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Home My WebLink About01/21/2019Final c1tq-1llgC0Il General Government Committee Agenda Date: January 21, 2019 Time: 9:30 AM Place: Council Chambers, 2nd Floor Municipal Administrative Centre 40 Temperance Street Bowmanville, Ontario Inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Samantha Gray, Committee Coordinator, at 905-623-3379, ext. 2106 or by email at .>gray(o)_clarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Audio Record: The Municipality of Clarington makes an audio record of General Government Committee meetings. If you make a delegation or presentation at a General Government Committee meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality's website. Noon Recess: Please be advised that, as per the Municipality of Clarington's Procedural By-law, this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by the Committee. Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or placed on non -audible mode during the meeting. Copies of Reports are available at www.clarington.net Claritgton General Government Committee Agenda Date: January 21, 2019 Time: 9:30 AM Place: Council Chambers 1 Call to Order 2 New Business — Introduction Members of Committee are encouraged to provide the Clerk's Department, in advance of the meeting, a copy of any motion the Member is intending to introduce, (preferably electronic) such that staff could have sufficient time to share the motion with all Members prior to the meeting. 3 Adopt the Agenda 4 Declaration of Interest 5 Announcements 6 Adoption of Minutes of Previous Meeting 6.1 January 7 Joint Minutes of the Joint General Government and Planning Page 5 Committees and Development Committees Meeting of January 7, Minutes 2019 7 Delegations 7.1 Chris Newman, Coordinator, Firehouse Youth Centre, Regarding Report CSD -001-19, Pilot Youth Centre, Courtice (The Loft) 7.2 Wendy Bracken, Regarding Regional Report #2019 -COW -3, 2019 Solid Waste Management Servicing and Financing Study 7.3 Linda Gasser, Regarding Regional Report #2019 -COW -3, 2019 Solid Waste Management Servicing and Financing Study 8 Communications - Receive for Information 8.1 Tyrone Minutes of the Tyrone Community Hall Board dated Minutes November 21, 2018 8.2 MPAC Carla Y. Nell, Vice President, Municipal and Stakeholder Relations, MPAC, Regarding 2018 Year -End Assessment Report Page 2 CIarington General Government Committee Agenda Date: January 21, 2019 Time: 9:30 AM Place: Council Chambers 9 Communications — Direction 9.1 Regional Ralph Walton, Regional Clerk/Director of Legislative Page 35 Municipality of Services. Region of Durham, Regarding GO Rail Services Durham Extension to Bowmanville (Motion to Endorse) 9.2 Bowmanville Laura Holmes, Secretary, Bowmanville BIA, Regarding Page 38 BIA Board of Management for the Historic Downtown Bowmanville BIA 2018-2022 term (Motion for Direction) 9.3 Frances Tufts Frances Tufts, Regarding Inadequate Public Transportation in Ward 4 (Motion for Direction) 10 Presentations No Presentations 11 Engineering Services Department No Reports 12 Operations Department No Reports 13 Emergency and Fire Services Department No Reports 14 Community Services Department 14.1 CSD -001-19 Pilot Youth Centre, Courtice (The Loft) Page 39 Page 3 CIarington General Government Committee Agenda Date: January 21, 2019 Time: 9:30 AM Place: Council Chambers 15 Municipal Clerk's Department 15.1 CLD -003-19 2018 Accessibility Annual Status Update Page 56 16 Corporate Services Department 16.1 COD -002-19 Miscellaneous Catch Basin and Maintenance Hole Repairs Page 69 16.2 COD -003-19 Neighbourhood Character Study 17 Finance Department 17.1 FND-002-19 Budget Policy Page 73 18 Solicitor's Department 18.1 LGL -001-19 Assumption of Road Widenings Page 84 19 Chief Administrative Office No Reports 20 New Business — Consideration 21 Unfinished Business 21.1 Memo from Faye Langmaid, Acting Director of Planning Services, Regarding Durham Agricultural Advisory Committee Representative Appointment [Referred from the January 7, 2019 Joint General Government and Planning and Development Committees Meeting] 22 Confidential Reports No Reports 23 Adjournment Page 4 Clarington Joint Committees Minutes January 7, 2019 If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Minutes of a meeting of the General Government Committee held on Monday, January 7, 2019 at 9:30 AM in the Council Chambers. Present Were: Mayor A. Foster, Councillor R. Hooper, Councillor J. Jones, Councillor J. Neal, Councillor C. Traill and Councillor M. Zwart Regrets: Councillor G. Anderson Staff Present: R. Albright, J. Caruana left the meeting at 12:00 PM, F. Langmaid, A. Greentree, F. Horvath, M. Marano, R. Maciver, C. Carr, G. Weir, J. Gallagher, S. Gray, S. Meredith arrived at the meeting at 1:00 PM 1 Call to Order Mayor Foster called the meeting to order at 9:30 AM. 2 New Business — Introduction Councillor Neal asked that a new business item, regarding fulfilling the role of the Strategic Initiatives Officer and amending the Purchasing By-law, be added to the New Business — Consideration section of the agenda. 3 Adopt the Agenda Resolution #JC -001-19 Moved by Councillor Jones, seconded by Councillor Neal That the Agenda be adopted as presented, with the addition of the new business items regarding a Strategic Initiatives Officer and Amending the Purchasing By-law. Carried 4 Adoption of Minutes of Previous Meeting Resolution #JC -002-19 Moved by Councillor Neal, seconded by Councillor Hooper That the minutes of the meeting of the Joint General Government and Planning and Development Committees meeting held on December 10, 2018, be approved. Carried -1- 5 Clartw-n Joint Committees Minutes January 7, 2019 5 Declaration of Interest There were no declarations of interest stated at this meeting. 6 Announcements Members of Committee announced upcoming community events and matters of community interest. 7 Delegations 7.1 Michael Angemeer, President and CEO, Veridian Corporation and Ron Clark, Aird & Berlis LLP, Regarding Unfinished Business Item 22.2, Director Re -Appointments Michael Angemeer, President and CEO, Veridian Corporation and Ron Clark, Aird & Berlis LLP, were present regarding Unfinished Business Item 22.2, Veridian Director Re -Appointments. Mr. Angemeer advised the Committee that he would be discussing the pre -merger closing and would be available to answer any questions. He explained that they have recently achieved Ontario Energy Board approval for the merger to close on April 1, 2019. Mr. Angemeer noted that, in anticipation of the merger, Veridian sent out a letter to the municipalities involved outlining the Directors' extensions into 2019 until the merger was complete to ensure continuity. He advised the Committee that he was available to answer any questions regarding pre -merger closing. Ron Clark, Aird & Berlis LLP, advised the Committee that the merger participation agreement was signed months ago but is subject to a number of conditions in order for the amalgamation to be complete. He explained that the amalgamation date is April 1, 2019 as it is the start of a new quarter. Mr. Clark noted that the merger participation agreement includes a Shareholders Agreement, and that it will not be in place until April 1, 2019. Mr. Clark explained that the Shareholders Agreement includes how directors are appointed to the Board. He advised the Committee that, as of April 1, 2019, the Mayor or designate is appointed, and four independent Directors will be recommended who have previously served on the Board. Mr. Clark noted that, following the creation of the initial Board, the requirements to appoint directors will be staggered every 2-3 years, by a nomination committee with a 2/3 majority vote. -2- A• Clartw-n Joint Committees Minutes January 7, 2019 7.2 Libby Racansky, Regarding Report CAO -001-19, Update Regarding Municipal Climate Change Action Libby Racansky was present, regarding Report CAO -001-19, Update Regarding Municipal Climate Change Action. Ms. Racansky would like the Committee to approve the hiring of a Climate Change Coordinator, to help mitigate the negative impacts of climate change. She would like the Committee to set climate change as a priority as it affects not only our health, safety and well-being but our financial and economic conditions. Ms. Racansky thanked the Inter -Departmental Climate Change Working Group and the CAO for their efforts to act upon climate change. She suggested that, if the Committee does not hire a Climate Change Coordinator, they consider updating the Clarington Tree By-law, establishing a new Environmental Committee, keeping the Greenbelt lands within the Provincial Plan and adding Climatology to the Municipality of Clarington's Strategic Plan. Ms. Racansky explained that Clarington's topography has changed and some areas are experiencing droughts or flooding. She advised the Committee that the Clarington Agricultural Advisory Committee invited Blackbird Ltd. to a meeting but they refused to discuss the problem. Ms. Racansky noted that mitigation of future removal of forested areas should be the first priority, and that immediate action is needed for climate change. She stated that negative climate change effects and improper development actions are causing the native species of vegetation to be replaced by the invasive ones that do not improve land conditions. Ms. Racansky noted that Bill 66 and exemptions to the Planning Act only contribute to the existing problem. She noted that there are undeveloped employment lands in Clarington and hopes that the Committee will accept only industries that do not affect our air, water and soil negatively. Ms. Racansky concluded by asking the Committee to do something to improve the Municipality of Clarington for the next generations and not to postpone any action on climate change. 7.3 Wendy Bracken, Regarding Report PSD -001-19, Matters Relating to a Durham York Energy Centre Ambient Air Monitoring Station 2018 Exceedance of Dioxins and Furans Wendy Bracken was present regarding Report PSD -001-19, Matters Relating to a Durham York Energy Centre (DYEC) Ambient Air Monitoring Station 2018 Exceedance of Dioxins and Furans. Ms. Bracken advised the Committee that she is concerned with the Ministry's response that DYEC was unlikely to be the major contributor to the elevated concentrations. She explained that the Ministry used wind direction rationale only stating that "during the monitoring period the predominant winds were from the southwest and west which places the Courtice monitoring station upwind of the DYEC", and the Ministry did not consider the wind speed/lack of wind when making conclusions that the DYEC was not likely the source. Ms. Bracken noted that dioxin/furan concentrations correlate with the distance from the incinerator and the closer to the incinerator, the higher the concentration. She displayed a map for the Committee outlining the dioxin/furan concentrations. Ms. Bracken advised the Committee that low mixing and light winds should be advantageous to determining sources of emissions and the two original questions need to be pursued with the Ministry with further -3- Clarington Joint Committees Minutes January 7, 2019 clarification. She also noted that the Ministry did not answer Clarington's third question regarding what the AMESA data show. Ms. Bracken explained that the AMESA data can show trends and the Ministry has not made it clear in their response if they have looked at the AMESA data over the period of the exceedances. She advised the Committee that Clarington needs to determine if the Ministry has reviewed the AMESA data at time of exceedance, if they are doing so on a regular basis, and who at the Ministry is reviewing the AMESA data. Suspend the Rules Resolution #JC -003-19 Moved by Councillor Neal, seconded by Councillor Traill That the Rules of Procedure be suspended to allow the delegation of Wendy Bracken to be extended for an additional two minutes. Carried Ms. Bracken mentioned that the Committee should ask for the Ministry's data validation review and toxicological assessment, as well as the signed assessments. She noted that further to dioxins and furans exceedances, major benzopyrene exceedances were also reported and, according to the Ambient Air Monitoring Report for Q2, the concentrations were 261 % above the MECP Criterion at the Courtice WPCP and 178% above at the Rundle Road station and 178% above at the Rundle Road station. She explained that benzopyrene and dioxin/furan emissions are produced by poor combustion and that they are not naturally occurring, they are manmade and extremely toxic. Ms. Bracken noted that the frequency of dioxin/furan ambient air monitoring is only done over a 24 hour period every 24 days, and we do not know what is happening the other 23 days. She requested that Clarington: x write the Ministry and ask for clarification and other supporting information highlighted above, x write the Region to: o request copies of the AMESA work plan and identification of the experts, including their credentials, who are working on the plan, o request a complete list of all start-ups, shut -downs the incinerator has made since June 2016 o post the above so that the public can have confidence that the AMESA monitoring is progressing and that the incinerator is operating properly. 93 Clarington Joint Committees Minutes January 7, 2019 Alter the Agenda Resolution #JC -004-19 Moved by Councillor Neal, seconded by Councillor Traill That the Agenda be altered to consider Unfinished Business Item 22.2, Director Re -Appointments, Report CAO -001-19, Update Regarding Municipal Climate Change Action and Regarding Report PSD -001-19, Matters Relating to a Durham York Energy Centre Ambient Air Monitoring Station 2018 Exceedance of Dioxins and Furans, at this time. Carried Recess Resolution #JC -005-19 Moved by Councillor Traill, seconded by Councillor Neal That the Committee recess for 5 minutes. Carried The meeting reconvened at 10:41 AM with Mayor Foster in the Chair. 22.2 Correspondence from Michael Angemeer, President and CEO, Veridian, Regarding Director Re -Appointments [Tabled from the December 17, 2018 Council Meeting] Resolution #JC -006-19 Moved by Councillor Neal, seconded by Councillor Traill That the Correspondence from Michael Angemeer, President and CEO, Veridian, regarding Director Re -Appointments be lifted from the table. Carried -5- E Clarington Joint Committees Minutes January 7, 2019 Resolution #JC -007-19 Moved by Councillor Neal, seconded by Councillor Hooper That the Rules of Procedure be suspended to allow for the Committee to reconsider a decision of Council; and That the following motion be reconsidered: Resolution #C-334-18 That the call for nominations for the two community members for Veridian's Board be initiated. Carried Resolution #JC -008-19 Moved by Councillor Neal, seconded by Councillor Traill That the process for the appointment of Clarington's citizen Directors for Veridian proceed; and That the appointments be completed no later than March 31, 2019. Carried on the followina recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Neal X Councillor Traill X Councillor Zwart X Councillor Anderson X Councillor Hooper X Councillor Jones X Mayor Foster X 20.1 CAO -001-19 Update Regarding Municipal Climate Change Action Resolution #JC -009-19 Moved by Councillor Neal, seconded by Councillor Zwart That Report CAO -001-19, Update Regarding Municipal Climate Change Action, be referred to the 2019 Budget. Motion Withdrawn M 10 Clarington Joint Committees Minutes January 7, 2019 Resolution #JC -010-19 Moved by Councillor Neal, seconded by Councillor Zwart That Report CAO -001-19, Update Regarding Municipal Climate Change Action, be referred to the January 14, 2019 Council meeting. Carried 11.1 PSD -001-19 Matters Relating to a Durham York Energy Centre Ambient Air Monitoring Station 2018 Exceedance of Dioxins and Furans Resolution #JC -011-19 Moved by Councillor Traill, seconded by Councillor Hooper That Report PSD -001-19 be received; That the questions outlined in Wendy Bracken's delegation of January 7, 2019, be referred to the Ministry of Environment and to the Region of Durham for follow-up; and That, pending receipt of written responses from the Region and the Ministry, representatives from the Ministry and the Region be invited to make a presentation to a General Government Committee meeting. Carried 8 Communications - Receive for Information 8.1 Minutes of the Ganaraska Region Conservation Authority dated November 29, 2018 8.2 Minutes of the Clarington Diversity Advisory Committee dated September 26, 2018 8.3 Minutes of the Newcastle Business Improvement Authority dated December 13, 2018 Resolution #JC -012-19 Moved by Councillor Hooper, seconded by Councillor Jones That the Communication Items 8.1 to 8.3 be received for information. Carried -7- 11 Clarington Joint Committees Minutes January 7, 2019 9 Communications — Direction 9.1 Michelle Roth — Request to Extend the Use of Temporary Living Quarters at 9209 Grasshopper Park Road Resolution #JC -013-19 Moved by Councillor Hooper, seconded by Councillor Neal That the request from Michelle Roth to extend the use of temporary living quarters at 9209 Grasshopper Park Road, for a six month period, be approved, subject to signing a further Letter of Undertaking. Carried 9.2 Melissa Dorsey, Regarding Cannabis By-law Request for Shared Dwellings Resolution #JC -014-19 Moved by Councillor Neal, seconded by Councillor Jones That Communication Item 9.2, from Melissa Dorsey, regarding Cannabis By-law Request for Shared Dwellings, be referred to the Region of Durham staff. Carried 9.3 Valentine Lovekin, President and Karen Basta, Vice President, Newcastle Business Improvement Authority, Regarding a Request to Release Funds Resolution #JC -015-19 Moved by Councillor Zwart, seconded by Councillor Hooper That Communication Item 9.3, from Valentine Lovekin, President and Karen Basta, Vice President, Newcastle Business Improvement Authority, Regarding a Request to Release Funds, be referred to staff. Carried 9.4 Colleen Goodchild, Manager, Policy Planning & Special Studies, The Regional Municipality of Durham — Regarding Nominations to the Durham Agricultural Advisory Committee and Durham Environmental Advisory Committee Resolution #JC -016-19 Moved by Councillor Neal, seconded by Councillor Hooper That the Clarington citizen nomination to the Durham Agricultural Advisory Committee, be referred to the Clarington Agricultural Advisory Committee. Carried -8- 12 Clarington Joint Committees Minutes January 7, 2019 Resolution #JC -017-19 Moved by Councillor Neal, seconded by Councillor Jones That the vote be conducted to nominate one citizen as the Municipality of Clarington's appointee to the Durham Environmental Advisory Committee for a term ending December 31, 2022 or until a successor is appointed, in accordance with the Appointments to Boards and Committees Policy. Carried Recess Resolution #JC -018-19 Moved by Councillor Traill, seconded by Councillor Zwart That the Committee recess for 10 minutes. Carried The meeting reconvened at 11:13 AM with Mayor Foster in the Chair. The following nomination was made in accordance with the voting process outlined in the Council Appointments to Boards and Committees Policy for the Durham Environmental Advisory Committee for a term ending December 31, 2022 or until a successor is appointed: Jay Cuthbertson 9.5 Christopher Norris, Manager, Customer Experience, Durham Region Transit Commission, Regarding Nomination to the Durham Region Transit Advisory Committee Resolution #JC -019-19 Moved by Councillor Neal, seconded by Councillor Jones That the vote be conducted to nominate one citizen as the Municipality of Clarington's appointee to the Durham Region Transit Advisory Committee for a term ending December 31, 2022 or until a successor is appointed, in accordance with the Appointments to Boards and Committees Policy. Carried The following nomination was made in accordance with the voting process outlined in the Council Appointments to Boards and Committees Policy for the Durham Region Transit Advisory Committee for a term ending December 31, 2022 or until a successor is appointed: Richard Claxton -Oldfield 13 Clar-ington Joint Committees Minutes January 7, 2019 9.6 Marc Dupuis, Mayor, Municipality of Mattice-Val Cote, Regarding Paragraph 4 of the Declaration of Office Resolution #JC -020-19 Moved by Councillor Traill, seconded by Councillor Zwart That the following resolution, regarding Paragraph 4 of the Declaration of Office, be endorsed by the Municipality of Clarington: Whereas the requirement for members of municipal Council to be faithful and to bear true allegiance to the Queen is considered by many to be outdated and representative of a different era, and; Whereas said requirement can go against or be contrary to an individual's culture, principles and beliefs, and; Whereas said requirement presents an obstacle for some individuals who would have otherwise been willing to run for Council and serve at the municipal level of government; Now therefore be it resolved that the Ministry of Municipal Affairs and Housing and its Minister modify the wording of paragraph four of the Declaration of Office to make it more inclusive and representative of the times, and; Be it further resolved that the Ministry consider replacing paragraph four of the Declaration of Office with the following wording: 1 will be faithful and bear true allegiance to my country, Canada, and to its three founding nations, and; Be it further resolved that a copy of this resolution be forwarded to the Ministry of Municipal Affairs and Housing, to the Premier of Ontario, Doug Ford, to our provincial and federal parliament representatives, Guy Bourgouin and Carol Hughes, and to all Ontario municipalities. Motion Lost Resolution #JC -021-19 Moved by Councillor Neal, seconded by Councillor Hooper That Communication Item 9.6, be received for information. Carried -10- 14 Clar-ington Joint Committees Minutes January 7, 2019 9.7 Joseph McKenna, Regarding the New Development on Bennett Road Resolution #JC -022-19 Moved by Councillor Neal, seconded by Councillor Hooper That Communication Item 9.7, from Joseph McKenna, regarding the New Development on Bennett Road, be referred to staff to report back by memo. Carried 10 Presentations 10.1 DJ Nascimento, Account Executive, Mosey & Mosey, Regarding Report COD -001-19, Health Benefit Program Renewal & ASO Consideration DJ Nascimento, Account Executive, Mosey & Mosey, was present regarding Report COD -001-19, Health Benefit Program Renewal & ASO Consideration. Mr. Nascimento noted that he will be summarizing and highlighting points from the Executive Summary from included in Report COD -001-19. He advised the Committee that they have over 45 years of employee group benefit experience and represent over 200 municipalities across Ontario. Mr. Nascimento explained that the Municipality of Clarington granted them authority to request information from Sun Life, to undertake a review and act on the Municipality of Clarington's behalf to negotiate the February 2019 renewal. He highlighted the savings available to the Municipality of Clarington under Local Authority Services (LAS) Group Benefit Program. Mr. Nascimento advised the Committee that the LAS Program includes more than 30 participants and over $7 million in annual premiums. He recommended that the Municipality of Clarington accept the savings offer and retain the current funding arrangement, moving forward through a normal renewal process Mosey & Mosey will review other available funding arrangement such as Administrative Services Only (ASO). Councillor Neal chaired this portion of the meeting. 11 Planning Department 11.1 PSD -001-19 Matters Relating to a Durham York Energy Centre Ambient Air Monitoring Station 2018 Exceedance of Dioxins and Furans Report PSD -001-19, Matters Relating to a Durham York Energy Centre Ambient Air Monitoring Station 2018 Exceedance of Dioxins and Furans was considered earlier in the meeting. -11- 15 Clarington Joint Committees Minutes January 7, 2019 11.2 PSD -002-19 2018 Results and Seasonal Sidewalk Patios Program Application, Guidelines and Approval Procedures Resolution #JC -023-19 Moved by Councillor Traill, seconded by Councillor Hooper That Report PSD -002-19 be received; That the Application for Seasonal Sidewalk Patios on municipal property, Attachment 1 to Report PSD -002-19, be approved; That, subject to the provisions outlined in the application and Boulevard By-law 2013-066, the Director of Engineering Services and the Director of Planning Services will review, circulate for comment, and approve the site plans for seasonal sidewalk patios; That exceptions to the Traffic and Parking Bylaw 2014-059, Section 20(1) Retail Sales be granted for the sidewalk patio locations; That Council approve allocating $7500 from the Orono CIP 2018 grants to be used to provide an incentive should a restaurant in Orono wish to apply for an on -street outdoor patio; That Council authorize staff to take all necessary actions to assist with the implementation for outdoor patios in future summer seasons; and That all interested parties and any delegations be advised of Council's decision. Carried 11.3 PSD -003-19 Community Improvement Annual Report for 2018 Resolution #JC -024-19 Moved by Mayor Foster, seconded by Councillor Hooper That Report PSD -003-19 be received for information; and That all interested parties listed in Report PSD -003-19 and any delegations be advised of this information report. Carried Clarington Joint Committees Minutes January 7, 2019 11.4 PSD -004-19 Environmental Stewardship, 2018 Annual Report Resolution #JC -025-19 Moved by Mayor Foster, seconded by Councillor Jones That Report PSD -004-19 be received for information. Carried 11.5 PSD -005-19 Option to Opt -out of Private Cannabis Retail Stores Resolution #JC -026-19 Moved by Mayor Foster, seconded by Councillor Traill That Report PSD -005-19, Option to Opt -out of Private Cannabis Retail Stores, be referred to the January 14, 2019 Council meeting. Carried 11.6 PSD -006-19 Heritage Incentive Grant, Annual Report for 2018 Resolution #JC -027-19 Moved by Councillor Hooper, seconded by Mayor Foster That Report PSD -006-19 be received for information. Carried Recess The Committee recessed for their one hour scheduled break as per the Procedural By-law. The meeting reconvened at 1:00 PM with Councillor Hooper in the Chair. 12 Engineering Services Department No Reports for this section of the Agenda. -13- 17 Clarington Joint Committees Minutes January 7, 2019 13 Operations Department 13.1 OPD -001-19 Update on the Replacement of Emerald Ash Borer (EAB) Infected Trees Resolution #JC -028-19 Moved by Councillor Traill, seconded by Mayor Foster That Report OPD -001-19 be received for information. Carried Councillor Zwart chaired this portion of the meeting. 14 Emergency and Fire Services Department 14.1 ESD -001-19 Emergency Services Activity Report - Q3 2018 Resolution #JC -029-19 Moved by Mayor Foster, seconded by Councillor Jones That Report ESD -001-19 be received for information. Carried 15 Community Services Department No Reports for this section of the Agenda. Councillor Jones chaired this portion of the meeting. 16 Municipal Clerk's Department 16.1 CLD -001-19 Appointments to Various Boards & Committees — 2019-2022 Resolution #JC -030-19 Moved by Councillor Neal, seconded by Councillor Traill That Report CLD -001-19 be received; That the Committee consider the applications for appointments to the various boards and committees, and that the vote be conducted to appoint the citizen and Council representatives to the various boards and committees, in accordance with the Appointment to Boards and Committees Policy; -14- W Clarington- Joint Committees Minutes January 7, 2019 That the Municipal Clerk's Department be authorized to advertise for any remaining vacancies; and That all interested parties listed in Report CLD -001-19 and any delegations be advised of Council's decision. Carried Accessibility Advisory Committee Resolution #JC -031-19 Moved by Mayor Foster, seconded by Councillor Neal That, should Shea -Lea Latchford be appointed, Section 8 of the Terms of Reference for the Clarington Accessibility Advisory Committee be waived in order to allow the appointment of an applicant for a third term. Carried Resolution #JC -032-19 Moved by Councillor Neal, seconded by Councillor Hooper That the following individuals be appointed to the Accessibility Advisory Committee of Clarington for a term ending December 31, 2022 or until a successor is appointed: Pinder DaSilva Sylvia Jaspers-Fayer Deb Kalogris Shea -Lea Latchford Marina Ross Tim VanLeevwen Carried Resolution #JC -033-19 Moved by Councillor Neal, seconded by Councillor Hooper That Councillor Jones be appointed as the Council Representative to the Accessibility Advisory Committee for a term ending December 31, 2022 or until a successor is appointed. Carried Agricultural Advisory Committee Resolution #JC -034-19 Moved by Mayor Foster, seconded by Councillor Hooper -15- 19 Clarington- Joint Committees Minutes January 7, 2019 That the following individuals be appointed to the Agricultural Advisory Committee of Clarington for a four year term ending December 31, 2022 or until a successor is appointed: Tom Barrie Eric Bowman John Cartwright Donald Rickard Hard Sukhu Resolution #JC -035-19 Moved by Councillor Neal, seconded by Councillor Traill That Section 3 of the Terms of Reference for the Agricultural Advisory Committee be waived in order to allow the appointment of an additional non -farmer applicant. Carried Resolution #JC -036-19 Moved by Councillor Traill, seconded by Councillor Neal That Councillor Zwart be nominated the Council Representative to the Agricultural Advisory Committee for a four year term ending December 31, 2022 or until a successor is appointed. Carried Resolution #JC -037-19 Moved by Mayor Foster, seconded by Councillor Hooper That Councillor Zwart be appointed as the Council Representative to the Agricultural Advisory Committee for a four year term ending December 31, 2022 or until a successor is appointed. Carried Committee of Adjustment The following individuals were appointed to the Committee of Adjustment for a term ending December 31, 2022 or until a successor is appointed: John Bate Dave Eastman Glynn Green Shelley Pohjola Todd Taylor Gord Wallace -16- 20 Clarington Joint Committees Minutes January 7, 2019 Ganaraska Forest Recreational User Committee Resolution #JC -038-19 Moved by Councillor Hooper, seconded by Mayor Foster That Anthony Wood be appointed to the Ganaraska Forest Recreational User Committee for a term ending December 31, 2022 or until a successor is appointed. Carried Heritage Committee Resolution #JC -039-19 Moved by Mayor Foster, seconded by Councillor Zwart That the following individuals be appointed to the Heritage Committee of Clarington for a term ending December 31, 2022 or until a successor is appointed: Steven Conway Robert Malone Victor Suppan Peter Vogel Katharine Warren Carried Resolution #JC -040-19 Moved by Mayor Foster, seconded by Councillor Neal That Councillor Hooper be nominated as the Council Representative to the Heritage Committee for a term ending December 31, 2022 or until a successor is appointed. Carried Resolution #JC -041-19 Moved by Councillor Neal, seconded by Mayor Foster That Councillor Hooper be appointed as the Council Representative to the Heritage Committee for a term ending December 31, 2022 or until a successor is appointed. Carried -17- 21 Clarington Joint Committees Minutes January 7, 2019 Clarington Heritage Committee — Terms of Reference Resolution #JC -042-19 Moved by Councillor Hooper, seconded by Mayor Foster Whereas the Clarington Heritage Committee is of the opinion that the Committee would benefit from the addition of a member representing the local branch of the Architectural Conservancy of Ontario; And whereas Section 2 of By-law 2006-079, governing the Clarington Heritage Committee and appointments to the Committee, states that the Terms of Reference for the Clarington Heritage Committee may be amended from time to time by Council resolution; And whereas Clarington Council agrees with the recommendation of the Clarington Heritage Committee to amend the Terms of Reference; and Now therefore be it resolved that the Clarington Heritage Committee Terms of Reference, as approved on April 10, 2006 as part of Report PSD -039-06, be amended to add the following to Section 4.2: "A representative from the local branch of the Architectural Conservancy of Ontario (ACO)." Carried Energy from Waste - Waste Management Advisory Committee Resolution #JC -043-19 Moved by Councillor Neal, seconded by Councillor Hooper That the following individuals be appointed to the Energy from Waste - Waste Management Advisory Committee of Clarington for a term ending December 31, 2020 or until a successor is appointed: Wendy Bracken Kerry Meydam Harri Sukhu Carried 22 Clarii � Joint Committees Minutes January 7, 2019 Livestock Valuers Resolution #JC -044-19 Moved by Mayor Foster, seconded by Councillor Hooper That the following individuals be appointed D V the Livestock Valuers of Clarington for a term ending December 31, 2022 or until a successor is appointed: Milton Dakin Brad Found Carried Museums and Archives Board The following individuals were appointed to the Museums and Archives Board for a term ending December 31, 2022 or until a successor is appointed: Rick McEachern Stephen Middleton Marilyn Morawetz Suzanne Reiner Marina Ross Carried Resolution #JC -045-19 Moved by Councillor Neal, seconded by Councillor Traill That Mayor Foster and Councillor Anderson be appointed as the Council Representatives to the Museums and Archives Board for a term ending December 31, 2022 or until a successor is appointed. Carried -19- 23 Clarington Joint Committees Minutes January 7, 2019 Newcastle Arena Board Resolution #JC -046-19 Moved by Mayor Foster, seconded by Councillor Hooper That the following individuals be appointed to the Newcastle Arena Board for a term ending December 31, 2022 or until a successor is appointed: Dave Bouma Peter Kennedy Shea -Lea Latchford Gary Oliver Todd Taylor Sue White That Councillor Anderson and Councillor Zwart be nominated as the Council Representatives to the Newcastle Arena Board of Clarington for a term ending December 31, 2022 or until a successor is appointed. Carried Newcastle Village Community Hall Board Resolution #JC -047-19 Moved by Councillor Neal, seconded by Mayor Foster That Councillor Anderson and Councillor Zwart be appointed as the Council Representatives to the Newcastle Hall Board of Clarington for a term ending December 31, 2022 or until a successor is appointed. Carried Property Standards Committee The following individuals were appointed to the Property Standards Committee for a term ending December 31, 2022 or until a successor is appointed: Steven Cooke Dave Eastman Glynn Green Shelley Pohjola Hard Sukhu Anthony Wood -20- 24 Clarii � Joint Committees Minutes January 7, 2019 Public Library Board Resolution #JC -048-19 Moved by Mayor Foster, seconded by Councillor Traill That the following appointments be made in accordance with the voting process outlined in the Council Appointments to Boards and Committees Policy to the Public Library Board of Clarington for a term ending December 31, 2022 or until a successor is appointed: Steven Cooke Terri Gray Judy Hagerman Chris Hinbest Justin MacLean Laila Shafi Connor Visser That Councillor Anderson and Councillor Hooper be nominated as the Council Representatives to the Public Library Board of Clarington for a term ending December 31, 2022 or until a successor is appointed. Carried Resolution #JC -049-19 Moved by Councillor Zwart, seconded by Councillor Neal That Councillor Neal be nominated as the Council Representatives to the Public Library Board of Clarington for a term ending December 31, 2022 or until a successor is appointed. Carried Councillor Hooper and Councillor Neal were appointed as the Council Representatives, in accordance with the voting process outlined in the Council Appointments to Boards and Committees Policy, to the Public Library Board of Clarington for a term ending December 31, 2022 or until a successor is appointed. -21 - 25 Clarington Joint Committees Minutes January 7, 2019 Samuel Wilmot Nature Area Management Advisory Committee Resolution #JC -050-19 Moved by Councillor Hooper, seconded by Mayor Foster That the following individuals be appointed to the Samuel Wilmot Nature Area Management Advisory Committee of Clarington for a term ending December 31, 2022 or until a successor is appointed: Leo Blindenbach Thomas Hossie Rod McArthur Kate Potter Brian Reid Patrick Robert Bothwell Meaghan Vandenbrink That Councillor Traill be appointed as the Council Representative for the Samuel Wilmot Nature Area Management Advisory Committee for a term ending December 31, 2022 or until a successor is appointed. Carried Recess Resolution #JC -051-19 Moved by Mayor Foster, seconded by Councillor Neal That the Committee recess for 10 minutes. Carried The meeting reconvened at 2:20 PM with Councillor Jones in the Chair. Durham Active Transportation Committee The following nomination was made in accordance with the voting process outlined in the Council Appointments to Boards and Committees Policy for the Durham Region Transit Advisory Committee for a term ending December 31, 2022 or until a successor is appointed: Constance Gray -22- 26 Clarington Joint Committees Minutes January 7, 2019 Resolution #JC -052-19 Moved by Councillor Neal, seconded by Councillor Traill That Councillor Anderson be appointed as the Regional Councillor Representative for a term ending December 31, 2022 or until a successor is appointed. Carried Solina Hall Board Resolution #JC -053-19 Moved by Councillor Neal, seconded by Councillor Traill That Councillor Jones and Councillor Neal be appointed to the Solina Hall Board as the Council Representatives for a term ending December 31, 2022 or until a successor is appointed. Carried Tyrone Hall Board Resolution #JC -054-19 Moved by Councillor Traill, seconded by Councillor Neal That Councillor Traill be appointed as the Council Representative to the Tyrone Hall Board for a term ending December 31, 2022 or until a successor is appointed. Carried Clarington Task Force on Affordable Housing Resolution #JC -055-19 Moved by Mayor Foster, seconded by Councillor Neal That Wendy Partner be appointed to the Clarington Task Force on Affordable Housing. Carried -23- 27 Clar-ington Joint Committees Minutes January 7, 2019 Clarington Active Transportation Committee Resolution #JC -056-19 Moved by Councillor Neal, seconded by Councillor Zwart That Councillor Jones be nominated as the Council Representatives to the Clarington Active Transportation Committee for a term ending December 31, 2022 or until a successor is appointed. Carried Resolution #JC -057-19 Moved by Councillor Neal, seconded by Councillor Zwart That Councillor Jones be appointed as the Council Representatives to the Clarington Active Transportation Committee for a term ending December 31, 2022 or until a successor is appointed. Carried Bethesda House Resolution #JC -058-19 Moved by Councillor Traill, seconded by Mayor Foster That Councillor Anderson be nominated as the Council Representative to the Bethesda House for a term ending December 31, 2022 or until a successor is appointed. Carried Resolution #JC -059-19 Moved by Councillor Traill, seconded by Mayor Foster That Councillor Anderson be appointed as the Council Representative to the Bethesda House for a term ending December 31, 2022 or until a successor is appointed. Carried Bowmanville BIA, Bowmanville CIP, Bowmanville Santa Claus Parade Committee Resolution #JC -060-19 Moved by Mayor Foster, seconded by Councillor Traill That Councillor Hooper be nominated as the Council Representative to the Bowmanville BIA, Bowmanville CIP and Bowmanville Santa Claus Parade Committee for a term ending December 31, 2022 or until a successor is appointed. Carried -24- Clarington Joint Committees Minutes January 7, 2019 Resolution #JC -061-19 Moved by Mayor Foster, seconded by Councillor Traill That Councillor Hooper be appointed as the Council Representative to the Bowmanville BIA, Bowmanville CIP and Bowmanville Santa Claus Parade Committee for a term ending December 31, 2022 or until a successor is appointed. Carried Newcastle BIA, Newcastle Village CIP, Orono BIA, Orono CIP Resolution #JC -062-19 Moved by Councillor Neal, seconded by Councillor Traill That Councillor Anderson be nominated as the Council representative to the Newcastle BIA and Newcastle Village CIP for a term ending December 31, 2022 or until a successor is appointed; and That Councillor Zwart be nominated as the Council representative to the Orono BIA, Orono CIP for a term ending December 31, 2022 or until a successor is appointed. Carried Resolution #JC -063-19 Moved by Councillor Neal, seconded by Councillor Traill That Councillor Anderson be appointed as the Council representative to the Newcastle BIA and Newcastle Village CIP for a term ending December 31, 2022 or until a successor is appointed; and That Councillor Zwart be appointed as the Council representative to the Orono BIA, Orono CIP for a term ending December 31, 2022 or until a successor is appointed. Carried St. Mary's Cement Community Relations Committee Resolution #JC -064-19 Moved by Councillor Traill, seconded by Councillor Hooper That Councillor Neal be nominated as the Council representative to the St. Mary's Cement Community Relations Committee for a term ending December 31, 2022 or until a successor is appointed. Carried -25- 29 Clarii � Joint Committees Minutes January 7, 2019 Resolution #JC -065-19 Moved by Councillor Traill, seconded by Councillor Hooper That Councillor Neal be appointed as the Council representative to the St. Marys Cement Community Relations Committee for a term ending December 31, 2022 or until a successor is appointed. Carried Visual Arts Centre Resolution #JC -066-19 Moved by Councillor Neal, seconded by Councillor Hooper That Councillor Traill be nominated as the Council representative to the Visual Arts Centre for a term ending December 31, 2022 or until a successor is appointed. Carried Resolution #JC -067-19 Moved by Councillor Neal, seconded by Councillor Hooper That Councillor Traill be appointed as the Council representative to the Visual Arts Centre for a term ending December 31, 2022 or until a successor is appointed. Carried 16.2 CLD -002-19 Discontinuance of Abandoned Cemeteries Board Resolution #JC -068-19 Moved by Councillor Neal, seconded by Councillor Hooper That Report CLD -002-19 be received; That the Clarington Abandoned Cemeteries Board be disbanded; That the existing members of the Clarington Abandoned Cemeteries Board be thanked for their work on the Committee; and That all interested parties listed in Report CLD -002-19 and any delegations be advised of Council's decision. Carried -26- 30 Clarington Joint Committees Minutes January 7, 2019 Mayor Foster chaired this portion of the meeting. 17 Corporate Services Department 17.1 COD -001-19 Health Benefit Program Renewal & ASO Consideration Resolution #JC -069-19 Moved by Councillor Neal, seconded by Councillor Traill That Report COD -001-19, Health Benefit Program Renewal & ASO Consideration be referred to the January 14, 2019 Council meeting; That staff be directed to provide information regarding the commission structure and other requests arising out of Committee questions during the DJ Nascimento presentation; and That a copy of the Moreneau Shepell report be forwarded to Members of Council. Carried 18 Finance Department 18.1 FND-001-19 Temporary Borrowing By-law for 2019 Resolution #JC -070-19 Moved by Councillor Neal, seconded by Councillor Hooper That Report FND-001-19 be received; and That the By-law attached to Report FND-001-19 be approved. Carried 19 Solicitor's Department No Reports for this section of the Agenda. -27- 31 Clarington 20 Chief Administrative Office Joint Committees Minutes January 7, 2019 20.1 CAO -001-19 Update Regarding Municipal Climate Change Action Report CAO -001-19, Update Regarding Municipal Climate Change Action was considered earlier in the meeting. 21 New Business — Consideration 21.1 Fulfilling a Role of the Strategic Initiatives Officer Resolution #JC -071-19 Moved by Councillor Neal, seconded by Councillor Traill That staff be directed to forthwith fill on a contract basis the role of strategic corporative initiatives officer, reporting to the CAO, and with the contract to be approved by Council; and That the purchasing By-law be amended to require the approval by Council for the hiring of external consultants, except where the same are required by law. Carried on the followina recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Neal X Councillor Traill X Councillor Zwart X Councillor Anderson X Councillor Hooper X Councillor Jones X Mayor Foster X 22 Unfinished Business 22.1 CLD -020-18 2018 Municipal Elections Accessibility Report [Tabled from the December 10, 2018 Joint General Government and Planning and Development Committees Meeting] Resolution #JC -072-19 Moved by Councillor Traill, seconded by Councillor Jones That the matter of Report CLD -020-18, regarding 2018 Municipal Elections Accessibility Report, be lifted from the table. Carried 32 Clarington The following resolution was then before Committee for consideration. Resolution #JC -073-19 Moved by Councillor Traill, seconded by Councillor Hooper That Report CLD -020-18 be received for information; Joint Committees Minutes January 7, 2019 That a copy of Report CLD -020-18 be placed on the municipal website; That a copy of Report CLD -020-18 be forwarded to Elections Ontario, Elections Canada, and the Ministry of Municipal Affairs and Housing; That the Council of the Municipality of Clarington endorse Internet and Telephone Voting for Advance Polls and Voting Day as the preferred method of voting for the Municipality of Clarington, beginning with the 2022 Municipal Elections; and That Attachment 2 to Report CLD -006-17, the draft by-law to authorize the use of internet and telephone voting, and to repeal By-law 2013-038 (which authorizes the use of vote tabulators, special ballots, and accessible equipment for Municipal Elections), be approved. Motion Divided — Paragraphs 1, 2 and 3 carried and Paragraphs 4 and 5 referred as amended (See following motions) Resolution #JC -074-19 Moved by Councillor Traill, seconded by Councillor Hooper That the foregoing Resolution #JC -073-19, be divided to vote on Paragraphs 1, 2, and 3 and Paragraphs 4 and 5. Carried Paragraphs 1, 2, and 3 of the foregoing Resolution #JC -073-19 was then put to a vote and carried. Resolution #JC -075-19 Moved by Councillor Traill, seconded by Councillor Neal That Paragraphs 4 and 5 of the foregoing Resolution # JC -073-19, be referred to the January 14, 2019 Council meeting. Carried as Amended -29- 33 Clarington Joint Committees Minutes January 7, 2019 Resolution #JC -076-19 Moved by Councillor Neal, seconded by Councillor Traill That the foregoing Resolution #JC -075-19 be amended by adding the following at the end: That staff be directed to report back on the difficulties of other municipalities with telephone voting. Carried The foregoing Resolution #JC -075-19 was then put to a vote and carried as amended. 22.2 Correspondence from Michael Angemeer, President and CEO, Veridian, Regarding Director Re -Appointments [Tabled from the December 17, 2018 Council Meeting] Correspondence from Michael Angemeer, President and CEO, Veridian, Regarding Director Re -Appointments was considered earlier in the meeting. 23 Confidential Reports There were no items considered under this section of the Agenda. 24 Adjournment Resolution #JC -077-19 Moved by Councillor Neal, seconded by Councillor Traill That the meeting adjourn at 3:01 PM Mayor Carried -30- 34 Deputy Clerk December 21, 2018 - The Honourable Doug Ford • Premier of Ontario Room 281 Legislative Building, Queen's Park Toronto, ON M7A 1A1 The Regional Municipality of Durham Dear Premier Ford: Corporate Services RE: GO Rail Service Extension to Bowmanville Department Legislative Services Our File: D21 605 Rossland Rd. E. Level i Council of the Region of Durham, at its meeting held on December 19, PD Box 623 2018, adopted the following recommendations of the Planning & Whitby, ON L1N6A3 Canada Economic Development Committee: Can 905-668-7711 "Whereas, the Regional Municipality of Durham has, for nearly 30 years, 1-800-372-1102 supported the easterly extension of the GO Rail service to Bowmanville, Fax: 905-668-9963 which has included a crossing of Highway 401 from the CNR Kingston durham.ca line (now owned by GO) to the CPR Belleville line between Thornton Don Beaton, Bcom, M.P.A. Road and Stevenson Road, with a terminus in Bowmanville, west of Commissioner of Corporate Regional Road 57; Services Therefore be it resolved: That the Region of Durham Council requests the Provincial government and Metrolinx to confirm the commitment to extend GO Rail service north of Highway 401 through Oshawa to Bowmanville by 2024 and proactively resolve all pending negotiations with CN and CP rail, understanding that this project has substantial economic and environmental benefits, will spur significant public and private investment, will create much needed job opportunities for the community both for the short and long term, has widespread community support - including from the residents, 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 Oshawa, Clarington and the Region of Durham; 2. That the Region of Durham Council further requests Metrolinx to keep the Region apprised of the status of the aforementioned negotiations and the progress of the overall undertaking on a regular basis; If you require this information in an accessible format, please contact 1-800-372-1102 extension 2097. 100% Post Consumer 35 -2- 3. That Town of Whitby, City of Oshawa, Municipality of Clarington, County of Northumberland, Municipality of Port Hope, Town of Cobourg, County of Peterborough 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 stand by the commitment to complete this project by 2024; 4. That Region of Durham staff be authorized to engage the other stakeholders such as area municipal councils, boards of trade, and the local development and business community by providing them a copy of this resolution and requesting that they join their municipal partners in calling upon the Province and Metrolinx to stand by the commitment to extend GO Rail service through Oshawa to Bowmanville by 2024; and 5. 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; Durham MPs; the Durham area municipalities; David Piccini, MPP, Northumberland - Peterborough South; the Chair, and the President and Chief Executive Officer of Metrolinx." I El Ralph Walton, Regional Clerk/Director of Legislative Services RW/tf c: Please see attached list 36 -3- c: The Honourable Jeff Yurek, Minister of Transportation Donald Wright, Chair of the Board of Metrolinx Phil Verster, President & Chief Executive Officer, Metrolinx Peter Bethlenfalvy, MPP (Pickering/Uxbridge) Rod Phillips, MPP (Ajax) Lorne Coe, MPP (Whitby) Jennifer French, MPP (Oshawa) Lindsey Park, MPP (Durham) Laurie Scott, MPP (HaliburtonlKawartha Lakes/Brock) David Piccini, MPP (Northumberland-Peterborough South) Jennifer O'Connell, MP (Pickering/Uxbridge) Mark Holland, MP (Ajax) Celina Caesar-Chavannes, MP (Whitby) Dr. Colin Carrie, MP (Oshawa) Erin O'Toole, MP (Durham) Jamie Schmale, MP (HaliburtonlKawartha Lakes/Brock) Kim Rudd, MP (Northumberland-Peterborough South) N. Wellsbuiy, Clerk, Town of Ajax T. Gettinby, CAO/Clerk, Township of Brock A. Greentree, Clerk, Municipality of Clarington A. Brouwer, Clerk, City of Oshawa S. Cassel, Clerk, City of Pickering J.P. Newman, Clerk, Township of Scugog D. Leroux, Clerk, Township of Uxbridge C. Harris, Clerk, Town of Whitby M. Ellis, Deputy Clerk, County of Northumberland B. Gilmer, Clerk, Municipality of Port Hope B. Larmer, Clerk Town of Cobourg L. Fawn, Clerk, County of Peterborough J. Kennedy, Clerk, City of Peterborough E. Baxter-Trahair, Chief Administrative Officer B. Bridgeman, Commissioner of Planning and Economic Development 37 1I1STRI DOWNTOWN B WMANVILLE SHOP -DINE 74 January 17, 2019 Samantha Gray Committee Coordinator Municipality of Clarington Ms. Gray, For the information of Council, please be advised that the Board of Management for the Historic Downtown Bowmanville Business Centre (BIA) for 2019 is as follows: Edgar Lucas, Chair 7 King St E, Bowmanville, ON, L1C 1N1 905-623-6411 Laura Holmes, Secretary 20 King St W, Bowmanville, ON, L1C 1R3 905-419-3331 Cathy Holmes, Director 20 King St W, Bowmanville, ON, L1C 1113 905-419-3331 Ron Hooper, Council Liaison 39 King St W, Bowmanville, ON, UC 1R2 905-623-5747 Gerri Lucas, Treasurer 7 King St E, Bowmanville, ON, L1C 1N1 905-623-6411 Justin Barry, Director 13 King St W, Bowmanville, ON, L1C 1112 905-623-3132 Carrie Hooper, Director 39 King St W, Bowmanville, ON, L1C 1112 905-623-5747 Morgan James, Director 62 King St W, Bowmanville, ON, L1C 1R4 905-623-8001 Correspondence with the Historic Downtown Bowmanville Business Centre (BIA) can be sent By post: Historic Downtown Bowmanville Business Centre PO Box 365, Bowmanville, ON, L1C 31-1 Electronically: Attn: Laura Holmes secretary@bowmanville.com Sincerely, Laura Holmes Secretary, HDB BIA Clarftwn Community Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: January 21, 2019 Report Number: CSD -001-19 Resolution: File Number: By-law Number: Report Subject: Pilot Youth Centre, Courtice (The Recommendations: 1. That Report CSD -001-19 be received; 2. That 2019 funding requirements for the Courtice Youth Centre and the Newcastle Youth Centre be referred to the John Howard Society of Durham Region 2019 grant submission and considered by Council during the 2019 budget process; and 3. That all interested parties listed in Report CSD -001-19 and any delegations be advised of Council's decision. 39 Municipality of Clarington Report CSD -001-19 Page 2 Report Overview In May 2018 Council approved the operation of a six month pilot youth centre in Courtice to be operated by the John Howard Society of Durham Region. Report CSD -006-18 recommended that staff report back to the General Government Committee prior to the end of the six month pilot project. 1. Background 1.1 At the Council meeting of May 22, 2018, Council approved the Resolution #C-186-18: "That Report CSD -006-18 be received; That Council approve a six month pilot project Youth Centre operated by the John Howard Society, located at South Courtice Arena, with a scheduled opening date of September 4, 2018; That the $50,000 approved in the 2018 budget be drawn from Community Services Youth Centre Pilot Account #100-42-426-10496-7161 and provided to the John Howard Society to operate the youth centre; That Council approve the proposed additional cost of $7,700 to operate the youth centre for six months, including Saturdays to be funded from Unclassified Administration -Contingency Account 100-21-211-x-7298 for 2018 only; That staff report back to Council prior to the end of the six month pilot project; and That all interested parties listed in Report CSD -006-18 and any delegations be advised of Council's decision." 1.2 The Courtice Youth Centre (The Loft) opened its doors to Clarington youth (12-18 yrs.) on September 4, 2018. Hours of operation are Tuesday to Thursday 3:00-7:00 p.m., Friday 3:00-9:00 p.m. and Saturday 12:00-6:00 p.m. The centre is open 24 hours per week. Since opening, the centre has developed a steady following and is attracting youth between the ages of 12-15 years. 1.3 During the planning stages, staff of the Community Services Department and John Howard Society developed attendance targets that could assist in determining the success of the centres during their pilot period. 1.4 The targets established were based on total number of youth visits and total number of registered individuals that visited the centre. The target established was 1,000 visits over the pilot period (average eight youth per day) with the centre attracting 80 registered youth over the same term. Municipality of Clarington Page 3 Report CSD -001-19 1.5 In addition, this report will provide information on the following areas to reflect the work the John Howard Society has undertaken during the pilot period to engage and support youth. x Community Volunteer Hours - number of youth engaged in community hours through centre and number of hours completed. x Programming — weekly programs/activities offered. 2. Youth Centre Attendance, Activities and Feedback 2.1 The youth centre is built on a philosophy of offering a safe, encouraging, non- judgemental and anti -oppressive space for all youth across the Municipality of Clarington to actively participate in recreational, social and life skills programs and activities. The foundation of this philosophy is built around actively engaging local youth and designing a space in which they feel comfortable to share their voice. 2.2 The six month pilot period for The Loft concludes March 2, 2019. The following is a summary of total attendance, gender and age distribution for the first 14 weeks of operation for the period of September 4 — December 8, 2018. The Loft Youth Centre - Attendance Total Visits Average Weekly Visits Total Registered Youth 1046 75 360 41 Municipality of Clarington Resort CSD -001-19 The Loft Youth Centre - Gender Identification *This is not a mandatory requirement of the sign in system and youth can choose not to identify Male Female 59% 41% The Loft Youth Centre — Age Breakdown 12-15 yrs. 16-18 yrs. 99% 1% Volunteer/Community Engagement Page 4 2.3 In order for youth to graduate high school with their grade 12 diploma they must complete a minimum of 40 hours of community involvement/volunteering. The community involvement requirement is designed to provide students with the opportunity to develop awareness and understanding about civic responsibility. It also provides the opportunity for students to learn more about themselves and possible career opportunities. 2.4 To date, the centre has 31 youth who have completed 55 hours of volunteer duties. As some youth struggle to finding opportunities to complete the 40 hour volunteer requirement, John Howard Society staff are working with them to assist in finding opportunities to complete this requirement while giving back to their community and developing skills. Life and Social Skills 2.5 These programs are the foundation for the operation of the centre. Since opening the centre in September, staff continue to work with youth on basic life skills. This work focuses around areas such as cleaning up after yourself, working as part of a team, healthy relationships, emotion regulation, conflict resolution and peer mentorship. 42 Municipality of Clarington Resort CSD -001-19 Recreation Programming Page 5 2.6 Since the opening of The Loft John Howard Society staff have been engaging youth attending the centre and involving them in the planning of recreation opportunities and events they are interested in. 2.7 Youth participating have had over 50 opportunities for creative expression. Youth have been involved in projects that include the painting of wooden furniture, creating wall art that is proudly displayed in the youth centre, to creating Christmas centrepieces. The youth have enjoyed a variety of mediums and created projects independently as well as part of a group. 2.8 In addition, youth and staff utilize the gymnasium at the South Courtice Arena weekly on Tuesdays and Thursdays. The staff plan a variety of physical activities during this time including sports such as basketball, volleyball, soccer and dodgeball, as well as interactive mindfulness activities such as yoga. Engage Clarington Survey 2.9 Since early October a community feedback survey has been available on the municipal website and in print form at The Loft for youth and/or parents to complete and provide feedback. The survey has been actively promoted through the social media channels of both the Municipality and the John Howard Society. As of December 18 the survey has received 63 responses. Survey results for The Loft have been included in this report (Attachment 1). 3. Youth Centre Space and Location 3.1 Feedback received to date from both staff of the John Howard Society as well as youth is the current dedicated space at the South Courtice Arena is working well. The size of the room allows for multiple activities occurring at the same time. The South Courtice Arena offers the additional amenities of the gymnasium and outdoor fields/basketball courts during the warmer weather months which have been an asset to the centre. 3.2 Based on the first four months of operation Community Services Department staff as well as John Howard Society staff believe that for the short term (2019) this location is working well. As The Loft continues to establish itself in Courtice, further research should be undertaken to determine if the space continues to remain adequate to meet the growing youth needs and if the South Courtice Arena is the best medium/long term location for Courtice youth. Future facility and budget planning will include looking at how the centre evolves, challenges and future needs. 4. Financial Implications 4.1 The John Howard Society agency budget for 2019 includes a funding request for both the Courtice and Newcastle youth centres from the end of the pilot periods to year end. 43 Municipality of Clarington Page 6 Report CSD -001-19 4.2 While this report does not include data on the Newcastle Youth Centre, staff will report back to Committee in the spring prior to the end of that pilot period. Any approved funding for the Newcastle Youth Centre beyond the pilot period will be held by the Municipality until Council has received the pilot project report and approved the continued operation of the centre. 4. Conclusion 5.1 The Youth Centre operating out of the South Courtice Arena has been met with steady community support and positive feedback from both parents and youth. The John Howard Society continues to work with municipal staff and community youth serving agencies to further their reach in the community and increase awareness of the centre's opportunities. 5.2 It is respectfully recommended that Council approve the Recommendations outlined in Report CSD -001-19. 5. Strategic Plan Application Not applicable. Submitted by: Joseph P. Caruana, Director of Community Services Reviewed by: (for) Andrew C CAO Allison, B. Comm, LLB Staff Contact: Joe Caruana, Director of Community Services 905-623-3379 Ext. 2502 or jcaruana@clarington.net Attachments: Attachment 1: The Loft Youth Centre Feedback Report The following is a list of interested parties to be notified of Council's decision: Dianna Eastwood, Executive Director, John Howard Society of Durham Region 45 m 47 fll� w 50 51 52 53 54 55 Clarftwn Clerk's Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: January 21, 2019 Report Number: CLD -003-19 Resolution: File Number: By-law Number: Report Subject: 2018 Accessibility Annual Status Update Recommendations: 1 2 That Report CLD -003-19 be received; and That Report CLD -003-19 be placed on the municipal website. 56 Municipality of Clarington Report CLD -002-19 Report Overview Page 2 This Report is the Municipality of Clarington's annual update on the measures taken during 2018 to improve accessibility in our community and to report on the progress made under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA). 1. Background Statement of Commitment 1.1 The Municipality of Clarington is committed to ensuring that people of all ages and abilities enjoy the same opportunities when they live, work, play, visit and invest in our community. 1.2 We promote an inclusive, caring and respectful community where programs, services and facilities are available to everyone. Our goal is to make Clarington a barrier -free community and each year we come closer to achieving that goal. 2. Accessibility Legislation in Ontario Accessibility for Ontarians with Disabilities Act 2.1 The Accessibility for Ontarians with Disabilities Act, 2005 sets out a road map for an accessible Ontario by 2025. The Integrated Accessibility Standards Regulation (IASR) has been created as part of the Act to provide rules that businesses and organizations in Ontario need to follow to identify, remove and prevent barriers. In addition to the General Requirements, The IASR contains mandatory and enforceable standards in five key areas: x Information and Communications x Employment x Transportation x Design of Public Spaces x Customer Service 2.2 The Design of Public Spaces Standard focuses on removing barriers in areas not covered by the Ontario Building Code such as playgrounds, on- and off-street parking, recreational trails and service counters. It applies to new construction or re -construction of existing spaces. It does not require organizations to retrofit in order to be compliant. 57 Municipality of Clarington Resort CLD -002-19 Ontario Building Code Page 3 2.3 The OBC regulates the minimum building standards for the construction of all new buildings and buildings that undergo a significant renovation. The Code includes requirements for minimum accessibility within buildings. 2.4 The OBC was amended to include enhancements to accessibility in buildings. As of January 1, 2015, most new construction and extensive renovations will be subject to updated accessibility requirements. Existing buildings, where no work is planned, are not affected by these new requirements. 3. Accessibility Annual Status Update Clarington's Accessibility Advisory Committee 3.1 The Clarington Accessibility Advisory Committee (CAAC) is a citizen committee that acts as an advisory body for Council. Its mandate is to advise on the identification, removal and prevention of barriers to people with disabilities in municipal programs, services, initiatives and facilities. 3.2 Each member of the CAAC is a volunteer, with the exception of the Council representative. The majority of CAAC membership is held by persons with disabilities. The CAAC is supported by the Accessibility Coordinator and the Clerk's Department. 3.3 The CAAC's term coincides with Council's term. Following the 2014 Municipal Elections, a new CAAC was formed and worked within its mandate until 2018. The 2014-2018 CAAC members brought a wide range of personal and professional experiences and perspectives related to the challenges faced by people with disabilities. They provided invaluable advice and support as we continue to work toward a barrier - free Clarington. 3.4 Under the AODA, the Municipality is required to consult with the Accessibility Advisory Committee (AAC) when new developments and municipal projects are being planned. In 2018, the CAAC reviewed 40 site plan applications and three municipal projects for barriers to accessibility. This is a role the Committee takes seriously. They take pride knowing they have helped contribute to a more accessible Clarington by advising applicants to exceed minimum accessibility standards. In 2018, the CAAC continued to advocate for accessible housing when reviewing residential site plans and accessible places of employment when reviewing commercial/industrial site plans. PP Municipality of Clarington Resort CLD -002-19 3.5 In 2018, the Clarington Accessibility Advisory Committee also: Page 4 x Participated in a round table discussion on affordable housing during an official visit from Her Honour, Lieutenant Governor of Ontario, Elizabeth Dowdeswell. x Participated in a survey to support the Strategic Counsel's consultation of municipal Accessibility Advisory Committees (on behalf of Accessibility Directorate of Ontario). x Participated in Lakeridge Health's Master Planning consultation, and advocated for improvements for people with disabilities when accessing hospital services. x Made a delegation to Council regarding National Access Awareness Week in June. x Raised the Access Clarington Flag for National Access Awareness Week and International Day of Persons with Disabilities. x Attended Applefest to raise awareness of the CAAC and handed out CAAC brochures and promotional materials. Materials were also distributed by Clarington Tourism at Maplefest. x Attended Regional Accessibility Advisory Committee meetings and Joint Accessibility Advisory Committees Forum and Awards event. x Participated, with the other AACs within the Region of Durham, in a special meeting held by Durham Region Transit to address concerns brought forward by the AACs. x Attended the Joint Durham Region Transit — Metrolinx public consultation meeting. x Hosted an event to recognize organizations the Committee nominated for a Durham Regional Accessibility Award for Clarington. x Attended Metrolinx-Durham Region Transit annual consultation in November. x Provided feedback on the accessibility of the following municipal projects: King Street Streetscape Project in Bowmanville, Seasonal Sidewalk Patio Project, and Edward Street and Guildwood Park Playground Redevelopment Project. x Participated in Clarington Public Library's consultation process regarding renovations to the Main Branch. Accessibility Governance 3.6 The Accessibility Coordinator acts as a resource for all municipal service areas and facilitates compliance with the AODA. To ensure Clarington continues to meet or exceed the requirements of the AODA, the Coordinator continued to stay informed about legislation and participated in accessibility networks such as the Ontario Network of Accessibility Professionals (ONAP) and other Accessibility Coordinators in Durham Region through attendance at quarterly coordinators meeting. 3.7 The Coordinator provided legislated, mandatory training for all employees and volunteers on providing accessible customer service to people with disabilities, the Integrated Accessibility Standards Regulation and the Human Rights Code as it relates to people with disabilities, as required under AODA. Additionally, training and support 59 Municipality of Clarington Resort CLD -002-19 Page 5 continued to be provided to staff in the area of creating accessible documents. With the introduction of TTY (teletype) in 2018, training and support was provided on using SimpliciTTY software to communicate with customers who use a home TTY device. 3.8 The Accessibility Coordinator continued as the staff liaison to the Clarington Accessibility Advisory Committee and facilitator of site plan and municipal project reviews by the Site Plan Review Sub -Committee. The Coordinator maintained participation on the Durham Region Transit's Specialized Services Appeals Panel (hearing eligibility appeals for Specialized Service). 3.9 The Coordinator contributed to the accessibility of the 2018 Municipal Elections by auditing potential voting locations, ensuring forms and signage were accessible, and developing accessible customer service training for election officials. These activities supported the implementation of the Elections Accessibility Plan, which outlined the initiatives the Clerk's Department would undertake to ensure people with disabilities had an opportunity to fully participate in the Municipal Elections with dignity and in a consistent manner with all Clarington electors. 3.10 In an effort to support accessibility retrofit projects in older municipal facilities, the Coordinator prepared accessibility grant applications and managed the implementation of grant projects in collaboration with various departments. 3.11 The Coordinator, in partnership with Planning Services, coordinated an education event on Accessibility and Clarington's CIP Grants for local Business Improvement Area (BIA) members. The event featured a guest speaker from the Accessibility Directorate of Ontario. Activity Number of Occurrences Clarington Accessibility Advisory Committee meetings 9 AODA group training sessions 16 as of Dec 1 Number of staff and volunteers trained 178 Accessible documents training: number of staff trained 31 as of Dec 1 SimpliciTTY training: number of staff trained 82 Site plans reviewed 40 Municipal projects reviewed 6 Specialized Transit Appeals 13 Public inquiries 17 Municipality of Clarington Resort CLD -002-19 Page 6 Activity Number of Occurrences Staff inquiries (total) 42 Staff requests for accessible document assistance 26 Articles regarding accessibility contributed to Clarington Board of Trade e -bulletin (January — December) 11 Articles regarding accessibility contributed to Bowmanville, Orono, and Newcastle BIAs (June — December) 7 Requests for information in an alternate accessible format 1 Browse Aloud speech requests (screen reader) on Clarington's website 1040 Enabling Accessibility Fund grants received 2 Integrated Accessibility Standards Regulation - General Requirements 3.12 The Municipality of Clarington continues to monitor and update its accessibility policies as necessary. 3.13 The Municipality of Clarington's Multi -Year Accessibility Plan 2018-2022 outlines the initiatives the Municipality has taken to ensure compliance with AODA. Additionally, the Plan outlines how the Municipality will continue to meet its legislated obligations under AODA and address the needs of our growing community as we work towards a fully accessible and inclusive community. The Multi -Year Accessibility Plan is posted on the Clarington website. 3.14 The Purchasing Department continues to include accessible design, features and criteria when purchasing goods, services or facilities. If the Municipality was not able to purchase accessible goods, services or facilities, the Municipality gave an explanation as to why, upon request. 3.15 We continue to ensure that training is provided on the requirements of the accessibility standards and the Human Rights Code as it pertains to persons with disabilities to all municipal employees, volunteers, persons who participate in developing policies and person who provide goods, services or facilities on behalf of the Municipality. 61 Municipality of Clarington Page 7 Report CLD -002-19 Information and Communications - Website 3.16 The Municipality of Clarington website complies with WCAG 2.0 Level AA, an achievement the Municipality met well before the January 1, 2021 deadline prescribed by the AODA. 3.17 Staff across all departments continue to work hard to ensure everything on the website is in an accessible format. In some situations we have not been able to post content that is in an accessible format. Where something is not accessible to a person, we encouraged them to contact us and we worked with them to find a suitable accessible format. 3.18 Our website continues to feature BrowseAloud. The BrowseAloud feature has a number of helpful tools that make our website even more accessible such as: highlighting, reading out loud, and language translation. For the period from December 2018 to November 2019, there were 199 toolbar downloads and 1040 speech requests. While the number of toolbar downloads is lower than in the previous year, speech requests (i.e. screen reader) increased by 35 percent. Accessible Documents 3.19 In support of accessible documents for our website, we continued to provide training to municipal staff on how to create accessible Word 2013 documents throughout 2018. We updated the associated training resources. The Accessibility Coordinator continued to train and support staff who need help creating accessible documents. 3.20 The Municipality remained dedicated to making both internal and external documents accessible and continued to make great strides in providing documents in an accessible format. We encouraged individuals who find a document inaccessible to contact us via phone or email to request it in an alternative format. Employment 3.21 The Municipality of Clarington remained committed to accessible and equitable hiring practices and continued to meet its Employment Standard obligations under the AODA. All job postings included a statement about the availability of accommodations for applicants with disabilities during the recruitment process. 3.22 Successful candidates are informed, through their offer of employment, that accommodations are available for people with disabilities. All employees are informed of policies regarding job accommodations. The Municipality continued to provide workplace and emergency response information in accessible formats to employees who required it. 62 Municipality of Clarington Resort CLD -002-19 Page 8 3.23 In 2018, the second floor of the Municipal Administration Centre was renovated. Wayfinding signage and office signage were redesigned to follow both Canadian National Institute for the Blind's (CNIB) clear print guidelines and guidelines for interior signage. The new signs include tactile features (raised symbols, raised room numbers and braille room numbers) and have been placed at a height for employees of all abilities to access from a standing or seated position. Figure 1 — Accessible wayfinding sign and accessible office sign 3.24 Participation House Project (Durham Region) has been contracted by the Municipality to operate concession stands at Garnet B. Rickard Recreation Complex, South Courtice Arena, and Darlington Sports Centre. Participation House Project is a community- based organization that provides assistance to youth and adults with physical and developmental disabilities, including employment opportunities. Employing people with disabilities is essential for inclusion. This partnership provides the opportunity for people with disabilities to fulfil their personal goals and contribute to their community. 3.25 In 2018, the Municipality received a grant, through Canada's Enabling Accessibility Fund: Workplace Accessibility Stream, to partially fund upgrades to the flooring and washrooms at Sarah Jane Williams Heritage Centre (Bowmanville Museum). The upgrades will be completed in early 2019. The carpet on the main floor will be replaced with carpet tiles that meet current accessibility guidelines. This upgrade ensures the flooring is accessible for employees and volunteers with disabilities, particularly individuals with physical disabilities and those who use mobility aids or devices. A universal washroom will also be installed and will particularly benefit individuals who use mobility devices, have caregivers, or require the use of an adult change table. These improvements will allow all users (employees, volunteers and visitors) to safely navigate the museum's exhibits and access barrier -free washroom facilities. Transportation 3.26 The Region of Durham is responsible for transportation within Clarington. Metrolinx (Go Transit) also provides transportation service through Clarington. 3.27 All feedback regarding transportation is shared with Durham Region Transit and/or Metrolinx. The Accessibility Coordinator frequently liaised with Durham Region Transit on issues relating to accessible public transportation in Clarington. The Accessibility 63 Municipality of Clarington Page 9 Report CLD -002-19 Coordinator also continued to serve as an Appeals Panel member for Durham Region Transit's Specialized Service appeals. 3.28 Clarington's Accessibility Advisory Committee continued to participate in public meetings held by Durham Region Transit and Metrolinx and advocate for improvements to public transit services for people with disabilities. Design of Public Spaces 3.29 The Municipality of Clarington continued to ensure that all new and redeveloped public spaces complied with the requirements of the Design of Public Spaces Standard. This means that new and redeveloped parks, trails, parking lots, service counters and pathways of travel were designed to make things easier for everyone — people with disabilities, seniors and families — to use and enjoy public spaces. 3.30 Although the Municipality is not required to retrofit public spaces under this Standard, we continued to proactively make accessibility improvements. We will work towards creating a barrier -free Clarington by removing barriers and exceeding our legal requirements whenever possible. 3.31 In 2018, the Municipality added a paved pathway at Clarington Fields which leads from the baseball fields to a new seasonal accessible washroom facility. The new path will remove barriers and ensure that people with disabilities can access the amenities and will be able to enjoy recreational sports activities. This project, which benefits Clarington residents and visitors, was partially funded through Canada's Enabling Accessibility Fund: Community Accessibility Stream. Figure 2 — Clarington Fields showing view of the paved pathway from the baseball fields (left) and the view from the seasonal accessible washroom trailer (right). • Municipality of Clarington Resort CLD -002-19 Page 10 3.32 The development of Enniskillen Park was also completed in 2018. Some of the accessible features of the playground areas are: concrete access ramps, wood fiber surfaces, and an accessible swing seat. Several accessible play components are at ground level and others can be accessed from the transfer station. The park is relatively flat and all of the walkways are paved. Rest areas include extended bench pads to allow space for a wheelchair, mobility device or stroller adjacent to the bench. C Figure 3 — Enniskillen Park showing ramp access to the playground prior to the addition of wood fibre surface (top left), rest areas (top right), paved pathway (bottom left) and accessible swing seat (bottom right). 3.33 In addition, consultations were held with Clarington's Accessibility Advisory Committee and members of the public to acquire feedback on the redevelopment plans for two older playgrounds: Edward Street Park and Guildwood Park. The new playground installations, which will include several accessible elements, will be completed in 2019. 3.34 An accessible podium was ordered for the Municipality of Clarington Council Chambers and will be installed in early 2019. This feature will make it easier for delegates of all abilities to make presentations to, or address, Council. The podium can be raised and lowered to the desired height and offers appropriate knee and toe space for any person using the podium from a seated position. 65 Municipality of Clarington Resort CLD -002-19 Page 11 3.35 In 2018, the Municipality introduced an accessibility grant under the Community Improvement Program (CIP). The grant provides financial incentives designed to stimulate building and property improvements that remove barriers for people with disabilities when accessing businesses within the CIP areas. A total of five applications were submitted in 2018, four of which were for the installation of a power door operator. Three of the projects were completed in 2018. The CIP accessibility grant reinforces the Municipality's commitment to creating a barrier -free community. Customer Service 3.36 The Municipality of Clarington continued to be in compliance with the Customer Service Standard. When accessing goods, services and facilities provided by Municipality, individuals may use their assistive devices. Guide dogs and service animals may be used in all areas/premises that are open to the public, unless the animal is otherwise excluded by law. People with disabilities can access their support person/worker when accessing Municipal goods, services and facilities. 3.37 We continue to train all new employees and volunteers on Accessible Customer Service, including how to communicate with people with disabilities in a manner that takes into account their abilities. We will work with the person with a disability to determine what methods of communication works best for them. 3.37 In preparation for the 2018 Municipal elections, all election officials received accessible customer service training and were instructed on how to use the audio -tactile assistive voting device available during advance voting. Election officials were also informed on the various tools and supports that were available at all voting locations and voting days (e.g. sheet magnifiers, large print ballot image, raised tables and wide grip pens). 3.38 As part of the 2018 renovations to the second floor of the Municipal Administration Centre, the customer service areas within the Mayor and Councillors Office/Chief Administrator's Office and the Clerk's Department and were upgraded to include power - assisted door operators at each entrance and accessible service counters. 3.39 In 2018, the Municipality took several measures to improve customer service by removing barriers for people that are deaf or hard of hearing. x Apecialized portable audio system was user -tested, evaluated and introduced to the 55+ Active Adults program. The system is designed to clearly amplify the speech of the program facilitator (who utilizes a headset and a body -worn transmitter) during fitness classes, thereby improving communication with program participants. x Second specialized portable audio system was purchased to improve communication during public consultation meetings which take place at various locations throughout the Municipality. x TTY (Teletype) calling was launched enabling customers who use a home TTY device to independently make a TTY call to any department within the . • Municipality of Clarington Page 12 Report CLD -002-19 Municipality. Several staff in each department were trained to communicate using TTY software. x &eral types of assistive listening devices were user -tested and evaluated. We will continue to test different devices in 2019 before we purchase to ensure we acquire devices that remove barriers for our customers. x The audio system within the Municipality's Council Chambers was updated to improve sound quality. 4. Next Steps 4.1 Throughout 2019, the Municipality of Clarington will continue to work towards meeting, maintaining and exceeding its obligations under AODA and its Integrated Accessibility Standards. In keeping with our goal of becoming a barrier -free community we will: x Respond to requests for information in an alternative format. x Continue to support and educate staff on creating accessible documents. x Continue conducting accessibility audits on Municipal buildings and facilities. x Continue to review and update accessibility policies and perform a gap analysis of missing policies. x Provide current staff and volunteers with updated information on changes to our accessibility policies and continue providing accessibility training to all new staff and volunteers. x Continue to review by-laws to ensure they are consistent with the principles of the AODA and that they meet or exceed the minimum Standards required under the AODA. x Respond to public inquiries related to accessibility. x Continue to collaborate with the Clarington Board of Trade and BIAs and contribute monthly articles regarding accessibility. x Monitor accessibility trends, themes and actions at the grassroots, provincial and federal levels. x Continue advocating for greater accessibility within the community. x Continue to seek out funding opportunities that support accessibility and inclusion. x Explore assistive technology and devices to improve access to Municipal facilities, programs and services. 5. Concurrence 5.1 The 2018 Accessibility Annual Status Update will be provided to the Clarington Accessibility Advisory Committee once members have been appointed for the 2018-2022 term. 67 Municipality of Clarington Resort CLD -002-19 6. Conclusion Page 13 6.1 In early 2018, staff provided Council with an Accessibility Status Update as of December 2017 and detailed the goals for 2018. All of those goals have been met or exceeded. It is respectfully recommended that the 2018 Accessibility Annual Status Update report be received for information and be placed on the municipal website. 7. Strategic Plan Application Not applicable. Submitted by: C. Anne Greentree, B.A., CMO, Municipal Clerk Reviewed by: for/ Andrew C. Allison, B. Com CAO m, LL.B Staff Contact: Andrea Nicholson, Accessibility Coordinator (temporary), ext. 2131 or anicholson@clarington.net There are no interested parties to be notified of Council's decision. Clarftwn 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: General Government Committee Date of Meeting: January 21, 2019 Report Number: COD -002-19 Resolution: File Number: CL2018-33 By-law Number: Report Subject: Miscellaneous Catch Basin and Maintenance Hole Repairs Recommendations: That Report COD -002-19 be received; 2. That Coco Paving Inc. with an annual bid in the amount of $133,031.87 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2018-33 be awarded the contract for an initial one year term, as required by the Operations Department; 3. That pending satisfactory performance the Purchasing Manager be given the authority to extend the contract for this service for up to three additional one year terms; 4. That the funds required for this project in the amount of $139,683.46 (Net HST Rebate) which includes the construction cost of $133,031.87 (Net HST Rebate) and contingency cost of $6,651.59 (Net HST Rebate) be funded by the Municipality as follows: Catch Basin/Sewer Mntnc (2018) 100-36-380-10245-7163 $76,135.08 Catch Basin/Sewer Mntnc (Prior Yrs Unexpended)100-36-280-10245-7163 $63,548.38 5. That all interested parties listed in Report COD -002-19 and any delegations be advised by the Corporate Services Department of Council's decision regarding the award. Municipality of Clarington Report COD -002-19 Report Overview Page 2 To request authorization from Council to award the contract for Miscellaneous Catch Basin and Maintenance Hole Repairs as required by the Operations Department. 1. Background 1.1 Tender specifications were prepared by the Engineering Services Department and the Operations Department and provided to the Purchasing Services Division. This tender identified miscellaneous catch basin and maintenance hole repairs for various locations throughout Clarington. 1.2 Tender CL2018-33 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. Notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. Seven (7) companies downloaded the document. 1.3 The tender closed on October 19, 2018. 2. Analysis 2.1 Two (2) bids were received in response to the tender call. The bids were reviewed and tabulated by the Purchasing Services Division (see Attachment 1). All submissions were deemed compliant. 2.2 All bids received exceeded the 2018 allotted budget amount. After review and analysis by the Operations Department, the Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the Municipality of Clarington would remove some non-priority optional locations from the 2018 scope of work to bring the cost within budget. Coco Paving's original bid price of $152,651.19 (Net HST Rebate) was reduced to a new bid price of $133,031.87 (Net HST Rebate). There were also unspent funds from previous years dedicated to this project in the amount of $63,548.38 (Net HST Rebate) to cover the shortfall. 2.3 After further review and analysis of the submissions by the Operations Department, Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Coco Paving Inc. be recommended for the award of contract CL2018-33. 2.4 Coco Paving Inc. has successfully completed work for the Municipality in the past. 3. Financial 3.1 The funding required for this project is $139,683.46 (Net HST Rebate) which includes the construction cost of $133,031.87 (Net HST Rebate) and contingency cost of $6,651.59 (Net HST Rebate). 70 Municipality of Clarington Resort COD -002-19 Page 3 3.2 The approved budget for this project is $76,135.08.00 (Net HST Rebate) thereby leaving a shortfall of $63,548.38 (Net HST Rebate) to complete the works. There was work not completed in previous years and funds were carried forward to complete the works in 2018. The unspent funds from previous years are requested to be applied to this project to cover the shortfall and contract costs. If approved the purchase will be funded by the Municipality as follows: Catch Basin/Sewer Mntnc (2018) 100-36-380-10245-7163 $76,135.08 Catch Basin/Sewer Mntnc (Prior Yrs Unexpended)100-36-280-10245-7163 $63,548.38 3.3 Queries with respect to the department needs should be referred to the Director of Operations. 4. Concurrence This report has been reviewed by the Director of Operations and the Director of Finance who concur with the recommendations. 5. Conclusion It is respectfully recommended that Coco Paving Inc. being the lowest compliant bid be awarded the contract for Miscellaneous Catch Basin and Maintenance Hole Repairs as per the terms, conditions and specifications of Tender CL2018-33. 6. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Marie Marano, H.B. Sc., C.M.O Director of Corporate Services Reviewed by: Andrew C. Allison, B. Comm, LL.B CAO Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 x2209 or dferguson@clarington.net Attachment: Attachment 1: Summary of Bid Results for Tender CL2018-33 71 Municipality of Clarington CL2018-33 Attachment 1 to Report COD -002-19 Miscellaneous Catch Basin and Maintenance Repair Holes Bid Summary Bidder Total Bid* Projected 4 Year (Net HST Rebate) Contract Value (Net HST Rebate) Coco Paving Inc. $133,031.87 $532,127.48 Nick Carchidi Excavating $168,752.68 $675,010.72 Limited *Price reflects total bid with optional site locations removed to come within budget requirements. 72 Clarington Finance Department Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: January 21, 2019 Report Number: FND-002-19 File Number: Report Subject: Budget Poli Recommendations: Resolution: By-law Number: 1. That Report FND-002-19 be received; and 2. That the draft policy entitled "Budget Policy" be adopted. 73 Municipality of Clarington Report FND-002-19 Report Overview Page 2 The Municipality of Clarington has historically had tax levy increases in line with an inflationary factor and asset management component. The proposed policy formalizes the past practices which were informal and provides guidance to staff and Council on what is an acceptable tax levy increase. 1. Background Financial Policies 1.1 The Government Finance Officers Association of Canada and the United States (GFOA) has listed as a best practice for financial management the adoption of a budget policy. 1.2 The Municipality of Clarington has followed similar practices on a recurring basis, however there is not a formally adopted policy on the preparation of the annual budget. The risk to the Municipality when policy decisions are not formally recognized is that this knowledge is lost when staff leave. Over the past 12 months, the Finance Department has seen several changes in senior management and it is anticipated over the coming five years that there will be significant changes to other departments in the organization whom are responsible for budget preparation. 1.3 The Finance Department will be modernizing fiscal policies and practices over the coming years in order to ensure fiscal sustainability, predictability and effectiveness in the delivery of financial services to other departments, Council and the public. 1.4 Once adopted, fiscal policies will be reviewed with future Councils to ensure alignment with their strategic priorities. Financial policies provides aids in the development of fiscal sustainability and strong financial governance. Importance of a Budget Policy 1.5 The annual budget is a key policy document that sets the priorities for the Municipality for the year. The allocation of resources to provide services to the public is a key outcome of the budget process. 1.6 Establishing a budget policy ensures that this process is predictable and that proper controls are in place for financial outcomes. 1.7 A key part of the draft policy is the annual tax levy increase determination. Historically, there has not been a formal determination of an acceptable increase. A benefit of pre- determining a range is that staff are able to prioritize projects, to bring in a proposed budget which is acceptable to Council. This will allow budget deliberations to focus on strategic decisions as the bulk of cuts have already occurred. 1.8 The policy does not obligate Council to approve the proposed budget, the ultimate decision is with Council. However, by knowing what Council's appetite is, staff are better able to draft the proposed budget for consideration. 74 Municipality of Clarington Page 3 Resort FND-002-19 2. Key Aspects of the Proposed Policy Tax Levy Increases 2.1 The tax levy increase under the draft policy is being split into two components, one for operating budget impact and the other for capital budget impact. 2.2 The operating budget increase is indexed to the Ontario Consumer Price Index all items for the year ending July 31. The low end of the range is established at 75% of the index factor, with the high end being 125% of the index factor. 2.3 It can be argued that the use of Consumer Price Index is inappropriate because a municipality does not purchase the typical basket of goods that is used to establish the CPI. Other municipalities have used a self -identified "Municipal Price Index" (this index is not provided by Statistics Canada), or have used a Statistics Canada Construction Price Index. 2.4 For ease of public understanding, transparency, and predictability, it is suggested that the CPI is an useful index. The range is used to substitute for the fact that there may be years where the costs for municipal services may rise higher than the core CPI. 2.5 The reference month of July has been chosen to provide staff with the ability to know the target range prior to starting the budget process. This will allow Department Heads the ability to prioritize operating and capital projects knowing the allowable increase. While a later month may be chosen, such as October, it would result in the range being determined later in the process and could result in poor decision making. 2.6 As an annual inflationary figure is being used (the 12 months ending July 31), as long as the date is consistent from year to year the economic inflation will be captured. Issues will arise if the date is changed from one year to the other, this could result in manipulation of the inflation factor to either inflate allowable increases or depress the actual cost of inflation. 2.7 The second part of the levy increase calculation relates to the capital budget. Here the proposed range is 1.5% to 2% per year. This range was the proposed range in the 2017 Asset Management Plan which was received by Council. 2.8 The adoption of this policy does not obligate Council to follow the Asset Management Plan as presented, however it does provide for capital funding to bridge the infrastructure gap in the Municipality. 2.9 It should be noted that by 2021 the Municipality will be required to comply with new Asset Management Plan regulations approved by the Province of Ontario. By 2024, the plan requirements will force Council to identify any funding shortfall in the lifecycle activities for their assets, as well as how risks will be managed for not having sufficient funding. In essence, by 2024, Council will have to properly fund the Asset Management Plan or decide and disclose how it will deal with the shortfall. 75 Municipality of Clarington Page 4 Reoort FND-002-19 2.10 By addressing the fiscal gap now for infrastructure replacement, the Municipality is mitigating the risk associated with the infrastructure gap and is actively working towards properly funding the asset management investments required to manage our $728 million (based on cost) in assets. 2.11 From 2008 to 2018 the Municipality has increased its annual contribution from the tax levy to the capital budget from $3.7 million to $7.2 million. An average increase in funding of 8.4% per year. This allows the Municipality to maintain its existing (and increasing) asset base as we continue to grow. 2.12 This policy includes guidance to establish a range for both the operating and capital budgets. This overall increase, out of necessity, is not going to be in line with inflation as there is an infrastructure gap which needs to be closed. This policy is similar to how the Municipality has budgeted over the past 10 years, however it is now clearly defined. 2.13 If the policy had been applied historically, the Municipality would have been within the budget range 7 of the past 10 years. One year the actual increase was slightly below the range and in one year the increase was slightly above the range. In 2010, the increase was significantly higher however this was a year of deflation and was following the market crash of 2009. The following chart shows how the past 10 years tracks against this budget policy: 7.00% 6.00% 5.00% 4.00% 3.00% 2.00% 1.00% 0.00% Low - July High -July Actual Historical Levy Increase vs Budget Policy Range (Using July CPI) 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 4.20% 0.60% 3.68% 3.75% 2.03% 2.70% 3.38% 2.63% 2.63% 2.40% 3.83% 6.50% 0.50% 5.63% 5.75% 2.88% 4.00% 5.13% 3.88% 3.88% 3.50% 5.88% 2.35% 2.97% 3.80% 3.75% 3.75% 3.74% 3.65% 3.89% 3.15% 2.93% Low -July High -July Actual 76 Municipality of Clarington Page 5 Report FND-002-19 External Agencies 2.14 The policy creates a new guideline for the annual ask of external agencies. In the past, there has not been guidance or limits on what may be requested from external agencies. 2.15 The proposed guidance would be increases are limited to 150% of the CPI (same factor used by the Municipality). The rationale behind having a higher limit (150% versus 125% for the rest of the Municipality) is that there is not a capital component. 2.16 There is also a $50,000 limit for the increase in place for those larger agencies. The lower of the CPI figure and the $50,000 limit would be used. 2.17 From time to time, an external agency may have valid reasons to ask for higher increases, such as a new service being provided (e.g. Courtice Youth Centre). These requests will be considered, however the general guidelines will be for recurring operations. Authority for Budget Changes 2.18 The budget is an estimate of the revenues and expenditures of the Municipality for the year. It is possible that these estimates, despite our best efforts, will be wrong although in aggregate the resources are available. 2.19 The section on authority for budget changes is intended to allow Department Heads to continue to provide the services which Council expects us to provide while providing flexibility in how they are provided. 2.20 This section allows for the shift of funds to address shortages provided that the total available funds does not change. For example, in years where there may be higher repairs and maintenance at the Municipal Administration Centre and lower costs at the 132 Church Street funds can be redirected. This ability prevents needed work from being deferred which could result in higher repair costs or service disruptions in the future. 2.21 The key point is that there is no overall increase in costs, any change is a reallocation from one account to another. Other Items of Interest 2.22 The budget also provides for guidance on how long projects may remain outstanding before they must be re -budgeted for. Currently, once an item is budgeted for those funds remain in the capital fund until they are expended or re -allocated. 2.23 The proposed policy will require that if the project has not started within two years of the budget being approved the funds for that project will be returned to the source (a specific reserve fund or the Tax Rate Stabilization Reserve Fund) for future use. 77 Municipality of Clarington Resort FND-002-19 Page 6 2.24 By limiting the length of time that these funds are committed to a project which is not underway, these funds are freed up for use in higher priority or more time sensitive projects. This also ensures that changes in Council priorities are properly considered. 3. Concurrence Not Applicable 4. Conclusion 4.1 It is respectfully recommended that the attached draft policy "Budget Policy" be adopted for the 2019 and subsequent budget years. 4.2 This policy has been reviewed with Department Heads and there is unanimous support for this initiative. 5. Strategic Plan Application Not applicable. Submitted by: Reviewed by: Trevor Pinn, BZom, CPA, CA, for Andrew C. Allison, B. Comm, LL.B Director of Finance / Treasurer CAO Staff Contact: Trevor Pinn, Director of Finance / Treasurer, 905-623-3379 x.2602 or tpinn@clarington.net Attachments: Attachment 1: Draft Budget Policy There are no interested parties to be notified of Council's decision. Corporate Policy ciff;w4on If this information is required in an alternate format, please contact the Accessibility Co- ordinator at 905-623-3379 ext. 2131 POLICY TYPE: Financial SUBSECTION: POLICY TITLE: Budget Policy POLICY #: G14 POLICY APPROVED BY: Council EFFECTIVE DATE: REVISED: APPLICABLE TO: All Employees 1. Purpose The Municipality of Clarington is committed to demonstrating good governance and ensuring value for the tax dollar. The Budget Policy is a framework for the operating and capital budgets, emergency spending and municipal tax rate increases. 2. Scope The Budget Policy pertains to all municipal departments, boards, committees and other agencies within the reporting requirements of the Municipality. 3. Objectives The Budget Policy is intended to ensure that all budget and business plan preparations are made efficiently and effectively while advancing the objectives of the Municipality's Strategic Plan. Financial reporting and analysis for Council, departments, committees and other external agencies will be functional, relevant and predictably timed. Optimally a budget will allow Council and management to forecast revenues and expenditures, use that information to make informed decisions and measure the success of those resolutions. 4. Definitions Annualized Costs are any costs approved in the prior year's budget that were partial year expenditures converted for a twelve month period and included in the Base Level Budget (e.g. personnel hired in -year, municipal service contracts). Assessment is the dollar value assigned to a property by Municipal Property Assessment Corporation (MPAC) for the purpose of measuring applicable taxes. It is the value of a property used by the Municipality of Clarington to calculate property taxes. 79 Assessment Growth is the increase in assessed property values as determined by MPAC. MPAC is responsible for province -wide assessments using current value assessment. Base Level is the amount for the year being budgeted in order to provide the prior budget years' service levels. The base level is calculated from prior budget year figures adjusted for annualized costs, capital impacts on operations (growth) and inflationary increases. Growth Adjustment is accounting for additional expenditures that will occur in the budget year as a result of changes in a prior year. For example, new roads completed in the prior year will require upkeep in the following year and will form part of the growth adjustment. Treasurer is the Director of Finance or any person appointed by the Municipality to fulfill the statutory requirements of the Treasurer under the Municipal Act, 2001. 5. Policy 5.1 Operating Budget and Business Plan Preparation Operating Budget Requests are to be submitted annually by the Director of each department in a format specified by the Treasurer. Each department's budget request is established on the prior year's figures with adjustments highlighting one-time changes, municipal growth and service level increases or decreases. Directors shall identify their department's goals and objectives in their budget request, integrating ties to capital budget requests, Strategic Plans and other corporate initiatives. Forecasting for department revenues and expenditures should be based on known commodity trends, approved studies, reports, by-laws and master plans. Timing significant costs, identifying external funding including grants, subsidies and donations are crucial to efficient use of municipal resources. Finance staff may be available to assist in the preparation of budget request estimates and forecasts with regards to legislative requirements, capital impacts, growth adjustments, cost savings or inherent efficiencies. As required by the Municipal Act, 2001, the budget will be balanced and shortfalls projected by greater expenditures than revenues will comprise the tax levy. The Municipality shall not budget one-time revenues including, grants, subsidies, transfers from Reserves or Reserve Funds and proceeds from the sale of property or other assets to fund ongoing expenditures. G-14 Budget Policy Page 2of5 5.2 Operating Budget Spending Prior to Budget Approval Departments are authorized to expend funds at the previous years' service levels, unless specifically directed otherwise by Council until the current operating budget has been approved. New programming or service enhancements are not to be initiated prior to the operating budget being established and approved by Council. 5.3 Emergency Spending When authority has not been granted through the Operating Budget for an expenditure, a department shall not expend funds unless, i. A report was prepared by the Director requiring the funds and approved outside of the budget process by Council. ii. An emergency occurs requiring the immediate use of funds approved by the CAO in accordance with the Municipality's Purchasing By -Law. 5.4 Operating Budget Reporting The Treasurer will provide financial details of the operating budget to Council for every quarter beginning June 30. Detailed financial statements of the operating budget will be provided monthly to each department by the 15th of the following month. Review of financial statements, analysis assistance and preparing forecast changes will be provided by the Finance Department where required. 5.5 Authority for Budget Changes When authority has not been granted through the operating budget and an increase to the approved amount is required, authorization is as follows: i. Increases to any line items are to be offset by a corresponding decrease in another item or through enhanced revenues that will be realized by the additional expenditure. ii. Salary and benefits accounts may only be used to offset another salary and benefit account. iii. Accounts that are used to offset another account must be of a related service either by sub -department or at the discretion of the Treasurer. iv. Notwithstanding the source of funding, all expenditures shall be recorded in their appropriate account for reporting purposes. Budget changes will be summarized and provided along with the quarterly reporting to Council. Exceptions to the above approvals will occur when Section 275 of the Municipal Act, 2001 regarding restricted acts after nomination day is in effect. The upper limit for any approvals shall be as stated in the Act. G-14 Budget Policy Page 3 of 5 5.6 Capital Budget Capital Budget Requests and 5 -year Capital Budget Forecasts are to be submitted annually by the Director in a format specified by the Treasurer. Capital budgeting requires Council and staff to allocate scarce resources for current and future residents, setting priorities in union with strategic documents and master plans. Capital projects will be prioritized by criteria including risk, legislative requirements, growth, timing, fiscal impact and strategic alignment. Departments are only authorized to expend funds for capital projects approved in the prior year's budget until the following year's capital budget has been approved. When authority has not been granted through the Capital Budget for a project, a department shall not expend funds unless: i. A report was prepared by the Director requiring the funds and approved outside of the budget process by Council ii. An emergency occurs requiring the immediate use of funds approved by the CAO in accordance with the Municipality's Purchasing By -Law When authority has not been granted through the capital budget and an increase to the approved amount is required, authorization is provided through the Municipality's Capital Project Over -Expenditure Policy (H17). Any funds budgeted for a capital project that are unexpended at the beginning of the third year following the year in which the project received approval, shall be automatically returned to the appropriate reserve fund. The only exception is if there exists an approved commitment for further expenditures in relation to the capital project in the form of a signed purchase order, contract, or other legal agreement the provisions of which contemplate further mandatory or discretionary expenditures. Projects that receive annual funding may only carry over one year's balance to the following fiscal year. 5.7 External Agencies Boards of Council, Committees and other external agencies are to submit budget requests annually to the Treasurer in the format specified. Budget request increases are limited to maximum increases of 150% of the Consumer Price Index for the Province of Ontario as at July 31 of the prior year or $50,000, whatever is lower. 5.8 Tax Levy Increases Municipal government is the closest to its citizens and has the best opportunity to affect quality of life by delivering local programs and services. The Municipality of Clarington faces legislative limitations in its ability to generate revenue and relies primarily on G-14 Budget Policy ME Page 4 of 5 property taxation to fund operations. Ensuring that property tax increases are affordable while maintaining the level of service that Council and residents expect, staff will prepare an annual budget where the tax supported levy, after assessment growth increases as follows: Operating Budget: a. increases are at minimum 75% of the Consumer Price Index (all items) for the Province of Ontario 12 month change as at July 31 of the prior year b. increases are at maximum 125% of the Consumer Price Index (all items) for the Province of Ontario 12 month change as at July 31 of the prior year Capital Budget: a. Increases are at minimum 1.5% per year. b. Increases are at maximum 2% per year. 5.9 Policy Review This policy shall be reviewed prior to the initiation of the budget process of the first year of each term of Council, or if deemed necessary. G-14 Budget Policy Page 5of5 Clarington Legal Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: January 21, 2019 Report Number: LGL -001-19 Resolution: File Number: L4000-05-12 By-law Number: Report Subject: Assumption of Road Widenin Recommendations: That Report LGL -001-19 be received; and 2. That the By-law attached to Report LGL -001-19 be approved. MI Municipality of Clarington Report LGL -001-19 Report Overview Page 2 Through the development approvals process, various road widenings and/or reserves have been transferred to The Corporation of the Municipality of Clarington. By-laws are required to have the lands assumed as public highways. 1. Background 1.1 Though the development approvals process, various road widenings have been transferred to The Corporation of the Municipality of Clarington. When development conditions are met by adjacent land owners, the widenings require by-laws to have them dedicated as public highways for permanent maintenance purposes. 1.2 In some instances, 0.3 metre reserves have been transferred to the Municipality. When development conditions are met by developers, the 0.3 metre reserves require by-laws to have them dedicated as public highways for public use. The reserves will become part of the road widening and will be assumed by the Municipality when the subdivision is complete. 1.3 Preparing the by-laws for these property acquisitions on an individual basis is time consuming. To save on costs of registration, the various lands to be dedicated and assumed for public use have been permitted to accumulate so that they could be combined in the attached by-law. 1.4 It is now appropriate for the Council to pass the attached by-law. 2. Conclusion It is respectfully recommended that Council pass the by-law attached to this report. Following its passage, the Municipal Solicitor will register it in the Land Registry Office. 3. Strategic Plan Application Not applicable. Submitted by: Reviewed by: R bert Macive , LL.B., MBA, CS, Andrew C. Allison, B. Comm, LL.B Mnicipal Solicitor CAO Staff Contact: Joanne Barchard, Law Clerk, 905-623-3379 ext 2014 or jbarchard@clarington.net Attachments: Attachment 1 - By-law to establish certain Lands as Public Highways. There are no interested parties to be notified of Council's decision. W THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2019 — being a by-law to establish certain lands as public highways WHEREAS the lands set out in the attached Schedule "A" have been conveyed to The Corporation of the Municipality of Clarington for road widening purposes. NOW THEREFORE the Council of The Corporation of the Municipality of Clarington hereby enacts as follows: 1. The lands shown in Schedule "A" are hereby dedicated and assumed as public highways. 2. This by-law shall come into effect on the date of passage. BY-LAW passed this day of January, 2019. Adrian Foster, Mayor C. Anne Greentree, Municipal Clerk SCHEDULE "A" to The Corporation of the Municipality of Clarington By -Law Number 2019 -XXX Firstly: Pt Lot 13, lying N of the CNR Con Broken Front (Darlington) (Bowmanville), Pt 6 on 40R-24250 Municipality of Clarington Regional Municipality of Durham Secondly: Rdal Btn Lots 12 & 13, lying N of CNR Con Broken front (Darlington) (Bowmanville) (Aka Scugog St) Btn Baseline Rd. & the Kings Hwy No. 401, being Part 3 on 40R-24112 Municipality of Clarington Regional Municipality of Durham Thirdly: Firstly: Rdal Btn Lots 32 & 33, Con 2 (Darlington); Pt Lot 33 Con 2 (Darlington), Pt 1 on 40R-15296, Secondly: Pt Lot 32 Con 2 (Darlington Travelled Rd., Pt Lot 33, Con 2, (Darlington) Travelled Rd. Pt 2 on 40R-15231; Pt 1, 40R-15292; Pt 1, 40R-15293, Pt 1, 40R-15294, Pt 1, 40R-15295; being Prestonvale Rd (aka Prestonvale Sideroad aka Prestonville Rd.) btn Claret Rd and Oke Rd. Municipality of Clarington Regional municipality of Durham Fourthly: Part Lot 2, Block 32, Plan Grant Bowmanville Part Lot 3, Block 32, Plan Grant, Bowmanville, Part 3 on 40R-29698 Municipality of Clarington Regional Municipality of Durham Fifthly: Pt Lot 33, Con 3 (Darlington) being Part 1 on 40R-30025; Together with an easement over Parts 4, and 5, 40R-30025 as in DR1704704 Municipality of Clarington Regional Municipality of Durham Sixthly: Pt Lot 8 Con Broken Front (Darlington) (Bowmanville) As in N8383 being a Travelled Rd., Clarington Seventhly: Pt of Lots 15, 16, 17, 20, 21 and 22, and Part of the unnamed Street Plan H50070 (Cubitt Plan) (Darlington), being Parts 3, 4, 15 and 16 on 10R-3962, and Parts 4 and 5 on Plan 40R-28593 Municipality of Clarington Regional Municipality of Durham Eighthly: Part Lot 8, Concession 1 (Darlington) Parts 1 & 2, 40R-30072; s/t N8651 Municipality of Clarington Regional Municipality of Durham Ninthly: Pt Lot 6, Con 1 (Darlington), Pts 3 & 4, 40R-20544 s/t N69216 Municipality of Clarington Regional Municipality of Durham Tyrone Community Centre — Monthly Meeting Wednesday November 21, 2018 Attendance: Marlene Raby, Craig Raby, Kyle Young, Paul Rowan, Steve Hutchinson, Joy Vaneyk, Corrine vandeGrootheveen, Larry Quinney, Marlene Craig, Cecile Bowers, Regrets: Justin Vachon, Dave Taylor 1. Adopt minutes from October meeting — date corrected to reflect October not September — approved by Marlene Raby 2. Treasurer Report - Steve Hutchinson — balance in the bank $18802.00. Couple bills still need to come out from that amount. Sign has been paid. Motion by Kyle to accept report. Seconded by Craig. All in favour 3. Maintenance Report - Larry o Health inspection was completed November 13, no findings. Kitchen fridge needs to be seen by a maintenance person. Paul will contact a guy to come and inspect the fridge and see if repair or replacement is needed. 4. Hall Booking Report—Danielle Booking update for next 2 months: November 25th — Baby Shower, November 29th Scouts, December 2nd Family Christmas (helpers needed to clean up after dance), December 30th Family Christmas, December 31St Jack and Jill booked. 2 bartenders needed Larry volunteered - will ask for 1 more. December 14th proposed as date for 1st Youth Dance from 7-10pm. 5. Dance / Bar Update — Dave (absent but sent in report) — 232 people attended the last dance. A thank you was given by Dave for all the help. Discussion was held on how to better handle overcapacity situations in the future for those who need to wait for entry. Old Business: 6. Carson McConaghy, Gateway Landscaping has agreed to continue snow removal services for 2018- 2019 season. 7. Breakfast with Santa, Dec 8th: Helpers needed o Crafts & Activities — table games will be put out. Air brushing will be set up. Music will be provided. o Set up at Sam — set up will be completed on Dec 7th o Cooks — several volunteers offered o Servers — several volunteers offered o Clean up — will be completed o Advertising - fliers will be placed around 8. Training: WHMIS Nov 28 6:30pm. Council Chambers — Larry will be attending Food Handling —Date TBD 9. Outdoor rink — approval was granted. Discussion was held. New Business 10. Kitchen fridge — discussed in Maintenance Report. 11. Questions regarding sections 1 and 2 of Policy manual (attachments sent in notice of meeting email) — discussion was held 12. Special Occasion Permit for 2019 dances to be obtained —Joy will submit the application for this. 13. Decorate Hall tonight after meeting 14. Request was presented by Danielle to add Janey Knowlton and Norm Ruiter to our volunteer list. Seconded by Marlene Raby. All in favour. Carried 15. Discussion was held about converting the basement back into a place for the youth to hang out with supervision. Placing some games and activities. 16. Bringing back the Seniors — discussion was held about bringing the Seniors back to the Community Centre. Joy will look into it further. Next Meeting Date Wed Jan 16th 7pm Motion to Adjourn: Cecile JFpma�c MUNICIPAL PROPERTY ABEE85MENT CORPORATION December 14, 2018 To: Chief Administrative Officers, Chief Financial Officers, Clerks, Treasurers and Tax Administrators From: Carla Y. Nell, Vice President, Municipal and Stakeholder Relations Subject: 2018 Year -End Assessment Report As part of our continued commitment to stakeholder engagement and information sharing with our municipal partners, we have prepared the attached 2018 Year -End Assessment Report, which will be of interest to both municipal administration and elected officials. This report provides a high- level summary of MPAC's 2018 activities that are relevant to the municipal sector, and also two municipal level snapshots of the assessment changes unique to your municipality. This report will also be provided to Municipal Clerks for submission to municipal councils in January 2019. In the interim, I encourage you to review the report and share any questions with your MPAC Municipal and Stakeholder Relations Regional Manager and/or Account Manager. Happy Holidays, I+ Carla Y. Nell Vice -President, Municipal and Stakeholder Relations Attachments Copy Regional and Account Managers 1340 Pickering Parkway, Suite 101, Pickering, ON L1V OC4 www.mpac.ca MUNICIPAL pac PROPERTY ASSESSMENT CORPORATION Table of Contents About MPAC 3 The Property Assessment Cycle in Ontario 4 Purpose of this Report 4 2018 Highlights 5 Maintaining Your Annual Assessment Roll 5 New Assessment 5 Requests for Reconsideration and Appeals 6 Service Level Agreement (SLA) 7 Looking Ahead to the Next Assessment Update 8 Conclusion 9 2' About MPAC MPAC stands for Municipal Property Assessment Corporation, and the MPAC team is made up of assessment experts who understand local communities and assess every property in Ontario. Our assessments provide the very foundation that municipalities use to base the property taxes needed to pay for the services we use every day. our assessments follow the AssessmentAct and other legislation and regulations set by the Government of Ontario. We also have D%RDUGRILUHWRUbPDGHSRISURYLLDO municipal and taxpayer representatives. MPAC's expertise is in property assessment, customer service and technology. It is these components of MPAC's work that make our contribution to Ontario so valuable. Learn more at: r�pc mpac.ca MPAC is responsible for assessing more than 5 million properties in Ontario, of all types (residential, business and farms), UHSUHHWLbbWULOOLRLSURSHUWYDOH We take property assessment seriously because it's the part we play in helping to make the communities we all live in stronger. Introduction Ontario municipalities rely on MPAC to provide expert opinions on the value of properties in our communities. We understand that turning these opinions into assessments goes beyond the determination of values. The work we do includes producing the products and services you require to understand, maintain and support your assessment base, such as RWWVFOVVFWWMPV\OV The 2018 Year -End Assessment Report provides an update on these items. The Property Assessment Cycle in Ontario We update the assessment of every property in Ontario every four years to capture changes to properties and the real estate market. :LOHWHHHWLYHYDODWLRGDWHRI-DDUUHPDL constant during the four-year cycle, we are responsible for providing an updated annual Assessment Roll to each municipality that includes: > Changes to property ownership > Changes to state and condition of a property > 8SGDWHWRWHDHHGYDOHDGODL4DWLR • New construction, demolitions and consolidations • Requests for Reconsideration (RfR) and Assessment Review Board (ARB) decisions In advance of the 2019 property tax year, we delivered more than 800,000 Property Assessment Notices to property owners across Ontario where there was a change in property ownership or value. Your municipality also recently received the 2018 Assessment Roll for the 2019 property tax year and the electronic Year -End Tax FileLVOLFOV updates we made during 2018 to keep your Roll current. Purpose of This Report We have prepared this report to assist you in understanding changes in your assessment base to inform ongoing budget and tax policy planning. The report also provides an update on the work we have undertaken over the course of 2018 to deliver an updated and stable Assessment Roll. In addition, the report shares our plan for the next Assessment Update in 2020, which will provide property values for the 2021-2024 property tax years. Attached to this report are two municipal -level assessment snapshots: 1. Assessment Change Summary 3RYLV SD F YDO DVVVV (destination) and a comparison of the phased -in assessments for the 2018 and 2019 tax years 2. Assessment Base Distribution Compares the distribution of the total 2018 and 2019 phased -in assessments and includes the percentage of the total assessment base by property class Responsible for assessing and classifying more than 5 MILLION properties in Ontario Representing $2.78T in property value 2018 Highlights Our assessments support the collection of nearly $20 billion in municipal taxes annually. We understand how important our work is to you, which \/g RVFVWWOVRW RVW employ those values. No two assessment bases are the same. As such, we understand the need to share insights and develop understanding with all municipalities about how markets and communities are changing. Maintaining Your Annual Assessment Roll Having accurate and timely data is critical to the assessment process. Throughout the year, we complete regular quality control processes. SHL4DOOHUHYLHDHPHWDGSURSHUW ODL4DWLRDHUHHLYHGWUR Building permits Vacancy applications Tax applications Subdivision plans This ensures information is both current and accurate. This ongoing assessment work SURYLGHR4GHHWDWWHLIRUPDWLRLRU Assessment Roll is reliable and ready to support your budget and tax planning. New Assessment -OLYUPRUDELOOLRL assessment to municipalities across the province. We successfully processed more than 85% of this new assessment within one year of occupancy. Timely processing of new assessment from new construction or additions to existing property and accurate forecasting of new assessment HUH LGHWL4HGD NH PLLSDOSULRULWLH DG are included in our Service Level Agreement with municipalities. New Assessment Forecasting $LL4FDFDLDSUDLR of the quarterly new assessment forecast and our commitment to capture a minimum of 85% of all new assessment within one year of occupancy, based on availability of information from your municipality. The other important change in 2018 came from you, our municipal partners. This year, we started delivering new assessment progress reports on a quarterly basis to support ongoing dialogue between MPAC and municipalities about current and future growth trends and to provide a better sense of future taxable amounts. 2018 NEW ASSESSMENT BY ZONE ZONE 7 $618M ZONE 6 $3.38B Zimm$803B ZONE 3 $ $8.538 E 4 �� ZONE 2 ZONE 1 $9'1— 8� $4.998 P We delivered more than $38 billion in new assessment to municipalities across the province From January 1 to October 31, 2018, M PAC completed a total of 27,917 Requests for Reconsideration Requests for Reconsideration and Appeals Another important activity we continue to work on throughout the four-year assessment cycle is responding to and processing assessment changes because of Requests for Reconsideration (RfR) and Assessment Review Board (ARB) appeal outcomes. This information is applied to your Assessment Roll throughout the year as part of our RJ RJRWVWRPV\OVWOVVVVPWROOV We continue to work closely with the ARB and other parties, providing impartial, expert opinions to support the appeal process. We have seen a steady decrease in the number of RfRs and appeals; since 2009 WHPHUR151540HGDGHUHDHG by 50% and the number of appeals has decreased by 40%. We will continue to work with the ARB and RWHUSDUWLMNRLPSURYHWHHLI-DG H HW LYHI-RIWHDSSH DOSU RI-LVWVH goal of reducing the time to resolve appeals. w 2009 2013 2017 Requests for Reconsideration DUSUIUDDURODU $P8SEPDMRU LRDSSDODU40 2009 2013 2017 Appeals 2018 TOTAL NUMBER OF COMPLETED APPEALS BY ZONE ZONE 7 914 ZONE 6 2,646 ZONE 5 ZONE 3 945 j 1,937 ZONE 4 � 4,403 ZONE 2 ZONE 1 2,907 1,790 y We have seen a steady decrease in the number of RfRs and appeals since 2009 Service Level Agreement (SLA) The service levels in the SLA represent the most important MPAC deliverablesDLL4ER RUPLFLSDOSDUU76$LO4L performance standards in key service areas; outlines the roles, responsibilities and dependencies of both parties - reinforcing our shared accountability. :LPSOP6$LDRPDUND full year of measuring against these service levels. In 2018, we also launched the SLA Reporting Tool in Municipal RHWWRRHUDDWDODHDSRWWRLGHGLLR around SLA objectives, help improve service delivery and SURPRWHDUHGDRWDLOLWWWHHGRIRU4UWHDU OLDSSWRUHSRUWWDWHDYHPHWRIDOOHUYLH levels and have worked closely with municipalities, including remedial action, when service levels have not been met. We have met 9 6 Yco of all service levels Looking Ahead to the Next Assessment Update A key change leading up to the 2020 Assessment Update is the new valuation date of January , 1 2019, passed into legislation by the Province of Ontario. This is two years in FRVWWWNRFVWWVPWW i. 000-\NRVWVVPWWWOWR %� I WFVWW\AR The four-year phase-in program remains in place, meaning values will HHHWLYHIRUWHWRSURSH UWWDHDULWHSDWDOO assessment increases are phased -in over four years and assessment decreases are applied immediately. The earlier valuation date increases the availability of data used to prepare valuations and will provide more time to consult and share preliminary market insights when our engagement activities begin in earnest in 2020. This will enable MPAC and stakeholders to identify and resolve potential issues before the return of the Roll in December 2020. 2012 2016 2013-2016 2017-2020 Tax Years Tax Years January 1, 2012 January 1, 2016 (Valuation date) (Valuation date) 2021-2024 Tax Years January 1, 2019 (Valuation date) l r A 4W Al Conclusion At the core of our new 2017-2020 Strategic Plan is the theme "Valuing What Matters Most." For municipalities, we value building the customer and municipal relationship. This means enhancing the transparency of new assessment forecasts, processing assessment adjustments in a timely way, ensuring traceability and transparency in our assessment valuation and methodology, and keeping stakeholders apprised of changes in the market that may impact property values. Through greater collaboration between MPAC and municipalities, we remain committed to continuously improving our service, and we encourage you to share your feedback with us on the delivery of our products and services. Your local Municipal and Stakeholder Relations team is available to support you with any of our products or services. Please contact your Regional Manager, Account Manager, or Account Support Coordinator if you have any questions or would like more information about this report. �_-M FP a�c MUNICIPAL PROPERTY ASSESSMENT CORPORATION APPENDIX 1 Assessment Change Summary by Property Class Municipality of Clarington The following chart provides a comparison of the total assessment for the 2016 base years, as well as a comparison of the assessment change for 2018 and 2019 property tax year by property class. R Residential M Multi -Residential C Commercial S Shopping Centre D Office Building G Parking Lot X Commercial (New Construction) Z Shopping Centre (New Construction) Y Office Building (New Construction) I Industrial L Large Industrial J Industrial (New Construction) P Pipeline F Farm T Managed Forests (PIL) R Residential (PIL) C Commercial (PIL) I Industrial (PIL) F Farm E Exempt 13,016,271,242 11,633,694,719 12,324,982,954 5.9% 151,093,700 121,572,613 136,333,156 12.1% 568,275,221 522,156,293 545,215,762 4.4% 79,041,200 74,457,995 76,749,599 3.1% 28,684,600 28,615,031 28,649,816 0.1% 3,718,000 3,125, 247 3,421, 624 9.5% 170,777,500 159,762,506 165,270,002 3.4% 45,243,100 41,896,972 43,570,037 4.0% 8,171,200 7,743,502 7,957,351 2.8% 88,410,300 84,553,878 86,482,089 2.3% 181,676,412 169,799,119 175,737,765 3.5% 15,814,582 15,677,459 15,746,020 0.4% 54, 548,000 51, 742, 297 53,145,148 2.7% 578,356,706 509,852,757 544,104,731 6.7% 37,472,100 32,691,892 35,081,997 7.3% 30,116,000 26,985,114 28,550,558 5.8% 56,930,700 53,186,422 55,058,562 3.5% 23,665,800 22,941,218 23,303,509 1.6% 4,797,600 4,185, 607 4,491, 603 7.3% 550,332,800 514,096,115 532,214,452 3.5% MUNICIPAL APPENDIX 2 FPaCPROPERTY A55E55MENT Assessment Base Distribution Summary by Property Class CORP❑RATION Municipality of Clarington The following chart provides a comparison of the distribution of the total assessment for the 2016 base year, and the 2018 and 2019 phased -in assessment which includes the percentage of the total assessment base by property class. R Residential M Multi -Residential C Commercial S Shopping Centre D Office Building G Parking Lot X Commercial (New Construction) Z Shopping Centre (New Construction) Y Office Building (New Construction) I Industrial L Large Industrial J Industrial (New Construction) P Pipeline F Farm T Managed Forests (PIL) R Residential (PIL) C Commercial (PIL) I Industrial (PIL) F Farm E Exempt 13,016,271,242 82.9% 11,633,694,719 82.6% 12,324,982,954 82.8% 151,093,700 1.0% 121,572,613 0.9% 136,333,156 0.9% 568,275,221 3.6% 522,156,293 3.7% 545,215,762 3.7% 79,041,200 0.5% 74,457,995 0.5% 76,749,599 0.5% 28,684,600 0.2% 28,615,031 0.2% 28,649,816 0.2% 3,718,000 0.0% 3,125,247 0.0% 3,421,624 0.0% 170,777,500 1.1% 159,762,506 1.1% 165,270,002 1.1% 45,243,100 0.3% 41,896,972 0.3% 43,570,037 0.3% 8,171,200 0.1% 7,743,502 0.1% 7,957,351 0.1% 88,410,300 0.6% 84,553,878 0.6% 86,482,089 0.6% 181,676,412 1.2% 169,799,119 1.2% 175,737,765 1.2% 15,814,582 0.1% 15,677,459 0.1% 15,746,020 0.1% 54,548,000 0.3% 51,742,297 0.4% 53,145,148 0.4% 578,356,706 3.7% 509,852,757 3.6% 544,104,731 3.7% 37,472,100 0.2% 32,691,892 0.2% 35,081,997 0.2% 30,116,000 0.2% 26,985,114 0.2% 28,550,558 0.2% 56,930,700 0.4% 53,186,422 0.4% 55,058,562 0.4% 23,665,800 0.2% 22,941,218 0.2% 23,303,509 0.2% 4,797,600 0.0% 4,185,607 0.0% 4,491,603 0.0% 550.332.800 3.5% 514.096.115 3.7% 532.214.452 3.6% Clarftwn 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: General Government Committee Date of Meeting: January 21, 2019 Report Number: COD -003-19 Resolution: File Number: RFP2018-12 By-law Number: Report Subject: Neighbourhood Character Stu Recommendations: 1. That Report COD -003-19 be received; 2. That the proposal received from MacNaughton Hermsen Britton Clarkson Planning Limited (MHBC) being the most responsive bidder meeting all terms, conditions and specifications of RFP2018-12 and subject to a satisfactory reference check, be awarded the contract for the provision of consulting services to complete the Neighbourhood Character Study; 3. That the funds required in the amount of $ 58,451.71 (net HST rebate) be drawn from the following account: Consulting & Zoning By-law Review # 100-50-130-00000-7160 $58,451.71 4. That all interested parties listed in Report COD -003-19 and any delegations be advised of Council's decision by the Department. Municipality of Clarington Report COD -003-19 Report Overview Page 2 To request authorization from Council to award Request for Proposal RFP2018-12 for the provision of consulting services as required to complete the Neighbourhood Character Study. 1. Background 1.1 A Request for Proposal (RFP) was drafted for the provision of Professional Services as required for the completion of the Neighbourhood Character Study as per specifications provided by the Planning Services Department in report PSD -078-18. 1.2 The intent of the RFP was to secure the services of a consultant to complete the Neighbourhood Character Study within the established residential neighbourhoods of Elgin, Central, and Memorial in Bowmanville. Interim Control By-law 2018-083 was passed by Clarington Council on September 17, 2018, restricting the use of land within these study areas and authorizing the related Neighbourhood Character Study to be undertaken. The Interim Control By-law is in force for one year. The Neighbourhood Character Study will inform the comprehensive Zoning By-law Review, not only for the Study Area, but in other parts of Bowmanville and the other urban areas. 1.3 The Planning Services Department issued this RFP to retain professional consulting services for a Neighbourhood Character Study (the Study). The purpose of the Study is to identify and evaluate the physical character of select residential areas in Clarington and the key impacts of development and redevelopment in these established neighbourhoods. It will recommend appropriate policy, regulation and tools to ensure new development and redevelopment in established neighbourhoods respect and compliment neighbourhood character and will be compatible with the vision of the Clarington Official Plan. A recommended zoning strategy, including draft regulations, is a critical outcome of the Study. 1.4 RFP2018-12 was issued by the Purchasing Services Division and advertised electronically on the Municipality of Clarington's (the Municipality) website. Notification of the availability of the document was also posted on the Ontario Public Buyer's website. The RFP was structured on the price — based two envelope RFP system. Fourteen (14) companies downloaded the document. 1.5 The RFP closed on December 19, 2018. 2. Neighbourhood Character Study 2.1 The RFP stipulated that bidders were to provide a description of Firm/Consulting team, key qualifications, firm profile, highlight of past service and experience of team members with projects of similar size, nature and complexity and a demonstrated understanding of the Municipality's requirements. Municipality of Clarington Resort COD -003-19 Page 3 2.2 Five (5) submissions were received (refer to Attachment 1) by the closing date and time. All submissions met the mandatory requirements and moved forward to the first phase of evaluation. 2.3 Each submission consisted of a comprehensive proposal identifying: x Qualifications and experience x Experience of the proponent/sub-consultants with projects of similar nature, size and complexity x The proposed team who would be working with the Municipality x The Proponent's understanding and approach to complete the study x The proposed tasks and timelines x Identification of accessibility design, methodology of project delivery features and criteria and approach to 2.4 The submissions were reviewed and scored in accordance with the established criteria outlined in the RFP by an evaluation team consisting of staff from the Planning Services Department and the Purchasing Services Division. Some of the areas on which submissions were evaluated were as follows: x Allocated roles and responsibilities of the proposed team members; x Proposed approach to completing the project; x Proposed timelines to complete the tasks required; x Highlights of services provided within the past five years only; and x The Proponent's understanding of the Municipality's requirements, the project and related issues. 2.5 Upon completion of the evaluation, only one submission (MHBC) met the established threshold of 80% for Phase 1 and moved forward to the second Phase. 2.6 It was deemed by the evaluation committee that a presentation by the compliant bidder would not be required and their pricing envelope was opened. 3. Financial 3.1 That the funds required in the amount of $ 58,451.71 (net HST rebate) be drawn from the following account: Consulting & Zoning By-law Review # 100-50-130-00000-7160 $58,451.71 3.2 Queries with respect to the department needs should be referred to the Acting Director of Planning Services. Municipality of Clarington Resort COD -003-19 4. Concurrence Page 4 This report has been reviewed by the Acting Director of Planning Services who concurs with the recommendations. 5. Conclusion It is respectfully recommended that MacNaughton Hermsen Britton Clarkson Planning Limited being the most responsive bidder be awarded the contract for the provision of Consulting Services as required to complete the Neighbourhood Character Study in accordance to the terms, conditions and specifications of RFP2018-12. Submitted by: Reviewed by: Marie Marano, H.B. Sc., C.M.O., Andrew C. Allison, B. Comm, LL.B Director of Corporate Services CAO Staff Contact: Sandra McKee, Assistant Purchasing Manager, 2210 or smckee@clarington.net Attachment: Attachment 1: Summary of Submissions Received for RFP2018-12 List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. Municipality of Clarington Attachment 1 to Report COD -003-19 Municipality of Clarington Summary of Submissions Received RFP2018-12 Neighbourhood Character Study Bidder MacNaughton Hermsen Britton Clarkson Planning Limited * D.M. Wills Associates Limited Fotenn Planning + Design Niagara Planning Group SGL Planning & Design Inc *Bidders who were shortlisted. Clatiagton Memo Planning Services Department If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 To: Mayor and Members of Council From: Faye Langmaid, Acting Director of Planning Date: January 18, 2019 Subject: DAAC Representative Appointment At the Joint 19ORlOWPlanning & Development Committee\Meeting on January 7t" 2019, Council referred the appointment of a DAAC representative to the Agricultural Advisory Committee for decision. The Agricultural Advisory Committee met on January 10t', 2019. Tom Barrie volunteered to be the representative from Clarington to the DAAC which was agreed to by consensus of the Committee. Sincerely, Faye Langmaid, Acting Director of Planning Services I:\^Department\General Files\Committees\Agricultural Committee\2019 Minutes & Correspondence\MFMO_MMC_Re DAAC Representative_January 18'19.docx The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 Presentations and Handouts Measures of Success Community Involvement/Engagement Parents Local Service Clubs Sc Ools -,Youth Engagement Numbers Target for pilot project (Sept - Feb) - 8 visits/night = 1040 visits Visits to date (Sept 4 - Jan 16th) - 1384 registered visits Programming We Are Open 17 LOOKING 'OR SVM" i muly TO DO RFiER 5CHO VE'VE GOT YOURSO stop BY. Say w. 4 GOT: .,�.� "- Wm Nam• Pool I K,ao►e Ma M cavae krona 5 Preslargk Rd Cavbo e �ane�yd.w. '"+LLw MaTRlIfJtMK Lets Have Some Fun... r� Wv-j The Fun Never Stops... ANN World Kindness Day dL.., as Areal life look... Delegation to Clarington General Governance Committee By W Bracken January 21, 2019 Regarding Durham Region Kep01't 2019 -CSW -3 2019 Solid Waste Management Servicing and Financing Study Concerns and Implications for Clarington Durham STAFF Recommendations A) Commence process for Long-term Waste Management Strategy for 2021-2040 A) Fund $200 k for consultation and communication B) pursue amendment with Ministry to upsize incinerator to 160,000 tonnes per year CJ commence EA for an incinerator expansion to process 250,000 tonnes per year Report Circumvents Key Stakeholders Public, Advisory Committees, Host Community CLARINGTON & Other Municipalities Bypassed on Key Recommendations • Setting course with NO CONSULTATION • Predetermines outcome of Long Term Waste Strategy • NO prior decision of Council to move to 250,000 tonne • Inappropriate to insert such an important decision as one of many recommendations of a Report, especially to new Regional Council • Important history of operations also bypassed in this report (Section 4.12 briefly mentions 2018 and states no exceedances "verified to be a result of DYEC operations"and "confirms that the facility is not significantly impacting the surrounding environment", but does not acknowledge problems and limits of monitoring and knowledge) • Important EA history and health considerations omitted; Health not a signatory • Huge capital investment, potential cost omitted • Carbon tax considerations; huge emitter of GHG Three Years Of Operation Long List of Serious Problems and Unresolved Issues • MAJOR dioxin/furan exceedances of unknown duration both during acceptance testing and in 2016 • Ash requirement not met during acceptance testing; Regions subsequently alter contract • Numerous outages; performance guarantees not met • Equipment issues and malfunctions • Rising costs • Carbon monoxide exceedances • Ambient air exceedances -dioxin/furans, benzopyrene, TSP • Soil exceedance -benzopyrene • Unknown risks to human health, inadequate monitoring, failure to meet monitoring requirements, unavailable monitoring • Unresolved issues with AMESA LTSS for dioxin/furans • Unresolved issues with ambient air dioxin/furan exceedance Host Community Agreement (HCA) Thins Hak Cnrnrnuni y Agreement dated klhe I ft, d -ay of FebrjaQ, 2010 is made, 6 E T W EE IV: THE REDID NAL NI U NICII PALI 1Y OF DU RHAM -and- THE CORPORATION OF THE MUNICIPAUTY OF UARI TON ('CIarrngto fl HCA Sections 3.1, 3.2 3.2 Durham shall. ensure Lhat the EFW Fzipdity t$il ae!� rma xi m urn achievable comroll techin (MALT) for emis:sions oontmL and moniloring system$. Durham and the qpWAW shall sick to achyife normal qpwiarri Q levels significan4y ,tW than l�o amiss ion limits idenlified in Serticin 3.1. THE REGIONS' AIR EMISSION C.Rrrii RIA RASED UMN THE PROVINCE OF ONTAJUO AND I<URUMAN INION AIR EMISSION REQUMKMXNTS TaW Parliculate Matter MORm3 9 ) Sulphur Dioxide (SOZ mgRm3 35 (S) Hyftgen a loride (400 mWRm3 $ (4) Hydrogen Flouride (HF) mg+Rm3 C.-92 (4) Nitrogen Oxides �NOX) MwRm3 180 04 Carlon Monoxide (CO) mg+Rrn3 d5 (4) liltfftry {H9} i_; ri 15 (P) Oacmlum (Cd) JWPP } (2) CacmiWm + Thal ium �Cd 4 Tn) POW 48 [2} Lead �Pb) wrr, 50 [2� Sum of (AL, Ni, Cc, Pb, Cr, Cu, V, Mn. p-fiP0 464 ( } Dioxins pglil-13 50 (2) Organic MaHar (as CHH) ri �. Rm � 4� (2) HCA Section 4.3 Clarington Needs to Assess Impacts On Community 4.3 At the time of any expansion. Durham will give wnsidermion to impruvements to the emission wntrul sy stern to meek the Shen current MACT starrclaro$ anci &hall apply fOr :A FjeW or amended Certificate of Aper -oval if reqtiired by this Province of Ontario. Willing Host Depends on Durham Meeting Commitments in HCA 11 C Tarin gton's Commitmanks 121.1 Ci arington agrees. i rw OonsideratiiGn of the afor-L%fi er7tioned ewrrl itrrient5 an the Fart of Dumham. to be a aril ling fmt to 1hiR F RN Fiadq and to acknowledge th at willirngnEtgs ; s fol IOC ; 1 It shall not oppose tree development Gr OForation Of the EFVV Facil Ity; HCA Monitoring Commitments Clarington Must Support Ongoing Ambient Air Monitoring 3.3 aurharn shall ensure that. whem teu�hriioal y possible, the EFW FaciNV utilizes 24[7 monit-Dri ng systems f9r SUrh pram rs ios we deemed aPPF0p ata :by the Ministry aF the Eriv r -o nrrtent. The results of such m Dnitoring systems shall be made awms&le tD 11he pU tAic on a weh$ite or prc�gramrn$de display hoard designed for such mirpose. In add Rion. Durham shall ensu"e that the aWimtor rnonitnrs the arnhie§nrt air in ths irnmec iata viii roily of tha EFW Facility for a three year term Gurnmending upon the corrtimen-cernew -of -aperaii-onig. Inadequate Stack Monitoring • a few operational parameters and a handful of combustion pollutants (NOx, CO, SO2, HCl, HF) are monitored continuously at stack • the stack emissions of most of the pollutants of greatest concern (mercury, lead, cadmium, etc.) tested very infrequently - twice a year for the first three years then could be once a year thereafter; We do not know what the other 364 days in the year. emissions of those toxins are the • Continuous monitoring for particulate matter available and required in Europe, but not done here • Continuous sampling of mercury monitoring available, but not done here Acceptance Testing Certificate Granted Despite Dioxin Exceedances, Unresolved Problems And Warning Signs • Oct. 1-2, 2015 Stack Tests for Dioxins/Furans Exceeded Limit: Boiler 1 Tests average 229.3 pg TEQ per cubic metre Boiler 1 Tests average 103.8 pg TEQ per cubic metre • Citing interference, Covanta promptly asks for re -do, MOECC is quick to allow it despite ALS (Canadian) lab report stating interference contributed only 15% to result • no apparent investigation of interference by MOECC; Covanta repeats tests under different operating conditions; these tests that pass and were accepted showed very similar interference • No proper investigation of this initial major dioxin/furan emission exceedance event 5 Months Later,,,MAJOR EXCEEDANCE Exceedances Have Disproved "Robust" Monitoring Claim May 2 — May 11 Stack Results Boiler 1 Durham/York/Covanta Incinerator Dioxin/Furan Stack Result: 818 pg-TEQ per reference cubic metre Dioxin/Furan Leal Limit 60 pg-TEQ per reference cubic metre Yet operational parameters on Continuous Emissions Monitors (CEMs) showed no indication there was a problem HOW LONG/HOW MANY TIMES HAS THE INCINERATOR EXCEEDED DIOXINS/FURANS LIMITS??? Answer: NO One knows. Limited Ambient Air Monitoring Dioxins/Furans Tested 1 day/24 days Ambient Air Monitors Turned Off During Commissioning Amachmenrt 02 — The table bcIDw pmwiclra a summary 4f n--cas" pAramcren c eh�e omh6eiv monitc&Ing simio 1s. Man I#oreb med I-3 ambient Air (full Istatiorn) Tew ing Cotlnuou$ mGnfturing (PM2$, NO.,SC:?) Non�orrtirruoW-s= MOMS (ems 6 days), PYAycytIlc Aromatic H MCVWn s (PAHr.) fry 12 dap) Dlwam and Furans (ftar� 2A dam) l��rrtln�� ArrM Weilt Air Total Susproad Parliculste (Partl a I ztaft n) (TSP) and Mauls (wry 6 Lcca6on 41pwInd (courtice WPCP) Downwind (bundle load) Dowmind jCragg Site) Site Boundary Dioxin/Furan Ambient Air Exceedance May 26, 2018 8� 4 Concerns Still Remain Unresolved (note: handwriting in marker is my own) I $ • -And) � 1 ar=I=rnr � ra uNrcraAf t r r uRM1- �_ p0 q. I I ".'.r.4 Fapce •9g Gape Road f . -ourlirA� WPCP R.u.e �� ■O + y� f. of o.1 pyneQ1RmY s�l-er'rYcl V�lere� i�dic�r�! coAefA'in~ abbe RVaWb4 4/9wAfrpi ++ YLU i [GL 6HW n••�V. ��`�:� � eAii __ E![3 .. note - Inr. IF. peri RegICR Of O Jr 7 } } � at lkYi Lccston ^� 1'+elxT"rlgrl' S an a Curnam *. ork Energy C:enlre ■ W ]nYwinE IR 4,¢lnnn [YE[ G91�mklmnp p-�Ir tl� Woodpl irp� -kul Tlfm Yok fr�cltl r Cenlle SHe _ _�, Moy1 -� kc.'NM1' 'Jur r. � �v+nm�es..d�rc ,.J•�ryrgr.�lona n•i korJ � �_____ edM � k k L"Off,m ref Arnhle Int nm a.weer [I nnn.nl...a.a:�R...�„ 'RA r for V nC*e'N� i. y� D�aXrgl lF�riPAl11 car+tt�r�7�a�rbhr - ►�']a� �� I Mimitc,ring stasiopp: tat g _ f rets T;:PtV 13 rb �aek+#� u�+l�� - saeawd OW01#89r) sf&a*r tfow- to �t• l:7'414 71. L0110 Ongoing Unresolved Problems With Dioxin/Furan LTSS Long -Term Sampling System (AMEBA) • Regions failed to have LTSS operational from start-up as required in ECA (Condition 7.3), EA (Condition 12.2) • AMESA and Stack Test results differ greatly • No correlation between results • Three years in, no answers • Work plan not public, names of experts retained and their credentials unreleased despite request • Data not available to public or Committees Sections 6.16 , 6.16 of Report • New standards for SO2, proposed new standards for NO2 • Report states that ambient air monitoring will likely result in exceedances • Experts, the public and Durham doctors warned site selection was flawed and that air standards used in incinerator risk assessment were outdated • The EA showed incinerator is a very SIGNIFICANT emitter • To plan to more than double the size, with knowledge that exceedances will occur, that the air shed is already overburdened for Durham residents is irresponsible and reckless • Public health issues, Commissioner of Health did not sign this report Site Selection Report Values Pre -incinerator Local Industrial Burden Industrial Emissions CO NOx PM PM10 PM2,5 S02 VOC CIarington Totals 4392,C 60$9,0 700,0 571,0 274,0 8703,0 4525,0 E. Gi limbury Totals 50,2 .5,1 77,1 81.9 41,2 0.3 1137,3 Health Canada Expert EA Reviewer Cautioned Incinerator Significant Emitter and Mitigation Needed for NOx Emissions ihrogen Oxides Tables 7-3, 7-5 of the A OTSR and TaHas 7-22 and 7-54 o the Site S peciJic Human Health and Ecological Rrsk Assessmort — Technical Sh&y Report E ISR) entiA- ce ns aherdEce increases an :Y'02 s as a reser ofd -prgJect. For oca m ple, the ,4 0 TSR wdicates that the maximum _predicted ]-hour NO2 &-vel ' ap ' ateh- 40916 of the _provVWzal avr quality standard, with a large proportion q thFs attz'butable to the _prgposed_p,-q}eet. Further, the _predicted _project related NO2 levels at receptors for both project see ar s , 000 M and 400, are redac ed to r r re seraxzmately two tunes over baseh)w. Gr -Pen haat NO2_plays a �- role a� tae atnosp er'c reactions that _produce gra d - level ozo which as , �.°n be associated with Yes_pvatory and car&ovascu.1ar health effeets, and that N'02 by ltse is lid -w°ata res plratory health e eco 'PA, 1 99� �, HC advises that the A O � discuss n afagato n ensures that av be applied to ani aze PrOject-related a iEsio . The values sho,%Y.-n in the chart below are taken directly from Table 71 Summary of ta ftsfieal Maxim um Predwted Ground Level Contam inapt Concen&aAqns — ,Seen ae rio L4 R,140,000 g!�: Faces) of the A QATSR and show. those results for NO2 and for other contaminants as-vell. Predicted Statistical 1 -Hr Background Predicted Statistical 1- Max Concentration + Concentration Hr Max Concentration Background Contain-i.nant (mcg! -m3) (mcg/m3) (mcg;m3) Sulphur 19.5 12.69 32-21 Dioxide Nitrogen 64.6 43.57 108.45 Dioxide PM2.5 22.5 3.67 26.49 Dioxins 5.77E-08 2.18E-08 7.95E-08 Cadmium 1.47E-03 2.54E-03 4.01E-03 Lead 0.01 0.02 0-03 Mickel 0.01 0.03 0.04 Three Years Of Operation Long List of Serious Problems and Unresolved Issues DO NOT APPROVE TO COMMENCE EA to MORE THAN DOUBLE THE SIZE MAJOR dioxin/furan exceedances of unknown duration both during acceptance testing and in 2016 Ash requirement not met during acceptance testing; Regions subsequently alter contract Numerous outages; performance guarantees not met Equipment issues and malfunctions Rising costs Carbon monoxide exceedances Ambient air exceedances -dioxin/furans, benzopyrene, TSP Soil exceedance -benzopyrene Unknown risks to human health — inadequate monitoring, failure to meet monitoring requirements, unavailable monitoring Unresolved issues with AMESA LTSS for dioxin/furans Unresolved issues with ambient air dioxin/furan exceedance Overburdened air shed; exceedances anticipated, health risks Clarington Must Engage Now • review HCA in light of Region Report 2019 -cow -3 • Absolute obligation of Clarington to determine how increased emissions and expansion will impact our community • Given performance issues, exceedances, outstanding unresolved issues, as well as issues and expert concerns brought forward during last EA, Region must not be granted amendment nor expansion without full health and environmental risk assessment of the impacts of any upsizing Delegation to Clarington General Govnt Committee 21.01.19 Potential impacts of Durham's Solid Waste Servicing & Financing study Recs. DR 2019 -COW -3 Happy new year • First, congratulations on getting elected last October. • Second, thanks for passing this motion January 14th : • Matters Relating to a Durham York Energy Centre Ambient Air Monitoring Station 2018 Exceedance of Dioxins and Furans That Report PSD -001-19 be received; • That the questions outlined in Wendy Bracken's delegation of January 7, 2019, be referred to the Ministry of Environment and to the Region of Durham forfollow-up; • and • That, pending receipt of written responses from the Region and the Ministry, representatives from the Ministry and the Region be invited to make a presentation to a General Government Committee meeting 1/21/2019 Current incinerator capacity • EA 22.1 "The maximum amount of non -hazardous municipal solid waste that maybe processed at the site is 140,000 tonnes per year" • Pg 1 ECA: "A thermal treatment facility to be used for the receipt and manual and/or mechanical sorting of solid non -hazardous post - diversion municipal waste (Waste) .......... The Facility's maximum Waste thermal treatment rate is 140,000 tonnes per year of Waste"... 1/21/2019 Report 2019 -COW -3 Durham's Solid Waste Servicing & Financing study • Entire report important to Clarington • Rec. A — signals overdue review of Long Term Waste Management Plan (LTWMP) • Rec. B authorization for "admin. amendment" to increase existing capacity utilization from 140,000 tpy to 160,000- a 14.3% increase • Rec. C -authorization to start EA for incinerator expansion to 250,000 tpy a 78.5% increase over EA/ECA approved capacity 1/21/2019 Council approved diversion target January 2008 = 70% Below Sec. 10 EA approval 1 0. Waste Diversion 10.1 The proponent shall make a reasonable effort to work cooperatively with all (ower tier municipalities to ensure that waste diversion programs, policies and targets set by the Regional Municipalities are being met. 10.2 The proponent shall prepare and implement a Waste ❑eversion Program Monitoring Plan. 10.3 The Waste Diversion Program Munitodng Plan shall provide a description of monitoring and reporting which small at minimum include; a) Results of at source diversion programs and policies to determine the waste diversion rates and practices at both the regional and lower tier municipal level within the Regional Municipalities of Durham and York. b) Progress. in the diversion programs, policies, practices and targets described in the environmental assessment, at both the regional and Iowe r tier municipal level within the Regional Municipalities of Durham and York. c) Monitcring results for any additional diversion programs, policies. practices and targets Carried out within the Regional Municipalities of Durham and York, which are not described in the envlronmenial assessment. 10.4 The proponent shall prepare and submit to the Director and Regional Director. commencing one year after the approval of the undertaking, annual reports detailing the resulls of the Waste Diversion Program Monitoring Plan. 10.5 The proponent shall post the Waste Dversion Program MoMoiing Plan and the annual reports required on the proponent's web site for the undertaking. 1/21/2019 Host Community Agreement • 6. Commitment to a Comprehensive Waste Management Strategy • 6.1 Durham shall continue to implement and support an aggressive residual waste diversion and recycling program to achieve and/or exceed a 70% diversion recycling rate for the entire Region. 1/21/2019 Durham's diversion rate has flat lined More tonnage requiring disposal • Stagnant diversion rate and • Small budget for diversion programs, promotion and education, community outreach, bylaw enforcement and Call Centre 1/21/2019 I 80% of Budget - Contract costs for collection - Contract costs for processing - Operating costs for facilities - Environmental monitoring/stu dies L". Service Excellence for our Communities 15% of Budget - Staff i ng 5% of Budget - Diversion promotional items - Community outreach - By -Law Waste Management Annual Report 2017 Pg 11 1ZP RA An n ua I Wastes Qive rsia n 2013 2014 2015 2316 2017 17 di3rarsi-on data praserntc-d is u nvc-rified by R. P at times of printing. 1/21/2019 9 Total TannC-S Collected Materiial Type 2013 2014 2015 2015 2017 �arlage 109,&41 110,417 110,498 107,887 115,271 Organics 27,487 27,007 25;796 27,612 28,318 Blue Box 50,466 49,531 48,254 47,923 47,839 Yard Write 25,268 32,123" 27,554 24,739 25,082 Other ❑ iversion - WM F 5,9+88 5,923 6,828 10,395 6,887 SpeCia I Events 96 81 71 85 72 Reuse 3431 319 332 375 402 Total 219,245 225,374 223,333 218,989 223,397 The i ne--re a se d yard wasttin nag es in 2014 were due to the ice- stc:brrn clean-up_ 1ZP RA An n ua I Wastes Qive rsia n 2013 2014 2015 2316 2017 17 di3rarsi-on data praserntc-d is u nvc-rified by R. P at times of printing. 1/21/2019 9 Table 5 Solid Waste tonnages COW -3 Deport #201 C V-3 Solid taste Tonnages Paye 25 of 41 Table 5: Regional Solid Waste Tonnages c2.4l ( 013 to 2017 Actuals, 2018 Estimated and 2019 Projected) Notes: I The increased yard waste tonnages in 2074 were due to the 2073 ice storm glean -up - Yard waste also includes Christmas tree collections - 2 Although included in diversion rate calculations, the table above excludes backyard composting, grass cycling and other credits recagnized by RPRA- 3 The garbage total includes garbage residua from the Region's Materials Recovery Facility (MRF) related to Blue Box processing as well as 1,300 tonnes of waste anticipated from the Blackstock landfill mining project in 2019. 1/21/2019 10 2013 2114 2.025 2116 2017 Esti rnate d 2018 Projected 2019 BI Lie Box 50,456 49,531 48,254 47,924 47,M0 47,681 47,839 Food Waste 27,487 27,007 26,796 27,611 28,319 28,021 28,161 Yard Waste 25,268 32,123 27,554 24,728 25,084 25,732 26,117 Reuse Programs 6, MA 6,284 7,194 10,514 6,839 6,442 6770 Garbage 109,641 110,417 110,498 107,887 115,271 114,390 :115r357 Garbage Blackstock0 0 a 0 0 1300 Garbage IV1RF 1,288 7„675 2,323 2,421 3,359 3,833 3000 TOTAL 220,514 227,0371 222,6191 221,385 226,712 226,099 225,544 Notes: I The increased yard waste tonnages in 2074 were due to the 2073 ice storm glean -up - Yard waste also includes Christmas tree collections - 2 Although included in diversion rate calculations, the table above excludes backyard composting, grass cycling and other credits recagnized by RPRA- 3 The garbage total includes garbage residua from the Region's Materials Recovery Facility (MRF) related to Blue Box processing as well as 1,300 tonnes of waste anticipated from the Blackstock landfill mining project in 2019. 1/21/2019 10 Tonnage requiring disposal • If Durham over capacity since 2016 as staff claimed, why undertake Landfill Mining atBlackstock and Scott landfills w/out need to do? • No justification provided for either "admin" increase to 160Korto 250K • Impossible for citizens to know complete annual operations costs beyond operating fee for incinerator: including consulting & legal fees, monitoring, reporting, costs of bypass and unacceptable waste disposal and any annual reconciliation adjustments etc. 2017 reconciliation not yet complete 1/21/2019 Solid Waste S & F study 2018 -COW 11 • In 2016, Durham's diversion per tonne costs cheaper than disposal • DISPOSAL: $237 per tonne, (Fig. 34.6 pg 47) • Median comparator munis =$83 per tonne • DIVERSION: $205 per tonne, (Fig. 34.7 pg 48) • Median comparator munis = $195 per tonne • Same data for 2017 NOT in 2019 -COW -3 1/21/2019 Incinerator costs impacts-Clarington • Durham's percentage of property tax dollars collected by municipalities range approx. 50-55% • To date all federal gas tax dollars have gone to pay for incinerator capital costs and NOT available for other eligible programs which are paid for by property tax dollars • Ontario ratepayers —incl. Clar. residents - subsidize incinerator's electricity @ 8 cents kwh 1/21/2019 Incinerator availability • No public update since Sept. 2016 (INFO 26) • Feb 2015 -May 2016, availability of Boilers #1 and #2: 79.3 per cent and 80 per cent, respectively. • In 2017 staff indicated availability around 85% • Covantalps so called guarantee: 90% • When boilers unavailable, waste bypasses incinerator and disposed elsewhere — adds to disposal and often dispute resolution costs 1/21/2019 Ambient Air monitoring to be reviewed AA May 2012 Sec. 1.2 • eased on the Regional Council mandate, operational monitoring will be conducted for a minimum 3 year period. The need for further monitoring beyond this time frame will be determined based on the results of the monitoring program in consultation with the Ontario Ministry of Environment (MOE) and the Durham Region Medical Officer of Health (MOH 1/21/2019 COW -3 Sec. 6.16 & 6.17 re lower standards coming for 502 & NO2 6.16 In 2018, the MECP passed new air standards for sulphur dioxide (SO2). Along with new stack emission standards, the ambient air quality criteria were also lowered significantly. The change corresponds to the changes made to the S02 Canadian Ambient Air Quality Standards at the federal level and are intended to apply to large geographic areas that farm a single air shed. While the DYED stack tests and continuous emissions monitoring are consistently below the regulatory limits, it is very likely that the ambient air monitoring stations operated by the Region will show exceedances for S02 due to various activities in the surrounding area when the new standards take effect in 2020 (Federal) and 2923 (Ontario). 6.17 In addition to the new standards far SO2, (ewer standards have also been proposed 70 Report #2019-00W-3 36 of 41 for nitrogen dioxide (NO2). These standards have not yet been finalized but again will likely result in exceedances at the ambient air monitoring stations operated by the Region near the DYEC. While not directly attributable to the DYEC, exceedances at the ambient air monitoring stations require staff and consultant time to investigate and report. This situation will continue as ambient air quality standards are lowered. 1/21/2019 "Voluntary" stack testing • From 2016-2018, in addition to one annual stack test that MoE required for compliance, Durham Council in 2013 directed an additional stack test — " voluntary" resulting in TWO stack tests per year 2016-18. • What about 2019 and thereafter? Incinerator failed 2 of 6 stack tests to date (Dioxins). • Need additional ST since Durham & Covanta have NOT managed to get long term Dioxins sampling system - AM ESA - working to date. 1/21/2019 Two EFW advisory committees — operated by DR to be mostly useless • EFW Adv. Committee required -EA condition 8 • DR council motions to meet 4 x p.a., DR staff call one meeting only in 2017 & 2018 w short notice • EFW Waste Management Advisory Committee (WMAC) 4 members apptd by Clarington, 5 by Durham • Few appointees familiar with the incinerator and/or Durham's broader waste plans • Committees rarely notified/provided key reports • WMAC meetings rarely timed to allow development of "advice" to Works or COW committees 1/21/2019 (Re) familiarize yourselves with Host Community Agreement • Recall HCA did NOT get reviewed by Clarington's legal counsel as directed by council • Ensure Durham keeps ALL commitments to Clar. • Seeking information from Durham and/or MoE and advocating for residents CANNOT be characterized as opposition —it's your job! • https://www.durhamyorkwaste.ca/Assets/Docum ents/ApprovalsAgreements/HostCommunityAgre ement.pdf 1/21/2019 Durham Region — major changes • 14/29?? DR councillors are new or those returning after an absence of a term or two • New Regional Chair (former Oshawa Mayor) • New Chief Administrative Officer • Return to Standing Committee system, with Committee of the Whole meetings to replace what used to be "Joint Committee" meetings 1/21/2019 Clarington Staff and Council Should prepare to: • Participate in Long Term Waste Mgmt Plan review and ensure some consultations in Clarington • Monitor and respond to Durham's incinerator plans at every opportunity • Also monitor & respond to Durham's Organics Strategy — DR staff claim will help with capacity constraints on incinerator —unclear outcomes - and may end up in Clarington 1/21/2019 Thank you. QUESTIONS? ' we ; o+�Cued it was twaper to buses k+undted 'Vier started out burning erxsh, but a4trr zdalim bialy,' N 1/21/2019 22