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Home My WebLink About02-25-2019Final ciffb4019 Council Agenda Date: February 25, 2019 Time: 7:00 PM Place: Council Chambers, 2nd Floor Municipal Administrative Centre 40 Temperance Street Bowmanville, Ontario %inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Michelle Chambers, Administrative Assistant to the Clerk, at 905-623-3379, ext. 2101 or by email at mchambers(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 Council meetings. If you make a delegation or presentation at a Council meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality's website. In addition, please be advised that some of the Council meetings may be video recorded. Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or placed on non -audible mode during the meeting. Copies of Reports are available at www.clarington.net 1 Call to Order 2 Moment of Reflection 3 Declaration of Interest 4 Announcements 5 Adoption of Minutes of Previous Meeting(s) Council Agenda Date: February 25, 2019 Time: 7:00 PM Place: Council Chambers 5.1 Council Minutes Minutes of a regular meeting of Council February 4, 2019 Page 6 February 4, 2019 6 Presentations 6.1 Peter Spratt, Baker Tilly KDN Consulting Inc., Confidential Presentation Regarding Report CLD -009-19 Appointments to Veridian 7 Delegations 7.1 Jennifer Savini, Templeman LLP, Report PSD -015-19, Proposed Changes to the Growth Plan for the Greater Golden (Item 6 of the Planning and Development Committee Report) 8 Communications — Receive for Information There are no Communications to be received for information as of the time of publication. 9 Communications — Direction There are no Communications for direction as of the time of publication. 10 Committee Reports 10.1 Advisory Committee Reports 10.1.1 Newcastle Arena Minutes of the Newcastle Arena Board dated March 13, Page 19 Minutes April 10, June 12, August 14, September 11, 2018, January 8, 2019 and February 12, 2019 Page 2 L I' 1 Council Agenda Date: February 25, 2019 Time: 7:00 PM Place: Council Chambers 10.1.2Bowmanville Minutes of the Bowmanville Santa Claus Parade dated Santa Claus September 11, September 25, October 9, and Parade Minutes October 23, 2018 10.1.3 Agricultural Advisory Committee Minutes 10.1.4 Heritage Committee Minutes 10.2 General Government Committee 10.3 Special General Government Committee 10.4 Planning & Development Committee 11 Staff Reports Minutes of the Agricultural Advisory Committee dated February 14, 2019 Minutes of the Heritage Committee dated February 19, 2019 General Government Committee Report of February 11, 2019 Special General Government Committee Report of February 15, 2019, and February 19, 2019 Planning and Development Committee Report of February 19, 2019 11.1 CLD -009-19 Appointments to Veridian Board 12 Business Arising from Procedural Notice of Motion Page 38 Page 43 Page 51 Page 54 Page 57 Page 61 Page 64 Page 3 L I' 1 13 Unfinished Business Council Agenda Date: February 25, 2019 Time: 7:00 PM Place: Council Chambers 13.1 Newcastle Village Newcastle Village Community Hall Board Appointment Community Hall [Tabled from the February 11, 2019 Special General Board Government Committee Meeting] Appointment 13.2 Hiring of Future The matter of contributions for future hiring of full time fire Fire Fighters fighters [Tabled from the February 19, 2019 Special General Government Committee Meeting] 14 By-laws 14.1 2019-009 Being a by-law to amend the By-law 2017-020, which establishes the Code of Conduct for Members of Council. (Item 3 of the General Government Committee Report) 14.2 2019-010 Being a Being a By-law to appoint an Integrity Commissioner for the Municipality of Clarington (Item 3 of the General Government Committee Report) 14.3 2019-011 Being a Being a By-law to amend the Procedural By-law, 2015-029 (Item 3 of the General Government Committee Report) 14.4 2019-012 Being a By-law to amend the Purchasing By-law (Approved at the February 4, 2019 Council Meeting) 14.5 2019-013 Being a By-law to amend By-law 84-63, the Comprehensive Zoning By-law for the Corporation of the Municipality of Clarington (Item 3 of the Planning and Development Committee Report) 14.6 2019-014 Being a By-law to exempt a certain portion of Registered Plan 40M-2615 from Part Lot Control Page 4 15 Procedural Notices of Motion 16 Other Business 17 Confirming By -Law 18 Adjournment Council Agenda Date: February 25, 2019 Time: 7:00 PM Place: Council Chambers Page 5 Clariiw-n Council Minutes February 4, 2019 If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 Minutes of a regular meeting of Council held on February 4, 2019, at 7:00 PM, in the Council Chambers. Present Were: Mayor A. Foster, Councillor G. Anderson, Councillor R. Hooper, Councillor J. Jones, Councillor J. Neal, Councillor C. Traill, Councillor M. Zwart Staff Present: A. Allison, R. Albright, T. Calhoun, J. Caruana, F. Horvath, F. Langmaid, M. Marano, R. Maciver, T. Pinn, A. Greentree, M. Chambers 1 Call to Order Mayor Foster called the meeting to order at 7:00 PM. 2 Moment of Reflection Councillor Neal led the meeting in a moment of reflection. 3 Declaration of Interest Councillor Neal declared an indirect interest in Report COD -003-19, regarding Neighbourhood Character Study (Item 7 of the General Government Committee Report). 4 Announcements Andrew Allison, Chief Administrative Officer, introduced Michael Seaman, the new Director of Planning Services. Mr. Allison provided a brief summary of Mr. Seaman's work history and welcomed him to the Municipality of Clarington. Members of Council announced upcoming community events and matters of community interest. 5 Adoption of Minutes of Previous Meeting Resolution #C-029-19 Moved by Councillor Traill seconded by Councillor Zwart That the minutes of the regular meeting of the Council held on January 14, 2019, be approved. Carried -1- lJ Clarington 6 Presentations None 7 Delegations Suspend the Rules Resolution #C-030-19 Moved by Councillor Traill, seconded by Councillor Neal Council Minutes February 4, 2019 That the Rules of Procedure be suspended to add Wendy Bracken as a delegation regarding Report PSD -010-19, Resolution regarding Durham Region's Solid Waste Management Servicing and Financing Study Report #2019 -COW -3 PLN 33.3.10. Carried Resolution #C-031-19 Moved by Councillor Traill, seconded by Councillor Neal That the Rules of Procedure be suspended to extend Linda Gasser's delegation to a 12 minute time limit. Carried 7.1 Linda Gasser, regarding Report PSD -010-19, Resolution regarding Durham Region's Solid Waste Management Servicing and Financing Study Report #2019 -COW -3 PLN 33.3.10 (Agenda Item 13.2) Linda Gasser was present regarding Report PSD -010-19, Resolution regarding Durham Region's Solid Waste Management Servicing and Financing Study Report #2019 -COW -3 PLN 33.3.10. She made verbal presentation to accompany an electronic presentation. Ms. Gasser believes that paragraph 2 and 7 of the proposed Resolution in the Report appear to be contradictory and she has concerns with paragraph eight sections 1 b and 1 g. She continued by asking the Members of Council for the following changes to the proposed resolution in Report PSD -010-19. Ms. Gasser outlined her suggested changes: • That Paragraph 7 be deleted to provide more focus on the proposed incinerator expansion. • That Paragraph 8 section 1 b, be deleted so that the Anaerobic Digestion (AD) process is not accelerated. • If Paragraph 8 section 1 b is not deleted, it be changed to request that the AD process continue to be investigated and a Regional recommendation report with an updated business case be presented at the earliest opportunity. • That if Paragraph 8 section 1 b is not deleted that 1 c go after 1 d. -2- Clarington- Council Minutes February 4, 2019 She continued by noting that Councillor Neal's resolution requesting an additional stack test in 2019 was passed and asked that soil sampling be considered when submitting future comments. Ms. Gasser explained why source separation needs to be a priority, reviewed previous GHD Reports, and reasons not to take a premature position on an organics strategy. She concluded by reviewing the estimates costs for the potential expansion. Ms. Gasser answered questions from the Members of Council. 7.2 Wendy Bracken, regarding Report PSD -010-19, Resolution regarding Durham Region's Solid Waste Management Servicing and Financing Study Report #2019 -COW -3 PLN 33.3.10 (Agenda Item 13.2) Resolution #C-032-19 Moved by Councillor Neal, seconded by Councillor Traill That the Rules of Procedure be suspended to extend Wendy Bracken's delegation to a 12 minute time limit. Carried Wendy Bracken was present regarding Report PSD -010-19, Resolution regarding Durham Region's Solid Waste Management Servicing and Financing Study Report #2019 -COW -3 PLN 33.3.10. She a made verbal presentation to accompany an electronic presentation. Ms. Bracken has concerns with paragraph 7 of the proposed Resolution as well as paragraph 8 sections 1 b and 1 g. She continued by asking the Members of Council for the following changes to the proposed resolution in Report PSD -010-19. Ms. Bracken outlined her suggested changes: • That Paragraph 7 be deleted, as it implies premature endorsement of Anaerobic Digestion (AD). • That Paragraph 8 section 1 b be reworded to ask that the AD process continue to be investigated by Regional Staff. • That at a later date, annual soil monitoring be requested. • That the message to the Ministry of Environment, Conservation and Parks (MECP) must ask for a full review of the health and ecological risks. • That Section 3 include that appropriate and up to date health -based toxicity reference values and standards be applied. Ms. Bracken explained the importance of updating the standards and noted that the ambient air standards are being lowered in 2020. She reviewed the health effects of NO2, current priorities of the Canadian Ambient Air Quality Objectives, and the new CCME Air Quality Management Levels and Goals. Ms. Bracken reviewed several charts containing the World Health Organization bench mark values and stated that these standards need to be updated. Ms. Bracken answered questions from the Members of Council. -3- 0 Clarington Council Minutes February 4, 2019 Suspend the Rules Resolution #C-033-19 Moved by Councillor Neal seconded by Councillor Hooper That the Agenda be altered to consider Item 13.2, Report PSD -010-19, Resolution regarding Durham Region's Solid Waste Management Servicing and Financing Study Report #2019 -COW -3 PLN 33.3.10, at this time. Carried 13.2 Report PSD -010-19 - Resolution regarding Durham Region's Solid Waste Management Servicing and Financing Study Report #2019 -COW -3 PLN 33.3.10 [Referred from the January 28, 2019 Planning and Development Committee Meeting] Resolution #C-034-19 Moved by Councillor Jones, seconded by Councillor Neal Whereas Regional Staff presented Report #2019 -COW -3, Solid Waste Management Servicing and Financing Study on January 16, 2019 to outline a number of processes, amongst them being: • Endorsement of a long term waste management vision founded on managing waste as a resource; • Commencement of public consultation and communications for the Regional Municipality of Durham's Long Term Waste Management Strategy (Update for 2021-2040); • Authorization to apply to the Ministry of Environment, Conservation and Parks (MECP) to increase the processing limit of 140,000 tonnes per year to 160,000 tonnes per year at the Durham York Energy Centre (DYEC); • Commencement of the focused Environmental Assessment (EA) Terms of Reference for the future expansion of the DYEC to 250,000 tonnes per year with anticipated construction in 10-15 years. Whereas Clarington is concerned that some of the actions are pre -judging the results of the Long Term Waste Management Strategy and are a more costly approach to waste diversion; and Whereas Clarington is concerned with the on-going operational issues at the DYEC and in particular the air emissions (ambient and stack) which have shown exceedances in the past; and Whereas the emissions sources tests at the DYEC from September 2018 indicate that it is operating at 91 % of the ECA Compliance Approval Limit for NOx; and E Clartw � Council Minutes February 4, 2019 Whereas Section 22.1 of the EA stipulates that the maximum amount of waste that may be processed at the DYEC is 140,000 tonnes per year; and Whereas the Region committed to a 70% waste diversion target in the DYEC EA and the Host Community Agreement; and Whereas on June 13, 2018 Regional Council approved anaerobic digestion (AD) with a mixed waste transfer and pre-sort facility as the preferred technologies for the Region's long term organic management strategy (Report #2018 -COW -146) which is necessary to move from 55% to 70% diversion; Now therefore be it resolved that: 1. Clarington Council requests Durham Region Council to direct staff to: a) Proceed with haste on renewing its commitment to waste reduction, reuse, and diversion by reviewing, updating, and consulting with the public on the Long Term Waste Management Strategy; b) Continue to investigate the AD process for implementation by Regional staff with a report to Regional Council, before June 2019 outlining steps necessary to complete this project within a 3 year timeframe; c) Prepare a public consultation and communication plan, including anticipated timelines, to educate the community about the preferred technologies (approval as per #2018 -COW -146), including the rationale, regulatory process, siting, opportunities for public input, and how the project contributes to the Region's 70% waste diversion target; d) Clarify how they intend to obtain the input of the public with respect to any proposed increase to the processing limit of the DYEC; e) Post the work plan for the dioxins and furans long-term sampling system (AMESA) on the DYEC website, and provide a timeline for verification of the AMESA system, as required by the DYEC ECA and, upon completion of the actions in the work plan report back on the results to Durham Region and Clarington Councils; f) Prepare and implement a communications plan to include greater promotion, education, enforcement and public awareness of the Region's waste management system; and g) Continue to perform both an additional annual source test at the DYEC and the DYEC Ambient Air Monitoring Program for at least 3 additional years, minimum. -5- 10 Clarington Council Minutes February 4, 2019 That Clarington forward a request to the MECP to prepare a report on local airshed quality, including (i) the sources and concentrations of NOx and Sox, and how any lowered ambient air standards for NOx and Sox, will be managed given that this will result in exceedances at current emissions levels; and (ii) that identifies and evaluates the sources and concentrations of local airshed emissions, associated health risks and overall air quality and That Clarington inform the MECP of its position that any amendment to the EA to increase the processing limit of the DYEC beyond the current 140,000 tonnes per year be contingent upon a full review of the proposal under the Environmental Assessment Act, that applies appropriate and up to date health -based toxicity reference values and standards, and include a consideration of the concerns listed above. That this resolution be circulated to the MECP, Durham Region, and area municipalities including York Region; and That Report PSD -010-19 be received and all interested parties listed in the Report and any delegations be advised of Council's decision. Carried as Amended Resolution #C-035-19 Moved by Councillor Zwart, seconded by Councillor Jones That the foregoing Resolution #C-034-18 be amended by adding the following after the word Council in section 1b: "together with a final business case." Carried The foregoing Resolution #C-034-19 was then carried on the following recorded vote: Council Member Yes No Declaration of Interest Absent Councillor Anderson X Councillor Hooper X Councillor Jones X Councillor Neal X Councillor Traill X Councillor Zwart X Mayor Foster X M 11 Clar-ington 8 Communications — Receive for Information There were no communications to be received for information. 9 Communications — Direction There were no communications for direction. 10 Committee Reports 10.1.1 Newcastle Arena Board Minutes 10.1.2 Agricultural Advisory Committee Minutes 10.1.3 Heritage Committee Minutes 10.1.4 Active Transportation and Safe Roads Committee Minutes Resolution #C-036-19 Council Minutes February 4, 2019 Minutes of the Newcastle Arena Board dated November 13, 2018 Minutes of the Agricultural Advisory Committee dated January 10, 2019 Minutes of the Clarington Heritage Committee dated January 15, 2019 Minutes of the Active Transportation and Safe Roads Advisory Committee dated January 17, 2019 Moved by Councillor Anderson, seconded by Councillor Hooper That Advisory Committee Report Items 10.1.1 and 10.1.4, be approved. Carried 10.2 General Government Committee Report of January 21, 2019 Resolution #C-037-19 Moved by Councillor Jones, seconded by Councillor Hooper That the recommendations contained in the General Government Committee Report of January 21, 2019, be approved, on consent, with the exception of items #7, #5 and #9. Carried -7- 12 Clartw � Council Minutes February 4, 2019 Item 7 —Neighbourhood Character Study Councillor Neal declared an indirect interest in Report COD -003-19, regarding Neighbourhood Character Study as it relates to his law practice. Councillor Neal left the room and refrained from discussion and voting on this matter. Resolution #C-038-19 Moved by Councillor Hooper, seconded by Councillor Traill That Report COD -003-19 be received; 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; 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; and That all interested parties listed in Report COD -003-19 and any delegations be advised of Council's decision by the Department. Carried Councillor Neal returned to the meeting. Item 5 —Pilot Youth Centre, Courtice (The Loft) Resolution #C-039-19 Moved by Councillor Jones, seconded by Councillor Hooper That Report CSD -001-19 be received; 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 That all interested parties listed in Report CSD -001-19 and any delegations be advised of Council's decision. Carried -8- 13 Clar-in o n Council Minutes February 4, 2019 Item 9 — Region of Durham Transportation Priorities in Clarington Resolution #C-040-19 Moved by Councillor Neal, seconded by Councillor Traill That Region of Durham staff be requested to attend the March 4, 2019 General Government Committee meeting, or as soon as practicable, to address the issue of transportations priorities for the Municipality of Clarington under Regional jurisdiction. Carried 10.3 Planning & Development Committee Report of January 28, 2019 Resolution #C-041-19 Moved by Councillor Neal, seconded by Councillor Traill That the recommendations contained in the Planning & Development Committee Report of January 28, 2019, be approved, on consent. Carried 11 Staff Reports 11.1 Confidential Verbal Report from the Director of Operations, regarding a Municipal Facility concerning information specifically supplied to the Municipality by the Federal Government Closed Session Resolution #C-042-19 Moved by Councillor Anderson, seconded by Councillor Neal That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing information explicitly supplied in confidence to the municipality by the Federal Government, or an agency of them. Carried 11.2 Rise and Report The meeting resumed in open session at 8:22 PM with Mayor Foster in the Chair. Mayor Foster advised that one item was discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001 and no resolutions were passed. 14 Clarington Council Minutes February 4, 2019 Resolution #C-043-19 Moved by Councillor Neal, seconded by Councillor Hooper That the Confidential Verbal Report from the Director of Operations, regarding a Municipal Facility concerning information specifically supplied to the Municipality by the Federal Government, be received for information. Carried 12 Business Arising from Procedural Notice of Motion 13 Unfinished Business 13.1 Fulfilling a Role of the Strategic Initiatives Officer [Referred from the January 14, 2019 Council Meeting] Resolution #C-044-19 Moved by Councillor Neal, seconded by Councillor Zwart That a position with the title "Corporate Policy Analyst" be filled, with the funding source at the discretion of the Director of Finance; That the position: (a) be advertised as a non-affiliated two year contract with a six month probation period; (b) require a Masters of Public Administration and/or a combination of education and experience in the development of public policy satisfactory to the CAO; (c) report to the CAO; (d) be remunerated within a range of $80,000 to $95,000 annually, subject to all statutory deductions; (e) have benefits after the first year that are limited to Extended Health Care, Dental, and Short Term Disability up to 10 days annually (i.e. no Life, AD&D or LTD); That the CAO report back to Council prior to the end of the two year contract term regarding the position; That Purchasing By-law No. 2015-022 be amended to (i) delete item 5.i "Engineering Services and Engineering Consulting Services" from "Schedule "A" - Exempt Good and Services" and (ii) require a roster of approved engineering firms within required disciplines, such that a consulting contracts will be awarded to rostered firms based on price; and -10- 15 Clarington Council Minutes February 4, 2019 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. Motion Divided (See following motions) Resolution #C-045-19 Moved by Councillor Neal, seconded by Councillor Anderson That foregoing Resolution #C-044-19 be divided to separate the last paragraph. Carried Paragraphs 1, 2, 3, and 4 of the foregoing Resolution #C-044-19 was then put to a vote and carried. Resolution #C-046-19 Moved by Councillor Neal, seconded by Councillor Traill That paragraph 5 of the foregoing Resolution #C-044-19 be tabled to the May 6, 2019 General Government Committee meeting. Carried 13.2 Report PSD -010-19 - Resolution regarding Durham Region's Solid Waste Management Servicing and Financing Study Report #2019 -COW -3 PLN 33.3.10 [Referred from the January 28, 2019 Planning and Development Committee Meeting] Report PSD -010-19 was considered earlier in the meeting immediately following the Delegation section of the Agenda. 13.3 Report COD -002-19 - Miscellaneous Catch Basin and Maintenance Hole Repairs [Referred at the January 21, 2019 General Government Committee Meeting] Resolution #C-047-19 Moved by Councillor Neal, seconded by Councillor Jones That Report COD -002-19 be received; 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; -11- 16 Clarington- Council Minutes February 4, 2019 That pending satisfactory performance, and pending Council approval, the Purchasing Manager be given the authority to extend that contract for this service for up to three additional one year terms; 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 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. Carried 14 By-laws Resolution #C-048-19 Moved by Councillor Hooper, seconded by Councillor Anderson That leave be granted to introduce By-laws 2019-005 to 2019-007 14.1 2019-005 Being a By-law to exempt a certain portion of Registered Plan 10M-840 from Part Lot Control 14.2 2019-006 Being a By-law to exempt a certain portion of Registered Plan 40M-2629 and 40M-2602 from Part Lot Control 14.3 2019-007 Being a By-law to establish certain lands as Public Highways (Item 8 of General Government Committee Report) That the said by-laws be approved. Carried 15 Procedural Notices of Motion There were no Procedural Notices of Motion introduced under this Section of the Agenda. -12- 17 Clartw � Council Minutes February 4, 2019 16 Other Business 16.1 Councillor Neal enquired if a Report would be coming forward with respect to internet voting. 17 Confirming By -Law Resolution #C-049-19 Moved by Councillor Hooper, seconded by Councillor Anderson That leave be granted to introduce By-law 2019-008, being a by-law to confirm the proceedings of the Council of the Municipality of Clarington at a regular meeting held on the 4th day of February, 2019; and That the said by-law be approved. Carried 18 Adjournment Resolution #C-050-19 Moved by Councillor Neal, seconded by Councillor Traill That the meeting adjourn at 8:39 PM. Mayor Carried -13- W Municipal Clerk Newcastle Memorial Arena Manazement Board Municipality of Clarinaton Minutes of Meetinz — March 13, 2018 (Not yet approved by committee) In Attendance: — Gord Lee, Chair Bryan Wiltshire, Arena Manager Shea -Lea Latchford, Peter Kennedy, Susan White, Gary Oliver. Regrets: Councillor Woo, Councillor Partner, Carol Little 1. Adoption of Minutes: Motion # 18-006 was proposed: THAT: The minutes of February 13, 2018 is accepted as presented. Moved by: Peter Kennedy CARRIED Seconded by: Gary Oliver 2. Arena Manager's Report: Following up with his meeting with the Operations Department, Bryan reviewed what was discussed. Minutes were taken and copies will be forthcoming from the municipality. Issues in question and to be determined are as follows: Fire Drill procedure, Paving of parking lot with consideration for taking the drains and down pipes underground, commercial front door garbage pick-up resolved and the south/east corner of the parking lot requires improved lighting. Bryan also arranged for snow removal from our parking lot, as we have two teams in the Ontario Finals and will need the parking space. Clarington Fire Department had completed their updated tour of the building and the review of ammonia emergency procedures. Our new vending service updated the vending equipment in the building and provided us with our first commission payment of $267.60. — 20% (including HST) on sales of $1,184.07. Ice will stay in the arena until the end of March. Ball Hockey is scheduled to commence Sunday, April 8t', and Clarington Lacrosse commences later, that same week. Further, Bryan had not quoted the two summer trade shows and contrary to what was determined in our February minutes, we did increase the trade show rate by approximately $50.00 to $734.52 plus 13% HST — (95.48) Total fee $830.00. The early set-up day, (4Hrs.) to $245.14 plus HST - ($31.86) total of $277.00. Also, revenue from the vending service was reduced by $2,000.00. 19 (2) 3. Financial Report: YTD February 281h, 2018 indicated revenue at $84,697.03 and total expenses at $58,452.06. Budget with above noted changes was presented and Motion # 18-007 was proposed: THAT: Our income statement forecast for 2018 be set at $306,600.00 and total expenses at $292,300.00 Moved by: Shea -Lea Latchford Seconded by: Peter Kennedy CARRIED 4. New Business: With the municipal election taking place in October of this year, it had been determined by council that the arena board would finish out this term short the one member. Then, brought up to quota when the new board is appointed in November of 2018. Sue White reminded the board members that a contract was required by the operators of the Clarington Farmers' Market for the use of the building and parking lot during the summer months. 5. Next Meeting: Tuesday April 10, 2018 -7:00 p.m. 6. Adjournment: Motion # 18-008 was proposed: THAT: The meeting is adjourned. 20 Newcastle Memorial Arena Management Board Municipality of Clarrinvon Minutes of Meeting — Tuesday April 10th, 2018 (Not yet approved by committee) In Attendance — Gord lee, Chair Bryan Wiltshire, Arena Manager Peter Kennedy, Shea -Lea Latchford, Carol Little, Gary Oliver, Councillor Wendy Partner, Susan White. Regrets: Regional Councillor Woo 1. Adoption of Minutes: Motion # 18-009 was proposed: THAT: The minutes of March 13, 2018 are accepted as presented. Moved by: Susan White CARRIED Seconded by: Shea -Lea Latchford 2. Arena Manager's Report: Bryan was hoping to have the Clarington Minor Lacrosse summer floor time schedule completed shortly. A second meeting was scheduled to finalize. A walk through of the building will take place in April to determine any crucial needs for repairs or updating. Bryan will provide a report at the next scheduled meeting. It will include estimates on updating our washrooms. Two quotes were being requested. Staff had all been laid off with the exception of one part-time employee; Noah Burton to assist with painting and summer maintenance. The Newcastle & District Chamber of Commerce Trade and Lifestyle Show were finalized for one day — Sunday June 5th, 2018 to coincide with the Clarington Farmers' Market. It was suggested that the board members meet as required throughout the summer months. Consequently, no meeting was scheduled for the month of May and June's meeting was to be scheduled by the chair, if required. 3. Financial Report: Accounts Receivables, Y.T.D. March 31St, totaled $85,065.89 with all season ending ice time invoices in the mail. Bryan will be chasing down these accounts for collection throughout the balance of April and May. 21 (2) An income statement for Y.T.D. March 31st was also provided showing revenue at $126, 717.77 — 41% of 2018 forecast. Summer floor rentals are forecast at $12,000.00, a slight increase from 2017 revenue of $10,900.00. Extra monies in our operating account will be deposited into short- term GICs for the summer months. Then, back in the operating account in September. Next Meeting: To be determined by chair — in all probability June 12, 2018 Adjournment: Motion # 18-010 was proposed: THAT: This meeting is adjourned. Moved by: Gary Oliver CARRIED 22 Seconded by: Councillor Partner Newcastle Memorial Arena Management Board Municipality of Clarington Minutes of Meeting — Tuesday June 12, 2018 (Not vet approved by committee) In Attendance — Gord Lee, Chair Bryan Wiltshire, Arena Manager Councillor Woo, Councillor Partner, Carol Little, Peter Kennedy, Gary Oliver, and Susan White Regrets — Shea -Lea Latchford 1. Adoption of Minutes — Motion # 18-011 was proposed: THAT: The minutes of April 10, 2018 be accepted as presented. Moved by: Councillor Partner Seconded by: Carol Little CARRIED 2. Arena Manager's Report — Bryan had completed research into major washroom renovations which resulted in too costly a project to take on. Bringing updates and new fixtures to both washrooms would exceed $40,000.00 and received negative response from our board members. The information was accepted as information and not acted on. We did however discuss a general clean-up with the following motion put forward: Motion # 18- 012 was proposed: THAT: Bryan proceed through the summer months with replacing the sink counters, painting the washroom stall partitions and a general clean-up of the washrooms. Carol Little would provide some assistance in colour choice and counter styles. Moved by: Peter Kennedy Seconded by: Councillor Partner [y�.1.11 X117 Minor Lacrosse continues on in the arena until the end of June and our House League Ball Hockey will continue on Sunday throughout the summer — ending in August. The Gift of Art Exhibition appears to be well attended, with 50 plus artisans already confirmed. They have booked July 6th as a set-up time and the 7th and 81h for the show. 23 (2) Bryan will be working on summer maintenance of the building and ice contracts for this fall. He should have everything in place for our August meeting. 3. Financial Report — May 31, 2018 showed revenue at 46% of 2018 forecast with new rates coming into effect for the fall/winter season. Accounts receivables were at $30,078.02 and needed to be worked on. Approximately $4400.00 was outstanding sign rentals. 4. New Business —It was suggested by Sue; attention should be given to the lobby area as well. Particularly the condition of the heating grates, waste receptacles, etc. Replacement of some of the shabby looking units would be in order. Bryan will look after. The board members will not meet in July, unless notified by the chair. 5. Next meeting — Tuesday August 14, 2018 6. Adiournment — Motion # 18-013 was proposed: THAT: This meeting is adj ourned. Moved by: Gary Oliver Seconded by: Councillor Woo CARRIED 24 Newcastle Memorial Arena Management Board Municipality of Clarinaton Minutes of Meeting — Tuesday Auzust 14, 2018 (Not yet approved by committee) In Attendance: Gord Lee, Chair Bryan Wiltshire, Arena Manager Shea -Lea Latchford, Peter Kennedy, Susan White, Gary Oliver, Councillor Woo, Councillor Partner. Regrets: Carol Little 1. Adoption of Minutes: Motion # 18-014 was proposed: THAT: The minutes of June 12, 2018 meeting be accepted as presented. Moved by: Shea -Lea Latchford Seconded by: Councillor Partner CARRIED 2. Arena Manager's Report: Bryan reported on the summer maintenance progress and advised of the fall start-up and ice making schedule. Ice to be completed by September 22nd, and the first ice rental dates are September 23rd, 2018. All contracts from user groups had been returned except Newcastle Village Minor Hockey. (Copies of ice contracts are to be provided to the chair prior to start-up time). The Olympia was still to be sent out for service and returned to the arena on or before our start-up date of September 10th, 2018. Bryan still hadn't caught up with Carol Little, whom had offered to assist in the selection of counter tops and paint the colours for the two washrooms. Also incomplete was the replacement of the heating grills in the lobby. It appears they are not stock items with any of the hardware or big box stores. John at Rona Hardware, Newcastle was looking into having them made. No minutes had yet to be received from Bryan's early summer meeting with operations and no indication had been provided for the scheduled repairs and resurfacing of the parking lot. It wouldn't seem likely at this point that anything was going to be completed for this season. Councillor Partner offered to discuss this with Mr. Horvath in her upcoming meeting with him this week. Hedge 25 trimming along the east fenced area was also scheduled to be completed by the municipality before start-up. The operation of a portable ice separator, purchased by the NVMHA was still to be demonstrated and discussed with Bryan. Apparently there is a video available and yet to be seen by our staff. The separator in question allows for a split ice capability for two minor league games or practices to be scheduled on the same surface. Contrary to the dividers currently used, that divide the ice across the centre line, this new separator extends the full length of the ice. Installation and removal time and, by whom, come in to question; plus storage of this unit are items to be discussed and planned out. Bryan, hopefully will have had an opportunity to meet with minor hockey and come to some conclusions on the operation and safety concerns. Primarily: By whom and how this unit gets handled during a busy ice schedule without reducing ice time for the user groups? 3. Financial Report Accounts receivables YTD, July 31, 2018 were at $15,739.09. $6,652.14 from the C.G.H.L. was in dispute by the league — Bryan was reviewing the billing for their treasurer and will have it resolved before September start-up. Income YTD July 31, 2018 was at $142,413.50 — $7,600.00 less from same period 2017. The closing of the snack bar and very little playoff hockey in February/ March were the main factors. Total expenses YTD were $10,000.00 less than 2017 YTD. 4. Next Meeting - September 11, 2018 5. Adiournment - Motion # 18-15 Motion to Adjourn Moved by: Susan White CARRIED 26 Seconded by: Peter Kennedy Newcastle Memorial Arena Manazement Board Municipality of Clarinaton Minutes of Meetinz — Tuesday September 11, 2018 (Not yet approved by Committee) In Attendance — Gord Lee, Chair Bryan Wiltshire — Arena Manager Shea -Lea latchford, Carol Little, Susan White, Gary Oliver, Councillor Woo, Peter Kennedy Regrets: Councillor Partner 1. Adoption of Minutes — Motion # 18 -016 was proposed: THAT: The minutes of August 14, 2018 are accepted as presented. Moved by: Carol Little CARRIED Seconded by: Shea -Lea Latchford 2. Arena Manager's Report — Washrooms completed; new sinks and vanities, partitions painted. Ice pad preparations underway and to be ready for September 18th. Repairs and flooring updates were also being completed to the player's benches. All contracts signed and returned from user groups. Contract ice represented fifty-nine and one quarter hours, (59.25) of prime —time ice. Municipality advised Bryan there are no plans for the arena parking lot to be re -paved, contrary to what we had thought was taking place this summer/fall. Bryan also advised his full seasonal staff had been hired and most were already employed in the opening preparations. Concerns over the parking area and the water run-off from the roof on the east side of the building were discussed. Both councilor Woo and Partner suggested it would be advisable for the new arena committee, appointed after the municipal election in October to formally advise the engineering department of the water damage concerns to the lower outside eastern side of the building. Through previous informal conversations with the Operations Dept. Bryan had advised the board the downspouts from the roof were going to be hooked up to the sewer pipes, taking the water run-off and ice buildup away from the building foundation. Motion # 18- 017 was proposed: THAT: With the appointment of the new arena committee in December or, January of 2019, they formally forward a request to operations and engineering departments to evaluate the necessity of this repair work and have it planned and scheduled. Moved by: Susan White CARRIED 27 Seconded by: Councillor Partner (2) Bryan also advised: His staff would be attending a Safety and C.P.R. Training update; taking place on Saturday September 151}i. This was being put on by the municipality, with no costs to the attendees. 3. Financial Report — With minimal activity taking place over the month of August, an income statement was not provided by the chair. Accounts receivables for YTD August 31, 2018 were at $12,905.63 - $7,330.14 being over 90 days. Bryan was in discussion with C.G.M.H.L. regarding their account. Payment of $6,652.14 was forthcoming. Gift of Art was the other over 90 receivables. 4. Next Meeting — No meeting was scheduled for October — Next meeting to be November 13, 2018 after the municipal election. 5. Adjournment — Motion # 18- 018 was proposed: THAT: This meeting is adjourned. Moved by: Shea -Lea Latchford Seconded by: Peter Kennedy CARRIED Newcastle Memorial Arena Management Board Municipality of Clarinvon Minutes of Meetinz — Tuesday January 8, 2019 In attendance Gord Lee, Chair Bryan Wiltshire, Arena Manager Shea -Lea Latchford, Gary Oliver, Peter Kennedy, Susan White Y The meeting was called by the outgoing chair to gather the arena manager and the four, (4) returning members together for an information only meeting. With three additional members and two new councilors not as yet appointed, the outgoing chair wanted to review and advise the returning members of any outstanding projects and requirements that would be on the early agenda for 2019. The outgoing committee had some difficulties filling vacancies for some of the positions required to operate the management committee. Primarily, a vice -chair, recording secretary, and treasurer's position had gone unfilled for the past term. Finding a person(s) who was re -applying to serve on the board and step up in 2019 was the main purpose of this meeting. Y Positive discussions took place, the outgoing chair offered to prepare a draft of the new budget forecast for 2019. This would include a rationale on each entry for the new committee to review and provide their input, then approve. Also, the outgoing chair offered to work with the bookkeeper to finalize, follow through and deliver the 2018 audit to the Municipal Finance Department. Y Updates, banking, receivables and bill paying procedures were reviewed to provide an easy transition for the new committee. Signature changes on the bank accounts would be required and this will take place once the new chair has been elected. At the conclusion of the meeting, it appeared that Peter Kennedy would consider the chair position and if elected, would pursue volunteer members for the other needed responsibilities. The four attending members at this meeting were also reminded that November's minutes had not been approved and this would need to be on the February agenda. Adjournment took place with no motion provided. 29 Budget Categories Property Maintenance and Property Operations Property Maintenance Invoices — Acct. # 5740 Prichard Mechanical George Moore Electric Jack Burgess Plumbing Cimco Refrigeration Durham Glass Locksmith Service Fire & Safety Inspection All Cleaning Materials Property Operations — Acct # 5720 Duracut Blade Sharpening 2-M Sports — Rink Equipment The Hardware Store — Rona, Newcastle Jet Ice — Paint for Ice Level Snow Removal — Parking Lot - Sunnyside Acres, Jeff Stapleton Snow Removal — Sidewalks - Foss Maintenance, Troy Foster Lexan Material for Rink Board Signage (no designated source, best price at time) 30 Arena Board Rational for 2019 Budget Income Revenue Y Ice Rentals — 2018 Actual $264,224.63 — 2019 Forecast $270,000.00 Added $6,000.00 to this entry as we did have an additional I hour taken by minor hockey for the 2018-19 season, (13 weeks, January to March and whatever extra playoff times we get). We don't know what minor hockey will request at start-up time in September and in reality, we have minimal to zero prime time ice available to rent. 2017 and 2018 were similar at $265,000.00 for ice rentals. I would suggest you stay in the $270,000.00 range for 2019. Y Public Skating — 2018 Actual - $3,386.73 Little disappointed in our 2018 public skating revenue at $3,300.00 - $900.00 below forecast and 2017 actual. We added the outdoor "A" sign on the boulevard, but it doesn't seem to attract additional skaters. P.S. is also well advertised on our Face Book Page. A mild fall, (October, November) doesn't appear to get us off to a good start and get people in the habit of coming to the rink. We only have a Sunday afternoon time slot available for public skating, other than our Tuesday morning Parent and Tots and Adult free skate. We could try week -day public skating if our staff is working on maintenance projects or at the arena. Wouldn't want to add payroll for daytime skating if it wouldn't cover the additional costs, i.e. lighting, heating, water etc. Not having a snack bar in operation may also of had an effect on Sunday Public Skating. Suggesting we leave our forecast at $4,000.00 for another season. Y Upstairs Rentals — 2018 Actual - $4,300.00 — 2019 Forecast - $4,500.00 Don't expect much change in upstairs rentals; only one permanent tenant. Increase rental income for upstairs would take some promoting or advertising for small party groups, i.e. showers, group meetings, etc. You are up against many small venues in the municipality that are somewhat easier to use, i.e. stairs have traditionally discouraged renters. Particularly for seniors. Y Storage Rentals -2018 Actual - $1,200.00 — 2019 Forecast - $1,200.00 Newcastle Family Connection rent two small rooms upstairs for storage of their costumes and props used in concerts and competitions. No change to this entry, unless you plan on increasing rent. The $1,200.00 is bonus money as we can't use the rooms for anything other than storage. 31 (2) Y Sign Rentals- 2018 Actual $7,000.00 — 2019 Forecast $8,000.00 Rink board advertising is a good revenue producer and there are more potential advertisers available. The Scoreboard sign requires a new sponsor, with Tim Horton's giving it up. Multi -Media, who have the electronic sign in the lobby and the Lacrosse Timer, would probably be interested. We currently receive $700.00 annually for the Lacrosse Timer — I'm thinking the time clock would bring $1,000.00 annually from Multi- Media. Also, there are several new retailers in Newcastle, the Barber Shop and Newcastle Griddle come to mind. It's just a matter of someone volunteering to make a few calls. That is how I obtained most of the other advertisers. Regarding Tim Horton's I am in the process of writing their new contact before processing another invoice to them for 2019. I will get the best resolve I can for the outstanding rental from 2017. Strange, that they did pay 2018's rental and not 2017. I will advise the best outcome and the proper procedure for 2019 for invoicing. Y Vending Sales — 2018 Actual - $767.96 — 2019 Forecast - $1,000.00 — Disappointed in vending sales, we had forecast $2,000.00 for 2018, our initial estimate since we closed the snack bar. Our share is 30% on total sales. Don't expect much of an increase in this revenue, but did forecast at $1,000.00 Y Summer Rentals — 2018 Actual - $15,772.05 — 2019 Forecast $14,000.00 Summer rentals depend mostly on the number of dates Clarington Recreational Lacrosse take from us early in the spring. Last season we had extra rentals because Rickard Arena was under construction. Generally, with the Ball Hockey League, Lacrosse and the two trade shows we generate in the neighborhood of $12,000.00 in summer sales. I set our forecast to $14,000.00 for 2019, not knowing how many hours we will get from Clarington Lacrosse. Y Total Revenue — 2018 - $296,651.37— 2019 Forecast - $302,700.00 Both 2017 and 2018 revenue was at the $296, 000.00 levels. We did have an increase in ice and floor rental fees which took place at September start-up time in 2018 and will carry into our spring ice closing in April 2019. For this reason I have included a $6,000.00 increase in revenue. With very little prime -time ice 32 (3) available at the arena for the past several years, revenue increases primarily come from rental increases. Lots of daytime ice available if you want to try additional public skating programs. I am told Courtice Arena have public skating every week -day morning. Y Payroll Expense -2018 Actual $140,875.15 — 2019 Forecast $143,600.00 I did add $2,700.00 to the payroll expense, not knowing what additional expenses will occur through the E.I., C.P.P. W.C.B, E.I. and Bryan's benefit program with the municipality. The new board members will decide on any wage increase for Bryan. Most of balance of staff, which is all part time, follows the wage structure set by the province. The only exception is our lead hands who do receive rates above the minimum wage. You may want to review those rates with Bryan. Y General Administration Expenses — 2018 Actual $117,347.98 — 2019 Forecast - $120,150.00 Y Bookkeeping Expense is set at $10,000.00 for this season. Accurate Bookkeeping does charge $40.00 /hour and invoice monthly, but December is the final payment to balance off at the $10,000.00 level. Y Capital Expense —No monies spent on Capital Expenses for the Past Two Years I generally budget $10,000.00 for C.E. but, it is very seldom spent. However, should you encourage an expense that the municipality deems as capital then, it is budgeted for. Y General Administration — 2019 Budgeted $2,000.00 —1 used this entry for office supplies and expenses, i.e. Stationery, ink cartridges, postage, etc. Both Bryan's and mine. Y Bank Fees and Bad Debts — 2019 Forecast — $750.00 similar to 2018 Y Propane Expense — 2019 Forecast $4,700.00 Slight increase from 2018 33 (4) Y Property Maintenance and Operations (Both Categories) 2018 Actual $32,947.98 — 2019 Forecast - $36,000.00 — We generally spend in the $30,000.00 area in these two categories. Plans are in place for refurbishment of both generators this summer. Bryan's early estimate for this project is in the $6 to $8,000.00 cost area. For this reason I provided an increased estimate to make sure this expense is covered in your budget. I will enclose a list of what items are cost as Maintenance Expense and what is Operations Expense. Y Telephone, Internet, Water, Hydro, Heating. -All categories adjusted in accordance with last year's costs, you can review. On some categories we were under the 2018 budget and some over. I have adjusted as I saw fit. 34 Gen. Admin. Ex Bookkeper Arena Board Financials 2018 Y.T.D. $10,000.00 $10,000.00 Revenue 2017 Actual 2018 Forecast 2018 Actual 2019 Forecast Ice Rentals $265,055.58 $275,000.00 $264,224.63 $270,000.00 Public Skating $4,142.05 $4,200.00 $3,386.73 $4,000.00 Canteen Sales $4,611.56 $0.00 $0.00 $0.00 Upstairs Rentals $3,900.00 $5,000.00 $4,300.00 $4,500.00 Storage Rentals $1,200.00 $1,200.00 $1,200.00 $1,200.00 Sign Rentals $5,594.34 $7,200.00 $7,000.00 $8,000.00 Vending Sales $1,232.31 $2,000.00 $767.96 $1,000.00 Summer Rentals $10,879.38 $12,000.00 $15,772.05 $14,000.00 Misc. Income $0.00 $0.00 $0.00 $0.00 Total Revenue $296,615.22 $306,600.00 $296,651.37 $302,700.00 Payroll Expense $68,373.02 $70,000.00 $47,441.37 $55,000.00 Wages - Arena $110,475.36 $118,000.00 $117,842.68 $120,000.00 Wages Canteen $3,681.86 $0.00 $0.00 $0.00 Vacation Pay $5,480.95 $6,400.00 $5,894.83 $6,000.00 E.I. Expense $2,451.49 $2,800.00 $2,624.48 $2,800.00 C.P.P. Expense $4,092.33 $4,600.00 $4,121.61 $4,300.00 WCB Expense $2,406.14 $2,700.00 $2,344.96 $2,500.00 Benefits $7,055.16 $7,000.00 $8,046.99 $8,000.00 Total Payroll $135,643.29 $141,500.00 $140,875.15 $143,600.00 Gen. Admin. Ex Bookkeper $10,000.00 $10,000.00 $10,000.00 $10,000.00 Capital Expense $0.00 $10,000.00 $0.00 $10,000.00 General Admin. $1,549.99 $1,700.00 $2,171.61 $2,000.00 Canteen Purchase $2,510.88 $0.00 $0.00 $0.00 Bank Fees $632.06 $700.00 $710.03 $750.00 Bad Debts $0.00 $0.00 $0.00 $0.00 Propane Expense $4,101.19 $4,400.00 $4,581.58 $4,700.00 Properrty Maint. $15,337.34 $16,000.00 $21,776.08 $22,000.00 Property Oper'tion $16,615.63 $16,000.00 $11,171.90 $14,000.00 Office Expense Included with Gen. Admin. Tel. & Intr'net. $3,528.09 $4,000.00 $3,994.02 $4,200.00 Water $7,230.94 $7,500.00 $6,568.92 $7,000.00 Hydro Expense $68,373.02 $70,000.00 $47,441.37 $55,000.00 Heating Expense $8,324.38 $10,000.00 $8,343.31 $10,000.00 Penelties $0.00 $200.00 $463.30 $200.00 Misc. Expense $365.98 $300.00 $125.86 $300.00 Total Gen. Expense $138,569.50 $150,800.00 $117,347.98 $140,150.00 Total All Expense $274,212.79 $292,300.00 $258,223.13 $283,750.00 Income Y.T.D. $22,402.43 $14,300.00 $38,428.24 $18,950.00 35 Newcastle Memorial Arena Management Board Municipalitv of Clarin-aton Minutes of Meetinz — Tuesday, February 12, 2019 (Not vet approved by committee) In Attendance — Peter Kennedy, Chair Bryan Wiltshire, Arena Manager Dave Bouma, Shea -Lea Latchford, Gary Oliver, Todd Taylor, Susan White, Councillor Margaret Zwart, Reirets: Councillor Granville Anderson 1. Adoption of Minutes Motion # 19-001 Moved by Sue White, seconded by Gary Oliver THAT: the minutes of November 8, 2018 are accepted with one correction. CARRIED 2. Election of Executive — Councillor Margaret Zwart presided over the election of the Executive : Chair — Peter Kennedy, Vice Chair — Gary Oliver, Treasurer, Todd Taylor, Secretary, Shea -Lea Latchford 3. Agenda - Motion #19-002 Moved by Sue White, seconded by Gary Oliver THAT: the Agenda be accepted as proposed with the exception of the Budget Review. (to be discussed at March Meeting) CARRIED 36 2. 4. New Business: Action List 2019 - The list was reviewed and a number of issues were addressed including the items addressing the Manager's Report. Dave Bouma (new member) will take on the responsibility of Marketing/Events. 5. Next Meeting Tuesday, March 13, 2019 — 7:00 p.m. 6. Adiournment Motion # 19 — 003 Moved by Gary Oliver, seconded by Dave Bouma THAT: the meeting adjourn. CARRIED The meeting adjourned at 9:05 PM Chair Secretary 37 SANTA CLAUS PARADE BOWMANVILLE SANTA CLAUS PARADE MINUTES SEPTEMBER 11, 2018 Attendees: Terry Tzikas , Allison Dart, Kathy McLaughlin, Roger Letooze, Emily Geraghty, Jen Ashby, Regrets: Bill Heathcote, Ron Hooper Terry Tzikas (Chairperson): • 2017 Books are still with the Municipality. When Allison has received them back she will then turn this job over to Emily Geraghty, thank you Emily for doing the Treasurer job and welcome to the Committee. Allison thank you for all your hard work while you were Treasurer. • Will have a new Santa this year and we all want to than Ron Thompson for all of his years while doing this very important job. • Will need to pick a theme for this years Parade. Committee will think of some themes and pass along to Committee. • Buttons — Terryl will look into this. Roger Letooze (Event Support Coordinator: • Numbers for parade are ongoing • Santa Float has been checked • Button Seller Coordinator at Legion is good for this year Kathy McLaughlin (Secretary): • Parade permit has been sent to Municipality in May 2018 • Will be sending our Donation letters by next meeting Next Meeting is scheduled for Tuesday September 25th Room 1C @ 7:00 p.m. SANTA CLAUS PARADE BOWMANVILLE SANTA CLAUS PARADE MINUTES SEPTEMBER 25, 2018 Attendees: Allison Dart, Kathy McLaughlin, Roger Letooze, Jen Ashby, Regrets: Terryl Tzikas Terry Tzikas (Chairperson): • Santa has been confirmed • Entries are coming in and emails have been sent out to let past entrants know that we are accepting entries • No workd from Dan Dejong regarding the website Roger Letooze (Event Support Coordinato)r: • Two golf carts are reserved from Quarry Lakes • Roger, cannot be back at the Barn after Parade day, Bill has stepped in. • Volunteer of the Year? Think of someone • TIMS Event wagon — Roger still looking into this. Kathy McLaughlin (Secretary): • Donation letters have been mailed out. 39 Jen Ashby (Bands): Four bands so far— BHS, Ajax/Pickering Navy League, Central and Clarington Concert Band. • Four or five emails out, still waiting to hear back. • Jen's dad cannot pull float this year Allison Dart (Treasurer): • Still waiting for the books from the Municipality Bill Heathcote (Assistant Event Coordinator): • Signs will go up Sunday afternoon of November 11, 2018 and Monday • Clean up in Barn, pick a date for this Next Meeting is scheduled for Tuesday October 9`h, 2018 Room 1C @ 7:00 p.m. SANTA CLAUS PARADE BOWMANVILLE SANTA CLAUS PARADE MINUTES OCTOBER 9, 2018 Attendees: Allison Dart, Kathy McLaughlin, Terryl Tzikas, Bill Heathcote, Regrets: Roger Letooze, Jen Ashby Motion: "To accept the minutes from the September 25th Meeting" Motion: Bill Heathcote 2"d: Allison Dart All in favour — passed Terryl Tzikas (Chairperson): • Santa has been confirmed, also his wife as Mrs. Claus • Santa's wife will be on Committee Float • Santa and wife have been to the barn to look at float • No make up for costumes this year, if anyone would like to wear a costume they will provide their own make up • Buttons have been ordered (4,000) • Entries are coming in and emails have been sent out to let past entrants know that we are accepting entries • No word from Dan Dejong regarding the website Kathy McLaughlin (Secretary): • Donation letters have been mailed out. Next Meeting is scheduled for Tuesday October 23rd, 2018 Room 1C @ 7:00 p.m. 41 SANTA CLAUS PARADE BOWMANVILLE SANTA CLAUS PARADE MINUTES OCTOBER 23, 2018 Attendees: Allison Dart, Kathy McLaughlin, Terryl Tzikas, Bill Heathcote, Ron Hooper, Jen Ashby, Roger Letooze Terryl Tzikas (Chairperson): • Santa has driver for the float • 42 Entries so fat more to come • 8 bands • Costumes —12 — 14 costumes have been assigned out. Have Santas elves for float. • Will use Garnet Rickard for washrooms • Buttons are ready • Committee float — carpet will be replaced for free with a donation from a carpet store. • Clean up barn on November 101h at 10:00 a.m. K athy McLaughlin (Secretary): • Cheques are coming in • Invitation has been sent to the Municipality • Radios have been ordered from fire hall Roger Letooze (Event Support Coordinator: • Two carts from Quarry lakes • Invitation has been sent to the Municipality Next Meeting is scheduled for Wednesday November 7, 2018 Room 1C @ 7:00 p.m. 42 Agricultural Advisory Committee of Clarington Meeting Thursday, February 14, 2019 Members Present: Don Rickard Tom Barrie Ted Watson Brenda Metcalf Richard Rekker John Cartwright Ben Eastman Les Caswell Henry Zekveld Councillor Zwart Jennifer Knox Regrets: Eric Bowman Guests: Petra and Robert Schwirtz Kristy Kilbourne, Doran Hoge both with Durham Region Mayor Foster Staff: Amy Burke, Faye Langmaid, Michael Seaman, Planninc Brenda welcomed all to the meeting, with introductions. Adoption of Agenda 019-03 Moved by John Cartwright, seconded by Richard Rekker "That the Agenda for February 14th, 2019 be adopted" Carried Approval of Minutes 019-04 Moved by Les Caswell, seconded by Ted Watson "That the minutes of the January 10, 2019 meeting be approved" Carried Services Delegation: Robert and Petra Schwirtz provided an overview of the results (a year later) of the trespassing that occurred on the Mink Farm on Barton Road. Robert distributed a slide presentation from the Ontario Fur Breeders Association, A Year on a Mink Farm and other background material. The messages that Robert and Petra emphasized: Y Protect yourselves by installing good security and cameras Y Educate yourself about the animal extremist groups and threats Y Adopt an employee contractor for your workers (distributed) Y Follow and use your commodity groups Code of Practice Y Make comments to your local MPPs and OMAFRA about moving farm animal inspections from OSPCA to OMAFRA Agricultural Advisory Committee of Clarington 43 February 14, 2019 Y Lobby the provincial government to review the Animal Care Act Y With regard to the local municipality they want the politicians to be aware of the issues, understand the economic impacts not just to the farms but adjacent businesses Presentation Region of Durham — Agricultural Climate Change Adaptation Strategy— Kristy and Doran provided an overview of the progress the task force has made over the past year and the recommendations they are taking back to the Durham Region Roundtable on Climate Change. The presentation provided by Kristy was sent to committee members as a pdf. Attached to these minutes is the overview and recommended actions. Kristy and Doran encouraged the members to review with their commodity groups and from their own perspective. They are looking for additional comments. There is also the need for pilot project that can be showcased and provide to others as case studies. One of the questions for the group was what needs to be funded and how can that be implemented. The comments from the group included items such as ensuring that maintenance of infrastructure includes all of the rural areas and that infrastructure in the rural area should be sized for the future. This included power supply, larger culverts, deeper ditches, tree trimming. The frequency of maintenance has been an issue and will only continue to worsen unless investment in reducing the timelines occurs. Doran and Kristy emphasized that buy -in from the agriculture community means attending sessions, assisting with education and communication. Committee members emphasized that economic development has to concentrate on building what is here not seeking to bring in outside expertise or property purchasers. Farmers are the stewards of the land and they should be supported through the existing programs such as Durham Farm Fresh, Farm Connections, Stewardship grants from the CAs, etc. Business Arising Zone Clarington open houses in late January and early February where very well attended. One meeting was cancelled due to weather. RESCHEDULED OPEN HOUSE First Draft Comprehensive Zoning By-law ZONE Clarington is a project to review and replace the municipality's existing zoning by- laws. The first draft contains updated general provisions and definitions that apply to all of Clarington and rural zoning regulations. Monday, March 4, 2019 4:30 to 8:00 pm Garnet B. Rickard Recreation Complex 2440 Highway 2, Bowmanville DAAC Appointment: Clarington Council has appointed Tom Barrie, which has to be ratified by Durham Region Council. Agricultural Advisory Committee of Clarington 44 February 14, 2019 Council and Committee Reports Council Items: Faye will circulate to members the comments provided by staff on Bill 66 which were endorsed by Council. While Schedule 10 has been withdrawn by the Provincial Government (these were the recommended changes to numerous land use planning acts) other schedules also affect the agricultural community. . Durham Agriculture Advisory Committee: The DAAC Tour will be September 12tH Durham Region Federation of Agriculture: (Durham Farm Connections) Richard provided the DRFA report to all by e-mail in advance of the meeting. The Farm Connections will be at Vipod Arena on April 2, 3, 4. The Agricultural Gala will be October 24tH The movie "Before the Plate" will be screened in Uxbridge at the Roxy Theatre on March 2nd at 3:30 p.m. It can be viewed on line for free during month of Feb. Clarington Board of Trade: CBOT breakfast with the Region Chair was earlier today. Agriculture was recognized in his speech as were issues with having the 412 and 418 tolled. He also wants to see the GO Train development proceed and the Pickering Airport. The Agricultural Summit will take a different format this year at the TeenyTiny Summit on April 11th at Orono Arena. More details to follow. New Business Accomplishments for 2018 — Chair will appear at the March 11th Planning and Development Committee to update Council members. Election of Chair and Vice -Chair — it was determined by consensus that the term of Chair and Vice -Chair would be for a two year term. 019-05 Moved by Jenni Knox seconded by Richard Rekker "That Brenda Metcalf be Chair if she is willing to stand" Carried 019-06 Moved by Les Caswell, seconded by Ted Watson ""That Eric Bowman be Vice -Chair if he is willing to stand" Carried Volunteer Appreciation Nominations— Brenda and Faye to review who has previously received and nominate up to 5 members to be honoured at the ceremony in April. MPAC Review of Small-scale on-farm businesses sub -classes— Faye was alerted of this by a former member of the committee and has investigated. The Minister of Finance in May 2018 asked MPAC to review small-scale on-farm businesses, industrial and commercial property classes to ensure they were being assessed properly. Faye distributed the memo that the municipality has received in this regard. Agricultural Advisory Committee of Clarington 45 February 14, 2019 Review of ZONE Clarington MDS Regulations Workbook — Amy will be asking the committee to review the MDS workbook circulated to the Committee in December as they relate to zoning, this can either be at a future meeting or by a sub -committee. It will be on the agenda of the next meeting to determine how the committee would like to proceed. Mayor Foster — Asked the Committee if some of the proceeds of the Mayor's Golf Tournament during this term of Council should be dedicated to bursaries for students to pursue agricultural studies. Committee members commented that the Soil and Crop scholarships and bursaries which are substantial and endowed have not been applied for and that there may be other avenues better served. The Mayor is soliciting ideas as the proceeds of the tournament are determined at the beginning of the Council term. It was suggested that Farm Connection or the Agricultural Heritage Project might benefit greatly from some dedicated funds. Michael Seaman — New Director of Planning Services —Has a familiarity with agriculture and agri-tourism from his recent positions in addition to the Greenbelt legislation. Understands agriculture is the number one economic activity in Clarington looking forward to learning more about the community. Future Agendas Health Canada representative to discuss the concerns heard at the July 12, 2018 AACC meeting regarding the Pest Management Regulatory Agency's re-evaluation of EBDC as it relates to fruit and vegetables. Clarington Planning to share details of the agricultural sector evaluation completed as part of the Clarington Community Greenhouse Gas Emissions Inventory Update (completed in September 2018). John is working on invitation to the Premier. Faye has been in contact with Tracey Weightman, DRPS about a tour/meeting at the detachment in Maple Grove. Aaron Bowman — presentation similar to one provided to Lions Club. Donald Rickard moved to Adjourn. Next Meeting: Thursday, March 14, 2019 @ 7:30 pm - Nancy Rutherford and Lisa Mackenzie will be back with the Durham Agriculture Strategy (next 5 year installment). April Meeting - Clarington Planning to review the first draft zoning by-law regulations relating to Environmental Protection and associated buffers and related permissions for agriculture. Agricultural Advisory Committee of Clarington 46 February 14, 2019 Durham Region is seeking input on the draft Durham Regional Agricultural Climate Change Adaptation Strategy. Farming has always required adaptation to seasonal variability and changing growing conditions. Farmers are important stewards of the land and play a critical role in climate resiliency using best farming practices. Climate projections predict that over the coming decades, the climate in Durham will become warmer, wetter and have larger and more frequent storms. Some of these impacts are already being felt. The development of the draft Durham Region Agricultural Sector Climate Change Adaptation Strategy was initiated in February 2018 and has been led by an Agricultural Sector Expert Task Force. The draft Durham Region Agricultural Sector Climate Change Adaptation Strategy is an addition to the Durham Community Climate Adaptation Plan (DCCAP). To date, over 150 stakeholders, including Durham's area municipalities, the Provincial Government, academics, the Durham Agricultural Advisory Committee and the agricultural community, have been engaged through two broad stakeholder consultation processes. Anticipated risks to the local agricultural sector because of a warmer, wetter, and wilder climate were identified by the Agricultural Sector Expert Task Force and enhanced the first round of stakeholder consultation. These include: • risks to certain varieties of crops and yields; • heat -related and other health risks for livestock and farm workers; • flooding and storm water management; • invasive species/pests; • Damage to public infrastructure and farm buildings and structures; • concerns around electrical outages/capacity; and • rural emergency alerting and response. Many of these risks overlap with risks and impacts other sectors are facing. Therefore, there are opportunities for collaborative adaptation efforts. The ability of the local agricultural sector to adapt to climate change will rely on: • A protected and healthy agricultural land base (i.e. amount of land, good quality soil); • Resilient public and on-farm infrastructures; • Education and knowledge (best management practices, community-based research); • Communication (information sharing, partnerships, consideration of agriculture and overlap with the work of other sectors, advocacy on matters beyond local control); and, • Economic capacity. The Region aims to support the local agricultural sector adapt to climate change while recognizing the diversity of agriculture in the Region. The impacts of climate change will be felt differently across agricultural sectors. Program options outlined in the draft strategy are flexible and reflective of that diversity. Durham's draft Agricultural Sector Climate Adaptation Strategy is centered on the following themes: • Build community and research capacity; • Enhance policy support for agriculture and climate change adaptation; • Increase local education and awareness on agriculture and climate change adaptation; and, • Address agricultural sector climate adaptation through cross -sectoral programs and community partnerships. The draft strategy recommends sort -term actions to be undertaken by the Region and partners. Actions address the key theme areas that will assist the Region's agricultural sector in working toward climate adaptation and enhanced resiliency. These actions include: • broad promotion of the Strategy (including a social media component); • ensuring consideration and integration of the Strategy in the review and ongoing implementation of various Regional and community plans and initiatives; • addressing sector overlaps and integration of agricultural considerations in the on-going work of other DCCAP Working Groups; • ensuring updates to Regional Climate Projections capture agricultural sector considerations; working with academic and research institutions to achieve more research presence in Durham around agriculture and climate change; • hosting another event on the topic of agricultural sector adaptation; • developing or encouraging the development of guidelines for climate resilient agricultural structures; and, • initiating pilot projects and demonstrations with community partners. We hope you will take this opportunity to provide us with your valuable feedback on the draft strategy. Feedback will be incorporated into the final draft Regional Agricultural Climate Change Adaptation Strategy which will be presented to the Durham Region Roundtable on Climate Change in February 2019 and to Durham Regional Council for endorsement in March 2019. Feedback is requested by Thursday. January 31, 2019. Should you have any questions, please do not hesitate to contact Kristy Kilbourne, Senior Planner, at 905-668-7711 ext. 2545 or by e-mail at kristy.kilbourne@durham.ca, or the Expert Task Force Chair, Don Rickard, at rickards662rogers.com. Please feel free to pass this information along to anyone else you feel should be engaged. W Q c� CU C� U O 4 U N S-. r� V �h�ynn W1 C� EPI CL M N 0 cr U) Q) 0 U U O (C ++ Z)>, �- c� O a O 0 O } N 0 O O 0 O O t� o Z,'�E°tea �a �co � CL 0-0 CL >o 0 =3 (D � y O .O cu 9co CL �� °D��x CL �- � c�00 i N a1 0 a) •- O m e '0 a) U c " O V cu 0 C O O E 0 co U U G) O •x c� w .� NW a ccOO.� 111 Q co x < a) :3 S2 -� �OUvi L Ua)� U 0 N ,. ®E ®E ��o SEC OU o w = 0 E� a E.- O 0' 012 CL ® Off® o ��c ® mL- 00--0 < 0r0 0 0 ) roL) a o 0 co L a 70 ' a'o•, as 0 E0) a) 0 ,E0) N� EO 2 O F- 01 O 0rd U) U 0) 0 a0i m O Q >, (h '+� 0 U cll c C 0 ? 50 o U) c� o o o v;0) CL o� LL X - ++N CD C C �� N �-0 O 0)CO CO (Do OL�� w° 0W (DO'Xcc GC to LLJ U- x LU =oma=o ii U):3 � cQr, 01--� a LU z �. ❑ E ��0 QUO v)o U as Q❑ ° u, C c o �' Q o v (D 0r- 0 /„ o� L 0 C c0- L m ® ®w EE �a.�- oU o❑c� � �� a `�CO °p+ EL EL UO ��Q_ 04- 0. O¢ O'QQ)v`�yy�.? �� Ucruv°) •E `�vie!((nocl, O Q1 as 0) ac�u��r- > L \V • L U):3ccnwCo •h+ yr C _ 5 'L a�U0�� 4-I ti❑ vac❑aa C15 Sz0U m�� 0 ct% U� AL O L c . o N 0 N 0 N 0m N-0 0m N .Q Q _ Q ooh �o a � L 3 OQ1 O -CL— C .0 C w U O. Q .0 0 C N C O U O E .5 v r -(D o N ccu•e cin CO :� U C U -a E 6 U p,U U O E O i C o V O}2 N U +, O O O L •O E c:L O O m (� •O N c� r U O W N co 7 0N Q cZ C r 0-0 a- +, C o� a N G ° Ocoo L t Qi C ,` O -0 C +• �o0:3 w E r- o E c�v��.v c� L C�U� E a�� 0) �Oc ;_ E� Q Lu c��®° o �.��aCC n- 0 ®o° ESQ 50 CLARINGTON HERITAGE COMMITTEE Minutes of Meeting February 19, 2019 Members Present: Katharine Warren, Peter Vogel, Bernice Norton (ACO), Heather Ridge (ED of Clarington Museum) Guests: David Reesor, Noel Gamble, Ron Sproule Regrets: Robert Malone, Victor Suppan, Councillor Hooper, Steve Conway Staff: Brandon Weiler and Faye Langmaid, Planning Services Prior to the meeting the properties designated in 2018 where honoured at the Planning and Development Committee meeting. The two properties were 156 Church Street and 2020 Lamb's Road (Camp 30). In addition as the plaque for 483 King Avenue East (the Walbridge House) had not been presented by Council and the building is 200 years old the owners who refurbished the property were also honoured. A plaque from the Mayor was presented to each of the properties being honoured. Introductions and Welcome to the Clarington Heritage Committee David Reesor, Noel Gamble, Ron Sproule have been recommended as members of the Heritage Committee subject to Council's ratification at the February 25, 2019 Council meeting. All were in attendance and welcomed by existing members. Election of a chair and vice chair was deferred to the March 19 meeting due to absences and to allow the new members to be confirmed by Council prior to electing those positions. Declaration of Pecuniary Interest None declared. Adoption of Agenda 19.03 Moved by K. Warren, seconded by B. Norton That the agenda for February 19, 2019 be adopted as amended. "CARRIED" Adoption of Minutes 19.04 Moved by K. Warren, seconded by H. Ridge That the minutes of the Meeting of January 15, 2019 be accepted. "CARRIED" 1 1 P a g e 51 Delegation and Presentations Business Arising Wilmot Heritage Park update: • No update at this time. Jury Lands Foundation update K. Warren provided the new members with an overview of the Foundation's work and an overview of the site and its history. The JLF and ACO are closely monitoring the site. Municipal Register The categories of designation, Part IV and V and the municipal register were explained. Some of the properties of interest on the register where there is pending redevelopment are the Goodyear site and Nurse's Residence at the Hospital. Reports from Other Committees Orono, Bowmanville and Newcastle CIP All of the liaison groups met in late January. The items discussed where the annual report which will be circulated to CHC members. The annual report provides an overview of the grants that have been approved in the prior year and where funds remain. There has been good uptake in accessibility grants which were added to the program early in 2018. As a result of the renewal of the CIP programs brochures for the grants available and the overall CIP website pages have all been updated. The liaison groups have gone through renewal as a result of the CIP review and its approval in early 2018. The groups have renewed their terms of reference, added members and recently elected new chairs. Museum: The Museum's new children's exhibit ClaringTOWN with a rural theme opened to members on Jan 31St and the community on Feb 2n1 The Museum is finalizing their March Break Programing and are currently undergoing renovations to put in new carpet and upgrade the washrooms. There will be a musical performance at the museum on March 9 in partnership with the Visual Arts Centre of Clarington. Architectural Conservancy Ontario, Clarington Branch: • Doors Open will focus on east Bowmanville and former east Darlington Township. • The ACO is working with the Jury Lands Foundation to offer tours of the Camp 30 site again this year on the Erhrenwort Trail. • Next meeting is on Monday February 25, 2019. • T. Ali, former liaison to the committee, is conducting research into the Fletcher Tree located on the property behind 222 King Street East. The research could lead to requesting that the tree receive designation under the Heritage Act. Newcastle Village & District Historical Society - No report from NVDHS. 21 Page 52 Correspondence and Council Referrals Project Reports — No reports for this meeting It was explained that the committee in its past term set up two sub -committees being Education and Outreach and Municipal Inventory and Register, each sub -committee met to advance their specific goals and purposes and then reported back to the overall committee. The committees worked well and made significant advancements on their specific goals. At the next meeting the same type of goal setting for this term of the CHC committee will be on the agenda for discussion. New Business Committee Orientation — Faye has been in contact with Bert Duclos and he is willing to provide an overview to a larger Durham audience. A date will be scheduled once committee appointments across the Region are in place. Ontario Heritage Conference — B. Weiler informed the committee that the Ontario Heritage Conference is occurring in Goderich, ON May 30 to June 1, 2019. Committee members are encouraged to considering attending. BILD's Comments Regarding Increasing Housing Supply in Ontario — In November MMAH released a consultation document "increasing Housing Supply in Ontario" as part of the "Housing Supply Action Plan" expected in Spring 2019. BILD has provided a number of comments, which were circulated to the committee. A number of comments relate to how BILD would like to see the Ontario Heritage Act amended. Members are encourage to provide feedback on BILD's comments or provide additional comments as the consultation process continues. Planner II — The Municipality has hired a replacement for D. Addington and they will be in attendance at the next meeting as will the New Director of Planning Services. K. Warren moved adjournment. Next meeting: March 19th, 2019, 7:00 p.m., 1 C 31 Page 53 � -N n I # I1' ITI General Government Committee Report to Council Report to Council Meeting of February 25, 2019 Subject: General Government Committee Meeting of Monday, February 11, 2019 Recommendations: • Chris Darling, Chief Administrative Officer, CLOCA, Regarding Request for Site Alteration Permit Fee Reduction That the request for a site alteration permit fee reduction from Chris Darling, Central Lake Ontario Conservation Authority, be approved. 2• Transfer of New Municipal Infrastructure to Clarington, Energy Drive from Holt Road to Crago Road That Report EGD -005-19 be received; That Council endorse the transfer of Energy Drive between Holt Road and Crago Road from the Ministry of Transportation Ontario; and That all interested parties listed in Report EGD -005-19 and any delegations be advised of Council's decision. 3• Bill 68 Implementation Requirements That Report CLD -004-19 be received; That the By-law attached to Report CLD -004-19 as Attachment 1, amending Section 7 of the Council Code of Conduct to include provisions regarding Harassment, be approved; That the By-law attached to Report CLD -004-19, as Attachment 3, authorizing the Mayor and Clerk to execute an agreement amending the agreement with Fasken Martineau regarding the details of the appointment of Guy Giorno as Clarington's Integrity Commissioner, be approved; That the Council -Staff Relations Policy, Attachment 4 to Report CLD -004-19, be approved; That the Policy for Pregnancy/Parental Leaves for Members of Council, Attachment 5 to Report CLD -004-19, be approved; That the By-law attached to Report CLD -004-19, as Attachment 6, amending the Procedural By-law Section 7.2.1, be approved; and That all interested parties listed in Report CLD -004-19 and any delegations be advised of Council's decision. Page 1 54 Ciarftwu General Government Committee Report to Council 4- Appointments to Various Boards & Committees - 2019-2022 That Report CLD -007-19 be received; That the following citizen and Council appointments, as determined in accordance with the Appointment to Boards and Committees Policy, be approved for a term ending December 31, 2022 or until a successor is appointed, unless otherwise stated; That the Municipal Clerk's Department be authorized to continue to advertise for the remaining vacancy on the Newcastle Arena Board; That Staff be directed to re -advertise for a citizen representative from the agricultural or building development community to be appointed to the Kawartha Region Conservation Authority; and That all interested parties listed in Report CLD -007-19 and any delegations be advised of Council's decision. a. Accessibility Advisory Committee Catherine McConaghy Sarah McConaghy b. Energy from Waste - Waste Management Advisory Committee Two Year Term (to December 31, 2020) Sami Elhajjeh C. Heritage Committee Noel Gamble David Reesor Ron Sproule e• Samuel Wilmot Nature Area Management Advisory Committee Tyson Brooks Evan King Jocelyn Whalen f• Tourism Advisory Committee Paulina Alamo Fred Archibald Kristyn Chambers Ann -Marie Harley Douglas Morgan Petra Schwirtz For Council Meeting of February 25, 2019 55 Page 2 Ciarftwu General Government Committee Report to Council Councillor Hooper 5• Enbridge Gas Franchise Agreement That Report LGL -002-19 be received; That Council approves the form of draft By-law (including the franchise agreement forming part thereof) attached to Report LGL -002-19 and authorizes the submission thereof to the Ontario Energy Board for approval pursuant to the provisions of Section 9 of the Municipal Franchises Act; That Council requests the Ontario Energy Board to make an order dispensing with the assent of the municipal electors of the attached draft By-law (including the franchise agreement forming part thereof) pursuant to the provisions of Section 9(4) of the Municipal Franchises Act; and That a copy of Council's resolution be forwarded to Enbridge Inc. in support of their request for Ontario Energy Board approval. 6• Anti -Abortion Images and the Canadian Code of Advertising Standards That the recommendations contained in Confidential Report LGL -003-19, a matter that deals with advice that is subject to solicitor -client privilege, be approved. 7• Clarington Urban Forest Strategy That Report EGD -018-18 be received; and That Council endorse the Clarington Urban Forest Strategy attached to Report EGD -018-18. For Council Meeting of February 25, 2019 56 Page 3 � -N n I # I1' 11 Special General Government Committee Report to Council Report to Council Meeting of February 25, 2019 Subject: Special General Government Committee Meetings of Friday, February 15, 2019 and Tuesday, February 19, 2019 Recommendations: NOTE: Presentations from external agencies and delegations were considered at a meeting dated February 15, 2019, prior to the deliberation of Report FND-004-19 on February 19, 2019 and no recommendations arised. 1 • 2019 Operating and Capital Budget That Report FND-004-19 be received; That Council approve the 2019 Operating Budget "Base Level Requirements" as outlined in Attachment #1 to Report FND-004-19, at an estimated tax levy impact of 0.18% (exclusive of tax policy impacts), as directed in Report FND-001-18 with the following amendments: a. That Capital Project 42-421-19503, CCC Pool Locker Replacement, in the amount of $40,000, be deleted; b. That Capital Project 42-421-15516, Fitness Equipment Replacement, be reduced by $25,000 to $33,000; c. That the budget amount in object code 7506 (Furniture & Fixtures) be reduced by 50% in each cost centre, for a total overall reduction of $19,961; d. That Account 100-16-162-00000-7412 Info Tech — Trsf to RF for IT Hardware, be reduced by $100,000 to $0; e. That Capital Project 16-162-07200, Computer Software, be reduced by $200,000 being the 2019 Municipal Tax Levy contribution portion; f. The Capital Project 42-421-17701, Fac Admin - Furnishings & Equipment (Display Cabinet), in the amount of $15,000, be deleted; g. That Account 100-50-130-10529-7160, OP Review Consulting, be reduced by $60,000 to $100,000, and the corresponding transfer from the DC General Government Reserve Fund be reduced by $54,000; Page 1 57 � -N n I N I1' 11 General Government Committee Report to Council h. That Account 100-32-130-00000-7160, Eng Admin - Consulting, be reduced by $75,000 to $25,000; That Council approve the 2019 Capital Budget "Service Level Changes" as outlined in Attachment #1 to Report FND-004-19, at an estimated tax levy impact of 1.64% with the following amendments: a. That $130,000 be drawn from the Parks / Facilities Maintenance Reserve Fund to fund the additional service level increase to playground equipment upgrades on Attachment #1 to Report FND-004-19; b. That $207,000 be drawn from reserve funds, to be determined by the Director of Finance, to fund the Municipal portion of the Orono Town Hall upgrades identified as a service level increase on Attachment #1 to Report FND-004-19; c. That Capital Project - Council Chambers Upgrades (Item 12.6 of Report FND-004-19) and as noted on Attachment #1 of Report FND-004-19 in the amount of $70,000, be deleted; d. That proposed service level increase of $25,000 for emergency clean up (Item 12.8 of Report FND-004-19) and as noted on Attachment #1 of Report FND-004-19, be deleted; e. That Capital Project 32-330-19107 — Whistle Cessation Study, in the amount up to $150,000, be drawn from the Tax Rate Stabilization Reserve Fund to proceed to the next step, as per the 2018 study, for night time Whistle Cessation at Bennet Road, Cobbledick Road and Lake Road; That the Engineering Services Department position of Full Time Development and Utility Technician (annual compensation of $86,765), be deleted; g. That Account 100-36-370-10115-7412 Bldg Services — Trsf to RF, be reduced by $25,000 to $303,000; h. That Account 100-42-130-10085-7412 Comm Sery Admin — Trsf to RF, be reduced by $25,000 to $434,200; That Account 100-36-388-40690-7412 Fleet OVHD — Trsf to RF, be reduced by $25,000 to $134,500; For Council Meeting of February 25, 2019 PP Page 2 � -N n I N I1' 11 General Government Committee Report to Council That Council approve the 2019 Operating and Capital Budget "External Agency" as outlined in Attachment #1 to Report FND-004-19, at an estimated tax levy impact of 0.50% with the following amendments: a. That Capital Project 62-440-15001, Library Studies, in the amount of $50,000, be deleted, as it relates to a planned 2020 project and it was included as a 2019 Capital Project in error; b. That the Capital Budget Project 62-440-17007, Library Refurbishment, be amended to reduce the overall cost of the Bowmanville Branch Refurbishment from $2,050,000 to $1,300,000; That the scope of the refurbishment only include that which is necessary for accessibility purposes; That the Library Board be asked to report back on the proposed plans; and That the funds be drawn from the Library Capital Reserve Fund. c. That the request from Hope of Durham as noted in Item 6.4 and Attachment #1 of Report FND-004-19, in the amount of $5,000, be deleted; d. That the funding increase request from the Clarington Public Library, be capped at 2% ($61,541); e. That the funding request from the Clarington Museums and Archives Board, be approved; f. That Council commit $5,000,000 from the Strategic Capital Reserve Fund to be used to contribute to the expansion of the Bowmanville Hospital to be paid upon completion of the expansion; and That the contribution of $250,000 to a reserve fund for Lakeridge Health, be deleted as noted in Attachment #1 of Report FND-004-19; That the external agencies, referred to in Attachment #1, be advised of Council's decision regarding their grant requests and be thanked for their delegations on February 15, 2019, as appropriate; That Reserve and Reserve Fund contributions and new Reserve / Reserve Funds be approved as shown in the 2019 Draft Budget binder with the following amendments: For Council Meeting of February 25, 2019 59 Page 3 Ciarftwu General Government Committee Report to Council a. That up to $190,000 in the Community Improvement Plan Reserve Fund balance, be allocated to the Gatehouse Parkette and Moyse Parkette improvements; b. That approximately 25% ($12,642) of the contract cost of the Planning Services Department position of a Contract Planner II — Development Review — Zoning By-law Update, be funded from the Building Inspection Reserve Fund; That the financing of capital projects, as outlined in the attached documents be approved, with the following amendments; a. That Capital Project 19-191-19002, Sign for Trulls Road, in the amount of $55,000, be deleted; b. That the purchase of 2 single axle combination plows in the amount of $240,000 each as identified in the description of Capital Project 36-388-10150, Fleet New — Roads, be deferred until staff review and report back on the option of contracting out of services for several snow plow routes; That any cash flow shortfall in the Development Charges Reserve Funds be interim financed from the Municipal Capital Works Reserve Fund and General Municipal Reserve Fund, to be repaid with interest as cash flow permits; That Report FND-004-19 be adopted by resolution in accordance with provisions of Ontario Regulation 284/09 of the Municipal Act, 2001; and That the appropriate By-laws to levy the 2019 tax requirement for Municipal, Regional and Education purposes be forwarded to Council for approval, once final tax policy information is available; That the proceeds from the Mayor's Golf Tournament be directed as follows: 2019 — Mayor's bursary for post -secondary education for students pursuing studies in agriculture, forestry or environmental sciences 2020 — Community Care Durham 2021 — Clarington Hospice 2022 — Bowmanville Hospital Foundation That Staff consult with the Clarington Museum and Archives, Visual Arts, and Library Boards, regarding the possibility of operating under a single board, and report back to the General Government Committee, prior to summer recess. For Council Meeting of February 25, 2019 Page 4 Ciarftwu Planning & Development Committee Report to Council Report to Council Meeting of February 25, 2019 Subject: Planning & Development Committee Meeting of Tuesday, February 19, 2019 Recommendations: 1. Receive for Information (a) 10.1 Ralph Walton, Regional Clerk/Director of Legislative Services, The Regional Municipality of Durham, Regarding Providing Consultation on Increasing Housing Supply in Ontario, Report 2019 -COW -1 2• An application by 2411 Baseline Limited to amend the Zoning By-law to permit the development of a commercial property for a variety of uses That Report PSD -011-19 be received; That the proposed application for Zoning By-law Amendment ZBA 2018-0029 continue to be processed including the preparation of a subsequent recommendation report; That staff consider the public comments received in the further processing of the Zoning By-law Amendment application submitted by 2411 Baseline Limited to permit the commercial development; and That all interested parties listed in Report PSD -011-19 and any delegations be advised of Council's decision by the Department. 3• An Application by Gerald Sherk Removal of Holding — 2406 Prestonvale Road, Courtice That Report PSD -012-19 be received; That the application submitted by Gerald Sherk to remove the Holding (H) symbol be approved, and that the by-law contained in Attachment 1 to Report PSD -012-19, to remove the (H) Holding Symbol, be passed; That Council's decision and a copy of Report PSD -012-19 be forwarded to the Region of Durham and the Municipal Property Assessment Corporation; and That all interested parties listed in Report PSD -012-19 and any delegations be advised of Council's decision. Page 1 61 Ciarftwu Planning & Development Committee Report to Council 4• Extension to Draft Approval by 1977057 Ontario Limited in Brookhill Neighbourhood in Bowmanville That Report PSD -013-19 be received; That the extension to Draft Approval for S -C-2011-0002 be supported subject to the Conditions as contained in Attachment 1 to Report PSD -013-19; That the Durham Regional Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD -013-19 and Council's decision; and That all interested parties listed in Report PSD -013-19 and any delegations be advised of Council's decision. 5• Extension to Draft Approval for Lindvest Properties (Clarington) Inc. in Newcastle That Report PSD -014-19 be received; That the extension to Draft Approval for 18T-89059 be supported subject to the Amended Conditions as contained in Attachment 1 to Report PSD -014-19; That the Durham Regional Planning and Economic Development Department and Municipal Property Assessment Corporation be forwarded a copy of Report PSD -014-19 and Council's decision; and That all interested parties listed in Report PSD -014-19 and any delegations be advised of Council's decision. 6• Proposed Changes to the Growth Plan for the Greater Golden Horseshoe That Report PSD -015-19 be endorsed; That the proposed changes to the Growth Plan for the Greater Golden Horseshoe are generally supported. However, the following recommendations and the comments contained in Report PSD -015-19 be endorsed as Clarington's formal submission to the Ministry of Municipal Affairs and Housing: • The proposed Provincially Significant Employment Zones be removed from the area identified as the Courtice Major Transit Station Area as shown in Attachment 2; For Council Meeting of February 25, 2019 62 Page 2 Garington Planning & Development Committee Report to Council • Provincially Significant Employment Zones be added to the lands between Courtice Road and Highway 418, south of Bloor Street as shown in Attachment 2; • The proposed Provincially Significant Employment Zones be removed from the areas where they overlap with the Southeast Courtice Secondary Plan and the Southwest Courtice Secondary Plan areas as shown in Attachment 2; The lands between Durham Highway 2 and Bloor Street, east of Courtice Road to the future Highway 418 be added as employment area to the Courtice urban area; and • The long-term goal of net -zero communities be maintained as a guiding principle of the Growth Plan. That a copy of Report PSD -015-19, be forwarded to the Ministry of Municipal Affairs and Housing, Metrolinx, the Durham Regional Planning and Economic Development Department and any interested parties. For Council Meeting of February 25, 2019 63 Page 3 Clarington 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: Council Date of Meeting: February 25, 2019 Report Number: CLD -009-19 Resolution: File Number: AA. 18.03 By-law Number: Report Subject: Appointments to Veridian Board Recommendations: 1. That Report CLD -009-19 be received; 2. That the Committee consider the applications for appointment as the non -elected member to the Veridian Board and for the recommended nominee to the Veridian Connections Inc. Board, in accordance with the Appointment to Boards and Committees Policy until such time as the new Holdco is formed; 3. That a vote be conducted in accordance with the Appointment to Boards and Committees Policy; 4. That all interested parties listed in Report CLD -009-19 and any delegations be advised of Council's decision. • Municipality of Clarington Resort CLD -009-19 Report Overview Page 2 The term for Clarington's existing non -elected members of Veridian Corporation Board of Directors and Veridian Connections Inc. Board of Directors has expired. This Report requests Council to appoint and nominate for appointment the new non -elected members in accordance with the Shareholder's Agreement. 1. Background 1.1 Clarington's current non -elected member of the Veridian Board is Karen Fisher, and the non -elected member of the Veridian Connections Inc. is Steve de Boer. 1.2 The term for Clarington's current non -elected members expired on December 31, 2017 and, in anticipation of the merger and at the request of the Veridian Board, Council reappointed Karen Fisher and Steve de Boer with a term expiring on December 31, 2018. 1.3 In response to a further request of the Veridian Board to extend the term until the merger was complete, at the January 14, 2019 Council meeting, elected not to extend the term of Clarington's non -elected members and passed the following resolution: Resolution #C-008-19 That the process detailed in the January 11, 2019 memorandum from the Solicitor and Municipal Clerk be followed for Clarington's nominees to Veridian Board and Veridian Connections'; That the consultant retained by Veridian, to conduct interviews and prepare a findings report, be requested to attend the February 25, 2019 Council meeting to present his/her report in closed session; That the appointments be completed no later than March 31, 2019; and That all interested parties be advised of Council's decision. 2. Appointments 2.1 Since January 14, 2019, Veridian undertook the necessary process to retain a consultant, solicit applications and conduct applicant interviews. The consultant's findings report is included as Attachment 1 to this Report, but is distributed under separate cover due to the personal information contained within the findings report. 65 Municipality of Clarington Resort CLD -009-19 Page 3 2.2 Mr. Peter Spratt of Baker Tilly KDN Consulting Inc., will present his report and explain his recommendations to Council in closed session at the February 25, 2019 Council meeting. 3. Concurrence This report has been reviewed by the Municipal Solicitor who concurs with the recommendations. 4. Conclusion It is recommended that the Committee consider the applications for appointments to the Veridian Board and the Veridian Connections Inc. To be clear, the term for appointment to these Veridian Boards will expire at the time when the new Holdco Board is struck; which is expected to be April 1, 2019. According to the process for the merger set by Veridian, Council should anticipate receiving from Veridian, in the very near future, a Notice of Recommendation, for their consideration, regarding appointment of independent Directors to the new Holdco Board. 5. Strategic Plan Application Not applicable. Submitted by: C. Anne Greentree, B.A., CMO, Municipal Clerk Reviewed b . Andrew C. Allison, B. Comm, LL.B CAO Staff Contact: C. Anne Greentree, Municipal Clerk, 905-623-3379 ext. 2102 or agreentree@clarington.net Attachments: Attachment 1 — Consultant's Findings Report - Distributed Under Seperate Cover List of interested parties to be notified of Council's decision is on file in the Clerk's Department. Veridian . • If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 The Corporation of the Municipality of Clarington By-law 2019-012 Being a by-law to amend the Purchasing By-law 2015-022. Whereas, pursuant to Section 270 of the Municipal Act, 2001, the Corporation enacted By-law 2015-022 (the "Purchasing By-law") to establish and maintain policies with respect to its procurement of goods and services; and Whereas it is deemed expedient to amend the Purchasing By-law to change the process for hiring engineers and engineering consultants. Now therefore be it enacted that By-law 2015-022 is hereby amended as follows: 1. The following words shall be added to the beginning of Section 74: "Save and except for engineers and engineering consultants, ". 2. The following section shall be added: 74.1 Where it is estimated that the Cost for Consulting and Professional Services of an engineer or an engineering consultant will be between $5,000 and $30,000, a Department shall acquire the services by selecting from a pre -qualified roster of vendors. 3. Clause 5 i) of Schedule "A" (Exempt Goods and Services) is deleted to remove the words "Engineering Services and Engineering Consulting Services", and the remaining clauses in that section are renumbered accordingly. 4. The definition of "Goods and/or Services" in Section 1 is deleted and replaced with the following: "Goods and/or Services" means any goods and/or services required by the Corporation other than those listed in Schedule "A". 5. This by-law shall take effect on the date of passing. Passed in Open Council this 25th day of February, 2019. Adrian Foster, Mayor C. Anne Greentree, Municipal Clerk If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 The Corporation of the Municipality of Clarington By-law 2019-014 Being a By-law to exempt a certain portion of Registered Plan 40M-2615 from Part Lot Control Whereas the Council of the Corporation of the Municipality of Clarington deems it advisable to exempt from Part Lot Control, Lots 153 to 165 inclusive in Plan 40M-2615 registered at the Land Titles Division of Whitby (File # ZBA2019-0004); Now Therefore Be It Resolved That the Council of the Corporation of the Municipality of Clarington enacts as follows: 1. That Subsection 5 of Section 50 of the Planning Act shall not apply to those lands described in Paragraph 2 within the By-law. 2. That this By-law shall come into effect upon being approved by the Municipality of Clarington and thereafter Subsection 5 of Section 50 shall cease to apply to Lots 153 to 165 inclusive in Plan 40M-2615. 3. Pursuant to Subsection 7.3 of Section 50 of the Planning Act, this By-law shall be in force for a period of two (2) years ending on February 26, 2021. Passed in Open Council this 25th day of February, 2019. Adrian Foster, Mayor C. Anne Greentree, Municipal Clerk