conflict of Interest Act, and Council/Staff Relations. He confirmed that the Integrity Commissioner is appointed by Council and can be removed by Council. Mr. Giorno advised that effective March 1, 2019, that there will be an opportunity for the Integrity Commissioner to initiate an investigation on his own. He explained that Members of Council may seek advice from 43 Special Council Minutes December 7, 2018 - 2 - him and that the request and response are both required to be in writing. Mr. Giorno noted that his goal is to respond within 72 hours or sooner. He confirmed that he has an obligation to maintain confidentiality on his opinions that he provides members, with some exceptions. Mr. Giorno added that the Member of Council seeking his opinion are not bound to the same confidentiality rules as the rules applied to the Integrity Commissioner override the rules set out in the Municipal Conflict of Interest Act. Mr. Giorno provided an overview of Clarington’s Council Code of Conduct. He clarified that he typically does not investigate decorum related complaints as he is of the opinion that the matter should be dealt with at the time by the presiding chair. Mr. Giorno briefly discussed Council/Staff relations, primarily touching on harassment policy and council involvement in law enforcement matters. He confirmed that where harassment is included both in a Harassment Policy and the Council Code of Conduct, there needs to be clarity on when each policy may apply. Mr. Giorno reminded Council that Council is a collective law-making body and no individual can direct Staff. He also discussed the necessary division between elected officials and municipal law enforcement. He explained that Staff are accountable for efficiencies and the aggregate, and Council cannot delve into individual cases. Mr. Giorno advised that any Municipal Law Enforcement report should be aggregate and not individual cases. Mr. Giorno highlighted the “gifts” section of Council’s Code and the processing for reporting. Recess Resolution #C-315-18 Moved by Councillor Neal, seconded by Councillor Hooper That Council recess for 15 minutes. Carried The meeting reconvened at 11:00 AM with Mayor Foster in the Chair. 4.3 Election Priorities – Mr. Allison, along with staff members (identified below) provided Council with updates on significant projects which remain on-going; including a brief history and next steps:  Go Train Extension – (A. Allison, F. Langmaid)  Broadband Service Expansion  Natural Gas Expansion  Job Creation – (S. Hall)  Affordable Housing  Responsible Taxation – (T. Pinn) 44 Special Council Minutes December 7, 2018 - 3 - 4.4 Basic Essentials (Part 1) Marie Marano, Director of Corporate Services provided a highlight of relevant Policies and By-laws as they particularly relate to members of Council:  Council HR Matters  Council Compensation & Benefits  Cell phones and computer policies  Purchasing By-law Andrew Allison advised that, as was mentioned earlier in the meeting during the Integrity Commissioner’s Presentation, that the Harassment Policy will be reviewed to provide clarity between the Harassment Policy and the Council Code of Conduct. Trevor Pinn, Acting Director of Finance/Treasurer briefly spoke about Councillor liability through the Municipal Insurance Pool. Rob Maciver, Municipal Solicitor, highlighted a variety of legal cases, in the areas of breach of fiduciary duty, defamation of character, negligent misrepresentation, and liability for loss of profits, to assist members in understanding Councillor and Municipal liability. Recess Resolution #C-316-18 Moved by Councillor Hooper, seconded by Councillor Traill That Council recess for 10 minutes. Carried The meeting reconvened at 12:42 PM with Mayor Foster in the Chair. 4.5 “Council and the Media” – Farah Tayabali and Jacqueline Demers, Redbrick Communications Ms. Tayabali and Ms. Demers, Redbrick Communications, presented tips and skills on communicating as a member of Council, including communicating with the media and to the public both in person and through social media. They highlighted the benefits, risks and challenges, in particular when using social media, as this type of communication takes a little more thought to ensure the messages are accurate and timely. The consultants used a series of social media posts to demonstrate good communication. In closing they suggested that when setting up a social media account one should set boundaries, and have plan in place to determine how to deal with negative comments. 45 Special Council Minutes December 7, 2018 - 4 - 4.6 Basic Essentials (Part 2) Anne Greentree, Municipal Clerk, provided Council with details regarding the three Accountability Officers and their roles, being the Closed Meeting Investigator, the Integrity Commissioner and the Municipal Ombudsman. She explained and demonstrated the procedures for filing complaints to these Officers by referencing the Municipal Accountability and Transparency page on the Municipal Website. In addition, the Municipal Clerk highlighted how Councillor records are categorized and how their records may fall within the scope of requests for records under the Municipal Freedom of Information and Protection of Privacy Act. Trevor Pinn briefly reported that Councillor Expense Reporting is currently under review and he is looking to possibly increase to semi-annually. Recess Resolution #C-317-18 Moved by Councillor Anderson, seconded by Councillor Hooper That Council recess for 10 minutes. Carried Councillor Traill left the meeting at 2:35 PM. The meeting reconvened at 2:45 PM with Mayor Foster in the Chair. 4.7 Looking Forward Staff apprised Council of the following upcoming items or provided a brief status statement regarding the following matters:  Strategic Plan 2019 – 2022  Cannabis Retailing  Zone Clarington  Web streaming Meetings  Ward Boundary Review  Emerald Ash Borer Infected Trees  Sponsorship / Naming Rights  Volunteerism  Lean – Continuous Service Improvement Process  Cedar Crest Beach  Veridian Merger  2020 Development Charges  Regional Services 46 Special Council Minutes December 7, 2018 - 5 - Councillor Jones declared an interest in the agenda item regarding the Bowmanville Hospital Helipad as she is employed by Lakeridge Health. Councillor Jones refrained from discussions and voting on this matter.  Bowmanville Hospital Helipad Councillor Jones returned to the meeting. Recess Resolution #C-318-18 Moved by Councillor Neal, seconded by Councillor Jones That Council recess for 5 minutes. Carried The meeting reconvened at 4:05 PM with Mayor Foster in the Chair. Closed Session Resolution #C-319-18 Moved by Councillor Zwart, seconded by Councillor Neal That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing proposed or pending acquisition of land, and third party financial information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization. Carried Rise and Report The meeting resumed in open session at 4:22 PM with Mayor Foster in the Chair. Mayor Foster advised that 2 items were discussed in “closed” session in accordance with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. The CAO advised that a landuse training session will be scheduled by Planning Services Staff for new Council Members. 47 Special Council Minutes December 7, 2018 - 6 - 5 Confirming By-Law Resolution #C-320-18 Moved by Councillor Hooper, seconded by Councillor Neal That leave be granted to introduce By-law 2018-095, being a by-law to confirm the proceedings of the Council of the Municipality of Clarington at a special meeting held on the 7th day of December, 2018; and That the said by-law be approved. Carried 6 Adjournment Resolution #C-321-18 Moved by Councillor Neal, seconded by Councillor Anderson That the meeting adjourn at 4:24 PM. Carried ___________________________ ___________________________ Mayor Municipal Clerk 48 Special Council Minutes December 10, 2018 - 1 - If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Minutes of a Special meeting of Council held on December 10, 2018, at 3:41 PM, in the Council Chambers. Present Were: Mayor A. Foster, Councillor G. Anderson, Councillor R. Hooper, Councillor J. Jones, Councillor J. Neal, Councillor C. Traill (left the meeting at 3:47PM), Councillor M. Zwart Staff Present: A. Allison, J. Gallagher, T. Pinn, M. Maciver, M. Marano, S. Gray 1 Call to Order Mayor Foster called the meeting to order at 3:41 PM. 2 Declaration of Interest There were no disclosures of interest stated at this meeting. 3 Committee Reports 3.1 Joint General Government and Planning and Development Committee Report of December 10, 2018 Resolution #C-322-18 Moved by Councillor Anderson, seconded by Councillor Hooper That the recommendation contained in the Joint General Government and Planning and Development Committee Report of December 10, 2018, regarding Report CAO-016-18, be approved. Carried Andrew Allison, CAO, announced that Trevor Pinn was appointed as the Director of Finance/Treasurer for the Municipality of Clarington. 49 Special Council Minutes December 10, 2018 - 2 - 4 By-laws Resolution #C-323-18 Moved by Councillor Hooper, seconded by Councillor Anderson That leave be granted to introduce By-laws 2018-096 to 2018-097: By-law 2018-096 Being a By-law to Appoint the Treasurer (Item 1 of the Joint General Government and Planning and Development Committee Report of December 10, 2018) By-law 2018-97 Being a By-law to Appoint Representatives for the Municipality of Clarington on the Board of Directors for Durham Municipal Insurance Pool and to Repeal By-law 2000-10 (Item 1 of the Joint General Government and Planning and Development Committee Report of December 10, 2018) 5 Confirming By-Law Resolution #C-324-18 Moved by Councillor Hooper, seconded by Councillor Anderson That leave be granted to introduce By-law 2018-098, being a by-law to confirm the proceedings of the Council of the Municipality of Clarington at a special meeting held on the 10th day of December, 2018; and That the said by-law be approved. Carried 6 Adjournment Resolution #C-325-18 Moved by Councillor Jones, seconded by Councillor Neal That the meeting adjourn at 3:48 PM. Carried ___________________________ ___________________________ Mayor Municipal Clerk 50 BOARD MEETING September 19, 2018 Sarah Jane Williams Heritage Centre 62 Temperance St, Bowmanville, Ontario Present: M. Morawetz S. Elhajjeh S. Bobka S. Middleton S. Cooke H. Raj K. Warren (Interim Executive Director) Regrets: H. Ridge (ED) W. Woo 1.Call to Order: S. Cooke called the meeting to order at 7:06 p.m. 2.Adoption of Agenda: Moved by: H. Raj Seconded by: S. Elhajjeh THAT: the agenda be approved as presented. MOTION CARRIED 3.Approval of Minutes: Moved by: S. Elhajjeh Seconded by: H. Raj THAT: the minutes be approved as submitted. MOTION CARRIED 4.Business Arising from Minutes: 51 None. 5. Disclosure of Interests: None. 6. Correspondence: None received. 7. Announcements: M. Morawetz announced an upcoming fundraising event at Eldad United Church, west of Solina, on Monday Oct 1st. The church community welcomes guests to a live auction of home baking, handicrafts and more; 7 pm start time. As well an upcoming family friendly event on Saturday Oct 27th will be held by Durham East 4-H at Maple Grove United Church hall. Starting at 6 pm and running until 9 pm is a “Fun”raising & Pasta Party. Tickets are available through Marilyn; $10 /person, children 6 & under $5. Guests have a chance to learn more about 4-H. 8. Reports: a) Finance: See Appendix A Of note, the significant use of Waverly Place and the better than budgeted rental income that has been generated as a result. One more wedding is to take place in October. Our thanks to Amy Barron, Program Coordinator for her efforts to promote and increase rental uses at the site. Sponsorship funding for the children’s exhibit is coming in. $30,000 from Canada Cultural Spaces along with $5000 from St. Marys and $2900 from Veterans Affairs which will be specifically applied to the cenotaph in the town square of “ClaringTown”. Snow removal services quotes were reviewed and discussed along with estimates for cleaning services. Moved by: S. Bobka Seconded by: S. Middleton 52 THAT: the Finance Report of July & August 2018 be received. MOTION CARRIED. Moved by: H. Raj Seconded by: S. Elhajjeh THAT: the board approves taking $24,000 from the reserve funds and putting it into the operations account to have it in place for the next children’s exhibit payments. MOTION CARRIED. Moved by: S. Bobka Seconded by: H. Raj THAT: the board approves creating an ancestry.ca business account for $712.48. MOTION CARRIED. Moved by: H. Raj Seconded by: S. Middleton THAT: the board approves the Birk’s Landscaping contract of $14,930.00 for a snow removal and salting contract for one year. MOTION CARRIED. Moved by: S. Bobka Seconded by: M. Morawetz THAT: the board approve remaining with our current Canfield Cleaners for the 2019 year. MOTION CARRIED. b) Membership (& Fundraising): See Appendix B Numbers are up for attendance this year as well as new memberships. Summer camps and teas were well attended & tickets are now on sales for Spirit Walks. The initiative to offer discounts & first offers to members has paid off. H. Raj stated that as time permits a social media membership push would be effective. Moved by: S. Elhajjeh Seconded by: H. Raj 53 THAT: the Membership report of September 2018 be received. MOTION CARRIED c) Property: See Appendix C Discussions included fall tree and branch pruning, snow removal as noted previously, scheduling of the carpet before the children’s exhibit opens on Nov 8th, Home Depot offer to clean up front gardens & side walkway this fall &do Native plant garden area in 2019, and the potential limitations of the AODA washroom improvement plans within the $50,000 grant budget. . Moved by: H. Raj Seconded by: S. Bobka THAT: the Property report of September 2018 be received. MOTION CARRIED Moved by: S. Middleton Seconded by: H. Raj THAT: the board approve Mastwood Consulting trimming trees on the Bowmanville museum property to a maximum cost of $847.50. MOTION CARRIED d) Curatorial: See Appendix D Exhibits “Life Through the Lens”, “Puttin’ on the Ritz” and “Clarington on The Homefront: Wartime Clarington” all run until Sept 29th. Design and installation plans for “ClaringTown” were reviewed with concept drawings. Collection management work was reported including progress on deassession lists for board approval as well as a partner project with the Visual Arts Centre and artist Sameer Farouq. Interns from Flemin College, Ian and Amanda, finish Aug 10th and have been an enormous help during the term with us working on collection research, exhibit development, database entry, and the deassession project by creating a grading system (an excellent tool). Meghan, a curatorial summer student finishing Aug 29th worked on collection inventory and research, helping with the Jury family mini exhibit. MAP grant is due Nov 1st (Musuem Assistance Program) with the objective of re-organizing archives. Moved by: H. Raj Seconded by: S. Bobka 54 THAT: the Curator report of September 2018 be received. MOTION CARRIED. e) Programming: See Appendix E Canada Day and Edwardian Teas were summarized & reviewed. Event food preparation in-house after achieving Durham Health approval of the kitchen and required training, proved efficient and cost effective. The profits from the Teas this summer was $7003.00 more than twice the best year in the last 6 years with external caterers. A list of upcoming events was included in the report. Moved by: S. Elhajjeh Seconded by: H. Raj THAT: the Program Coordinator Report of September 2018 be received. MOTION CARRIED. f) Executive Director Report: See Appendix F Soper Creek Wild Ontario exhibit opens Oct 11th with a special opening at 5-8 pm. Over 5000 students have been booked already for this program. New Website is up and running thanks to summer intern Emily. Three summer students have been hired as interpreters including Nigel, Emily and Helen. To meet CMOG requirements for the year, some adjustments to the Strategic Plan were advised but are largely format changes. Moved by: S. Middleton Seconded by: H. Raj THAT: the Executive Directors Report of September 2018 be received. MOTION CARRIED. 9. New Business: a) Plant A Family Tree – S. Elhajjeh shared an idea seen somewhere else to create a “good” family event perhaps at the Clarke site; “Plant A Family Tree”. Discussed and decided it would be a welcome addition at the Clarke property but that a date should be determined after the Kirby area 407 project is complete. 55 b) Clarification on Board appointment with upcoming municipal election - All members will have to reapply once notification is advertised in January following the election this fall. The present Board members continue until the new Board is appointed. c) Executive Director - Heather Ridge returns to resume her duties after her parental leave close to election date Oct 22nd, 2018. d) Twitter & Social Media – S. Bobka stated that the museum currently enjoys 6500 Twitter followers as of this meeting, and that the use of social media in future is important including website “Shopping Cart” options allowing member purchases as well as membership payments. Paypal plans can have that option. These items are being worked on by staff. e) Movie Production Rentals – H. Raj reminded that there is a list that we can and should register the museum properties on which promotes locations for movie productions. 10. In Camera Moved by: S. Bobka Seconded by: S. Elhajjeh That: at 8:12 pm in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing the following matter that deals with b) personal matters about an identifiable individual, including municipal or local board employees. MOTION CARRIED Discussion followed on two Human Resources items. Moved by: S. Bobka Seconded by: S. Elhajjeh That: at 8:22 pm the meeting move out of camera, returning to Open Session. MOTION CARRIED 56 11. Date and Place of Next Board Meeting: The next meeting will be held October 10, 2018 at 7 p.m Location: Library at Town Hall Meeting Room 1C 12. Adjournment: Moved by: S. Middleton Seconded by: S. Bobka THAT: the meeting be adjourned at 8:58 p.m. Minutes for the meeting of the Clarington Museums and Archives Board have been accepted and approved on ____________________________________ _____________________________________ _______________________________________ Chair, Executive Director, Clarington Museums and Archives Board Clarington Museums and Archives 57 September (July and August) 2018 Finance Report Overview 1.1 Weddings have been great for rentals so far we had a wedding and bridal shower over the summer another wedding coming up in October. We are already over our budget for rentals this year as a result, I think creating a line for garden maintenance in the budget for next year would be ideal to keep on top of the grounds for these such occasions. 1.2 I have contacted the library to see about their ancestry account and we cannot be added, it is specifically supplied to them by a library organization. I also called ancestry.com memberships for business “library edition” and the cost is 712.48, they told me they are very vigilant of personal users that seem to have suspicious “business” usage and would shut us down and possible blacklist us from using their services so I think this business route is best. 1.3 The Canada Cultural Spaces fund $30,000 money should come into our account any day. 1.4 St Mary’s has given us $5000 toward the children’s exhibit, which we received last week and Veterans Affairs grant was approved at $2900 for the cenotaph to be in the town square, which now has the entire project covered by our sponsors/donations/grants/reserve contributions. 1.5 First payment has gone out to Point of View Exhibitions for the children’s exhibit build to begin. (Approx $24,000) 1.6 Soper creek exhibit will have a total cost of $7500 for use, $3750 paid already for 2018 and then Jan 1 2019 the second half will be paid for that years’ exhibit fees. 1.7 I obtained 3 quotes for snow removal services 14,930 from Birks which is all inclusive, $14,750 from The Gardener which covers all plowing and 30 salting instances ($175 for each additional salting), $300 per shovel/salt from Mr Trim (I have asked for a seasonal and they have yet to reply), Acorn will no longer be doing snow services so they did not reply back with a quote. I met with Fred Horvath said he would get me numbers from the municipal end but that these fist 58 two quotes seemed to be very good and possible better than their options. 1.8 I obtained 2 extra estimates for cleaning services, one from Molly maid at $80 per hour (approx. $640 per month) and one from Thompson solutions for $628.34 per month, which makes the current cleaners at $500 our lowest price. 1.9 Final paperwork for the summer students has just gone out and the reimbursement cheques should be forthcoming. Recommendations: 1. That Finance Report of July and August 2018 be received: 2. That the board approve taking the $24,000 from the reserves and putting into the operations account to have in place for the next children’s exhibit payments. 3. That the board approves creating an ancestry.ca business account. 4. That the board approves the Birk’s landscaping contract in theory unless the municipal service comes in at a lower price 5. That the board approve remaining with our current Canfield cleaners for the 2019 year Appendix A) 59 September 2018 Membership and Fundraising Report Overview 1.1 Attendance for year- 4290 1.2 9 new members signed up in June/July/August- total 42 now, mostly due to discount for summer camps and teas, next year this time of year could be the big push to get memberships to new people (possibly offer free remainder of the year memberships to all who sign up for these events to build of membership base) 1.3 Members only Spirit walks tickets sold well, open to the public now Recommendations: 1. That Membership Report of September 2018 be received: Appendix B) 60 September (July and August) 2018 Property Report Overview 1.1 Quotes are in for snow removal, see financial report for details 1.2 I had a quote by the team that was removing the tree at the property beside us, for some tree pruning of dead branches etc that should ensure the trees stay health and will remove any safety hazards as building services is on a skeleton crew and is busy dealing with white ash problems throughout the municipality, quote is for $875 which Fred Horvath said was an excellent price, 1.3 I have quotes in from 3 services (Birk’s landscaping, the Gardener and Mr Trim tree services) see financial report 1.4 We are looking at scheduling the children’s exhibit area to start going in right after carpet in October, municipal end for sending our carpet tenders was slow so it has been pushed back to October 21 for children’s area and throughout the next few months for the rest 1.5 New “native plants” garden area for programming, Home Depot Team come install pathway for free in the 2019 year they are coming to clean up front of Sarah Jane this coming week. 1.6 Washrooms still have no install date, they have to get approval from design, they are looking to only do one washroom in between the women’s and men’s (in the current staff washroom space) to meet AODA codes, they are pricing out the flooring replacement for the other washrooms and hall and would do those if they are within the $50,000 budget. I would recommend the museum reserves pay any overage to make sure the flooring is all done on that level to make sure the floor is consistent from the elevator to the washrooms as the flooring requires remediation (asbestos) to be taken out and that should all be done at the same time so as to not incur extra charges at a later date to do so, it would also save money to have the same flooring purchased and installed at the same time than at a later date. As the women’s washroom has already had 5 tiles (asbestos) pop off the ground it is necessary to do now and not wait any longer. 61 Recommendations: 1. That Property Report of September 2018 be received: 2. That the board approve having Mastwood Consulting trim our trees at above noted price 3. That the board approve in theory using reserve funds to pay for any extra monies owed to have the flooring in the hallway from the elevator to the archives doors of the lower level of the Sarah Jane Williams Heritage center replaced at the same time the washrooms are done. Appendix C) 62 Curator Report 1.0 Exhibits 1.1 Family Ties: Clarington Connection exhibit came down August 31st. 1.2 Life Through the Lens exhibit by the BOAA was installed September 5th. It will be on display until September 29th. 1.3 Puttin’ on the Ritz and Clarington on The Homefront: Wartime Clarington exhibits opened June 30th. They will be on display until September 29th. 1.4 Final renders have been approved and installation of ClaringTown is set to start mid October (subject to carpet installation) 1.5 A small exhibit on the history of the Orono Fair was put together for display at the Orono Fair (Sept. 6-9). 2.0 Collections Management 2.1 The first list of items approved for deaccessioning went out on the Ontario Museums Association List Serve for 30+ days. I received two inquires on items. Janet Reid, Curator from Markham Museum, took a set of paper dolls to use for their education collection. Samantha Morel, Curator from the Sudbury Museum inquired about items we had that were donated by Susan Harvie. Research was done on Susan Harvie and a separate list of the items she donated was put together. Sudbury Museum was not interested in any of her items, but suggested that we contact Harvie to do more research on potential indigenous items. 2.2 Working on a project with the Visual Arts Centre and artist Sameer Farooq. Sameer is interested exploring deaccessioned items and turning them into art. He will be going through our deaccessioned items (that have already been approved and on the List Serve) and using some of them for an upcoming exhibit (in 2019) at the Visual Art Centre. 2.3 I recommend that we send all items that we intend to sell out to auction. We do not have the staff or the time to manage the selling of items in-house (on eBay). I am in contact with Stapleton Auctions 63 who take a 30% commission. I will update once more details have been set. 2.4 Ian and Amanda, the two Interns from Fleming College, last day was August 10th. They were a great help in Collections. They worked on collection research, exhibit development, database entry, and the deaccessioning project. 2.5 Meghan, the curatorial summer student, last day was August 29th. She worked on a collection inventory and collection research. She also worked with Alex to put together a mini exhibit on the Jury family. 2.6 Met with Andrew Elgee, a senior program advisor with Canadian Heritage regarding our Collection reorganization project and how to best move forward with a Museum Assistance Program grant. The MAP grant is due November 1st. The proposed project will be to complete phase 1 of the re-org and get the archives area set up in the collection space. Recommendations: 1. That the Curator Report of September 2018 be received. Appendix F) 64 65 66 67 September 2018 ED Report Overview 1.1 BOAA exhibit is in for the month of September please some check out “Life through the Lens” photography exhibit done by their BOAA photography club. 1.2 Soper creek Wild Ontario exhibit is going in October 3-5 and the opening night is October 11th from 5-8 pm please come if you can. The program is running 3 days a week (4 on some weeks due to high demand) from October to mid May, we have booked in 5000+ students so far. The free admission for the first 5000 is now used up and any booking from now on will be charged the standard $5 per student rate 1.3 New children’s exhibit is being built and will be installed once carpet is installed (delayed to October 21 at the latest as per meeting with Fred and Rob in building services). Now more likely Nov 1st. 1.4 Veterans affairs grant for cenotaph in the children’s exhibit area will allow us to have text panels on the different branches of the Canadian military and some history on Clarington’s connection to each branch, we will have an unveiling event the evening of November 8th, I am in contact with the legion to hopefully have some members in attendance and we will send out invites to our MP, MPP and members of council as well as the public. 1.5 New website is up and running some minor tweaks to be made but it sis much better and thanks to our intern (now interpreter) Emily for getting that done over the summer 1.6 We have hired 3 of our summer students on as interpreters, Nigel, Emily and Helen. Two of the interns found employment in other heritage organizations already! Helen will be doing the upcoming heritage dinner September 30th and the annual volunteer appreciation dinner, date TBD. 68 1.7 Strategic plan adjustments had to be made for CMOG, please note none of the goals or objectives have changed just the layout and the addition of more specific actions to meet the goals have been added. Recommendations: 1. That ED Report of September 2018 be received Appendix F) 69 MEETING OF THE BOARD: November 14, 2018 Sarah Jane Williams Heritage Centre 62 Temperance St, Bowmanville, Ontario Present: S. Cooke M. Morawetz S. Elhajjeh S. Middleton H. Raj H. Ridge (ED) Regrets: W. Woo S. Bobka 1. Call to Order: S. Cooke called the meeting to order at 7:04 p.m. 2. Adoption of Agenda: Moved by: S. Middleton Seconded by: H. Raj THAT: the agenda be approved as presented. MOTION CARRIED 3. Approval of Minutes: Moved by: H. Raj Seconded by: M. Morawetz THAT: the minutes be approved as submitted. MOTION CARRIED 4. Business Arising from Minutes: 70 None. 5. Disclosure of Interests: None. 6. Correspondence: None received. 7. Announcements: M. Morawetz announced that Eldad United Church, Solina, is participating this year in Christmas in Clarington on Friday, Nov 23 along with other churches, local craft vendors and local businesses Nov 23-25th, 10-4 pm. Christmas & seasonal shopping, and baking along with crafts available. S. Elhajjeh noted that public notice ads have been in local papers recently asking for applications for municipal boards including the museum board. Deadline for applications is Dec. 7, 2018. 8. Reports: a) Finance: See Appendix A Of note, the line regarding winter maintenance costs which equate to approximately 6% of our 2018 municipal grant. Some discussion followed on obligations of the municipality with regards to winter maintenance for most municipal properties & how costly it is for the museum to shoulder this expense. Moved by: S. Elhajjeh Seconded by: H. Raj THAT: the Finance Report of November 2018 be received. MOTION CARRIED b) Membership (& Fundraising): See Appendix B Attendance & membership numbers included in the report. H. Ridge will follow up to see if any newsletters were sent out after Jan in 2018 as intended. Moved by: H. Raj Seconded by: S. Middleton 71 THAT: the Membership & Fundraising report of November 2018 be received. MOTION CARRIED c) Property: See Appendix C Further tree maintenance beyond the quote and work included by Mastwood Environmental Consulting will be required due to wind storms and damages this year. H. Ridge expressed a hope that the municipality will be able to assist as our budget limitations will not allow for further expenses. There have been a number of delays regarding the installations for the children’s exhibit, flooring and accessible washrooms but the granting agency approved the washroom changes and informal bids on carpeting are now being requested. Cenotaph, part of Phase II, in the children’s exhibit is delayed as a result. Phase I is still being installed. Moved by: H. Raj Seconded by: S. Elhajjeh THAT: the Property report of November 2018 be received for information. MOTION CARRIED d) Curatorial: See Appendix D “Wild Ontario” exhibit opened Oct 11 with 110 people attending. Children’s ClaringTown installation is behind a few weeks but expected done by mid-Dec. A letter from Soper Creek Wildlife was received just before the Board meeting and circulated expressing a number of concerns with the relationship and how it was going. After brief discussions, H. Ridge was asked to research the back story on this with all involved in setting up the contract, and to bring a report to the Board at our next meeting. See Appendix E-2) for ClaringTown update. MAP grant completed with budget to improve storage in the SJWHC basement as recommended in the reports earlier this year. The research request form was updated with a line stating it may take up to four weeks to research information requested. A signature is now required to ensure that people understand that. Moved by: H. Raj Seconded by: M. Morawetz THAT: the items on the “Deaccession list 2” be approved, and THAT: the updated Research Request form be approved, and 72 THAT: the Curator report of November 2018 be received for information. MOTION CARRIED e) Programming: See Appendix E A number of events and funded outreach projects & commitments are ongoing. Moved by: H. Raj Seconded by: S. Middleton THAT: the Program Coordinator Report of November 2018 be received. MOTION CARRIED. f) Executive Director Report: See Appendix F H. Ridge asked for discussion regarding volunteer engagement & appreciation. She wondered about holding an event of thanks. She said CMOG accepted our Strategic Plan and approved the grant but wants to see more effort to get the community involved. A decision was made to kick off Strategic Planning in the new year but that perhaps information could go out now to get people thinking. An event in early 2019 might be an opportunity to do both with the new Board. The proposed budget for 2019 was reviewed, adjustments made & lines added. It was noted that the museum responsibilities include 4 buildings. All four are owned by the municipality. Clarke is paid for by the municipality while the others are paid for by the museum; the municipality pays for grass cutting and the museum pays for winter snow maintenance. Moved by: S. Elhajjeh Seconded by: S. Middleton THAT: the Executive Directors Report of November 2018 be received, and THAT: the 2019 proposed budget be approved and submitted. MOTION CARRIED. 9. New Business: None. 10. In Camera 73 No items. 11. Date and Place of Next Board Meeting: The next meeting will be held December 12, 2018 at 7 p.m Location: Library at Town Hall Meeting Room 1C 12. Adjournment: Moved by: S. Middleton Seconded by: M. Morawetz THAT: the meeting be adjourned at 8:48 p.m. Minutes for the meeting of the Clarington Museums and Archives Board have been accepted and approved on ____________________________________ _____________________________________ _______________________________________ Chair, Executive Director, Clarington Museums and Archives Board Clarington Museums and Archives 74 November 2018 Finance Report Overview 1.1 Final payment of $3737.48 was received on November 5th from the Young Canada Works summer student grants. 1.2 Final paperwork was re-sent to complete our obligations for the Canada Summer Jobs grant. Final payments should be issued soon. 1.3 We have received the $2900 from Veterans Affairs 1.4 The first monthly invoice from Birk’s landscaping for winter maintenance was issued November 1st for $3374.18 for the month of November. Winter maintenance will cost the museum $16,870.90 (minimum) for this contract. This would equate to approximately 6% of $282,643 (our municipal grant for 2018). 1.5 I have received and activated my PCard. 1.6 I have not yet been added as a signing authority on the bank accounts. Current signing officers are: K. Warren, S. Cooke, M. Morawetz. Recommendations: 1. That the Finance Report for November 2018 be received: Appendix A) 75 November 2018 Membership Report Overview 1.1 Attendance for year is 6328. 1.2 Membership for year is 46. 1.3 Appears as though a newsletter has not gone out since January. Has the frequency of the newsletter for members changed? Recommendations: 1. That the Membership Report for November 2018 be received: Appendix B) 76 November 2018 Property Report Overview 1.1 Tree maintenance was completed on October 23 by Mastwood Environmental Consulting for $847.50. Further tree maintenance work will need to be completed as there are more dead trees and limbs on the property. As this is quite an expense, hopefully the municipality can continue to provide the necessary tree work on the municipality owned museum grounds so that we do not have to incur any more costs. 1.2 The children’s exhibit area has begun installation phase 1. The carpet tiles were installed on October 22-23. The mill and general store have been installed, in part. 1.3 The accessible washrooms upgrades and renovations have no install date, however, the granting agency approved the change in project scope. A bid was received by the municipality. They would like to know if the museum will be paying for the flooring to be replaced in the lower hallway as was discussed with K. Warren. 1.4 No date has been set for the replacement of the remainder of the carpet tiles on the main level. A request for informal bids has been issued. Recommendations: 1. That the Property Report for November 2018 be received: Appendix C) 77 Curator Report 1.0 Exhibits 1.1 Wild Ontario exhibit opening on Oct 11th was well attended with 110 people recorded. 1.2 Phase 1 of ClaringTown was installed Nov. 1-2. The installation of Phase 1 is continuing Nov. 13th. We are running a couple weeks behind schedule, but still plan to be completed by mid December. Will update next month on expected completion date and planned events to open exhibit. See attached page of photos for a look at the progress. 2.0 Collections Management 2.1 Completed MAP grant. Requested $50,000 to complete phase 1 of the re-org to set up archives area in the collection space. The total cost of the proposed project budget is $118,694. Please see attached project budget. 2.2 Work is continuing on the reorganization of the collection and the deaccessioning project. Please see attached “Deaccession list 2” for approval. 2.3 Alex worked to update the research request form to better suit our needs. Please see attached research request form. 2.4 Attended the Ontario Museum Association Conference in Toronto on October 25th Recommendations: 1. That the “Deaccession list 2” be approved 2. That the updated Research Request form be approved 3. That the Curator Report of November 2018 be received Appendix D) 78 Program Coordinator (November 14 2018) Report 1 Spirit Walks 1.1 This was the second year that I have run Spirit Walks so I was able to rethink how these ran last year and improve on their profitability. I increased the price from $10.00 to $12.00 and added an 8:00 walk on some of the more popular nights once the 7:00 walk had filled up. Unfortunately, due to staffing limitations I was only able to do this on the Saturday nights despite the fact that Thursday and Friday nights could also have easily supported a second walk. I also increased the numbers of people invited per walk as some don’t show up in bad weather (though they have already paid in advance) and we can accommodate a full 24 if everyone does show up. 1.2 Last year we ran 10 nights at 20 people per night at $10.00 per ticket and so made $2000.00 minus minimal expenses for refreshments. This year we ran over 12 nights (2 nights with 2 walks) for a total of 14 walks, 304 tickets sold and 281 people attended. Our revenue was $3860.64, refreshment expenses were $96.36, for a total profit of $3764.28 (inclusive of taxes) or about $3415 after taxes. I am pleased with this result. People enjoyed the walks and we took a slightly different route to change things up from last year. The ability to add a second walk on sold out evenings should provide possibilities for greater increase in profit next year as well. 2 In-House Events 2.1 Myno van Dyke’s lecture on Wilmot, the man and the creek, was enjoyed very much by the seven people who attended. Hopefully further lectures will gradually build up attendance for this type of event. 2.2 Halloween Hijinks took place on October 27th from 1:00-3:00 and was a free, fun, family event with costumes, crafts, games, face-painting, and candy apples. 31 children and 23 adults attended which was a good turn out for the first time we held this event. 2.3 Our “Mixing Bowl” food rationing cooking workshop was a great success with a lovely intimate group of eight women who heard a presentation in the parlour about World War II food rationing and then got to sample some period recipes and make batches of cookie dough in our kitchen. All the ladies stayed and enjoyed tea and their freshly baked treats and were eager to know when we would host such an event again. 79 3 Hosted Events 3.1 Even though the Life Through the Lens exhibit is no longer up at the Sarah Jane Williams Heritage Centre, we still have a few more of the history of photography series of talks. The second of these talks took place on October 18th and the final two talks will be November 15th and December 13th. 4 Outreach 4.1 I presented the second of a three-workshop series at the Oshawa Senior Citizens Centre on November 1st about the early history of writing. The final installment will be December 6th. 4.2 On November 10th, I attended the 55+ Older Adult Living Fair held by the municipality at the Courtice Community Complex. They had quite a good turn out and 51 people stopped by our booth for a chat about upcoming events and activities. We also sold one of our new museum calendars. 5 Education Partnerships 5.1 The Soper Creek education programs have been working with great success and fabulous responses from the teachers and students. In October, we had 469 students visit and the program only began running on the 15th! 5.2 We have been in discussion with a representative from the Peterborough Victoria Northumberland Clarington Catholic District School Board to create a new series of programs for grade 8 students. This focusses on an interest in learning about different career paths and will be a new trial free program for this school year. However, it has led to a lot of interest among grade 7 teachers as well who are requesting history-based inquiry learning. So far 5 local schools have shown interest in either the free grade 8 or paid grade 7 programs. 6 Upcoming Events 6.1 Imagination Station begins again on November 17th and will take place every Saturday morning from 10:30-11:30 until December 22nd and will return again in January. This is a continuation of our free, drop-in Saturday morning story time, crafts and games program that we held last winter/spring. 6.2 Our Christmas themed PA Day will take place on November 23rd for the children to make gifts, wrapping paper, and cards for the holidays. 80 6.3 November 24th we will hold a Victorian Christmas Ornament making workshop as another interesting adult craft program as these continue to grow in popularity. 6.4 November 25th, Clarington Community Christmas Party outreach event at the Bowmanville Older Adult Association. 6.5 Our popular annual Edwardian Christmas Open House will take place on Friday, December 7th from 7:00-9:00. Free live music, house tours, holiday crafts and treats for the whole family. 6.6 The Christmas Wreath Making workshop has been such a success, selling out in October, that we have added a second day, so that the workshop will take place on both Saturday and Sunday, December 15th and 16th. The second workshop day has now also sold out. Recommendations: 1. That the Program Coordinator Report of November 2018 be received. Appendix E) 81 November 2018 ED Report Overview 1.1 Phase 1 of the children’s area is being installed. The carpet tiles have been installed and the 3 pieces of phase 1 (agricultural area, mill, general store) are almost in place. Project installation is behind schedule. Cenotaph was not installed in time for Remembrance Day. We will have a public launch event in the new year when the installation is complete. 1.2 Proposed idea for discussion: End of year event for staff, board, volunteers to celebrate the success of the past year and look forward to the projects in the new year. Focusing efforts on current priorities and development of new volunteer opportunities. 1.3 Strategic planning will need to take place in the new year with an emphasis on community input. 1.4 2019 Proposed budget Recommendations: 1. That the ED Report for November 2018 be received: 2. That the 2019 proposed budget be approved: Appendix F) 82 ClaringTown progress - November 14, 2018 Appendix E – 2) 83 During MEETING OF THE BOARD: October 10, 2018 Sarah Jane Williams Heritage Centre 62 Temperance St, Bowmanville, Ontario Present: M. Morawetz S. Elhajjeh S. Bobka S. Middleton S. Cooke H. Raj K. Warren (Interim Executive Director) Regrets: H. Ridge (ED) W. Woo 1.Call to Order: S. Cooke called the meeting to order at 7:08 p.m. 2.Adoption of Agenda: Moved by: S. Middleton Seconded by: H. Raj THAT: the agenda be approved as presented. MOTION CARRIED 3.Approval of Minutes: Moved by: S. Bobka Seconded by: S. Elhajjeh THAT: the minutes be approved as submitted. MOTION CARRIED 4.Business Arising from Minutes: 84 None. 5. Disclosure of Interests: None. 6. Correspondence: None received. 7. Announcements: M. Morawetz announced that Eldad United Church, west of Solina, is holding their annual Beef Diner on Sunday, Nov 4 at 6 pm. And on Saturday Oct 27th Durham East 4-H members are holding a family friendly “Fun”raising & Pasta Party dinner & activity night at Maple Grove United Church hall. M. Morawetz has tickets for both. S. Elhajjeh noted the Legion is holding an Octoberfest on Oct 11th. 8. Reports: a) Finance: See Appendix A As H. Ridge, Executive Director, will be returning before the next Board meeting, K. Warren, Interim Executive Director, pointed out some transition information regarding banking and PCard use. Moved by: H. Raj Seconded by: S. Elhajjeh THAT: the Finance Report of October 2018 be received, and THAT: returning Executive Director, H. Ridge, be added as a signing authority on the bank account, and THAT: H. Ridge be issued a municipal PCard. MOTION CARRIED b) Membership (& Fundraising): See Appendix B 85 Attendance & membership numbers continue to grow. Fundraising work should be planned if new initiatives like creating a child friendly “inside out” piano experience or sandbox/archaeological dig display are undertaken. Discussion followed. Moved by: S. Elhajjeh Seconded by: S. Middleton THAT: the Membership & Fundraising report of October 2018 be received. MOTION CARRIED c) Property: See Appendix C No further quotes came in on fall tree &branch pruning. Municipal staff had done some trimming and provided an additional list of recommended items for the company hired. The children’s exhibit area carpet is to be installed Oct 26 or 27th and so work will start to progress on the space after that. . Moved by: S. Bobka Seconded by: H. Raj THAT: the Property report of October 2018 be received. MOTION CARRIED d) Curatorial: See Appendix D “Wild Ontario” exhibit is installed and officially opens Oct 11 running until May 2019. During Applefest on Oct 13th children will be able to attend several presentations with live animals and treats of Boston Pizza. Quotes on rolling storage have been attained to prepare for the MAP grant application due November 1st. This work will improve collection management. Co-op students from Bowmanville High School are helping out this semester. Moved by: S. Middleton Seconded by: S. Elhajjeh THAT: the Curator report of October 2018 be received, and THAT: the 9 items highlighted on the Piano and Organ excel document that was circulated by email previously and discussed tonight, are approved to be deaccessioned. MOTION CARRIED 86 e) Programming: See Appendix E A number of events and funded outreach projects & commitments are ongoing. The partnership with Newcastle Village & District Historic Society proved helpful again this year with shared space at Orono Fair, reducing staffing expenses. Several workshops have taken place with reasonable attendance, including one at Clarke Schoolhouse. Hosted events calendar is busy this fall. Moved by: S. Middleton Seconded by: S. Bobka THAT: the Program Coordinator Report of October 2018 be received. MOTION CARRIED. f) Executive Director Report: See Appendix F Cenotaph unveiling event has been postponed a week to accommodate invited veterans and politicians who were busy due to other Rememberance Day ceremonies. CMOG has been approved for the same amount as for 2018/19. Budget for next fiscal year is due to the municipality by Nov 15th. Moved by: S. Bobka Seconded by: H. Raj THAT: the Executive Directors Report of October 2018 be received. MOTION CARRIED. Moved by: H. Raj Seconded by: S. Elhajjeh THAT: interim Executive Director, Katharine Warren, be thanked for her excellent work during H. Ridge’s leave. MOTION CARRIED. 9. New Business: None. 10. In Camera Moved by: H. Raj Seconded by: S. Bobka 87 That: at 7:30 pm in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing the following matter that deals with d) labour relations or employee negotiations. MOTION CARRIED Updates on CUPE negotiations were reported. Moved by: H. Raj Seconded by: S. Bobka That: at 7:43 pm the meeting move out of camera, returning to Open Session. MOTION CARRIED For the purpose of the public record one motion to council was made as follows; Moved by: S. Middleton Seconded by: S. Bobka That: the Board recommends that the collective agreement be approved by Council. MOTION CARRIED 11. Date and Place of Next Board Meeting: The next meeting will be held November 14, 2018 at 7 p.m Location: Library at Town Hall Meeting Room 1C 12. Adjournment: Moved by: S. Elhajjeh Seconded by: S. Middleton THAT: the meeting be adjourned at 7:45 p.m. Minutes for the meeting of the Clarington Museums and Archives Board have been accepted and approved on ____________________________________ _____________________________________ _______________________________________ Chair, Executive Director, Clarington Museums and Archives Board Clarington Museums and Archives 88 October 2018 Finance Report Overview 1.1 Ancestry account has been created and paid for 12 months in advance as approved last meeting 1.2 The Canada Cultural Spaces fund $30,000 has been deposited into our account, as is reflected in the finance figures 1.3 We have yet to receive the $2900 from Veterans Affairs but should be forthcoming 1.4 We have purchased several rolling racks for coats to be hung on during school programming as it would present a fire hazard to have it in our foyer, children will hang coats and the racks will be removed to lower level until program is done. 1.5 I have signed the contract for Birk’s landscaping for snow removal as approved by board at last meeting 1.6 Final paperwork for the summer students was submitted before last meeting but some clarification emails were sent to me and have been answered and the final payments should be forthcoming. 1.7 As this is my last week, I will be handing in my PCard to the municipality on Friday for that to be shut down, and I will need to be removed from bank account signing authority. 1.8 Heather Ridge will need a PCard issued to her as well as signing authority for cheques on the bank account Recommendations: 1. That Finance Report of October 2018 be received: 2. Motion to have Heather Ridge added as a signing authority on the bank account. 3. Motion to have Heather Ridge be issues a municipal P Card Appendix A) 89 October 2018 Membership and Fundraising Report Overview 1.1 Attendance for year is 1.2 Membership for year is 1.3 Fundraising efforts should be looked at for creating a child friendly “inside out” piano piece as well as a possible sandbox/archaeological dig display (could be outdoors or perhaps a table on wheels that could be outside but rolled in at end of day and during winter (to be stored in lower level near stairs to still be used) This could allow us to have deaccessioned items that are broken or damaged and have on display for hands on educational purposes. Recommendations: 1. That Membership Report of October 2018 be received: Appendix B) 90 October 2018 Property Report Overview 1.1 Quotes were asked for the tree from 2 other companies, Mr Trim and Bourne to Climb Tree services after last board meeting as of this board meeting I have had no response of a quote from either. 1.2 The children’s exhibit area will start going in right after carpet in the last week of October 1.3 Home Depot Team came to clean up front of Sarah Jane and planted some mums, I had to buy a few more to fill out he garden bed, this coming week they should be coming to paint arbors and do side walkway. 1.4 Washrooms still have no install date, they have to get approval from Enabling Accessibility grant to change the scope of the project slightly, they are looking to only do one fully AODA compliant unisex washroom in between the women’s and men’s, as well as minor upgrades to existing washroom to make more accessible in general. 1.5 We have painted the countertop in front of the gift shop as the vinyl was in disrepair and a new counter is not likely to be budgeted for from building services until next year and we wanted it to look presentable for the 5000+ students coming this school year. Recommendations: 1. That Property Report of October 2018 be received: Appendix C) 91 Curator Report 1.0 Exhibits 1.1 Wild Ontario exhibit is installed and officially opens on Oct 11th. It runs until May 2019. 1.2 Phase 1 of ClaringTown is set to be installed October 31st – November 3rd 1.3 The research area has been pared down and moved to the back area with the Clarington on the Homefront exhibit. 2.0 Collections Management 2.1 I recommend that we send all items that have been deaccessioned to auction with Stapleton auction in January 2019. 2.2 Received a quote of $35,950 +HST for rolling storage for the phase 1 of collection reorganization (see attached). The MAP grant is due November 1st. The proposed project will be to complete phase 1 of the re-org and get the archives area set up in the collection space. 2.3 Volunteers have finished entering accession book 1 into an excel spreadsheet. Over 8,000 items in total. Accession book 2 is almost complete. Recommendations: 1. That the 9 items highlighted on the Piano and Organ excel documented (see attached) that was circulated by email are approved to be deaccessioned. 2. That the Curator Report of October 2018 be received. APPENDIX D) 92 Program Coordinator (October 10 2018) Report 1 Outreach Programming 1.1 We were at the Orono Fair from Thursday to Sunday at the beginning of September. This year we chose to just provide a table of information about events along with poster boards on the history of the fair and a series of our #NOWandTHENSday social media stories. This was a change from the artifact-heavy exhibits done previously which are a great strain on staff time and resources as it means we need to staff the fair throughout its entirety. Instead, we shared the space with the Newcastle Village District Historical Society as always and only staffed the booth ourselves on the Friday when the school children come. For the kids, we had a craft and wooden toys they could play with. 1.2 On October 4th I gave the first of a series of three talks to the Oshawa Senior Citizens Centre at their John Street Branch. This is our first time presenting there and it was a great success with 16 people participating in a talk and hands-on workshop about the invention of writing. We also got a great write-up in their newsletter which will hopefully increase attendance at the next two parts of the series. The OSCC is paying us to present this series of talks. 2 In-House Events 2.1 Embroidery Workshop – On September 22 we hosted a workshop for participants to make a piece of embroidered jewelry. This was very well received with 7 participants, many of whom asked when we would hold another one. It was run by our summer intern Emily who has stayed with us as an interpreter and would willingly run another workshop in the winter or spring. 2.2 Hands-On Heritage at Clarke Schoolhouse – We once again held this day at Clarke this year during Culture Days. We had better press coverage with a nice photo in the Orono Times in advance and a good image in Clarington This Week of one of our visitors. This managed to increase our visitation by 50%. 2.3 Harvest Table Feast – This was our first attempt at a dinner event at Waverley Place following our successful Edwardian Tea ventures this summer. We charged $45.00 per ticket but didn’t have a great deal of time to market the event. In the end, we had 6 people attend a dinner of stuffed quail, seasonal vegetables, Duchess potatoes, apple crumble and sparkling cider held in the parlour which looked beautiful. 93 3 Hosted Events 3.1 As part of the Life Through the Lens exhibit up at the Sarah Jane Williams Centre we are hosting a series of talks on the history of photography. The first was on October 13th and they will continue one per month through to December. 3.2 The Municipality again hosted their Clarington Blooms celebrations at the Sarah Jane Williams Centre with the handing out of certificates, a bouquet making activity, and a flower arranging contest between Mayor and Council members. 3.3 The Durham branch of the Ontario Genealogical Society hosted a talk on the use of the Family Tree Maker Program for creating family trees to a crowd of over 40 people at the Sarah Jane Williams Heritage Centre on September 26th. 4 Upcoming Events 4.1 Wild Ontario Exhibit opening – Thursday October 11th, 5:00-8:00 Live animals from Soper Creek Wildlife Rescue will be on site at the Heritage Centre with refreshments and free pizza provided by Boston Pizza. 4.2 Applefest – Saturday, October 13th, 9:00-4:00 Soper Creek will again be providing entertainment to promote the new exhibit with live animals at our Applefest booth, a ‘poop detective’ table in front of the Sarah Jane and animal shows inside at 10:00, 12:00, and 2:00. 4.3 Myno van Dyke lecture on “The Wilmot” – Saturday, October 20th, 1:00 4.4 Spirit Walks – October 16-30th, 7:00, tickets must be pre-purchased in advance 4.5 Halloween Hijinks – Saturday, October 27th, 1:00-3:00 Crafts, games, costumes and treats for young and old at this fun, free Halloween event. 4.6 ‘The Mixing Bowl’: War Recipes from the Homefront – Saturday, November 3rd, 1:00 Learn about food rationing during the war, taste some 1940s ration recipes and bake your own oat cookies. Recommendations: 1. That the Program Coordinator Report of October 2018 be received. Appendix E) 94 October 2018 ED Report Overview 1.1 Soper Creek exhibit is in and official launch day is this Thursday night 5-8pm 1.2 Cenotaph unveiling event has been postponed a week as most veterans and politicians are unavailable due to previous engagements and we would like to have all present for ceremony. We will likely have a “soft open” of the cenotaph the weekend of Remembrance day for people to see. 1.3 CMOG has been approved for same amount $25,161 for the 2018/19 fiscal year. 1.4 Budget is due into municipality November 15, the day after the nest board meeting, so I am submitting two draft versions to you based on “no increase to service levels” as requested by municipality and the other is our “stretch goal” if we can get MAP grant Jen is now applying for plus some increases to service levels that we would like to see. I am providing these to the board tonight to review and give feedback to Heather over the next month. Recommendations: 1. That ED Report of October 2018 be received Appendix F) 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 Affordable Housing Task Force Monday, July 23, 2018 at 10:00 a.m. Meeting Room 1A Municipal Administrative Centre 40 Temperance Street, Bowmanville ATTENDEES: Councillor Wendy Partner, Municipality of Clarington Councillor Ron Hooper, Municipality of Clarington Henry Wildeboer, Former Pastor (attended at 10:50 a.m.) Bob Malone, Newcastle & Bond Head Ratepayers Association Cindy Strike, Senior Planner, Municipality of Clarington Trevor Pinn, Deputy Treasurer, Municipality of Clarington Selena Blake, DAFRS Anthony Adrien, CMHC Joyce Kufta, Parkview Lodge Charlie Trim, Parkview Lodge Alan Robins, Acting Director, Housing Services Division, Region of Durham Heather Keyzers, Community Coordinator, Municipality of Clarington REGRETS: Mayor Adrian Foster, Municipality of Clarington Councillor Corinna Traill, Municipality of Clarington Andrea Nicholson, Accessibility Coordinator, Municipality of Clarington Sylvie Parker, Orono Community Collective WELCOME AND CALL TO ORDER Councillor Partner thanked everyone for attending and called the meeting to order. REVIEW OF THE MINUTES Moved by Anthony Adrien, seconded by Bob Malone THAT the minutes be approved with the following amendment: “Ms. Nicholson stated that $1100 to $1500 is unaffordable for many single seniors, particularly senior women, and individuals on government assistance.” “CARRIED” 117 Affordable Housing Task Force July 23, 2018 2 TASK FORCE RESOLUTION AND TERMS OF REFERENCE Question by Alan Robins - What is the meaning of the use of the word “maintenance” within the Terms of Reference? It was discussed that the use of the word “maintenance” was the state of being supported not actually the act of physically maintaining buildings. Mr. Robins asked who would the Committee be advising? Councillor Partner specified that the Committee will be providing advice and comments to the Council of the Municipality of Clarington. Selena Blake questioned whether or not the Terms of Reference would be excluding Habitat for Humanity as it states “issues related to affordable rental housing”? Ms. Blake was advised that Habitat for Humanity are looking at rent to own housing and would not be excluded from this Committee. Mr. Robins stated that Andy Allison, Chief Administrative Officer will be sitting as a member of the Regional Tactical Team. Councillor Partner advised that Heather Keyzers will be Mr. Allison’s backup for the Regional Tactical Meetings. Question by Joyce Kufta – Who is the current Vice-Chair? Councillor Partner advised that the Committee does not have a Vice Chair at this time but will in January 2019 after the Municipal Election. Moved by Bob Malone, seconded by Joyce Kufta “THAT the Terms of Reference for the Clarington Task Force on Affordable Housing be received.” “CARRIED” PRESENTATION BY ANTHONY ADRIEN Mr. Adrien provided a PowerPoint presentation entitled “Canada’s First Ever National Housing Strategy” which highlighted the following: • A vision for Inclusive Housing • A $40 Billion Once-in-a-Generation Plan • National Housing Co-Investment Fund o $13.2 Billion investment o Two streams of funding o Key design elements o Stacking o Affordable/Green/Accessible o Intake Period o Rental Construction Financing Initiative 118 Affordable Housing Task Force July 23, 2018 3 o Affordable Housing Innovation Fund For continuous up to date information Mr. Adrien advised to please visit www.cmhc- nhs.ca. Question by Bob Malone – how long is the application process? Mr. Adrien stated that the whole process takes approximately 11 months. Question by Charlie Trim – how much is available for new units? Mr. Adrien confirmed $13.2 Billion is for new units. SHORT TERM ACHIEVABLE GOALS FOR THIS COMMITTEE Councillor Partner stated that she would like to have Parkview Lodge approved and moving forward. Anthony Adrien said it would be helpful to have an idea of potential projects. Councillor Partner would like to have the next scheduled meeting at Forestree Place so that members can take a tour of the facility. REVIEW OF STAFF MEETING MINUTES OF JULY 10, 2018 Councillor Partner gave members an update on the outcome of the staff meeting that occurred on July 10, 2018. Cindy Strike noted that eventually she will be including background information on the Municipality’s website for accessory building apartments. Question by Councillor Partner – How long will it take to get the updated background information on how to apply and register for an in-house apartment? Mrs. Strike stated that she would need to review what is listed on our website now and that it should take approximately two weeks to update. Question by Councillor Partner – Does anyone have any suggestions on surplus properties? Mrs. Strike advised that the properties would need to be close to services and preferably on a transit route. Question by Joyce Kufta – How much surplus property does the Municipality have? Mr. Pinn stated that the Municipality has a lot but the only property considered surplus at this time is the land at the corner of Baseline and Spry Avenue in Bowmanville. The other lands are labelled for parks, EP lands etc. Question by Councillor Partner – What about Camp 30? Mrs. Strike noted this may be a good spot but that she was not aware of the details of the property. 119 Affordable Housing Task Force July 23, 2018 4 Question by Bob Malone – won’t it be many years before services are up to Lambs Road/Camp 30? Councillor Partner advised yes it will take many years. Question by Cindy Strike – does the housing programs allow for conversions of schools? Mr. Adrien advised yes he has seen school conversions. HOW CAN WE ASSIST PARKVIEW LODGE Mrs. Kufta thanked Mr. Adrien, the Region of Durham and the Municipality of Clarington for all their assistance. She stated that they are shovel ready and will be able to provide an update at the next scheduled meeting after speaking with Tim Welsh, Housing Consultant. Mr. Adrien stated that Joyce could do a self-assessment on line to find out how much Parkview Lodge would be eligible for and that August 31 is the deadline for the next intake period. Question by Councillor Partner – how many additional units is Parkview Lodge looking at? Mrs. Kufta advised that they could go as high as 50 more units. BOB MALONE’S EMAIL TO BILL DANIELL Mr. Malone added that the Committee needs to specifically focus on affordable rental housing. Moved by Charlie Trim, seconded by Anthony Adrien THAT Mr. Malone’s correspondence be received for information. “CARRIED” OTHER BUSINESS Mr. Robins stated he would continue to attend the meetings as long as the Committee wishes him to. NEXT MEETING The next meeting will take place on September 17th from 10:00 a.m. until noon at Forestree Place, Bowmanville. Heather Keyzers will confirm with Milt Dakin. ADJOURNMENT The meeting adjourned at 11:12 a.m. 120 Affordable Housing Task Force Monday, September 17, 2018 at 10:00 a.m. Forestree Place, 108 Liberty Street North, Bowmanville ATTENDEES: Councillor Wendy Partner, Municipality of Clarington Councillor Ron Hooper, Municipality of Clarington Councillor Corinna Traill, Municipality of Clarington Alan Robins, Acting Director, Housing Services Division, Region of Durham Selena Blake, DAFRS Anthony Adrien, CMHC Milt Dakin, Forestree Place Joyce Kufta, Parkview Lodge Charlie Trim, Parkview Lodge Carlo Pellarin, Manager, Development Review Branch, Municipality of Clarington Trevor Pinn, Deputy Treasurer, Municipality of Clarington Andrea Nicholson, Accessibility Coordinator, Municipality of Clarington Heather Keyzers, Community Coordinator, Municipality of Clarington REGRETS: Mayor Adrian Foster, Municipality of Clarington Henry Wildeboer, Former Pastor Bob Malone, Newcastle & Bond Head Ratepayers Association Sylvie Parker, Orono Community Collective WELCOME AND CALL TO ORDER Councillor Partner thanked everyone for attending and called the meeting to order. TOUR OF FORESTREE PLACE Milt Dakin provided a tour of the facility which included the following: Common Room Hobby Room Accessible Washrooms Green House Laundry Facilities Recycling and Waste Disposal Vacant apartment – 505 sq. ft. Wheelchairs available on every floor Handrails in hallways with lots of lighting 121 Affordable Housing Task Force September 17, 2018 2 REVIEW OF THE MINUTES Moved by Councillor Hooper, seconded by Councillor Traill THAT the minutes of July 23, 2018, be approved. “CARRIED” NEW BUSINESS a) Definition of Affordable Housing – Councillor Partner asked Committee Members if Clarington’s Task Force should have a definition separate from the Region of Durham’s definition on affordability. The following questions/comments were raised: - Is it appropriate to have our own definition? - There is disconnect between developers and residents on what is affordable. Everyone needs to be on the same page - Region is hoping for consistence across municipalities - It is healthier to have mixed use housing i.e. some rents at market value, some affordable - Need to be careful when defining rent, does it include utilities or are utilities extra - Should we be looking at Clarington’s needs only? - Reminder that this is an election year with possibly new Municipal and Regional Councillors Heather Keyzers will forward the Region of Durham’s suggested definition of affordability along with background information. Committee Members agreed to wait until the new Council has been sworn in to establish a definition of affordability (January 2019). In the meantime please forward your comments/suggestions to Heather Keyzers’ attention. Your suggestions will be brought forward at the next Region of Durham’s Tactical Team Meeting. Milt advised that Forestree Place currently has 300+ applicants on their waiting list and that he receives phone calls daily from people in need of housing. Councillor Traill suggested the possibility of a Public Private Partnership and that the Municipality should take on this role. It was noted that the Municipality has not entered into this type of agreement in the past. 122 Affordable Housing Task Force September 17, 2018 3 BUSINESS ARISING FROM THE MINUTES a) Update of Municipality’s Website pertaining to In-House Apartments or Apartments in Accessory Buildings – Carlo Pellarin advised that his department is in the process of updating the municipality’s website. Planning is also working with the Building Department to address new Building Code requirements. A) Surplus Land List – Councillor Partner discussed the property across from the RONA Building at the corner of Baseline Road and Spry Avenue, Bowmanville and the property south of the Hospice lands on Cobbledick Road, Newcastle. Charlie Trim asked what the size of each property was. Carlo will provide this information. Alan Robins reminded members that properties must be located on transit routes, close to grocery stores and to not isolate people. Milt stated that he believed that both of these suggested properties are not acceptable as they are too far from amenities. Councillor Hooper asked if the property at Baseline Road and Spry Avenue ever had anyone interested in developing in the past. Carlo advised that he was not aware of any interests with developing this property. OTHER BUSINESS Anthony noted that CMHC has a new seed funding program available. The first intake period will close at the end of September. Anthony will forward a link to Heather to provide with the minutes. Councillor Partner questioned how far along is Parkview? Anthony advised that the application is being ranked and may have already been sent to the Province. Councillor Hooper asked who should residents and/or developers talk to regarding their good ideas i.e. Tiny Homes? Carlo advised that people should be speaking with the Planning Department. He noted currently students from the University of Waterloo and the University of Guelph are working on a Tiny Homes Study and recommendations will be coming forward when the study is completed. Anthony noted that if the students needed assistance that CMHC has a Case Study available that he can provide to them. Anthony will provide a link to their Tiny Homes Case Study to Heather to include with the minutes. Councillor Traill questioned if existing units in apartments can be switch over to affordable units? Anthony advised that CMHC would entertain this but it would have to be looked at as a case by case project. 123 Affordable Housing Task Force September 17, 2018 4 Alan stated that if Councillor Traill knew of any landlords that were interested in providing affordable units to please provide his contact information to them. NEXT MEETING The next meeting will not occur until January 2019 after the new Council is sworn in. ADJOURNMENT Moved by Councillor Traill, seconded by Councillor Hooper THAT the meet adjourned at 11:50 a.m. “CARRIED” 124 Agricultural Advisory Committee of Clarington August 30, 2018 Agricultural Advisory Committee of Clarington Meeting Thursday, August 30, 2018 Members Present: Don Rickard Tom Barrie Ted Watson Brenda Metcalf Ben Eastman John Cartwright Henry Zekveld Les Caswell Regrets: Jennifer Knox, Richard Rekker, Eric Bowman, Councillor Wendy Partner Guests: Jim Todd, Ontario Ministry of Agriculture, Food and Rural Affairs Staff: Amy Burke and Mark Jull, Planning Services; Brenda welcomed all to the meeting, with introductions. Adoption of Agenda 018-18 Moved by Les Caswell, seconded by John Cartwright “That the Agenda for August 30, 2018 be adopted” Carried Approval of Minutes 018-19 Moved by Ted Watson, seconded by Ben Eastman “That the minutes of the July 12, 2018 meeting be approved” Carried Presentation Jim Todd, Industrial Crop Specialist, Ontario Ministry of Agriculture, Food and Rural Affairs re: Outdoor Cultivation of Hemp and Cannabis Jim Todd provided an overview of the state of the hemp and cannabis industry in Canada and current industry challenges with a focus on cultivation for medicinal purposes. A key difference between industrial hemp and cannabis grown for medicinal or recreational purposes is their respective THC levels, a psychoactive drug (very low in industrial hemp). Industrial hemp is one of the oldest cultivated plants in the world. Despite its dual crop value for fibre and seed, hemp has a long history of stigmatization and regulation. Commercial production of industrial hemp was legalized in Canada in 1998. Today, a 125 Agricultural Advisory Committee of Clarington August 30, 2018 complex framework of regulatory and licencing requirements are administered by Health Canada and address importation, production (including seed varieties), plant composition, processing, possession, sale, and transportation. Regulatory changes introduced in 2018 now permit the sale of the parts of the industrial hemp plant that contain the cannabidiol (CBD) compound, subject to specific licencing requirements for both the seller and the purchaser. The CBD compound is found within the leaves and flowering parts of the plants and is recognized for its health benefits. With this change, industrial hemp now has three crop value streams – fibre, seed, and CBD. Jim Todd discussed with the committee industrial hemp crop growing conditions, harvesting strategies for the CBD containing plant components, and CBD processing requirements. Key challenges facing the industrial hemp production for the purposes of CBD include seed availability and type, weather, pest control, labour and security. Business Arising 407 Issues: Blackbird requested a noise exemption from Council at their meeting of July 3, 2018. Council approved the noise exemption contingent on Blackbird responding to the issues raised by the Agricultural Advisory Committee at the May meeting. An outstanding item relates to the process for deeming a complaint closed, including notification given to the complainant. The noise exemption permit has not been issued. Agricultural Policy for Agri-tourism: The Staff Report requested by Council in response to a June 25, 2018 delegation regarding Agri-Tourism and Special Event Considerations for On-Farm Diversified Uses, will be on the Planning and Development Committee September 10, 2018 meeting agenda. The report will include details on how agri- tourism, special events and other on-farm diversified uses are being examined through the comprehensive zoning by-law review, and consultation on this topic that has occurred with the Committee previously during the Official Plan Review and now as part of the zoning by-law review. Council and Committee Reports Council Items: None Durham Agriculture Advisory Committee: DAAC Annual Farm Tour will take place on September 13 at Reesor Elevators. The tour will cover a variety of topics, including: crop production; different types of crops produced locally; farm equipment; handling, storage and process; marketing; and end use consumer products. Durham Region Federation of Agriculture: (Durham Farm Connections) The annual High School Program is taking place on September 27 at Clarington Central Secondary School. Clarington Board of Trade: A number of the Committee members have participated in filming for the Real Dirt on Agriculture video. The video is targeted for completion by the Annual Mayor’s Address on September 21, 2018. Amy Burke joined representatives from CBOT on August 30 for a farm tour event at ValleyBio, located in Cobden, Ontario. The day provided insight and education focused on industrial hemp farming and industry information. Highlights includes a tour of 126 Agricultural Advisory Committee of Clarington August 30, 2018 ValleyBio’s hemp seed research plots, an informative presentation about the industrial hemp industry, its future, and current challenges, and combine and harvest demonstrations. A video available on the ValleyBio website (www.valleybio.com) provide an introduction to the agricultural production of industrial hemp. Local farmers who may have an interest in a local hemp seed trial plot should contact ValleyBio. New Business Emergency Contact Sheet: An emergency contact sheet for agricultural-related matters was distributed to the Committee for updating. Please send any revisions and additions to Faye Langmaid. LPAT Decision on an Agri-tourism Use: On July 25, 2018 the Local Planning Appeal Tribunal issued their decision regarding the application submitted by Deborah and Oswin Mathias to amend Zoning By-law 84-63 to permit meat processing and a special event venue as on-farm diversified use on their existing farm. As requested, a copy of the LPAT decision will be distributed to the Committee and is available on the Environment & Land Tribunals Ontario website (www.elto.gov.on.ca). Council is obligated to follow the recommendations of LPAT with regard to the passing of a zoning amendment for the on-farm diversified meat processing use, this will go to Council in September. Clarington Museum Children’s Exhibit: The Clarington Museum is looking for fieldstone to build a wall as part of a children’s exhibit that is partially urban and partially rural. Contact Katherine Warren, Interim Executive Director of the Clarington Museum, for details. Agricultural Advisory Committees Review: The Greenbelt Foundation and the Greater Golden Horseshoe Food and Farming Alliance are collaborating to undertake a study of the experiences and influence of agricultural advisory committees in Ontario. Faye Langmaid and Amy Burke recently participated in an interview about the AACC. The estimated timeline for public release is late October 2018. Future Agendas Health Canada representative to discuss the concerns heard at the July 12, 2018 AACC meeting regarding the Pest Management Regulatory Agency’s re-evaluation of EBDC as it relates to fruit and vegetables. Clarington Planning to share details of the agricultural sector evaluation completed as part of the Clarington Community Greenhouse Gas Emissions Inventory Update (to be completed in September 2018). ZONE Clarington – draft proposed zoning by-law (anticipated for release fall 2018). John is working on invitation to the Premier. John Cartwright moved to Adjourn. Next Meeting: Thursday, October 11, 2018 @ 7:30 pm Sgt. James Lamothe, DRPS and Clarington EFS Chief Gord Weir – Farm Safety and Emergency Contacts 127 Agricultural Advisory Committee of Clarington October 11, 2018 Agricultural Advisory Committee of Clarington Meeting Thursday, October 11, 2018 Members Present: Tom Barrie Ted Watson Les Caswell Eric Bowman Richard Rekker Ben Eastman John Cartwright Henry Zekveld Regrets: Don Rickard Brenda Metcalf Jennifer Knox Councillor Wendy Partner Guests: Gord Weir, Clarington Emergency and Fire Services P.C. Tracey Weightman, Durham Regional Police Service Staff: Lisa Backus, Planning Services Eric welcomed all to the meeting, with introductions. Adoption of Agenda 018-20 Moved by Ben Eastman, seconded by Les Caswell “That the Agenda for October 11, 2018 be adopted” Carried Approval of Minutes 018-21 Moved by Ted Watson, seconded by John Cartwright “That the minutes of the August 30, 2018 meeting be approved” Carried Guests P.C. Tracey Weightman, Durham Region Police Services Tracey preferred to respond to questions and have a discussion with the Committee. The Committee provided Tracey with a copy of the Top 10 Agricultural Facts for Police Officers that the AACC had developed a number of years ago and recently revised. Through anecdotal stories by committee members, many of these Top 10 issues were conveyed with specific examples. DRPS and member insights were shared. Tracey would appreciate receiving this document electronically to share with her colleagues. 128 Agricultural Advisory Committee of Clarington October 11, 2018 The Committee spoke about slow moving vehicles during the harvest season. It was discussed that in addition to many of the other awareness campaigns, a public education regarding farm vehicles etc. is a topic that needs more attention. Tracey indicated she would raise this issue with her colleagues in Traffic. Many other traffic related questions arose and it was suggested that a meeting at the new East Division headquarters focusing on traffic issues would be appropriate. The AACC would also appreciate a tour of the new facility. Gord Weir, Fire Chief, Emergency and Fire Services. Chief Weir provided an overview of many recent initiatives that will benefit Clarington Residents. Chief Weir has been aggressively lobbying the Provincial government to grant all emergency vehicles the right to use blue lights. Blue lights have a greater visibility in both day and night conditions. Thanks to Chief Weir efforts legislation was recently passed to allow both Fire and Ambulances to use blue lights. In addition, the Province has announced that by 2023 all Provincial Emergency Responders will switch to the P25 operating system which allows direct communication between all Emergency Responders including (OPP, Fire, local Police, MNRF). Currently, in Durham Region, only Fire and Police use this system. This past week, the Durham Fire Chiefs have launched a public awareness campaign regarding working smoke alarms and carbon monoxide detectors. https://www.durhamregion.com/news-story/8956618-durham-fire-chiefs-step-up-efforts- to-promote-smoke-carbon-monoxide-alarms/. AACC members had several questions about Smoke Alarms. Chief Weir also offered information with respect to smoke and carbon monoxide detectors in rental units and temporary living quarters. Chief Weir was asked about Forest Fires. Chief advised that he is a member of a group that meets quarterly to discuss the large forests in the area including the East Cross and Ganaraska Forests. This group is attended by a number of first responders including the OPP, Fire, Paramedics, MNRF. Clarington Fire staff receive forest fire training. Both Tracey and Gord discussed biosecurity with the AACC. They indicated that similar to some industrial sites, farm operations may pose a threat to emergency responders by their very nature, or vice versa, this information should be conveyed to Fire and Police for input into their tracking system so that responders are aware when they attend the site. AACC shared that the Ontario Soil and Crop Association hosts BioSecurity Courses http://www.ontariosoilcrop.org/oscia-programs/workshops- webinars/biosecurity-webinar/?tribe_paged=1&tribe_event_display=list&tribe-bar- search=biosecurity DRPS may be interested in attending. Chief Weir also advised he attended a presentation by the Ontario Livestock and Poulty Council regarding barn(livestock) fires. The link to their website is http://www.ontlpc.ca/index.php. Business Arising No Business Arising Council and Committee Reports Council Items: None 129 Agricultural Advisory Committee of Clarington October 11, 2018 Durham Agriculture Advisory Committee: DAAC Annual Farm Tour took place on September 13 at Reesor Elevators. The tour covered a variety of topics, including: crop production; different types of crops produced locally; farm equipment; handling, storage and process; marketing; and end use consumer products. It was reported that this event was well attended by both farmers, and non-farmers. Durham Region Federation of Agriculture: (Durham Farm Connections) Richard Rekker provided both a written and verbal account of the latest meeting (August 27), the Farm Transition Workshop and the viewing of the movie “Food Evolution”. Summary was circulated by e-mail prior to the meeting. The Committee briefly discussed GMO and non-GMO farming practices. Ongoing Business: Emergency Contact Sheet: An emergency contact sheet for agricultural-related matters was distributed to the Committee for updating. Please send any revisions and additions to Faye Langmaid. Future Agendas Clarington Planning to share details of the agricultural sector evaluation completed as part of the Clarington Community Greenhouse Gas Emissions Inventory Update (to be completed in September 2018). ZONE Clarington – draft proposed zoning by-law (anticipated for release fall 2018). CLOCA staff regarding Watershed Planning Meeting and tour of East Division Headquarters. Focus on Traffic with DRPS staff. John is working on invitation to the Premier. John Cartwright moved to Adjourn. Next Meeting: Thursday, November, 2018 @ 7:30 pm Tracey Webster and Amy Burke, Planning Services Dept. 130 Agricultural Advisory Committee of Clarington November 8, 2018 Agricultural Advisory Committee of Clarington Meeting Thursday, November 8, 2018 Members Present: Don Rickard Tom Barrie Ted Watson Brenda Metcalf Richard Rekker John Cartwright Henry Zekveld Les Caswell Regrets: Ben Eastman, Jennifer Knox, Eric Bowman, Councillor Wendy Partner Guests: Beth Meszaros, Mary-Ann Muizelaar, Lou Speziale, Peter Speziale Staff: Amy Burke, Carlo Pellarin, Faye Langmaid, Tracey Webster - Planning Services Brenda welcomed all to the meeting, with introductions. Faye informed the committee of Councillor Partner’s thank you to committee members for their service and how much she had enjoyed and learned as a member of the committee over the past 8 years. Adoption of Agenda 018-22 Moved by Tom Barrie, seconded by Richard Rekker “That the Agenda for November 8, 2018 be adopted” Carried Approval of Minutes 018-23 Moved by Les Caswell, seconded by Ted Watson “That the minutes of the October 11, 2018 meeting be approved” Carried Presentation Amy Burke and Tracey Webster provided an update on the status of the zoning by-law review project, ZONE Clarington. A first draft zoning by-law will be released in the coming week for public comment. It will be available at www.clarington.net/zoneclarington. The first draft includes updated general provisions that apply to all of Clarington as well as rural zoning regulations and mapping. An interactive eMap is also available that shows the current zoning and proposed zoning for land parcels within the Municipality. Four open house sessions, three of which will 131 Agricultural Advisory Committee of Clarington August 30, 2018 be held in rural area locations, will be held in late January / early February. Open house dates will be advertised on the project website and in local newspapers. Proposed permitted primary agricultural uses, on-farm diversified uses, and agriculture- related uses were reviewed. These have been determined based on Staff research and previous AACC input. Notably, the first draft will propose that farm event venues and farm related industrial establishments require site specific rezoning, thereby requiring them to be examined on a case-by-case basis. Comments from early discussion with the AACC regarding other agricultural zoning matters were recapped, along with how the matters are addressed in the first draft zoning by-law. AACC members sought clarity on the proposed regulation to restrict on-farm diversified uses to 2% of an Agricultural zoned property, for example where farmland is only temporarily used but is otherwise put into production. Where production lands and buildings serve a dual purpose, these dual purpose lands will not be included in the percent coverage calculation. Two additional areas of consultation with the AACC were brought forward – Minimum Distance Separation setback options and conditions for applying site plan control to on-farm diversified uses. Staff will prepare workbooks relating to both matters to guide future discussion with the AACC. Business Arising None Council and Committee Reports Council Items: None Durham Agriculture Advisory Committee: DAAC has advertised for new appointments. Eric was the cross-over member, he is not reapplying. It is preferred to have an AACC member also as a member of DAAC as the linkage between the two committees is much better when this occurs. If you are interested please apply. Durham Region Federation of Agriculture: (Durham Farm Connections) No report from DRFA. Farm Connections Agricultural Gala was on October 25th, 2018. Mitch Morawetz was recognized with the Leadership Award (for those under 40), Bowmanview/Gallery on the Farm, Eric Bowman’s family were recognized as the Farm Family Award and two local families were honoured for 150 years of farming, Marvin Stapleton and Charles Stevens families. Great night as a fundraiser with over 300 in attendance. Clarington Board of Trade: A number of the Committee members have participated in filming for the Real Dirt on Agriculture video. The video was recently posted to YouTube and can be viewed at https://www.youtube.com/watch?v=BJ9iR_Uqazg. Brenda and Don were congratulated on their starring roles in the video. New Business Durham Community Climate Adaptation Plan Agricultural Sector Feedback Request: Don Rickard, co-Chair of the Task Force, explained that opportunities and risks to the agricultural sector relating to climate change and preliminary adaptation programs have been identified. Feedback on these is being sought and should be submitted to the Region (kristykilbourne@durham.ca) by November 16, 2018. Feedback will be 132 Agricultural Advisory Committee of Clarington August 30, 2018 considered in the development of a Regional Agricultural Climate Change Adapatation Strategy, to be released in draft in early 2019. Emergency Contact Test for Nuclear: Some members of the committee were notified about a test of the alert system for Darlington Nuclear but did not receive any messaging. Faye will pass this along to OPG and DEMO for their follow-up. Communicating Agriculture to Municipal Council - a Community of Practice webinar, Faye circulated the information on this earlier in the month and you can sign up on the website. Broadband: The Federal and Provincial governments announced that they would be working on a joint strategy for rural areas. THEE Farmer’s Parade of Lights is December 5th starting in Enniskillen at 6:00 pm and getting to Tyrone by about 7:30 pm. Brenda offered her driveway to those that wish to park in that location. Future Agendas Health Canada representative to discuss the concerns heard at the July 12, 2018 AACC meeting regarding the Pest Management Regulatory Agency’s re-evaluation of EBDC as it relates to fruit and vegetables. Clarington Planning to share details of the agricultural sector evaluation completed as part of the Clarington Community Greenhouse Gas Emissions Inventory Update (to be completed in September 2018). John is working on invitation to the Premier. Faye has been in contact with Tracey Weightman, DRPS about a tour/meeting at the detachment in Maple Grove. Don Rickard moved to Adjourn. Next Meeting: Thursday, December 13, 2018 @ 7:30 pm Angela Porteous and Heather Brooks on CLOCA Watershed Planning, Bowmanville/Soper Creek and Black/Harmony/Farewell Creek (Most of the former Darlington Township). 133 Draft minutes – Not yet approved by Committee NOTES OF MEETING OF SAMUEL WILMOT NATURE AREA MANAGEMENT ADVISORY COMMITTEE HELD TUESDAY SEPTEMBER 11, 2018 7:00 PM Present: Brian Reid Tom Hossie Kate Potter Suzanne Land Leo Blindenbach Patrick Bothwell Councillor Corinna Traill Rod McArthur Regrets: Jim Cleland Paul Davidson Meaghan Vandenbrink Staff Present: Peter Windolf 1.AGENDA MOVED: by Patrick Bothwell SECONDED by Tom Hossie THAT: the agenda for September 11, 2018 be accepted CARRIED 2.MINUTES OF PREVIOUS MEETING Approval of Minutes MOVED: by Leo Blindenbach SECONDED by Suzanne Land THAT: the minutes of August 14, 2018 be approved CARRIED 134 SWNA September 2018 minutes 2 3. UPDATES MNR Stewardship Rangers On Thursday August 16 two crews of MNR Stewardship Rangers assisted with several tasks at the SWNA with guidance from SWNA members Brian Reid, Leo Blindenbach and Rod McArthur. The crews cleared brush and weeds from the area surrounding the snake hibernaculum; along the walking paths behind the sewage treatment plant, to the cobblestone beach and along the new section of trail through the valley. They finished the day clearing the trail adjacent to the lookout platform at the southern end of the Nature Area on the west side of Wilmot Creek. The Rangers have assisted at the SWNA on at least three other occasions and if they would be welcomed back again in 2019. Fall Monarch Tagging Approximately 150 people of all ages attended the 2018 monarch tagging event at Port of Newcastle Waterfront Park on Saturday September 8. Several committee members and some graduate students from Trent University provided guidance to the public on capturing, tagging and recording the data. 107 monarchs were tagged over a three hour period. More people attended this year but fewer monarchs were tagged because during cooler weather monarchs are less active. Twelve new butterfly nets and the nets borrowed from GRCA were used for the event. All agreed that this is one of the most popular events hosted by the SWNA Committee and that it should continue next year, Suggestions to consider for next year’s event; -Having a Port-a-Potty on site -Using two tables for signing out the nets to speed up the process -Having an afternoon and morning session -Including more activities for children -Holding the event on the Cobbledick side of the SWNA Over the next couple of weeks SWNA members and other volunteers will continue to tag monarchs using the new nets. Fishing line disposal containers Six fishing line disposal containers made from poly pipe have been made and will now be installed at locations convenient to anglers at the SWNA. Identification stickers have also been made up and will be placed on the six containers. Jim Cleland Certificate Jim Cleland is no longer able to participle on the SWNA Committee. To acknowledge Jim as the longest serving member of the committee, and his many contributions over the years, a framed certificate will be presented to Jim at a future date to be determined by Brian Reid and his son. 135 SWNA September 2018 minutes 3 4. ACTION ITEMS Shine Through the Rain Foundation The Shine Through the Rain Foundation supports families through life threatening illnesses. They contacted the SWNA Committee to request that fundraising for their foundation be included with future SWNA public events. The committee discussed the request and concluded that there are many worthwhile local fundraising initiatives to support should fundraising be included at future events. Brian Reid will send a respond to their request. Newcastle Fall Festival The committee discussed the merits of taking part in the Newcastle Fall Festival on Saturday October 6. As this is Thanksgiving weekend the availability of members to attend was limited. Brian Reid will look into it further and will e-mail the committee regarding participation this year. 5. OTHER BUSINESS Meetings during the election period The Clerks Department has advised that the committee can continue to meet at the discretion of the staff liaison. The committee agree to meet again in November and decide at that meeting if a December meeting is necessary. Applications for the new term of the committee should be available on-line in December. Vehicles on Trails It was noted by several members that cars are driving on the waterfront trail with access from Toronto Street and Cobbledick Road. It appears that anglers are driving along the trail to park close to the creek. Operations Department will be asked to place No Motorized Vehicles signs at both access points. By-Law Enforcement has also been asked to patrol the area more often during fishing season. In 2019 Engineering Department will include a capital project to place P-Gate bollards at several locations along the Waterfront Trail to prevent unauthorized access. 6. MOTION TO ADJOURN MOVED: by Leo Blindenbach SECONDED by Patrick Bothwell THAT: the meeting be adjourned. CARRIED Adjournment 8:00 PM 136 SWNA September 2018 minutes 4 Next Meeting: Tuesday November 13 at 7:00PM in meeting room 3C. Please gather in the lobby before being escorted to the 3rd floor. Notes prepared by: P.Windolf 137 Clarington Accessibility Advisory Committee September 5, 2018, 6:30 PM MAC Meeting Room 3C If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Present: Shea-Lea Latchford (Chair) Andre O’Bumsawin Tim Van Leeuwen Councillor Wendy Partner Maureen Reed Sylvia Jaspers-Fayer Sally Barrie Pinder DaSilva (until 7:00PM) Also Present: Andrea Nicholson – Accessibility Coordinator Regrets: Jacqui Watchorn Celebrating Accessibility in Clarington The meeting was preceded by the “Celebrating Accessibility in Clarington” event where the AAC recognized organizations/business they nominated for the Durham Region Accessibility Award for Clarington. The event was attended by Lindsey Park (MPP Durham), Mayor Foster, Councillors Hooper and Partner, Anne Greentree (Municipal Clerk) Gord Wier (Director, Emergency and Fire Services) Rob Maciver (Municipal Solicitor), Trevor Pinn (Deputy Treasurer), Leanne Walker (Communications) and David Crome (Director of Planning) and Yvette Chenier (representing Swiss Chalet Bowmanville). The four nominated organizations/businesses were: Swiss Chalet Courtice, The Courtyard, Captain George’s Fish and Chips Bowmanville, Swiss Chalet Bowmanville. The meeting was called to order at 7:25pm. Adoption of Minutes Moved by Maureen Reed, seconded by Sally Barrie That the minutes of the meeting of June 7, 2018 be approved. Carried 1. Presentations There were no presentations. 138 Clarington Accessibility - 2 - Sep 5, 2018 Advisory Committee Page 2 of 6 2. Business Arising From Minutes a) AAC Awareness at Community Events - October 13 Applefest As per Councillor Hooper’s request, the festival organizers have offered the AAC a space at Applefest. The space may, or may not, be outside of the Hooper stores. Because spaces are limited, Andrea Nicholson accepted the offer of a space on behalf of the Committee. Andrea Nicholson reported that some of the requirements of the festival is that each space will be setup by 8:45am. Representatives of the AAC will be required to be present at the booth from 9:00AM until 5:00PM, rain or shine. The Committee would have to supply their own tent, table and chairs and follow the remaining requirements of the festival organizers. The Committee discussed participation at the event. Maureen Reed can provide a tent, and Shea-Lea Latchford can arrange for the tent to be set up and taken down. Weather may affect the participation of some AAC members. The Committee expressed concern that it will be too a long day for one or two people and agreed that the Committee will only proceed with the event if four AAC members are able to commit to manning the booth so that the time can be adequately split up. A decision will be required at least 14 days prior to the event. Shea-Lea Latchford, Sylvia Jaspers-Fayer, and Tim Van Leeuwen agreed to participate for part of the day. Andrea Nicholson agreed to contact the AAC members not present at the meeting to determine if there are enough members to participate. In the event that fewer than four AAC members are able to participate, Andrea Nicholson agreed to contact the festival organizers and cancel the space. b) Correspondence regarding May 28, 2018 delegation to General Government Committee. The Committee received a copy of the correspondence sent to Andre O’Bumsawin on behalf of Council “That the delegation of Andre O’Bumsawin, Accessibility Advisory Committee, regarding National Access Awareness Week, be received with thanks.” 139 Clarington Accessibility - 3 - Sep 5, 2018 Advisory Committee Page 3 of 6 3. New Business a) Elections Accessibility Plan Andrea Nicholson presented the 2018 Clarington Elections Accessibility Plan and highlighted key areas. Moved by Sally Barrie, seconded by Maureen Reed That the Accessibility Advisory Committee endorse the 2018 Clarington Elections Accessibility Plan. Carried b) Joint Regional AAC Forum and Awards Information regarding the Sept 24, 2018 Joint Regional AAC Forum and Awards being held at the Regional Municipality of Durham Headquarters was emailed to all AAC members. Interested AAC members may register using the online link provided in the email, or by contacting Andrea Nicholson. c) Request from Bowmanville resident for support Andrea Nicholson provided background regarding a resident who requested accommodations from the property manager in his apartment residence. Andrea Nicholson provided the resident with information about CIP grants to support his repeated request to the property manager. The Committee agreed that issues related to a private business or residence were beyond the Terms of Reference for the Committee. Councillor Partner proposed that the Committee request that Councillor Hooper (Ward 2), speak to the property manager. d) Temporary Relocation of Accessible Parking near proposed King Street Parklet, Bowmanville Andrea Nicholson reported that while the King Street Parklet is under construction, the accessible parking spaces adjacent to the construction area will be relocated elsewhere within the parking lot during the construction period. e) Third Review of AODA Information regarding the Third Review of Accessibility for Ontarians with Disabilities Act, 2005 was emailed to AAC members along with links to the Act and the Integrated Accessibility Standards Regulation. AAC members can send feedback directly via the link in the email, or send feedback to Andrea Nicholson 140 Clarington Accessibility - 4 - Sep 5, 2018 Advisory Committee Page 4 of 6 by September 21, who will compile any feedback received into one document and submit it before the Oct 1 deadline. f) TTY (Teletype) Andrea Nicholson reported that Clarington now has a TTY number which will enable people who are deaf or hard of hearing who use TTY devices to call the Municipality. The TTY software the Municipality is using will allow the TTY caller to access any department. The TTY number is posted on Clarington’s website www.clarington.net . After the municipal elections, the media will be informed and a formal launch to inform the public will take place. g) Articles to CBOT and BIAs On behalf of the Committee, Maureen Reed and Andrea Nicholson worked together to submit a short monthly article on accessibility to Clarington Board of Trade (CBOT). As requested by Councillors Partner and Hooper, the articles are also being submitted to the Bowmanville, Newcastle and Orono Business Improvement Areas (BIAs) each month. h) Promotional Items Andrea Nicholson reported that the Accessibility Directorate of Ontario is unable to provide the AAC with any promotional items to give out at awareness events, due to spending freezes. In the past they have provided items such as pens, jar openers, eyeglass cloths. The Committee has sufficient stock of wallet magnifiers, but is low on many other items. Andrea Nicholson presented a few options for purchasing promotional items such as jar openers, tote bags, drawstring sport packs and fun flyers (frisbees). Moved by Sylvia Jaspers-Fayer, seconded by Andre O’Bumsawin That the Committee purchase 500 jar openers. Carried The Committee agreed to discuss the purchase of an additional item at the October meeting. Andrea Nicholson is meeting September 6, 2018 with the Communications Coordinator who will be designing the AAC promotional banners. 141 Clarington Accessibility - 5 - Sep 5, 2018 Advisory Committee Page 5 of 6 4. Regional Updates a) Regional AAC Andre O’Bumsawin reported that the Regional AAC has not had a meeting since June however, the Regional AAC was invited to participate in a meeting held by Toronto Transit Commission (TTC) with other Regional AACs in the Greater Toronto Hamilton Area. The TTC plans to have similar meetings twice per year. Andre also reported the Regional AAC discussed issues related to Durham Region Transit (DRT) and the need to educate and inform Regional Councillors about the experience of DRT users. 5. Other Business a) Garbage containers at transit stops Tim Van Leeuwen reported that at some transit stops the garbage containers are positioned in a manner that blocks the view of the approaching busses for people who are using wheelchairs. Tim agreed to take some photographs which can be forwarded with the concern to the appropriate jurisdiction. i) Advertising on busses Sylvia Jaspers-Fayer raised concern that it may be difficult for some transit users to recognize the appropriate bus when advertising covers the bus, while recognizing that advertising supports transit. Andrea Nicholson reported that Durham Region Transit busses have audio announcements which inform waiting transit users the bus number and route, if the person is unable to see the route name and number displayed at the front of the bus. j) Resignation from AAC Andre O’Bumsawin reported that he will be moving out of the Municipality and will be resigning from the Committee within the next month. The Committee members thanked Andre for his expertise and service to the Committee. Andre will submit his resignation in writing. 6. Next meeting Wednesday October 3 at 6:30 PM, Meeting Room 1A 142 Clarington Accessibility - 6 - Sep 5, 2018 Advisory Committee Page 6 of 6 7. Adjournment Moved by Andre O’Bumsawin and seconded by Councillor Partner, That the meeting adjourn. Carried The meeting concluded at 9:05 PM. _________________________ Chair _________________________ Secretary 143 Clarington Accessibility Advisory Committee October 3, 2018, 6:30 PM MAC Meeting Room 1A If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Present: Shea-Lea Latchford (Chair) Tim Van Leeuwen Maureen Reed Sylvia Jaspers-Fayer Pinder DaSilva Also Present: Andrea Nicholson – Accessibility Coordinator Linda Kent – Director, Clarington Public Library (until 6:50PM) Sarah Vaisler – Deputy Director, Clarington Public Library (until 6:50PM) Megan Elliott – Manager of Business Administration, Clarington Public Library (until 6:50PM) Melissa Scott – Manager of Service Excellence, Clarington Public Library (until 6:50PM) Eric Riddell – Shoalts and Zaback Ltd. (until 6:50PM) Paul Wirch – Planner (until 7:25PM) Regrets: Jacqui Watchorn Councillor Wendy Partner Sally Barrie The meeting was called to order at 6:30PM. 1. Adoption of Minutes Moved by Maureen Reed, seconded by Pinder DaSilva That the minutes of the meeting of September 5, 2018 be approved. Carried 2. Presentations a) Library Main Branch renovations Linda Kent introduced Eric Riddell, of Shoalts and Zaback Ltd. (architectural firm), who reported that the Clarington Public Library will be undergoing a renovation to make improvements to the Main Branch. Some issues were noted in the Clarington Public Library Service Review and the goal is to make the library accessible and inclusive. Public and Staff consultations were held in 144 Clarington Accessibility - 2 - October 3, 2018 Advisory Committee Page 2 of 5 September. Shoalts and Zaback Ltd. is seeking input from various groups prior to redesigning the library space. The new design will be presented to the Library Board in November 2018 for approval and then to the new Clarington Municipal Council for approval. Eric requested input from the AAC, noting that the slate flooring and accessible washrooms had already been noted as areas for improvement. The Committee provided suggestions to improve access such as sensor sliding doors at the entrance, universal washroom with space to allow access from either side of the water closet with drop down grab bars on both sides of the water closet, washroom lights on a sensor, elongated bar power door operators instead of push button operators, large print wayfinding signage for collections and washrooms and other library features, and lowered stacks to allow those in a seated positon to reach items in the library’s collection. Committee members were provided with drawings of the current space and invited to submit any additional comments via an online survey or the Accessibility Coordinator. Andrea Nicholson will provide the survey link to Committee members. b) Clarington Secondary Plans Paul Wirch provided background on Clarington’s Official Plan and Secondary Plans. Paul described the Secondary Plan area of Bowmanville West Urban Station. Face-to-face public consultation on the Bowmanville West Urban Station Secondary Plan has already taken place and an online tool for residents to provide input and feedback has been in place and will come to a close within the next week. Paul utilized the online tool adding in feedback from Committee members, including the need for safe crossings over rail lines and walkable areas in and around the retail areas. The Committee noted that the retail areas are currently designed to encourage vehicle access rather than safe pedestrian access. Committee members may access the link to the online tool on their own to and additional comments and feedback for the remainder of the week. 3. Business Arising From Minutes a) AAC Awareness at Community Events - October 13 Applefest The Committee will now share the Elections tent for Applefest. The Elections staff will put up the tent, bring out the AAC materials, take down the tent and bring leftover materials back to Town Hall. The tent will be up from 8:45am until 2:00PM. Andrea Nicholson will prepare the AAC materials (brochures, bookmarks, jar grips, magnifiers and reflective zipper pulls. The Committee agreed to the following schedule: 145 Clarington Accessibility - 3 - October 3, 2018 Advisory Committee Page 3 of 5 8:45AM – 2:00PM Shea-lea Latchford 8:45AM – 11:30AM Pinder DaSilva 11:30AM – 1:00PM Sylvia Jaspers-Feyer 9:30AM – 2:00PM Tim Van Leeuwen (weather permitting) b) Promotional items / Budget i. Jar Grips – the 500 Jar grips that were ordered were received. ii. Banners – the Committee reviewed designs and images for the banners. The Committee selected preferred images and requested an image of a person using a walker. The Committee agreed that the banner should include the words “Accessibility Advisory Committee” and some points about the Committee’s role. Andrea Nicholson will email all AAC members for suggestions on wording and then liaise with Communications on the draft design on the banner. iii. Other – Andrea Nicholson presented some other options for utilizing remaining budget including purchasing additional promotional materials and hosting an educational event on universal design. Committee members that were present at the Joint Regional AAC event on September 24 agreed that speaker Thea Kurdi of DesignABLE Environments was an interesting, dynamic speaker on universal design. The Committee discussed hosting an educational event for municipal staff including individuals from various departments, and possibly external developers. Andrea Nicholson agreed to contact Thea Kurdi to determine speaker fees and to consult with Municipal staff regarding the interest and feasibility of attending an education session on universal design. Moved by Maureen Reed, seconded by Tim Van Leeuwen That the remaining funds be earmarked for the AAC to host an educational event on universal design featuring speaker Thea Kurdi, if practicable. Carried c) Joint Regional AACs Forum and Awards The Sept 24, 2018 event was attended by Andre O’Bumsawin, Tim Van Leeuen, Pinder SaSilva and Andrea Nicholson. Speaker topics were: Universal Design, Portable Washrooms and Play spaces. Those in attendance particularly enjoyed the session on Universal Design. 146 Clarington Accessibility - 4 - October 3, 2018 Advisory Committee Page 4 of 5 4. New Business a) AAC Site Plan Review Subcommittee Sylvia Jaspers-Feyer will serve on the subcommittee for the remainder of the term, replacing Andre O’Bumsawin. 5. Regional Updates a) Regional AAC No updates b) Regional Municipality of Durham to host Spring ONAP meeting Andrea Nicholson reported that the Accessibility Coordinators in Durham Region will work together to host a spring meeting of the Ontario Network of Accessibility Professionals. The event is an education and networking event for Accessibility Coordinators, most of whom work at local municipalities. 6. Other business c) Dynamic Symbol of Access Andrea Nicholson reported that Ontario MPPs voted to in support of Grey-Bruce- Owen Sound MPP Bill Walker’s motion to adopt the Dynamic Accessibility Symbol. Andrea provided a copy of the media release. Andrea reported that the Oshawa Accessibility Coordinator has contacted the Accessibity Directorate for direction and will share any information that comes back. d) On Street parking outside Newcastle Shoppers Drug Mart Tim Van Leeuen reported that a curb cut has not been added to the on street parking outside of Newcastle Shopper Drug Mart. Andrea Nicholson will follow up with Operations regarding the status of the work. e) Garbage containers at transit stops Tim VanLeeuwen reported that he has been unable to get a photograph of the bust stop at King Street and Mearns in Bowmanville where garbage cans block the view of the oncoming bus. Andrea Nicholson agreed to obtain photo to pass along to the appropriate jurisdiction. 147 Clarington Accessibility - 5 - October 3, 2018 Advisory Committee Page 5 of 5 7. Next Meeting Andrea Nicholson reported that Committees are not meeting between Council Terms. The Committee expressed interest in meeting in November. Andrea will confirm with the Municipal Clerk whether a November meeting may be held on November 7. 8. Adjournment Moved by Maureen Reed and seconded by Pinder DaSilva, That the meeting adjourn. Carried The meeting concluded at 8:00 PM. _________________________ Chair _________________________ Secretary 148 Clarington Accessibility Advisory Committee November 7, 2018, 6:30 PM MAC Meeting Room 1A If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Present: Shea-Lea Latchford (Chair) Maureen Reed Sylvia Jaspers-Fayer Pinder DaSilva Councillor Wendy Partner Sally Barrie Also Present: Andrea Nicholson – Accessibility Coordinator Faye Langmaid – Acting Director of Planning (until 7:15PM) Regrets: Jacqui Watchorn Tim Van Leeuwen (attending Metrolinx-DRT meeting) The meeting was called to order at 6:30PM. 1. Adoption of Minutes Moved by Councillor Partner, seconded by Pinder DaSilva That the minutes of the meeting of October 3, 2018 be approved. Carried 2. Presentations a) Special Projects update and feedback Faye Langmaid reported on the patio project and included feedback from the two restaurants, the BIAs and the community. Faye requested the Committee’s feedback. The Committee reported that the patios had good design however having the patio adjacent to the road was less favourable than having the sidewalk relocated between the patio and the road. The Committee recommended that ramps be wider than minimum standard to allow for wheelchairs with side bags, or scooters, to have easier access to the patio. It is important that people with disabilities using the patios have access to an accessible washroom. Faye also reported on the King Street Parklet. The parklet is almost complete and the Municipality is waiting for the installation of the bus shelter before 149 Clarington Accessibility - 2 - November 7, 2018 Advisory Committee Page 2 of 5 installing the seating. The accessible parking spaces in the adjacent parking lot will have new lines painted. Faye will prepare a report to Council on these special projects. 3. Business Arising From Minutes a) Educational Event for Municipal Staff on universal design Andrea Nicholson presented information on Thea Kurdi’s Accessibility Boot Camp, a half day education session for staff on accessibility and universal design. The program is designed for a small group of 20 people. The format is part presentation and part practical. The fee is $50 per person for 20 people. Andrea will coordinate the event on behalf of the Committee. Moved by Sally Barrie, seconded by Pinder DaSilva THAT the Accessibility Advisory Committee provide the funds for Thea Kurdi’s Accessibility Boot Camp for 20-25 municipal staff. Carried b) AAC Awareness at Community Events - October 13 Applefest Committee members that participated in the awareness event at Applefest reported the event went well. The Committee appreciated being able to share a space with the Elections tent. Materials were counted before, and after, in an effort to determine the quantity of materials needed for this event in the future. The following items were distributed to the community throughout the day: • 100 reflective zipper pulls • 100 wallet magnifiers • 250 jar grips • 150 brochures • 150 bookmarks c) Promotional items / Budget i. Banners – the Committee reviewed the updated banner designs and by consensus chose the banner that contained 5 images. Andrea Nicholson will request the order for banners. 150 Clarington Accessibility - 3 - November 7, 2018 Advisory Committee Page 3 of 5 d) On-street parking outside Newcastle Shoppers Drug Mart Andrea Nicholson reported that follow-up was made with Fred Horvath, Director of Operations, who has forwarded the request for a curb ramp adjacent to the parking space to Engineering. Because this is a Regional road, Sean Bagshaw, Capital Works Engineer will contact the Region of Durham regarding the options for a curb ramp. e) Garbage containers at transit stop blocking view at eastbound Highway 2 and Mearns. Andrea Nicholson reported that Operations has been informed that for people using wheelchairs, the view of oncoming busses at this transit stop was blocked by the set of garbage containers. Arrangements have been made by Operations to have the garbage containers moved to the south side of the sidewalk at eastbound Highway 2 and Mearns. 4. New Business a) December 3rd – International Day of Persons with Disabilities The Committee discussed options for recognizing International Day of Persons with Disabilities. Given that the Council and Committees will be between terms, the Committee agreed to request a proclamation and flag raising. A formal flag raising ceremony will not be requested this year. Andrea Nicholson will make the request to the Mayor’s Office on behalf of the Committee. b) Accessibility Coordinator Update Jeannette Whynot has returned from maternity leave and will transition back into the Accessibility Coordinator’s role over the next month. Andrea Nicholson will also remain in the role until the end of December. c) Next Term of AAC Andrea Nicholson informed the Committee that applications are being accepted for the Committee for the 2018-2022 term and agreed to send the link to the applications page to committee members by email. Those interested in applying must submit a new application. The new Council will appoint members in early 2019. Committee members may sit on the Committee for two consecutive terms as per the AAC’s Terms of Reference. 151 Clarington Accessibility - 4 - November 7, 2018 Advisory Committee Page 4 of 5 5. Regional Updates a) Regional AAC Sally Barrie reported that the Regional AAC will have its last meeting on November 21. The Regional AAC is looking for members including members who represent non-visible disabilities, caregivers and people with dementia. Local AAC members may also sit on the Regional AAC, 6. Other business a) Boardwalk at Bond head Parkette Newcastle Councillor Partner reported that residents have complained that the edge protection on the boardwalk is a trip hazard. Andrea Nicholson reported that a 50mm edging is a safety feature required on boardwalks as per the Integrated Accessibility Standards Regulation: Design of Public Spaces. Councillor Partner also reported that a resident who uses a wheelchair finds it difficult to make 2 turns to get to the beach access mat and suggested the mat be located directly opposite to the accessible parking spaces instead of several metres away. Andrea reported that the beach access mat may be located when the slope to the beach is a lower slope. Councillor Partner agreed to follow up Peter Windolf, Manager of Park Development. Andrea agreed to send Councillor Partner the standard regarding edge protection on boardwalks. The Accessibility Coordinator will track the progress, report back to the new AAC at the next meeting. b) Playground review Shea-Lea Latchford reported that the site plan review subcommittee reviewed two playgrounds for accessibility on October 31. The playgrounds were equipped with several accessible features. A consultation was held on November 1 with three local daycare providers facilitated by Stephen Brake (Operations), Ken Mercer (Operations) and Andrea Nicholson (Accessibility Coordinator). The daycare providers were pleased with the playground design and gave input to improve the playground features. 7. Next Meeting After the new Council appoints the new AAC members, members will be notified of the next meeting date. 152 Clarington Accessibility - 5 - November 7, 2018 Advisory Committee Page 5 of 5 8. Adjournment Moved by Maureen Reed and seconded by Pinder DaSilva, That the meeting adjourn. Carried The meeting concluded at 7:44 PM. _________________________ Chair _________________________ Secretary 153 1 | Page CLARINGTON HERITAGE COMMITTEE Minutes of Meeting September 18, 2018 Members Present: Todd Taylor, Katharine Warren, Steve Conway, Tracey Ali,Victor Suppan, Peter Vogel, Robert Malone, Mark Stanisz Regrets: Councillor Hooper Staff: David Addington, Planning Services Declaration of Pecuniary Interest None declared. Adoption of Agenda 18.29 Moved by R. Malone, seconded by K. Warren That the agenda for September 18, 2018 be adopted as amended. “CARRIED” Adoption of Minutes 18.30 Moved by T. Taylor, seconded by R. Malone That the minutes of the Meeting of June 19, 2018 be accepted. “CARRIED” Delegation and Presentations Business Arising Foster Northwest update: •The Foster Northwest Secondary Plan and Subdivision application were both approved at Council on September 17. •The Secondary Plan and Subdivision includes a neighbourhood park surrounding the Belmont House, adjacent to Wilmot Creek. The park will be designed to celebrate the cultural heritage of the Belmont House and Indigenous populations. •Discussion included the evolution of the proposed park location, the timing of the park development, design considerations including heritage interpretation features and possible recreational equipment. Emphasizing heritage interpretation in the park design as being of primary importance to effectively represent the area’s cultural heritage significance. 154 2 | Page •B. Malone, V. Suppan and Myno Van Dyke intend to meet with the property developer and his planning consultant to discuss park design concepts on October 3. •Staff cautioned that the park design is the responsibility of the Manager of Parks Development and may not occur for a number of years given that the construction of roads and other hard infrastructure precedes park construction. Jury Lands Foundation (Camp 30) •The public meeting for the proposed Official Plan amendment to implement the completed Community Vision & Master Plan was held at the September 10th Planning & Development Committee meeting. The amendment would also identify a municipal wide park in the area of the Camp 30 buildings and designate certain lands Urban Residential consistent with the Jury Lands Urban Design Master Plan & Design Guidelines. •The Committee’s feedback on the proposed amendment is anticipated at the October CHC meeting. Potential Designations •The owner of 4510 Highway 2 (“the love hotel”), Newtonville has expressed interest in having her property designated under Part IV of the Ontario Heritage Act. D. Addington to send information about the property to members of the register subcommittee. Reports from Other Committees Architectural Conservancy Ontario, Clarington Branch: •Booth at Bluesberry Festival highlighting Doors Open event and Jury Lands. •Walking tours at Camp 30 have been happening since May. Since May 2016 there have been 36 guided tours and a total of 835 visitors. Attendance continues to increase with many visitors coming from outside of Clarington. In 2016 there were 11 tours with 214 visitors; in 2017, 10 tours and 137 visitors; totals for 2018 will be available after the last tour. •The AGM will likely be scheduled for early October. Newcastle Village & District Historical Society: •The search for grant funding for the digitization of archives continues; R. Malone met with representatives from OPG for potential grant opportunities and to hopefully be added to the sustaining support list for ongoing funding. •The Fall Harvest Festival is approaching at the beginning of October; there will be a Remembrance display in the Historical room throughout the month; there will be some WWI uniforms on display and many photos. •NVDHS will have a float in the Santa Claus parade on November 18. •There will be 3-4 more events before the end of the year. Museum; •The Museum is moving forward with a new children’s exhibit; the exhibit will have a rural display with a model of a mill in the style of the Tyrone Mill/Vanstone Mill; phase two of the exhibit will begin in December and will feature a general store with text 155 3 | Page panels showing the history and growth of Clarington as well as a drug store and post office model. • There will be a cenotaph model in the middle of the museum; a grant from Veterans Affairs has aided in the funding for this; it will be modelled on the Newtonville obelisk and will have an unveiling event on November 8th. • The Museum received additional grants from the Canadian Cultural Spaces Fund, OPG and also St. Mary’s. • The Museum was visited by a German woman whose grandfather was a prisoner of war at Camp 30 and was the conductor of the band while there. • The Canadiana documentary filmmakers posted a video on their website (and on Youtube) about Camp 30 featuring an interview with K. Warren. • Myno Van Dyke will be visiting the Museum on October 20 to talk about the Wilmot fish hatchery history and surrounding area. • New 407 signage will be located in proximity to the Kirby schoolhouse, using fieldstone for base from demolished homes. Project Reports Municipal Inventory and Register Committee: • The subcommittee is planning on meeting in October and intends on evaluating 4510 Highway 2 and two other properties. • Most interested in ensuring the former Haydon School is recommended for the register (already evaluated). Outreach Committee: • The Museum student designed three full sized calendars (K. Warren passed around samples from one); the Museum is interested in partnering with the CHC to produce 50 copies of one calendar design with a heritage theme to sell; the proceeds being split 50/50 between the Museum and the CHC. • The calendars would sell for $19.99 + HST; 50 total calendars would be produced at a total cost of $612.94 (including HST) and with production cost being split evenly with the Museum, the cost to the CHC would be $306.47. The production cost would only involve a cost for printing the calendars. • The calendars would need to be in for printing by the end of September. 18.31 Moved by R. Malone, seconded by S. Conway That $306.47 of the Clarington Heritage Committee budget be approved to cover half the total cost of printing 50 calendars with the other half being borne by the Clarington Museums & Archives, with all proceeds from the sale of the 50 calendars being split 50/50 between the Clarington Heritage Committee and the Clarington Museum & Archives, and with the calendars including acknowledgement of the Clarington Heritage Committee. “CARRIED” 156 4 | Page New Business Clarington Heritage Website: • The new website is now online and fully operational. 1598 Baseline Road (Jesse Trull House): • Councillor Hooper met with Madge Trull to interview her about the history of the Jesse Trull house; it would be good to have these stories on tape and it is possible to use the Museum’s camera; will likely have to visit Madge in Mississauga to tape her stories, the Museum have staff who reside in Mississauga who may be able to help with this. National Heritage Trust Conference: • The National Heritage Trust Conference is taking place on October 18-20 in Fredericton, N.B. Registration dates and fees can be found via conference website at https://nationaltrustcanada.ca. Next meeting: October 16, 2018, 7:00 p.m., Clarington Municipal Offices, Room 1C 157 1 | Page CLARINGTON HERITAGE COMMITTEE Minutes of Meeting Oct 16, 2018 Members Present: Katharine Warren, Mark Stanisz, Tracey Ali (7:50), Victor Suppan, Peter Vogel, Robert Malone, Councillor Hooper Regrets: Todd Taylor, Steve Conway, Staff: Faye Langmaid, Planning Services Declaration of Pecuniary Interest None declared. Adoption of Agenda 18.31 Moved by R. Malone, seconded by M. Stanisz That the agenda for October 16, 2018 be adopted as amended. “CARRIED” Adoption of Minutes 18.32 Moved by R. Malone, seconded by K. Warren That the minutes of the Meeting of Sept 18, 2018 be accepted. “CARRIED” Delegation and Presentations Business Arising Wilmot Creek Heritage Park update: • B. Malone provide a presentation on the originally proposed subdivision design (from 8-12 months ago) to what has now been approved by Council. The approval of Council was significantly influenced by the work of B. Malone, V. Suppan and M. VanDyke who provided presentations at the Planning and Development Committee meetings in June and September and has a number of discussions with the Developer and Council members. The park has been shifted from the central area westerly to the creek with much expanded open space surrounding the Belmont House and linking to the future trail system to the north and south. The Belmont House itself will remain in private ownership. 158 2 | Page • B. Malone, V. Suppan, M. VanDyke recently met with the developer, Mayor and now retired Director of Planning Services (D. Crome) to articulate the program for the 7+ acre park. 17 items have been listed for inclusion in the design which will be prepared by the developers’ landscape architect as a conceptual design for the park. It is vital that the lands owned by the MNRF on the western side of the creek (13 + acres) be part of the overall design and interconnected with the trail system. The lands owned by MNRF are where the former fisher operation, mill and museum were located. • The developer believes that a conceptual park proposal should be ready within 3-4 months for review. R. Malone and V. Suppan will continue to work with the developer and his consultant and bring back to the committee the concept plans as they evolve. • K. Warren wanted to ensure that as part of the list of 17 items for the park that playground equipment and/or activities for children are included. B. Malone assured committee members it was part of the program, which V. Suppan committed to circulating to the committee members. If there are additional ideas beyond the 17 items listed please forward them to B. Malone. • B. Malone also noted that the involvement of the Indigenous groups is key. To date he has been unable to garner interest and will continue to follow-up. K. Warren suggested contacting Alderville may be a better avenue to pursue. Jury Lands Foundation (Camp 30) • V. Suppan provided comments on the proposed Urban Design Master Plan. He noted that the Ontario Heritage Act designation should be acknowledged and referenced in the resources. The preference would be to see both National and Local designations referenced. The 6 buildings, oval road and description of the “tail” to Concession Street are outlined in the local designation, the national designation is more encompassing and references the history of Camp 30, the Boys training school its campus plan and architectural style. The national designation is significantly harder to obtain and has some cache with it and eligibility for grant applications. The Park Road as it is referred to in the study is intended for occasional use from Concession Street by vehicles to access the park and as a pedestrian/cycling trail. The main access to parking areas for the park would be from Lamb’s Road. • F. Langmaid explained that the Urban Design Master Plan is out for comment and how it gets adopted into the Official Plan is by amendment to Special Study Area F, Policy 16.7. The Public Meeting Report to Committee can be found at: https://weblink.clarington.net/WebLink/0/edoc/139718/PSD-067-18.pdf and includes the proposed Official Plan amendment. It works with the other policies of the Official Plan. The display panels and consultant presentation for the Jury Lands are online at www.clarington.net/JuryLands. • Low Impact Design for storm water management means that rather than having a large storm water management pond the site development will aim to have rainwater soak into the greenspaces within the design, such as engineered dry creek beds, 159 3 | Page swales and small collection areas that will temporarily hold water after storms rather than flushing into the creek quickly. This improves the water quality, allows silt to settle and is better for the fish in the creek and overall creek health. • K. Warren provided an overview on the artifacts held by Clarington Museum and Archives, which is the official archives of Camp 30. They have photographs, letters, paintings by POWs, newspaper clippings and other items. They also have the model which was created by a former prisoner to show the escape attempts. The log cabin behind the Museum was a make-work project by the Prisoner’s. Reports from Other Committees Orono CIP: • The Orono group met on Oct 10th and received an update on the Public Art project that is underway for the 4 urban centres in Clarington. The group helped generate ideas for Orono’s downtown public art project. • The group passed a resolution regarding support for an outdoor patio on Orono’s Main Street. • The clock tower on Town Hall is in need of repair and the CIP group discussed how that could be accomplished with CIP grants, working with Operations Department and the Town Hall Board. • CHC members would like to know if the clock tower is included in the designation by- law. Staff will provide at the next meeting agenda. Architectural Conservancy Ontario, Clarington Branch: • Annual General meeting was October 15th, current executive all agreed to continue to serve. All reports for the past year were accepted. • Doors Open is growing every year, great response in 2018. Looking forward to 10th anniversary in 2019. Resolutions were passed to allow for grant applications. • Ehrenwort tours have been very successful, looking for a portable sound system, additional tour guides for 2019. • ACO on the GO may include a Speaker Series in 2019. • ACO received an update from F. Langmaid on the Cream of Barley building at former Bowmanville Zoo, that building has been retained by the land owner to continue its operation as a café and apartments (second storey). The trailer park was also retained by the land owner. Newcastle Village & District Historical Society: • Harvest Fest was very well attended, the historical room was full to overflowing. • Memorial celebrations will be held for the entire month of November to honour veterans from the area. • Santa Claus parade is November 18th. NVDHS will have a float in parade. • B. Malone is pursuing corporate donation for digitization of documents. • B. Malone is aiming for 20% corporate memberships in NVDHS, currently there are 160 members with 10% corporate. 160 4 | Page Museum; • M. VanDyke will be speaking about “The Wilmot” on Saturday, October 20th at 1:00p.m. at Sarah Jane building. • Spirit Walks are scheduled all during October. • Heather Ridge, Executive Director is back from maternity leave. • K. Warren showed the 3 calendars that are for sale at the Museum, 1 calendar is a joint fundraiser with the Heritage Committee. Calendars are $20+tax. • ClaringTOWN is being assembled and there will be an unveiling of this children’s exhibit in the near future. Correspondence and Council: the Belmont house amended by-law appeal period expires October 30th, only the owner can appeal. By-law will go to Council in December. Project Reports - no reports for this meeting. New Business M. Stanisz updated the group that a number of houses along Trulls Road have been purchased by the land developers for the South East Courtice Secondary Planning Area. The houses are vacant and boarded up. Members are concerned they could be demolished before being fully investigated for their history. 18.33 Moved by B. Malone, seconded by M. Stanisz That the Clarington Heritage Committee request $1500 from their account in the 2019 budget for the Municipality. “CARRIED” V. Suppan reminded members of the upcoming event in Cobourg at Victoria Hall on November 3rd at 2:00 p.m. Topic: Cultural Heritage: Landscape and Remembrance - Evolving Perspectives Speaker: Julian Smith - Architect Vimy Restoration and Heritage Conservation Educator Peter moved adjournment Next meeting: November 20th, 2018, 7:00 p.m., Clarington Municipal Offices, Room 1A 161 Joint General Government and Planning and Development Committees Report to Council Page 1 Report to Council Meeting of December 17, 2018 ______________________________________________________________________ Subject: Joint General Government and Planning and Development Committees Meeting of Monday, December 10, 2018 ______________________________________________________________________ Recommendations: 1.Receive for Information (a) 9.1 Minutes of the Newcastle Business Improvement Area dated September 13, 2018 and October 11, 2018 (b) 9.3 Minutes of the Ganaraska Region Conservation Authority dated September 20, 2018 and October 18, 2018 (c) 9.4 Minutes of Tyrone Community Centre dated October 17, 2018 (d) 9.5 Minutes of the Newcastle Community Hall Board dated September 18, 2018 and October 16, 2018 (e) 9.6 Township of Amaranth, Susan Stone, CAO/Clerk-Treasurer, Regarding NAFTA Dairy Supply Management Program (f) 9.2 Minutes of the Bowmanville Business Improvement Area dated October 9, 2018 and November 13, 2018 (g) PSD-082-18 Release of a Proposed Draft Zoning By-law for Clarington (h) 16.1 Sponsorship Application #S19-04, from Ganaraska Region Conservation Authority (i) 16.1 Sponsorship Application #S19-05, from Invictus Powerlifting Inc., be received for information. (j) COD-030-18 Contract Awards During Council Election Recess (k) FND-014-18 Financial Update as at September 30, 2018 162 Joint Committees Report to Council For Council Meeting of December 17, 2018 Page 2 2. AMO, Jamie McGarvey, AMO President, Regarding Bill 31 Township of McKellar, Ina Watkinson, Administrative/Treasury Assistant, Regarding Governance Models Town of Ajax, Alexander Harras, Manager of Legislative Services/Deputy Clerk, Regarding Better Local Government Act, 2018 and Notwithstanding Clause That the position from the Association of Municipalities Ontario, regarding Bill 31 (formerly Bill 5) as outlined in Communication Item 9.7, be endorsed by the Municipality of Clarington; That the resolution outlined in Communication Item 9.8, regarding Governance Models, be endorsed by the Municipality of Clarington; WHEREAS on September 17, 2018 the following statement was issued from the AMO Office of the President “We urge the Ontario government to clearly state its interests in having governance review, and how it will proceed. And we urge the Ontario government to work with AMO and the municipal order of government to change requirements that undermine municipal finance, infrastructure investment and efficient service delivery all across Ontario” as per the attached letter; AND WHEREAS the current President of AMO is the Mayor of Parry Sound; AND WHEREAS the goals for a “Governance Review” may not be the same for the Town of Parry Sound as they are for other municipalities in the District of Parry Sound; AND WHEREAS AMO has no mandate from the District of Parry Sound Municipalities to speak on their behalf on governance models such as Regional Government or Amalgamations; AND WHEREAS the Honourable Steve Clark, Minister of Municipal Affairs and Housing sent out the attached letter indicating there will be discussion with municipal partners regarding governance models; NOW THEREFORE BE IT RESOLVED that the Township of McKellar requests that any discussions that AMO has with the Province be preceded with an open meeting between AMO, all members of Council and members 163 Joint Committees Report to Council For Council Meeting of December 17, 2018 Page 3 of the public to determine the desires of each municipality in regard to governance models; AND FURTHERMORE BE IT RESOLVED that our MPP Norm Miller and the Province of Ontario also have an open dialogue with the Township of McKellar and respect the opinions of the township as it regards to any review of the local governance model. That the resolution outlined in Communication Item 9.9, regarding the Better Local Government Act, 2018 and Notwithstanding Clause, be endorsed by the Municipality of Clarington; and WHEREAS the Town of Ajax believes strongly in the right to freedom of expression for all persons in Canada, and the right of all Canadian citizens to vote as enshrined in the Canadian Charter of Rights and Freedoms; AND WHEREAS the Town of Ajax remains committed to effective representation for all voters, and believes that Ontario’s municipalities are a mature order of government capable of self-governance and establishing effective representation for their own constituents; AND WHEREAS the Ontario Superior Court of Justice has ruled that Bill 5, Better Local Government Act, 2018, reducing the number of councillors to be elected and the size and shape of wards in the City of Toronto infringes upon the Charter-protected rights of voters and candidates in Toronto’s municipal and school board elections; AND WHEREAS the Province of Ontario has invoked section 33 of the Constitution Act, 1982, otherwise known as the notwithstanding clause, in order to override the court’s decision on Bill 5, curtailing the Charter- protected rights of voters and candidates in Ontario; AND WHEREAS the notwithstanding clause has never before been used in the Province of Ontario, and its use should be limited, specific, and reserved for extenuating or emergency circumstances, none of which are the case with respect to Bill 5; NOW THEREFORE Council of the Town of Ajax hereby enacts as follows: THAT Ajax Council condemns in the strongest terms the Provincial Government’s politically motivated and highly inappropriate use of section 33 of the Constitution Act,1982, in order to curtail the rights of voters and 164 Joint Committees Report to Council For Council Meeting of December 17, 2018 Page 4 candidates in a democratic election and interfere with the ability of municipalities to provide effective representation for their constituents; AND THAT Ajax Council strongly urges the Premier and Members of Provincial Parliament (MPPs) to reconsider invoking section 33 (notwithstanding clause) to advance Bill 5; AND THAT the Province commit to engaging and consulting with municipalities on decisions that will directly impact their residents as the mature and capable order of government they are; AND THAT this resolution be forwarded to the Prime Minister of Canada, Premier of Ontario, Mayor of the City of Toronto, FCM, AMO, all Region of Peel, York, Halton and Durham municipalities, all MPPs in Durham Region and all MPs in Durham Region. That the resolutions be forwarded to all MPPs in Durham Region. 3. Michael Angemeer, President and CEO, Veridian, Regarding Director Re-Appointments That the call for nominations for the two community members for Veridian’s Board be initiated. 4. Nancy and Hugh Towie, Clarington Polar Bear Swim Committee – Clarington Polar Bear Swim – January 1, 2019 That the request for Emergency Services, Fire Hall #2, to attend the Clarington Polar Bear Swim on January 1, 2019, in Newcastle, be approved. 5. Viola Vanderveen and Betty Lycett, Secretary-Treasurer, Regarding Orono Cemetery That Council thank the Board of Directors for their many years of service; That Staff reach out to the community to see if there is any interest in operating and maintaining the Orono Cemetery; and That Staff report back to the January 21, 2019 General Government Committee Meeting. 165 Joint Committees Report to Council For Council Meeting of December 17, 2018 Page 5 6. Cindy Filmore, Senior Office Assistant, Town of Kearney, Regarding Voters' List for Municipal Elections That the following resolution, regarding Voters' List for Municipal Elections, be endorsed by the Municipality of Clarington: WHEREAS concern over the quality of the Municipal Voters’ List is not a new phenomenon; AND WHEREAS in 2012, the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) published a “Voters’ List Position Paper” and since that time has been advocating for transformational changes to the way that Ontario creates and maintains the Voters’ List for municipal elections; AND WHEREAS the Preliminary List of Electors which forms the Voters’ List in Ontario is supplied by data from the Municipal Property Assessment Corporation (MPAC); AND WHEREAS despite the incremental changes made by MPAC, MPAC has a limited ability to fix the currency and accuracy issues that impairs the current process and the Voters’ List continues to be flawed with data inaccuracies and outdated information; AND WHEREAS a transformational solution to the way that the Voters’ List is created and managed is required; NOW THEREFORE BE IT RESOLVED that the Council of the Corporation of the Town of Kearney supports the re-establishment of the multi-stakeholder working group between the Ministry of Municipal Affairs, Ministry of Finance, AMCTO, MPAC and Elections Ontario in exploring and identifying ways to create and maintain the Voters’ List for Municipal Elections; AND FURTHER Council requests an update be provided from this ‘Voters’ List Working Group’ on the transformational solutions being discussed; AND FURTHER that this resolution be circulated to all Ontario Municipalities for their consideration and support. 166 Joint Committees Report to Council For Council Meeting of December 17, 2018 Page 6 7. Garth Gilpin, Secretary-Treasurer, Bowmanville BIA, Regarding Bagging of Parking Meters for the Month of December Whereas Section 34 (3) of Clarington’s Traffic By-law 2014-059 allows that Council may, by resolution, designate an area or areas for a certain period to be exempt from the payment of parking fees and any areas so designated shall be denoted by a parking meter cover placed over the meter; Now therefore be it resolved that the Municipality of Clarington designate the area in downtown Bowmanville regulated by parking meters as a Free Parking area between Tuesday December 18, 2018 and January 2, 2019; and That Staff be directed to take the appropriate steps, including covering the meters with bags and advising the public via social media and notices placed on Clarington’s website. 8. Andrew Brouwer, City Clerk, City of Oshawa, Regarding Keeping General Motors Oshawa Assembly Plant Open That the following resolution, regarding Keeping General Motors Oshawa Assembly Plant Open, be endorsed in principle by the Municipality of Clarington: Whereas General Motors, it’s employees and the City of Oshawa have experienced an historic 100 year successful partnership in this community; and, Whereas on November 26, 2018 General Motors announced its need to accelerate its transformation for the future by building upon world-class engineering in advanced technologies and increasing investment in electric and autonomous vehicle programs and linked this to its rationale for closing the Oshawa assembly plant at the end of 2019; and, Whereas there are numerous employees of General Motors and associated industries, services and businesses in Oshawa and Durham Region that depend on the operation of the Oshawa assembly plant and the well-being of those families that are affected by General Motors decision is a priority of the City; and, Whereas good jobs for Oshawa and Durham workers is a key priority and the closure of the Oshawa assembly plant will have a negative impact on the lives of those affected families as well as on the local, regional, provincial and national economies; and, Whereas the local General Motors workforce has consistently demonstrated its flexibility and ability to embrace innovation to continue to transform the 167 Joint Committees Report to Council For Council Meeting of December 17, 2018 Page 7 automotive sector for the benefit of the company and North American economy; and, Whereas General Motors has acknowledged that the local talented workforce has a proven record of accomplishment for setting high quality standards and winning international productivity awards; and, Whereas there is an opportunity to build on our rich automotive history, utilizing the skills and abilities of Oshawa’s professional autoworkers that have established a proven foundation for innovative and the capacity to tackle economic challenges. All of which makes Oshawa the ideal location from which to drive General Motors new focus on electric and autonomous vehicle programs; and, Whereas Oshawa has already realized substantial investments in cutting- edge automotive technologies that support and advance the development of electric and autonomous vehicles here in our community including the University of Ontario Institute of Technology’s Automotive Centre of Excellence (ACE) and its world-class facility that produces cutting-edge automotive technologies; and, Whereas in August 2018, the Federal Government announced up to $9.46 million in funding to support the integration of a Moving Ground Plane allowing the U.O.I.T. to increase the number of full-time jobs at ACE, generate new training opportunities, promote research and development and encourage the advancement of cleaner and safer automotive technologies; and, Whereas Oshawa has been selected to be a Technology Development Site that is fully integrated with Province’s Autonomous Vehicle Innovation Network (AVIN) program; and, Whereas through unique market-driven programs Durham College and U.O.I.T. are creating the next generation of engineering and technical leaders to support the growth of the advanced automotive industry; and, Whereas we believe that our mutually beneficial relationship with General Motors can continue long into the future by developing alternatives to closing the assembly plant in Oshawa; and, Whereas the City is committed to building upon our strong partnerships with General Motors, the federal and provincial governments, the post-secondary institutions and the local business community to support the General Motors employees and their families and other local businesses affected by the decision by General Motors; 168 Joint Committees Report to Council For Council Meeting of December 17, 2018 Page 8 Therefore be it resolved: 1. That the City of Oshawa is committed to work with General Motors and Unifor in order to keep the Oshawa Assembly Plant open beyond 2019 and that a copy of this resolution be forwarded to General Motors and Unifor with a request that the President of General Motors, the President of General Motors Canada and the President of Unifor meet with the Mayor. 2. That the Mayor send a letter together with a copy of this resolution to Prime Minister Justin Trudeau, Premier Doug Ford and all MP’s and MPP’s in Durham Region, Peterborough County, Kawartha Lakes, Northumberland County and the City of Toronto requesting them to initiate actions to convince General Motors to keep the Oshawa Assembly Plant open and requesting that they meet with the Mayor. 3. That a copy of this resolution be forwarded to the Region of Durham, all Durham municipalities, the City of Toronto, municipalities in Peterborough County, Kawartha Lakes and Northumberland County, the Association of Municipalities of Ontario, the Chamber of Commerces/Boards of Trade in the Durham Region, the Durham Region Labour Council, the Federation of Canadian Municipalities, Ontario Federation of Labour and the Mayors Auto Caucus, and any other organization deemed appropriate by the Mayor, requesting their support to keep the Oshawa Assembly Plant open. 4.That the Mayor continue to lead the efforts on this matter. 9.Application by Kyle Roberts to amend the Zoning By-law to facilitate the creation of one additional single detached lot at 46 Lawson Road in Courtice That Report PSD-081-18 be received; That the application for rezoning ZBA2018-0015 submitted by Kyle Roberts continue to be processed, including the preparation of a subsequent report; and That all interested parties listed in Report PSD-081-18 and any delegations be advised of Council’s decision. 169 Joint Committees Report to Council For Council Meeting of December 17, 2018 Page 9 10.2019 Community Event Sponsorship Requests - Fall Intake That Report CSD-010-18 be received; and That all interested parties listed in Report CSD-010-18 and any delegations be advised of Council's decision by the Department. 11.PFLAG Canada Durham Region That Sponsorship Application #S19-08, from PFLAG Canada Durham Region, be approved in the amount of $2000.00. 12. Autism Home Base Durham Inc. That Sponsorship Application #S19-01, from Autism Home Base Durham Inc., be approved in the amount of $2000.00. 13.Canadian Cancer Society Durham That Sponsorship Application #S19-02, from Canadian Cancer Society Durham, be approved in the amount of $2000.00. 14.Architectural Conservancy of Ontario - Clarington Branch That Sponsorship Application #S19-03, from Architectural Conservancy of Ontario - Clarington Branch, be approved in the amount of $2000.00. 15.Big Brothers Big Sisters of Clarington That Sponsorship Application #S19-06, from Big Brothers Big Sisters of Clarington, be approved in the amount of $2000.00. 16.LTD Sports That Sponsorship Application #S19-07, from LTD Sports, be approved in the amount of $1000.00. 170 Joint Committees Report to Council For Council Meeting of December 17, 2018 Page 10 17. Durham Land Division Committee Appointment That Report CLD-021-18 be received; The Steven Cooke be nominated to the Durham Land Division Committee for a term ending December 31, 2022 or until a successor is appointed: That all interested parties listed in Report CLD-021-18 and any delegations be advised of Council's decision. 18. Conservation Authority Appointments That Report CLD-022-18 be received; That the following appointments be made to the Central Lake Ontario Conservation Authority for a term ending December 31, 2022 or until a successor is appointed: • Councillor Hooper • Councillor Jones • Councillor Traill That the following appointments be made to the Ganaraska Conservation Authority for a term ending December 31, 2022 or until a successor is appointed: • Councillor Neal • Councillor Zwart That all interested parties in Report CLD-022-18 and any delegations be advised of Council's decision. 19. Appointment of Municipal Law Enforcement Officers That Report CLD-023-18 be received; and That the By-law, attached to Report CLD-023-18 as Attachment 1, to appoint all staff whose duties include enforcement of Municipal By-laws as Municipal Law Enforcement Officers be approved. 20. 2019 Interim Tax By-law That Report FND-015-18 be received; and That the By-law attached to Report FND-015-18 be approved. 171 Joint Committees Report to Council For Council Meeting of December 17, 2018 Page 11 21. Service Fee Amendments That Report FND-016-18 be received; That the recommended changes to service fees addressed in Report FND-016-18 be approved; and That the By-law attached to Report FND-016-18 be approved with the exclusion of the following rates: Statement of Account $10.00 Change of Ownership Fee $30.00 Collection Letter/Notice $5.00 22. Tourism Advisory Committee Terms of Reference That Report CAO-015-18 be received; That Council endorse the Terms of Reference for the Tourism Advisory Committee; That Staff advertise and recruit potential members to the Tourism Advisory Committee; That a Council representative be appointed to sit on the Tourism Advisory Committee; and That all interested parties listed in Report CAO-015-18 and any delegations be advised of Council's decision. 23. Appointment of Deputy Mayor THAT in accordance with Section 226 of the Municipal Act, 2001, c.25, and Section 3.2 of the Procedural By-law, during the four-year term of Council (2018 through to 2022), Regional Councillor Wards 1 and 2 and Regional Councillor Wards 3 and 4 be appointed as the Deputy Mayor for the Municipality of Clarington on an alternating year about schedule beginning with Joe Neal, Regional Councillor Wards 1 and 2. 172 Joint Committees Report to Council For Council Meeting of December 17, 2018 Page 12 24. Designation of Members of Council as Department Chairs That the Members of Council be designated as a Department Liaison for the term ending December 31, 2019, as follows: Planning Services Department Councillor Joe Neal Engineering Services Department Councillor Granville Anderson Operations Department Councillor Ron Hooper Emergency Services Department Councillor Margaret Zwart Community Services Department Councillor Corinna Traill Municipal Clerk’s Department Councillor Janice Jones Finance, Corporate Services & Solicitor’s Department & Administration Mayor Adrian Foster 25. GO Train Extension from Oshawa to Bowmanville Whereas on June 20, 2016, the Provincial government announced that Metrolinx is extending GO rail service from Oshawa to Bowmanville by 2024, noting that the expansion of GO train service in Durham Region is a natural next step for Metrolinx, that it is part of the Regional Transportation Plan, and that it builds upon planning work and service and infrastructure improvements that are already underway; Whereas on August 15, 2016, Metrolinx released a discussion paper for the next Regional Transportation Plan for the Greater Toronto and Hamilton Area (G.T.H.A.) showing, among other projects, the Province’s commitment to extending the Lakeshore East GO Rail corridor from Oshawa to Bowmanville within the 2009- 2025 timeframe; Whereas on May 18, 2017, the Province released the updated Provincial Growth Plan for the Greater Golden Horseshoe (2017), which included a newly modified transit schedule (Schedule 5) showing the Oshawa to Bowmanville GO Rail service extension as a Committed GO Transit Rail Extension project; Whereas on June 19, 2017, the Region of Durham approved a comprehensive update of the Clarington Official Plan which implements the policies of the Provincial Growth Plan, the Region’s Official Plan, and Metrolinx guidelines for development adjacent to Go Train Station Areas and also designates the areas 173 Joint Committees Report to Council For Council Meeting of December 17, 2018 Page 13 adjacent to the proposed stations in Clarington for a mix of uses at the highest densities within the Municipality; Whereas the Municipality undertook a Transportation Hub Study to define the vision for the areas surrounding the stations with extensive public participation during 2017; Whereas on March 8, 2018, the Metrolinx Board of Directors unanimously adopted the 2041 Regional Transportation Plan (2041 RTP) for the Greater Toronto and Hamilton Area (GTHA) which shows the Go Train Expansion to Bowmanville as part of the In Delivery Transit Projects; Whereas the impact of the Oshawa to Bowmanville GO Rail extension will be transformational, considering that an April 2016 economic impact analysis conducted by inter-regional municipal, public and private sector partners concluded that investing in the GO rail extension in Durham would enable, • the creation of 21,000 permanent new jobs; • 6,000 person years in construction employment; • 6,000 homes to be built within walking distance of the four planned GO stations; • more than $70 million in annual savings for residents related to time, vehicle costs and improved road safety; • the potential to generate $1.1 billion in transit-oriented, walkable urban development; and, • a significant reduction in the amount of CO2 emissions by decreasing private vehicle use by 50 million kilometres annually; Whereas the Municipality of Clarington together with the private sector has initiated the update and preparation of the land use secondary plans necessary to help facilitate such economic impacts; Whereas Premier Ford’s platform “For The People – A Plan for Ontario” included a commitment to “deliver two-way, all-day GO service, including expansions to Bowmanville” and to “maintain current funding as detailed in Ontario’s previous transportation and infrastructure budget” as part of the government’s goal of “Rebuilding Ontario”; Whereas on November 5, 2018 Metrolinx staff advised that it is preparing a Full Business case for GO expansion and updating the initial Business Case for the GO Rail service extension to Bowmanville; 174 Joint Committees Report to Council For Council Meeting of December 17, 2018 Page 14 Whereas the economic development benefits and job creation of GO train expansion to Bowmanville take on an even greater significance in light of the recent announcement of the closure of GM facilities; and Whereas it is appropriate for the newly elected Clarington Council to show its continued support for the GO Rail service extension to Bowmanville. Therefore be it resolved: 1. That the Council of the Municipality of Clarington requests the Provincial government and Metrolinx to confirm the commitment to extend GO Rail service through Oshawa to Bowmanville by 2024, understanding that this project has substantial economic and environmental benefits, will spur significant public and private investment, will create job opportunities, has widespread community support – including from the business community, development industry, Durham’s post-secondary institutions, commuters, youth, and the agricultural community - and is embedded in the land use, transportation and transit plans of Clarington, Oshawa, and the Region of Durham; 2. That the Region of Durham, Municipality of Clarington, County of Northumberland, Municipality of Port Hope, Town of Cobourg, Town of Whitby and City of Peterborough be forwarded a copy of this resolution and based on their support of the GO Rail Service Extension to Bowmanville that they also request that the Province and Metrolinx to stand by the commitment to complete this project by 2024; 3. That staff be authorized to engage the other stakeholders such as the Clarington Board of Trade, the local development and business community, BILD Durham, and the Durham Home Builders Association by providing them a copy of this resolution and requesting that they join Council in calling upon the Province and Metrolinx to stand by the commitment to extend GO Rail service through Oshawa to Bowmanville by 2024; and 4. That copies of this resolution be forwarded to the Honourable Doug Ford, Premier of the Province of Ontario, the Honourable Jeff Yurek, Minister of Transportation, Durham MPPs, the Chair and the President and Chief Executive Officer of Metrolinx, and the MPP for Northumberland- Peterborough South. 175 Joint Committees Report to Council For Council Meeting of December 17, 2018 Page 15 26. Combining the January 2, 2019 General Government Committee Meeting and the January 7, 2019 Planning and Development Committee Meeting on January 7, 2019 That the January 2, 2019 General Government Committee meeting be moved to January 7, 2019; That the January 7, 2019 Committee meeting be a Joint General Government Committee and Planning and Development Committee meeting beginning at 9:30 AM; and That the published schedules be updated accordingly. 27. Electronic Agendas That any Councillor who wishes to receive paper Agendas continue to receive them. 28. Affordable Housing Task Force That Councillor Jones be appointed to the Clarington Affordable Housing Task Force. 29. Tyrone Community Hall Board That By-law 2008-039 be amended such that: That the Tyrone Hall Board maintain an appropriate number of Directors to maintain operations of the Tyrone Hall, with no less than three community members; and That the Board members shall be elected annually. 176 Date: August 3, 2018 Resolution Number 35- (7 -18 RESOLUTION OF THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF NORTH FRONTENAC Moved by: Seconded by: BE IT RESOLVED THAT Council receives the Director of Emergency Service/Fire Chief's Administrative Report entitled, "Grandfathering of Volunteer Firefighters to NFPA Standards - Update" for information purposes; AND THAT Council continue to advocate that the New Provincial Government continue to support rural fire services and provide sufficient funding to cover additional costs associated with the certification initiative; AND THAT Council defer this to the 2019 budget deliberations, as sufficient funding is required for a training program which will adequately provide the legislated training to meet the requirements of the Establishing and Regulating By-law and our Core Services; AND THAT the Clerk provide a copy of this Resolution to all Ontario Municipalities requesting support; Association of Municipalities of Ontario (AMO); Minister of Community Safety and Correctional Services and Randy Hillier, MPP. k! 0 —TIM I CO 115 /1- C 1:5 C kr k /11 11 6 le (04 f 1 C It* ( `-'111_ A 01 12-(W 1, f - t - -tut e_>c /- m 11- 5 .e fri oicx- ; CD 7 fri AT a copy 0 7114 46- Acint-i -11,'s Ira h. Pep 6 r hi_ din CJtiP cuddet a 1- 114:5 Carried Mayor git 177 Corporate Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: Council Date of Meeting: December 17, 2018 Report Number: Addendum to COD-029-18 Resolution: File Number: By-law Number: Report Subject: Elimination of 1/3 Tax Free Allowance for Council, and Council Compensation Review Options Recommendations: 1.That Report COD-029-18 (Attachment #1) be received; 2.That Addendum Report to Report COD-029-18 be received; 3.That Council select the preferred option to undertake a review of the compensation value for the Mayor and Members of Council, reporting back with any recommended changes to be effective January 1, 2019: a)Engage an external consultant for an independent review of compensation rates and the method of determining the salary provided, within approximately 10 comparable area municipalities at an estimated cost range between $3,000 to 5,000 depending on the scope of the review; or b)That staff report back to Council on the rates that would be applicable if the average of the lakefront municipalities was used to calculate a base (2018 rates for Pickering, Ajax, Whitby and Oshawa), similar to the method used by Ajax and Whitby; or c)Advertise for a Citizen Committee to undertake a review of the compensation values, to make recommendation to Council on the annual compensation. 4.That the draft by-law (Attachment #2 to Addendum Report to Report COD-029-18), which amends By-law 2011-005, to: §Delete section B entirely (1/3 tax free declaration and automatic adjustment); §Delete section D3 sub-section 2 (re OMERS equivalent),178 Municipality of Clarington Page 2 Addendum to Report COD-029-18 § Amend section D3 sub-section 3 to delete “age 69” and replace with age 71, be approved; and 5. That based on Council’s decision on the option to review compensation, staff report back with the appropriate By-law amendments to effect Council’s decision. 179 Municipality of Clarington Page 3 Addendum to Report COD-029-18 1. General Government Meeting Resolution 1.1 At the General Government Committee meeting of December 10, 2018, in considering COD-029-18 which updated the comprehensive compensation by-law following the Federal Government’s decision to remove the one-third tax free allowance on Council salaries, Resolution #JC-050-18 was passed as follows: That Report COD-029-18 be referred to Staff to report back to the December 17, 2018 Council Meeting, to provide methodology for having a review of Council salaries in light of the elimination of the 1/3 tax free allowance; and That By-law 2011-005 be amended to remove the automatic adjustment to maintain the net compensation equivalent value effective January 1, 2019. 2. Compensation Review Criteria Report Overview To provide options to Council regarding methods to undertake a review of compensation values payable to the Mayor and Members of Council. 180 Municipality of Clarington Page 4 Addendum to Report COD-029-18 Municipality Method of Determination Ajax Annual increases are determined by the average of their comparators in the local area. (Clarington, Oshawa, Pickering and Whitby) Clarington Annual increases are the same increases given to their non-affiliated employee group. Oshawa Annual increases are based on the negotiated CUPE increases. Pickering Annual increases are based on CUPE increases from the previous year. Whitby Annual increases are determined by the average of their comparators in the local area. (Ajax, Clarington, Oshawa, and Pickering.) 181 Municipality of Clarington Page 5 Addendum to Report COD-029-18 2.7 Report COD-029-18 noted that at the time of preparing the one-third tax free allowance report, the values had not been established. 2.8 If Council considers the average of area municipalities as a reasonable method, the 2018 base salaries of Ajax Oshawa Pickering Whitby could be used to establish the 2018 base. That would avoid the circular dilemma of who sets the rate first when one relies on the other value to establish the rate. Future updates on that base would be in accordance with the existing by-law parameters using the Non-Affiliated (which is the CUPE rate) for annual adjustments, similar to Oshawa and Pickering ongoing practice. Having the automatic adjustment was put in place historically to avoid having the rates fall below market, and also to avoid the sensitive discussions related to one’s own salary. 3. Concurrence Not Applicable 4. Conclusion 4.1 It is respectfully recommended that Council select the preferred option to review the salaries for the Mayor and Members of Council for 2019. Any adjustments resulting from the review would be reported to back to Council and could be effective retroactively to January 1, 2019. 5. Strategic Plan Application Not applicable. 182 Municipality of Clarington Page 6 Addendum to Report COD-029-18 Submitted by: Reviewed by: Marie Marano, H.B. Sc., AMCTO Andrew C. Allison, B. Comm, LL.B Director of Corporate Services CAO Staff Contact: Marie Marano, Director of Corporate Services, 905-623-3379 ext 2202 or mmarano@clarington.net There are no interested parties to be notified of Council's decision. Attachment # 1 COD-029-18 Elimination of 1/3 Tax Free Allowance for Council Compensation Attachment #2 Draft By-law 2011-005 as amended 183 184 185 186 187 188 189 190 191 192 193 194 195 196 Attachment #2 Addendum Report COD-029-18 If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. The Corporation of the Municipality of Clarington By-law No. 2018-XX Being a By-law to update the compensation applicable to Mayor and Members of Council and to amend By-law No. 2011-005 to remove references to the 1/3 tax free allowance and change the age for OMERS deductions to stop. Whereas the 2017 Federal Budget eliminated the 1/3 tax free allowance, And whereasBy-law No. 2011-005 provides for a 1/3 tax free allowance applied to the local level remuneration in accordance with Section 283(5) of the Municipal Act, 2001; And whereasBy-law 2011-005 requires an amendment to remove reference to the allowance going forward; 1. Now therefore the Council of the Municipality of Clarington enacts as follows:That By-law 2011-005 be amended as follows: a) Section B Delete section B referencing 1/3 Tax Free Allowance, in its entirety; b) Section D 3 Subsection 2. Delete the words ““OMERS equivalent” pension contribution paid on current remuneration; and Subsection 3. Delete the word “69” and replace it with the word “71”, in accordance with OMERS criteria. 2. This By-law shall be effective January 1, 2019. By-law passed in open session this 17th day of December, 2018. _____________________________________ Adrian Foster, Mayor _____________________________________ C. Anne Greentree, Municipal Clerk 197