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Home My WebLink About03/25/2019Final clu1llgC0Il General Government Committee Agenda Date: March 25, 2019 Time: 9:30 AM Place: Council Chambers, 2nd Floor Municipal Administrative Centre 40 Temperance Street Bowmanville, Ontario Inquiries & Accommodations: For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending, please contact: Samantha Gray, Committee Coordinator, at 905-623-3379, ext. 2106 or by email at .>gray(o)_clarington.net. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Audio Record: The Municipality of Clarington makes an audio record of General Government Committee meetings. If you make a delegation or presentation at a General Government Committee meeting, the Municipality will be audio recording you and will make the recording public by publishing the recording on the Municipality's website. Noon Recess: Please be advised that, as per the Municipality of Clarington's Procedural By-law, this meeting will recess at 12:00 noon, for a one hour lunch break, unless otherwise determined by the Committee. Cell Phones: Please ensure all cell phones, mobile and other electronic devices are turned off or placed on non -audible mode during the meeting. Copies of Reports are available at www.clarington.net aarftmn General Government Committee Agenda Date: March 25, 2019 Time: 9:30 AM Place: Council Chambers 1 Call to Order 2 New Business — Introduction Members of Committee are encouraged to provide the Clerk's Department, in advance of the meeting, a copy of any motion the Member is intending to introduce, (preferably electronic) such that staff could have sufficient time to share the motion with all Members prior to the meeting. 3 Adopt the Agenda 4 Declaration of Interest 5 Announcements 6 Adoption of Minutes of Previous Meeting 6.1 March 4 Minutes of a Regular Meeting of March 4, 2019 Page 5 Minutes 7 Delegations 7.1 Linda Kent, Library Director, Clarington Public Library and Steven Cooke, Chair, Clarington Public Library Board, Regarding the Bowmanville Branch Accessibility Retrofit Project 7.2 Sheila Hall, Executive Director, Clarington Board of Trade, Regarding an Economic Development Update 7.4 Kelly Bayne, DESA Fun League, Regarding Report OPD -003-19, Sports Field User Guide and Fees 8 Communications - Receive for Information 8.1 Bowmanville Minutes of the Bowmanvlle Business Improvement Area Page 16 BIA Minutes dated January 8, 2019 8.2 Newcastle Minutes of the Newcastle Business Improvement Area dated Page 20 BIA Minutes March 14, 2019 8.3 Williams Sale Gary Drennan, Consultant Project Manager, Transportation, Page 23 Partnership Williams Sale Partnership (WSP), Regarding Notice of Filing of Design and Construction Report 8.4 Regional Ralph Walton, Regional Clerk/Director of Legislative Page 26 Municipality Services, Regional Municipality of Durham, Regarding City of Durham of Vancouver Single -Use Items Reduction Strategy Page 2 aarftmn General Government Committee Agenda Date: March 25, 2019 Time: 9:30 AM Place: Council Chambers 8.5 Clarington Sheila Hall, Executive Director, Clarington Board of Trade, Board of Regarding 2018 Economic Development Update Trade 9 Communications — Direction 9.1 Regional Ralph Walton, Regional Clerk/Director of Legislative Page 28 Municipality of Services, Regional Municipality of Durham, Regarding Durham Proposed Durham Region Broadband Strategy, "Connecting our Communities: A Broadband Strategy for Durham Region" (Motion to Endorse) 9.2 Town of Town of Saugeen Shores, Regarding "Investing in Canada Page 30 Saugeen Infrastructure Program" to help address the Recreation and Shores Culture Capital infrastructure deficit that currently exists across Canada (Motion to Endorse) 9.3 Clarington Linda Kent, Library Director, Clarington Public Library, Public Library Regarding Bowmanville Branch Accessibility Redesign (Motion for Direction) 9.4 Clarington Udana Muldoon, President, Clarington Ravens, Regarding Ravens Report OPD -003-19, Sports Field User Guide and Fees (Motion for Direction) 10 Presentations No Presentations 11 Engineering Services Department 11.1 EGD -007-19 Hancock Neighbourhood Subdivision Phase 2B, Courtice, Page 33 Plan 40M-2496 'Certificate of Acceptance' and 'Assumption By -Law', Final Works Including Roads and Other Related Works 12 Operations Department 12.1 OPD -003-19 Sports Field User Guide and Fees Page 3 aarftmn General Government Committee Agenda Date: March 25, 2019 Time: 9:30 AM Place: Council Chambers 13 Emergency and Fire Services Department No Reports 14 Community Services Department 14.1 CSD -002-19 2018 Year End Review 15 Municipal Clerk's Department No Reports 16 Corporate Services Department 16.1 COD -004-19 Baseline Road Extension and Lambs Road Reconstruction 17 Finance Department 17.1 FND-007-19 Annual Commodity Hedging - 2018 18 Solicitor's Department No Reports 19 Chief Administrative Office 19.1 CAO -004-19 Regional Government Review 20 New Business — Consideration 21 Unfinished Business 21.1 Addendum to 2018 Council Remuneration Report FND-005-19 22 Confidential Reports No Reports 23 Adjournment Page 40 Page 61 Page 66 Page 91 Page 4 Clarington General Government Committee Minutes March 4, 2019 If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Minutes of a meeting of the General Government Committee held on Monday, March 4, 2019 at 9:30 AM in the Council Chambers. Present Were: Mayor A. Foster, Councillor G. Anderson, Councillor R. Hooper, Councillor J. Jones, Councillor J. Neal, and Councillor C. Traill and Councillor M. Zwart Staff Present: A. Allison, T. Cannella, J. Caruana, A. Greentree, F. Horvath, M. Marano, R. Maciver, T. Pinn, G. Weir, J. Gallagher, S. Gray 1 Call to Order Mayor Foster called the meeting to order at 9:30 AM. 2 New Business — Introduction Councillor Neal asked that a new business item, regarding the Regional Governance Review, be added to the New Business — Consideration section of the agenda. Councillor Traill asked that a new business item, regarding Flooding, be added to the New Business — Consideration section of the agenda. 3 Adopt the Agenda Resolution #GG -135-19 Moved by Councillor Neal, seconded by Councillor Jones That the Agenda for the General Government Committee meeting of March 4, 2019 be adopted as presented, with the addition of the new business items regarding a Regional Review and Flooding. Carried 4 Declaration of Interest There were no declarations of interest stated at this meeting. -1- 5 Clarington 5 Announcements General Government Committee Minutes March 4, 2019 Members of Committee announced upcoming community events and matters of community interest. The Director of Finance/Treasurer introduced Paul Creamer, Deputy Treasurer and Michelle Pick, Manager of Accounting Services. 6 Adoption of Minutes of Previous Meeting Resolution #GG -136-19 Moved by Councillor Hooper, seconded by Councillor Jones That the minutes of the regular meeting of the General Government Committee meeting held on February 11, 2019, the special meeting of the General Government Committee meeting held on February 15, 2019, and the special meeting of the General Government Committee meeting held on February 19, 2019, be approved. Carried 7 Delegations 7.1 Ramesh Jagannathan, Director, Transportation and Field Services and Amanda Spencer, Project Manager, Road Safety and Data Management Group, Regarding Region of Durham Transportation Priorities in Clarington Ramesh Jagannathan, Director, Transportation and Field Services and Amanda Spencer, Project Manager, Road Safety and Data Management Group, were present regarding Region of Durham Transportation Priorities in Clarington. Mr. Jagannathan outlined the servicing and financing framework in Durham Region. He highlighted the capital road project planning considerations. Mr. Jagannathan explained that the proposed 2019 Durham roads capital program will cost $94.5 million and $5 million will be put towards expansion projects in Clarington. He outlined the proposed 2020-2028 growth related road expansion funding in Clarington and that $106.8 million will be allocated to the projects. Mr. Jagannathan displayed a map highlighting the proposed road projects in Clarington from 2020-2028. He noted that, in 2019, there will be five traffic control signal installations in Clarington. Mr. Jagannathan highlighted the potential roundabout intersections in Clarington. -2- A• Clarington Suspend the Rules Resolution #GG -137-19 General Government Committee Moved by Councillor Neal, seconded by Councillor Traill Minutes March 4, 2019 That the Rules of Procedure be suspended to allow the delegation of Ramesh Jagannathan and Amanda Spencer to be extended for an additional two minutes. Carried Mr. Jagannathan provided an update on the preliminary 2019 road safety treatments in Clarington. He advised the Committee of the Region's GO extension related projects. Mr. Jagannathan concluded by thanking the Committee and offered to answer any questions. Suspend the Rules Resolution #GG -138-19 Moved by Councillor Neal, seconded by Councillor Hooper That the Rules of Procedure be suspended to allow Members of Committee to speak to the delegation of Ramesh Jagannathan and Amanda Spencer a second time. Carried Resolution #GG -139-19 Moved by Councillor Neal, seconded by Councillor Traill That the delegation of Ramesh Jagannathan Director, Transportation and Field Services and Amanda Spencer, Project Manager, Road Safety and Data Management Group, regarding Region of Durham Transportation Priorities in Clarington, be received with thanks. Carried 7.2 Teresa Shaver, Executive Director, Business Advisory Centre Durham, Regarding the Support and Programming Offered by the Business Advisory Centre Durham Teresa Shaver, Executive Director, Business Advisory Centre Durham (BACD), was present regarding the Support and Programming Offered by the Business Advisory Centre Durham. She advised the Committee that they have been open for 20 years and have serviced 12,008 clients, helped 1,424 businesses get started, created 2,235 jobs, and delivered 1,605 workshops. Ms. Shaver explained that the BACD helps businesses navigate the complicated world of business operations, organizational structure, business concepts and customer relations. She highlighted the BACD's services, vision, mission, and values. Ms. Shaver outlined their business model and advised the Committee that they are a not-for-profit organization. She noted that, in -3- Clar-ington General Government Committee Minutes March 4, 2019 2018, in Clarington, the BACD had 63 client meetings, assisted with 13 new businesses, resulting in 22 jobs created and 4 business expansions. Ms. Shaver highlighted a few of the BACD's clients, programs they provide as well as noting their partnerships. She advised the Committee of their work with a program to assist main street business to adopt and enhance their digital presence called "Digital Main St.". Ms. Shaver noted that the BACD also have a summer program for students aged 15-29 with business ideas and they have had over 400 graduates. She added that the BACD will know by March 31St whether the Province will continue funding their organization. Ms. Shaver concluded by providing customer review of the BACD and offered to answer any questions. Resolution #GG -140-19 Moved by Councillor Hooper, seconded by Councillor Anderson That the delegation of Teresa Shaver, Executive Director, Business Advisory Centre Durham, regarding the Support and Programming Offered by the Business Advisory Centre Durham, be received with thanks. Carried Recess Resolution #GG -141-19 Moved by Councillor Neal, seconded by Councillor Traill That the Committee recess for 10 minutes. Carried The meeting reconvened at 11:10 AM with Mayor Foster in the Chair. 8 Communications - Receive for Information 8.1 Minutes of the Tyrone Community Hall Board dated January 16, 2019 8.2 Minutes of the Newcastle Business Improvement Area dated February 14, 2019 8.3 Gary Cole, The West Beach Association, Regarding Annual Update Resolution #GG -142-19 Moved by Councillor Zwart, seconded by Councillor Traill That the Communication Items 8.1 to 8.3 be received for information, with the exception of Correspondence Items 8.2. Carried 93 Clarington General Government Committee Minutes March 4, 2019 Resolution #GG -143-19 Moved by Councillor Hooper, seconded by Councillor Zwart That the Communications Item 8.2 be received for information. Carried 9 Communications — Direction There were no Communications for Direction. 10 Presentations No Presentations Councillor Anderson chaired this portion of the meeting. 11 Engineering Services Department 11.1 EGD -003-19 Mallory Heights Subdivision Phase 1A, Courtice, Plan 40M- 2528 (Part of) 'Certificate of Acceptance' and 'Assumption By -Law', Final Works Including Roads and Other Related Works Resolution #GG -144-19 Moved by Councillor Neal, seconded by Councillor Traill That Report EGD -003-19 be received; That the Director of Engineering Services be authorized to issue a 'Certificate of Acceptance' for the Final Works, which includes final stage roads and other related Works constructed within Plan 40M-2528 (part of); That Council approve the by-law attached to Report EGD -003-19 (as Attachment 2) assuming certain streets within Plan 40M-2528, and adjacent Plans 10M-826 and 40R-18661 as public highways; and That all interested parties listed in Report EGD -003-19 be advised of Council's decision. Carried -5- E Clarington General Government Committee Minutes March 4, 2019 11.2 EGD -004-19 Northglen West Subdivision Phases 1A and 1B, Bowmanville Plans 40M-2497 and 40M-2523 `Certificate of Acceptance' and `Assumption By -Law', Final Works Including Roads and Other Related Works Resolution #GG -145-19 Moved by Councillor Hooper, seconded by Councillor Jones That Report EGD -004-19 be received; That the Director of Engineering Services be authorized to issue a 'Certificate of Acceptance' for the Final Works, which includes final stage roads and other related works constructed within Plans 40M-2497 and 40M-2523; That Council approve the by-law attached to Report EGD -004-19 (as Attachment 2) assuming certain streets within Plan 40M-2497 as public highways; and That all interested parties listed in Report EGD -004-19 be advised of Council's decision. Carried 11.3 EGD -006-19 Building Activity Update January 1 to December 31, 2018 Resolution #GG -146-19 Moved by Councillor Neal, seconded by Mayor Foster That Report EGD -006-19 be received for information Carried Councillor Hooper chaired this portion of the meeting. 12 Operations Department 12.1 OPD -002-19 Pitch In Week and 2019 Waste Events Resolution #GG -147-19 Moved by Councillor Jones, seconded by Mayor Foster That Report OPD -002-19 be received for information Carried 13 Emergency and Fire Services Department No Reports for this section of the Agenda. 14 Community Services Department No Reports for this section of the Agenda. -6- 10 Clarington Councillor Jones chaired this portion of the meeting. 15 Municipal Clerk's Department General Government Committee Minutes March 4, 2019 15.1 CLD -008-19 Appointment of Municipal Officers Resolution #GG -148-19 Moved by Councillor Hooper, seconded by Mayor Foster That Report CLD -008-19 be received; That Council pass the draft by-law (Attachment 1 to Report CLD -008-19), repealing By- law 2018-067, and appointing Paul Creamer as the Deputy Treasurer and as the alternate Clarington member on the Durham Municipal Insurance Pool; and That Council pass the draft by-law (Attachment 2 to Report CLD -008-19), repealing By- law 89-23 and appointing June Gallagher as the Deputy Clerk. Carried Mayor Foster chaired this portion of the meeting. 16 Corporate Services Department No Reports for this section of the Agenda. 17 Finance Department 17.1 FND-005-19 2018 Council Remuneration Resolution #GG -149-19 Moved by Councillor Anderson, seconded by Councillor Hooper That Report FND-005-19 be received; and That that Council expenses be included within the quarterly financial reports starting with Q1 2019. Carried 17.2 FND-006-19 Annual Leasing Report — 2018 Resolution #GG -150-19 Moved by Councillor Neal, seconded by Councillor Zwart That Report FND-006-19 be received for information. Carried -7- 11 Clarington 18 Solicitor's Department No Reports for this section of the Agenda. 19 Chief Administrative Office General Government Committee Minutes March 4, 2019 19.1 CAO -003-19 A year in review, Tourism 2018 Update A short video highlighting Tourism's video logs was played for the Committee. Resolution #GG -151-19 Moved by Councillor Neal, seconded by Councillor Hooper That Report CAO -003-19 be received for information. Carried Later in the Meeting (See following motion(s)) Suspend the Rules Resolution #GG -152-19 Moved by Councillor Zwart, seconded by Councillor Hooper That the Rules of Procedure be suspended to extend the meeting for an additional ten minutes. Carried Suspend the Rules Resolution #GG -153-19 Moved by Councillor Neal, seconded by Councillor Zwart That the Rules of Procedure be suspended to allow Members of Committee to speak to the matter of the foregoing Resolution #GG -151-19 a second time. Carried The foregoing Resolution #GG -151-19 was then put to a vote and carried. Recess The Committee recessed for their one hour scheduled break as per the Procedural By-law. 12 Clar-ington- General Government Committee Minutes March 4, 2019 The meeting reconvened at 1:00 PM with Mayor Foster in the Chair. 20 New Business — Consideration 20.1 Regional Governance Review Resolution #GG -154-19 Moved by Councillor Neal, seconded by Councillor Traill Whereas the Province has appointed two special advisors to make recommendations to the Minister of Municipal Affairs and Housing on improving regional governance and service delivery; Whereas the consultation process includes interviews by the advisory body with upper and lower tier heads of Council; Whereas the heads of council ought to consider, with their respective councils, such that they are reflecting the will of the Council that they represent, and such that the review is open and transparent in accordance with the requirements of the Municipal Act; Now therefore be it resolved that: The head of Clarington Council place before Council, at its next Council meeting, in writing, the position put forth to the advisory body regarding Clarington Council. 2. Prior to further meeting with the advisory body, the head of Clarington Council submit any proposed recommendations to the advisory body for approval by Clarington Council. 3. Clarington staff be directed to contact the advisory body to determine how members of Clarington Council and the public can submit their recommendations on improving regional governance and service delivery, as well as costs saving to taxpayers. 4. Clarington staff be directed to solicit input from the public on regional governance. 5. This resolution be forwarded to the Region of Durham and the Durham municipalities. Carried as Amended 13 Clarington General Government Committee Minutes March 4, 2019 Resolution #GG -155-19 Moved by Councillor Jones, seconded by Councillor Neal That the foregoing Resolution #GG -154-19 be amended by deleting paragraph three and deleting and replacing paragraph four with the following: That Staff be directed to prepare a Report proposing Clarington's input regarding the Province's Regional Governance Review. Carried The foregoing Resolution #GG -154-19 was then put to a vote and carried as amended. 20.2 Flooding Resolution #GG -156-19 Moved by Councillor Traill, seconded by Councillor Anderson That the Mayor be directed to send a letter, on behalf of Clarington Council, to the Honourable Chrystia Freeland, Minister of Foreign Affairs, regarding Lake Ontario Water Levels, requesting that the Minister take steps to ensure the International Joint Commission take all reasonable actions to ensure there is no repetition of the 2017 flooding; That the letter include the same supporting documents as Mr. Martinello's correspondence; and That the correspondence be copied to the same parties as noted in Mr. Martinello's correspondence. Carried 21 Unfinished Business 21.1 CAO -002-19 New Staffing Policy [Referred from the February 11, 2019 General Government Committee Meeting] Resolution #GG -157-19 Moved by Councillor Neal, seconded by Councillor Traill That Report CAO -002-19 be referred to the General Government Committee meeting of May 6, 2019. Carried -10- 14 Clariiw-n 23 Adjournment Resolution #GG -158-19 General Government Committee Minutes Moved by Councillor Neal, seconded by Councillor Traill That the meeting adjourn at 1:40 PM. Mayor Carried -11- 15 Deputy Clerk March 4, 2019 Historic Downtown Bowmanville Business Centre (BIA) Board of Management Meeting Minutes Tuesday January 8, 2019; 6:30pm Clarington Meeting Room 1-C Present: Edgar Lucas, Chair Laura Holmes, Secretary Gerri Lucas, Treasurer Justin Barry Cathy Holmes Ron Hooper Morgan James Absent: Carrie Hooper Delegations Present: None The meeting was called to order by the Chair. 1. Presentation by Delegations The Chair recognized that no delegations were present. 2. Adoption of Minutes Moved by J. Barry, seconded by M. James THAT the minutes of the meeting of November 13, 2018 be approved as circulated. CARRIED 3. Business Arisine from Previous Minutes (a) Appointment of Board of Management Moved by R. Hooper, seconded by J. Barry THAT all existing directors and the Chair will continue to hold their portfolios and Laura Holmes will assume the open portfolio of website. CARRIED 4. Correspondence Correspondence was received from i. Historic Downtown Bowmanville 2 January 2019 Business Centre (BIA) Moved by C. Holmes, seconded by M. James THAT the correspondence be received for information. CARRIED 5. Historic Downtown Bowmanville Business Centre (BIA) ii. the Municipality has begun replacement of street lamps with LED bulbs (b) Events January 2019 Historic Downtown Bowmanville 4 January 2019 Business Centre (BIA) 8. Date of Next Meeting The next meeting of the Board of Management is scheduled to be held on Tuesday February 12, 2019 commencing at 6:30pm in Clarington Meeting Room 1-C. 9. Adiournment Moved by L. Holmes, seconded by G. Lucas THAT the meeting adjourn. The meeting adjourned at 8:57pm. CARRIED 19 Newcastle BIA MINUTES March 14, 2019 www.villageofnewcastle.ca Attendance: Valentine Lovekin, Theresa Vanhaverbeke, Janeen Calder, Donna Wood, Lina Schmahl, Helen Vatandoust, Jane Black, John Thistle, Bonnie Wrightman, Teresa Shaver, Margaret Zwart Regrets: Marni Lewis, Greg Lewis, Karen Bastas, Leslie Ray, Tracey Yates, Ann Harley, Joyce King 1. Attendance taken: we each introduced ourselves. 2. Meeting called to order at 9:00 a.m. Chaired by Theresa Vanhaverbeke. 3. Special Guest - Teresa Shaver, Executive Director, Business Advisory Centre Durham (B.A.C.D.). Teresa gave a presentation and handout on Digital Main Street project, the benefits to the BIA and how it can help with economical development in the region. To apply for the one-time $2,500 grant, business owners complete a 15 mins digital assessment and do online training. The grant money has to be spent on areas of digitalization by March 31, 2020. Non BIA members can complete the online training but are not eligible for the grant. Theresa Vanhaverbeke asked if businesses can hire an independent web developer and the answer is yes. Teresa will e.mail Helen more information. 4. Approval of February Minutes: Motion to accept: Jane Black. Seconded: Helen. 5. Business Arising from Minutes: Theresa to follow up with Leslie Ray. Leslie to contact the municipality re: the release of the $10,000. Leslie to pick up the $35,000 Levie. The Heads of Special Events did not meet. Those who need to meet before Easter are: Karen, Lina, Janeen, Marni and Ann Harley. 6. President's Report: The porta potty from Canada Day was paid by the BIA. Valentine has the invoice and a copy of the cheque. The garlands have not been resolved. Valentine will report back at the next meeting. 7. Treasurer's Report: Nothing new to report. Leslie is away. 8. Council Report - Granville Anderson Granville was absent. His secretary e.mailed Donna to find out about the BIA meeting schedule. Marg Zwart was in attendance. Theresa gave Marg an overview of what Council brings to the BIA meetings. Marg mentioned a study re: a park at the Diane Hamre Rec Centre. Bonnie Wrightman (CBOT) said there is a tenant moving into the Buster's building. Bonnie will find out who the new tenant is and let us know. The owner of the building still has to clean up and there are renos happening. The interior looks better than the 20 outside. The fence outside blew down and is quite dangerous to pedestrians. Janeen mentioned there is no permit posted. Marg will look into this. Another new business coming to Newcastle is Gold Reflections Jewellers from the Bowmanville Mall. They will be opening in July in the old Max Milk store. 9. Committee Reports: Safety and Decor: Theresa will look into the flowers, to see if they are being ordered again this year. Advertising: Website is getting lots of clicks. Top Posts: Foodbank when No Frills had their special promotion Newfie Night at The New Massey House St George's Pancake Supper The Newcastle Drone video Instagram has 382 followers. Special Events: a) Easter Scavenger Hunt: Ann Harley is organizing this event. b) Canada Day: nothing new to report. c) Harvest Festival: nothing new to report. d) Town Hall Lighting: Janeen is on the Hall Board and their meeting is next week. e) Santa Parade: Jane said the committee will be meeting soon. f) Breakfast with Santa: Marni will organize things soon. 10. CBOT: Bonnie Wrightman: Breakfast with MPP David Piccini May 3, 2019 at The New Massey House restaurant. The new build at 109 King Street East (Tenzin's building) is open for occupancy Spring, 2019. Windows are already in on the second level. CBOT is working with the Ontario Ministry of Agriculture, Food and Rural Affairs (O.M.A.F.R.A.). Their focus is on Tourism and identifying how businesses are doing: are they struggling, closing, expanding etc. CBOT will be interviewing business owners to collect stats and to see how CBOT can help. Stats will be assessed and an action plan put in place. On March 25, 2019, that mayor will make an announcement re: a new business coming to the area. John Thistle asked about the new Toyota Plant and if there would be any new jobs. Bonnie said that the employees would more than likely come from the Scarborough plant. If they expand, there will probably be a job fair. 21 11. Chamber News: Jane gave an update: the Chamber directory is being prepared ready for printing. May 26, 2019 is the Home Show. Two banners can be installed in Newcastle promoting the event. Blush Bridals is having a fashion show at the Home Show. 12. CIP: Nothing new to report. 13. New business: Welcome John Thistle. John has appointments for the next two BIA meetings but he will join us for future meetings. 14. Next Meeting, Thursday April 11, 2019 at 9am. 15. Adjournment: Motion to adjourn meeting by Jane Black, seconded by Valentine Lovekin. 22 WSP 100 Commerce Valley Drive West Thornhill, ON Canada L3T 0A1 t: 905-882-4211 I f: 905-822-0055 www.wsp.com February 25, 2019 Ms. Anne Greentree Municipal Clerk Municipality of Clarington 40 Temperance St. Bowmanville, ON L1 C 3A6 Re: Notice of Filing of Design and Construction Report Contract 1: Highway 401 Westbound Pavement Rehabilitation from 1.4 km East of Holt Road, Easterly to 0.5 km East of Bennett Road, and Bennett Road Bridge Replacement Contract 2: Highway 401 Westbound Pavement Rehabilitation from 2.1 km West of Courtice Road to 1.4 km East of Holt Road G.W.P. 2301-17-00 & 2001-18-00 Dear Ms. Greentree, The Ontario Ministry of Transportation (MTO) retained WSP to undertake the Detail Design and Class Environmental Assessment (Class EA) Study for the Highway 401 westbound pavement rehabilitation (approximately 22 kilometres) and replacement of three (3) bridge structures in the Regional Municipality of Durham, City of Oshawa and Municipality of Clarington. Following study commencement, the Detail Design Study was divided into the following three construction contracts: Contract 1: Pavement rehabilitation of the Highway 401 westbound lanes from approximately 1.4 km east of Holt Road to 0.5 km east of Bennett Road (5.9 km), and the replacement of the Bennett Road bridge structure. Contract 2: Pavement rehabilitation of the Highway 401 westbound lanes from 2.1 km west of Courtice Road to approximately 1.4 km east of Holt Road (6.8 km). Contract 3: Pavement rehabilitation of the Highway 401 westbound lanes, from 900 m west of Stevenson Road Interchange easterly to 2.1 km west of Courtice Road (8.9 km), and the replacement of the Simcoe Street and Albert Street bridge structures. 23 While the Detail Design for Contracts 1 and 2 is currently proceeding together, components of Contract 1, including the Bennett Road Bridge replacement, may be deferred until a later date to coordinate with adjacent municipal assignments. The study limits for Contracts 1 and 2 are shown in the attached Ontario Government Notice of Filing of DCR. The Detail Design for Contract 3 is proceeding in a separate and future phase. Construction of Contracts 1 and 2 is anticipated to start in 2019 and take up to two years to complete. The purpose of this letter is to inform you that a Design and Construction Report (DCR) for Contracts 1 and 2 has been prepared and is available for a 30 -day public and external agency review period at the locations listed in the attached Notice during regular business hours from February 28, 2019 to March 29, 2019. The study has followed the approved environmental planning process for Group `B' projects under the Class Environmental Assessment (Class EA) for Provincial Transportation Facilities (2000). Should you require further information regarding this study, please feel free to contact the Project Team members listed on the enclosed Notice. Yours truly, Gary Drennan Consultant Project Manager Transportation WSP Encl. Notice of Filing of DCR cc: Amit Sharma, MTO, Senior Project Engineer Katrina Lalor, MTO, Environmental Planner Greg Moore, WSP, Consultant Environmental Planner 2 24 NOTICE OF FILING OF DESIGN AND CONSTRUCTION REPORT Contract 1: Highway 401 Westbound Pavement Rehabilitation from 1.4 km East of Holt Road, Easterly to 0.5 km East of Bennett Road, and Bennett Road Bridge Replacement Contract 2: Highway 401 Westbound Pavement Rehabilitation from 2.1 km West of Courtice Road to 1.4 km East of Holt Road - G.W.P. 2301-17-00 & 2001-18-00 THESTUDY The Ontario Ministry of Transportation (MTO) retained WSP to undertake the Detail Design and Class Environmental Assessment (Class EA) Study for the Highway 401 westbound pavement rehabilitation (approximately 22 kilometres) and replacement of three (3) bridge structures in the Regional Municipality of Durham, City of Oshawa and Municipality of Clarington. Fallowing study commencement, the Detail Design Study was divided into the following three construction contracts: Contract 1: Pavement rehabilitation of the Highway 401 westbound lanes from approximately 1.4 km east of Holt Road to 0.5 km east of Bennett Road (5.9 km), and the replacement of the Bennett Road bridge structure. Contract 2: Pavement rehabilitation of the Highway 401 westbound lanes from 2.1 km west of Courtice Road to approximately 1.4 km east of Holt Road (6.8 km). Contract 3: Pavement rehabilitation of the Highway 401 westbound lanes, from 900 m west of Stevenson Road Interchange easterly to 2.1 km west of Courtice Road (8.9 km), and the replacement of the Simcoe Street and Albert Street bridge structures. While the Detail Design for Contracts 1 and 2 is currently proceeding together, components of Contract 1, including the Bennett Road Bridge replacement, may be deferred until a later date to coordinate with adjacent municipal assignments. The study limits for Contracts 1 and 2 are shown in the key plan above. The Detail Design for Contract 3 is proceeding in a separate and future phase. During the Highway 401 pavement rehabilitation, the existing number of lanes along Highway 401 will be maintained during peak hours. Although it may be deferred, the envisioned staging for the replacement of the Highway 401 I Bennett Road bridge involves two stages that will maintain, at minimum, single lane, two-way traffic (controlled by temporary traffic signals) on Bennett Road for the two-year construction duration. Two (2) separate, overnight closures of Highway 401 will be required for the removal of the Bennett Road bridge in stages. Closures will be scheduled on weekends, during off-peak hours (Saturday 11:00 p.m. to Sunday 7:00 a.m.). Highway 401 and Bennett Road traffic will be detoured locally along the adjacent municipal road network during these closures. Construction of Contracts 1 and 2 is anticipated to start in 2019 and take up to two (2) years to complete. PROCE=SS The Detail Design Study for Contracts 1 and 2 has followed the Class Environmeniai Assessment for Provincial Transportation Facilities (2000) process for a Group 'B' project. In January 2014, the Preliminary Design phase within the study limits was completed and a Transportation Environmental Study Report was filed and received environmental approval. A Design and Construction Report (DCR) has been prepared to outline the environmental impacts and mitigation measures for the Detail Design plan for Contracts 1 and 2. The DGR is available for a 30 -day public and external agency review period from February 28, 2019 to March 29, 2019 at the following locations during regular business hours: Ministry of the Environment, Conservation and Parks Central Region Office —York Durham District 5th Floor, 230 Westney Road South Ajax, ON L1S 7J5 Clarington Public Library Courtice Branch 2590 Courtice Road Courtice, ON L1 E 2H8 Clarington Public Library Newcastle Branch 150 King Ave East Newcastle, ON L1 B 1H5 Municipality of Clarington Administration Centre 40 Temperance Street Bowmanville, ON 1_1C 3A6 Clarington Public Library Bowmanville Branch 163 Church Street Bowmanville, ON L1C 1T7 The DCR is not eligible for a Part II Order (i.e. "bump -up") under the provisions of the Ontario Environmental Assessment Act. However, there is an opportunity at any time during the MTO Class EA process for interested persons to provide comments and review outstanding issues. Any concerns raised by members of the public, interested groups, or technical and external agencies during the review period should be discussed with MTO or their consultants identified below, as all comments received during the review period will be considered by the MTO. COMMENTS Interested persons are encouraged to review this document and provide comments by March 29, 2019. Comments and information are being collected to assist the MITO in meeting the requirements of the Ontario Environmental Assessment Act. Information will be collected in accordance with the Freedom of Information and Protection of Privacy Act. With the exception of personal information, all comments will become part of the public record. For further information, please contact: Gary Drennan Consultant Project Manager WSP 100 Commerce Valley Drive West, 5th FI. Thornhill, ON UT 0A1 Toil -Free: 1-877-562-7947 Tel: (289) 982-4574 Fax: (905) 882-0055 E-mail: Gary.Drennan@wsp.com Amit Sharma, P.Eng Senior Project Engineer Ministry of Transportation Planning & Design — Toronto/Durham 159 Sir William Hearst Ave., 4th Fl. Toronto, ON M3M 0137 Tel: (416) 235-5349 E-mail: Amit.Sharma@ontario.ca Greg Moore, S.E.S. Consultant Environmental Planner WSP 610 Chartwell Road, Suite 300 Oakville, ON L6J 4A5 Toll -Free: 1-877-562-7947 Tel: (905) 823-8500 Fax: (905) 823-8503 E-mail: Greg.Moore2@wsp.com If you have any accessibility requirements to participate in this project, please contact one of the Project Team members listed above. yr Ontario MUM,C3g9f'ALITf�yYJOF.cp }'ts Rte' di�3�4r C.%•3 =u6 �x rdn54. �.w+.-a [ C }�� I`J d _Rosslatid _ rfw� 2 .N Ce55i0 F a:� BOwMAP�VILLE Cor+ . _ - a ......� -,... if c , 2 Kin Ave A. :. a �' � x base�trle Rd' GP _ .. .�► �- f � M9ron Bennett Road ciror Q Bridge Replacement LEGEND - - _ swdq.Area for westbound CONTP�vtlrnenS •ACT#2 CONTRACT #1 RehaEZEfll�lion � 9nU"f7e RaD�acrrna�l LAKE ONTARIO Contract 1: Pavement rehabilitation of the Highway 401 westbound lanes from approximately 1.4 km east of Holt Road to 0.5 km east of Bennett Road (5.9 km), and the replacement of the Bennett Road bridge structure. Contract 2: Pavement rehabilitation of the Highway 401 westbound lanes from 2.1 km west of Courtice Road to approximately 1.4 km east of Holt Road (6.8 km). Contract 3: Pavement rehabilitation of the Highway 401 westbound lanes, from 900 m west of Stevenson Road Interchange easterly to 2.1 km west of Courtice Road (8.9 km), and the replacement of the Simcoe Street and Albert Street bridge structures. While the Detail Design for Contracts 1 and 2 is currently proceeding together, components of Contract 1, including the Bennett Road Bridge replacement, may be deferred until a later date to coordinate with adjacent municipal assignments. The study limits for Contracts 1 and 2 are shown in the key plan above. The Detail Design for Contract 3 is proceeding in a separate and future phase. During the Highway 401 pavement rehabilitation, the existing number of lanes along Highway 401 will be maintained during peak hours. Although it may be deferred, the envisioned staging for the replacement of the Highway 401 I Bennett Road bridge involves two stages that will maintain, at minimum, single lane, two-way traffic (controlled by temporary traffic signals) on Bennett Road for the two-year construction duration. Two (2) separate, overnight closures of Highway 401 will be required for the removal of the Bennett Road bridge in stages. Closures will be scheduled on weekends, during off-peak hours (Saturday 11:00 p.m. to Sunday 7:00 a.m.). Highway 401 and Bennett Road traffic will be detoured locally along the adjacent municipal road network during these closures. Construction of Contracts 1 and 2 is anticipated to start in 2019 and take up to two (2) years to complete. PROCE=SS The Detail Design Study for Contracts 1 and 2 has followed the Class Environmeniai Assessment for Provincial Transportation Facilities (2000) process for a Group 'B' project. In January 2014, the Preliminary Design phase within the study limits was completed and a Transportation Environmental Study Report was filed and received environmental approval. A Design and Construction Report (DCR) has been prepared to outline the environmental impacts and mitigation measures for the Detail Design plan for Contracts 1 and 2. The DGR is available for a 30 -day public and external agency review period from February 28, 2019 to March 29, 2019 at the following locations during regular business hours: Ministry of the Environment, Conservation and Parks Central Region Office —York Durham District 5th Floor, 230 Westney Road South Ajax, ON L1S 7J5 Clarington Public Library Courtice Branch 2590 Courtice Road Courtice, ON L1 E 2H8 Clarington Public Library Newcastle Branch 150 King Ave East Newcastle, ON L1 B 1H5 Municipality of Clarington Administration Centre 40 Temperance Street Bowmanville, ON 1_1C 3A6 Clarington Public Library Bowmanville Branch 163 Church Street Bowmanville, ON L1C 1T7 The DCR is not eligible for a Part II Order (i.e. "bump -up") under the provisions of the Ontario Environmental Assessment Act. However, there is an opportunity at any time during the MTO Class EA process for interested persons to provide comments and review outstanding issues. Any concerns raised by members of the public, interested groups, or technical and external agencies during the review period should be discussed with MTO or their consultants identified below, as all comments received during the review period will be considered by the MTO. COMMENTS Interested persons are encouraged to review this document and provide comments by March 29, 2019. Comments and information are being collected to assist the MITO in meeting the requirements of the Ontario Environmental Assessment Act. Information will be collected in accordance with the Freedom of Information and Protection of Privacy Act. With the exception of personal information, all comments will become part of the public record. For further information, please contact: Gary Drennan Consultant Project Manager WSP 100 Commerce Valley Drive West, 5th FI. Thornhill, ON UT 0A1 Toil -Free: 1-877-562-7947 Tel: (289) 982-4574 Fax: (905) 882-0055 E-mail: Gary.Drennan@wsp.com Amit Sharma, P.Eng Senior Project Engineer Ministry of Transportation Planning & Design — Toronto/Durham 159 Sir William Hearst Ave., 4th Fl. Toronto, ON M3M 0137 Tel: (416) 235-5349 E-mail: Amit.Sharma@ontario.ca Greg Moore, S.E.S. Consultant Environmental Planner WSP 610 Chartwell Road, Suite 300 Oakville, ON L6J 4A5 Toll -Free: 1-877-562-7947 Tel: (905) 823-8500 Fax: (905) 823-8503 E-mail: Greg.Moore2@wsp.com If you have any accessibility requirements to participate in this project, please contact one of the Project Team members listed above. yr Ontario March 8, 2019 Resource Productivity and Recovery Authority Frank Denton Chief Executive Officer 4711 Yonge Street Suite 408 * North York, ON M2N 6K8 The Regional Dear Mr. Denton: Municipality of Durham RE: City of Vancouver Single -Use Items Reduction Strategy (2019 -WR -1), Our File: E08 Corporate Services Department — Legislative Services Council of the Region of Durham, at its meeting held on February 27, 2019, adopted the following recommendations of the Works Committee, 605 Rossland Rd. E. as amended: Level 1 P.O. Box 623 "A) Whereas plastic waste is an urgent environmental issue creating Whitby, ON L1N 6A3 Canada waste disposal concerns and threatening the health ofwaterways and oceans: 905-668-7711 1-800-372-1102 i) That federal and provincial leadership is required to Fax: 905-668-9963 adequately address waste generation issues that are significantly beyond the control of individual municipalities; durham.ca ii) That Regional Chair Henry submit a letter to the Premierof Ontario and Minister of the Environment, Conservations and Parks highlighting the need for provincial leadership to encourage the development of plastics recycling markets and energy recovery solutions where recycling is not a viable option; iii) Furthermore; that the federal and provincial governments undertake a full review of single use plastics and duly ban those deemed most dangerous to our environment; iv) That the federal and provincial governments continue to encourage producers and operators currently utilizing single use plastic to instead proactively conduct their businesses with recyclable materials in mind; v) That Regional Council request that the Province provide confirmation on the timing for full implementation of extended producer responsibility; If you require this information in an accessible format, please contact 1-800-372-1102 extension 2097. 26 Page 2 of 2 vi) That staff investigate the legal mechanisms, including by- laws, for the possible banning of single -use plastics; vii) That Regional Works staff, along with staff from Economic Development at both Regional and Municipal levels, investigate business opportunities and possible savings in helping to jump start the domestic processing of non -Blue Box plastics, and involve the plastics industry; and viii) That a copy of this resolution be forwarded to Ontario municipalities, AMO and the Resource Productivity and Recovery Authority". Please find enclosed a copy of Report #2019 -WR -1 for your information. Ralph, Wa &Zbiv Ralph Walton, Regional Clerk/Director of Legislative Services RW/sp c: Ontario Municipalities Association of Municipalities of Ontario S. Siopis, Commissioner of Works J. Hunt, Director of Legal Services A. Harras, Acting Clerk, Town of Ajax T. Gettinby, CAO/Clerk, Township of Brock A. Greentree, Clerk, Municipality of Clarington A. Brouwer, Clerk, City of Oshawa S. Cassel, Clerk, City of Pickering J.P. Newman, Clerk, Township of Scugog D. Leroux, Clerk, Township of Uxbridge C. Harris, Clerk, Town of Whitby 27 February 28, 2019 IN The Honourable Navdeep Bains Minister of Innovation, Science and Economic Development 235 Queen Street - Ottawa, ON K1A OH5 Dear Minister Bains: The Regional RE: Proposed Durham Region Broadband Strategy, Municipality of Durham "Connecting our Communities: A Broadband Strategy for Durham Region" (2019-P-3), Our File: D00 Corporate Services Department— Council of the Region of Durham, at its meeting held on February 27, Legislative Services 2019, adopted the following recommendations of the Planning & Economic Development Committee: 605 Rossland Rd. E. Level 1 P.O. Box 623 "A) That Council recognize the importance of adequate broadband Whitby, ON L1N 6A3 infrastructure for the wellbeing and economic competitiveness of Canada the Region's residents, businesses, and institutions; 905-668-7711 B) That "Connecting our Communities: A Broadband Strategy for 1-800-372-1102 Durham Region", dated February 5, 2019 (Attachment #1 to Fax: 905-668-9963 Report #2019-P-3) be endorsed in principle, subject to any additional resources being contingent upon the approval of the durham.ca 2019 budget and subsequent budget processes; C) That the Regional Chair write to the Provincial Minister of Economic Development, Job Creation and Trade and local Ministers of Provincial Parliament requesting that the Province consider its own financial contribution in support of Internet service provider applications under the Canadian Radio -Television Commission's Broadband Fund; and D) That a copy of Report #2019-P-3 and the attached Broadband Strategy be forwarded to the Area Municipalities, local Members of Parliament and local Members of Provincial Parliament, the federal Minister of Innovation, Science and Economic Development, and shared electronically with stakeholders that participated over the course of the project." If you require this information in an accessible format, please contact 1-800-372-1102 extension 2097. Page 2 of 2 Please find enclosed a copy of Report #2019-P-3 for your information. 2aZv7ti W a 0Tv Ralph Walton, Regional Clerk/Director of Legislative Services RW/tf c: N. Cooper, Clerk, Town of Ajax T. Gettinby, CAO/Clerk, Township of Brock A. Greentree, Clerk, Municipality of Clarington A. Brouwer, Clerk, City of Oshawa S. Cassel, Clerk, City of Pickering J.P. Newman, Clerk, Township of Scugog D. Leroux, Clerk, Township of Uxbridge C. Harris, Clerk, Town of Whitby Jennifer O'Connell, MP (Pickering/Uxbridge) Mark Holland, MP (Ajax) Celina Caesar-Chavannes, MP (Whitby) Dr. Colin Carrie, MP (Oshawa) Erin O'Toole, MP (Durham) Jamie Schmale, MP (Haliburton/Kawartha Lakes/Brock) Kim Rudd, MP (Northumberland -Peterborough South) Peter Bethlenfalvy, MPP (Pickering/Uxbridge) Rod Phillips, MPP (Ajax) Lorne Coe, MPP (Whitby) Jennifer French, MPP (Oshawa) Lindsey Park, MPP (Durham) Laurie Scott, MPP (Haliburton/Kawartha Lakes/Brock) David Piccini, MPP (Northumberland -Peterborough South) B. Bridgeman, Commissioner of Planning and Economic Development 29 THE CORPORATION OF THE TOWN OF SAUG EEN SHORES MOVED BY: RESOLUTION NO: SECONDED BY: DATE: %-9 February 11, 2019 Whereas The Town of Saugeen Shores believes that building modern infrastructure is important, and that good quality infrastructure supports job creation and helps attract businesses and residents to our community and communities across the Province of Ontario; and Whereas Recreation Infrastructure is one of the most important core investments that can be made into the prosperity, health, and security of urban and rural communities; and Whereas the need for infrastructure renewal projects far exceeds the capital available in municipalities for investment in Recreation Infrastructure; and Whereas Recreation Infrastructure is often put to the bottom of the list, as other infrastructure takes priority; in fact, there has not been a meaningful Recreation Infrastructure program since 2008; and Whereas the Province of Ontario places long term borrowing restrictions on Municipalities; and Whereas Saugeen Shores does not have the borrowing capacity to fund these large scale projects; and Whereas some Municipalities do have the capacity to fundraise and borrow to 1/3 of project costs but rely on other levels of Government for remaining partnership funding; and Whereas, while the Town of Saugeen Shores welcomes the inclusion of Recreation Infrastructure funds through the Gas Tax Fund, it is apparent that Gas Tax Funds alone are not sufficient to support large scale Recreation Infrastructure projects; and Page 1 of 3 30 Whereas the Town of Saugeen Shores agrees with both Parks and Recreation Ontario and with the Association of Municipalities of Ontario that the infrastructure gap will continue to grow, especially once all of the municipal asset plans are completed; and Whereas both the Federal and Provincial Government could leave a positive and lasting impact on rural communities by helping municipalities to renovate or build new Recreation Facilities, and in the process create cost savings to our health system. After all, health is a Provincial expense, and as citizens live healthier lifestyles and maintain healthy bodies, this leads to less frequent visits to doctors' offices, hospital emergency departments and rehabilitation centres, and consequently less costs towards medical costs; and Whereas in 2016 the Federation of Canadian Municipalities study found that nearly half of all types of sport and recreation facilities in Canada are in fair or poor condition, with a replacement value of $23 billion across Canada; and Whereas in Ontario, the replacement value for aging pools, arenas and community centres in fair or poor condition in Ontario is estimated to be $6 billion (Parks and Recreation Ontario); and Whereas the Province of Ontario has endorsed the Framework for Recreation in Canada 2015: Pathways to Wellbeing; and that the vision for the Framework is "a Canada where everyone is engaged in meaningful, accessible recreation experiences..." and that the first goal of the Framework is that governments should enable participation in physically active recreation; and Whereas the Framework for Recreation in Canada has as priority 4.3 as follows: "Enable communities to renew Recreational Infrastructure as required and to meet the need for green spaces by securing dedicated government funding at all levels.... for the necessary development, renewal and rehabilitation of facilities and outdoor spaces"; and Whereas through the Investing in Canada Plan, the Government of Canada is investing over $180 billion over 12 years in Infrastructure projects across Canada with these investments being made by 14 Federal Departments and Agencies; and Page 2 of 3 31 Whereas the Governments of Canada and Ontario signed a bi-lateral agreement on March 14th, 2017 and created the "Investing in Canada Infrastructure Plan"; and be it Resolved that the Council of the Town of Saugeen Shores requests that the Government of Canada and the Province of Ontario move forward with accepting applications for funding agreed to by the Governments of Canada and Province of Ontario under the "Investing in Canada Infrastructure Program" to help address the Recreation and Culture Capital Infrastructure deficit that currently exists across Canada; and Further, that this resolution and background Council Report be forwarded to all Ontario Municipalities, Provincial and Federal Government's, local MP's and MPP's, Parks and Recreation Ontario, and the Association of Municipalities of Ontario, requesting their support. Carried M4 Defeated ❑ Deferred ❑ Referred ❑ Tabled ❑ Withdrawn ❑ Page 3of3 32 DIVISION OF RECORDED VOTE YES NO ABSENT PEC 1NT. _ CHARBONNEAU CARR GRACE MATHESON MYATT MYETTE RICH SHRIDER SMITH Clarftwn Engineering Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: March 25, 2019 Report Number: EGD -007-19 Resolution: File Number: D.03.28.008 By-law Number: Report Subject: Hancock Neighbourhood Subdivision Phase 2B, Courtice, Plan 40M-2496 'Certificate of Acceptance' and 'Assumption By -Law', Final Works Includina Roads and Other Related Works Recommendations: That Report EGD -007-19 be received; 2. That the Director of Engineering Services be authorized to issue a 'Certificate of Acceptance' for the Final Works, which includes final stage roads and other related works constructed within Plans 40M-2496 and 40R-27882; 3. That Council approve the by-law attached to Report EGD -007-19 assuming certain streets within Plan 40M-2496 and adjacent Plan 40R-27882 as public highways; and 4. That all interested parties listed in Report EGD -007-19 be advised of Council's decision. 33 Municipality of Clarington Report EGD -007-19 Report Overview Page 2 This report concerns Hancock Neighbourhood Subdivision Phase 2B. It requests Council's permission to issue the required Certificate of Acceptance for the Final Works, as well as approve a by-law to assume certain streets within Plan 40M-2496 and adjacent Plan 40R-27882 as public highways. 1. Background The Subdivision Agreement 1.1 The Corporation of the Municipality of Clarington entered into a Subdivision Agreement registered July 5, 2013 with Claret Investments Limited and 1361189 Ontario Limited to develop lands by plan of subdivision, located in Courtice and described as Plan 40M- 2496 (Attachment 1). The agreement required the developer to construct all roadworks, including hot -mix paving, sidewalks, curb and gutter, street trees, a storm drainage system and streetlights, hereinafter referred to as the `Works'. 1.2 The Subdivision Agreement provides for: Initial Works 1.2.1 These works were issued a `Certificate of Completion' and a subsequent `Certificate of Acceptance' by the Director of Engineering Services. Street Lighting System 1.2.2 These works were issued a `Certificate of Completion' and a subsequent `Certificate of Acceptance' by the Director of Engineering Services. Stormwater Management System 1.2.3 Not applicable to this phase. Final Works 1.2.4 These works, which include all surface works such as curb and gutter, sidewalk, hot mix paving, boulevard works and street trees, were issued a `Certificate of Completion' dated October 1, 2017. This initiated a one (1) year maintenance period, which expired on October 1, 2018. The Works were re -inspected at the time, and although the developer experienced delays in completing repairs, all deficiencies have now been rectified to the satisfaction of the Director of Engineering Services. 34 Municipality of Clarington Resort EGD -007-19 2. Proposal Page 3 2.1 It is now appropriate to issue a `Certificate of Acceptance' for the Final Works. The Subdivision Agreement requires Council approval prior to the issuance of the `Certificate of Acceptance' for the Final Works. 2.2 Further to the issuance of a 'Certificate of Acceptance', a by-law is required to permit the Municipality to assume certain streets within Plan 40M-2496 and adjacent Plan 40R-27882 as public highways (Attachment 2). 3. Concurrence Not Applicable 4. Conclusion It is respectfully recommended that the Director of Engineering Services be authorized to issue a `Certificate of Acceptance' for the Final Works, which includes final stage roads and other related Works constructed within Plans 40M-2496 and 40R-27882, and that Council approve the by-law attached to Report EGD -007-19 assuming certain streets within Plans 40M-2496 and 40R-27882 as public highways. 5. Strategic Plan Application Not applicable Submitted by:l Anthony Cannella, Director of Engineering Services Reviewed by: Andrew C. Allison, B. Comm, LL.B CAO Staff Contact: Tony Ricciardi, Manager of Construction, 905-623-3379, Ext. 2322 or tricciardi@clarington.net ASC/tr/mb Attachments: Attachment 1 - Key Map Attachment 2 - By-law to Report EGD -007-19 35 Municipality of Clarington Resort EGD -007-19 The following is a list of the interested parties to be notified of Council's decision: Lawson Gay, 1361189 Ontario Limited 36 Page 4 Hancock Neighbourhood Subdivision Phase 213 Plan 40M-2496 & 40M 2510 HOLYROD DRIVE F Uj w Lu it w w � z z a ELMER ADAMS DRIVE L O O z U = O F � O O > L) ELMER ADAMS DRIVE ELMER ADAMS DRIVE C w O D NORM THOMPSON w DRIVE O Parts 2 and 4 on Plan 40R-27882 GEORGE REYNOLDS DR GEORGE REYNOLDS DR � � O N i W ►' � L V s v DRAWN BY: George Reynolds 3E.L. Dr. o = U DATE: February 19, 2019 REPORT EGD-007-19 COURTICE ATTACHMENT No. 1 FILE NAME: Nash Rd. KEY MAP 40M-2496.mxd J:\Engineering\Attachments\Attachments Post ESRI Upgrade\40M-2496.mxd Municipality of Clarington Attachment 2 to Report EGD -007-19 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NO. 2019 - Being a By-law to establish, lay out and dedicate certain lands as public highways in the Municipality of Clarington, to assume certain streets within the Municipality of Clarington as public highways in the Municipality of Clarington, and to name them. The Council of the Corporation of the Municipality of Clarington enacts as follows: THAT the blocks shown on Plan 40M-2496, and listed below in this section, being in the Municipality of Clarington, in the Regional Municipality of Durham, are hereby established, laid out, and dedicated by The Corporation of the Municipality of Clarington as public highway: Block 83 (0.3 metre reserve) Block 84 (0.3 metre reserve) Block 90 (0.3 metre reserve) Block 92 (0.3 metre reserve) Block 94 (0.3 metre reserve) Block 95 (0.3 metre reserve) Block 96 (0.3 metre reserve) Block 97 (0.3 metre reserve) Block 99 (0.3 metre reserve) Block 100 (0.3 metre reserve) 2. THAT the streets and blocks shown on Plan 40M-2496, and listed below in this section, being in the Municipality of Clarington, in the Regional Municipality of Durham, are hereby accepted by the Corporation of the Municipality of Clarington as public highways, and assumed by the said Corporation for public use: Holyrod Drive Elmer Adams Drive Arthur Trewin Street Gordon Cowling Street Norm Thompson Drive Block 83 (0.3 metre reserve) Block 84 (0.3 metre reserve) Block 90 (0.3 metre reserve) Municipality of Clarington Block 92 (0.3 metre reserve) Block 94 (0.3 metre reserve) Block 95 (0.3 metre reserve) Block 96 (0.3 metre reserve) Block 97 (0.3 metre reserve) Block 99 (0.3 metre reserve) Block 100 (0.3 metre reserve) Attachment 2 to Report EGD -007-19 3. THAT the following lands are hereby established as public highway, assumed by the Corporation for public use, and assigned the names set out below: Land established as Public Highway Part of lot 28, Concession 3, Designated as Parts 2 and 4 on Plan 40R-27882 BY-LAW passed in open session this t" day of 39 Name Holyrod Drive Adrian Foster, Mayor 2019. C. Anne Greentree, Municipal Clerk Clarington Community Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: March 25, 2019 Report Number: CSD -002-19 Resolution: File Number: By-law Number: Report Subject: 2018 Year End Review Recommendation: That Report CSD -002-19 be received for information. HE Municipality of Clarington Report CSD -002-19 Report Overview Page 2 The Community Services Department is responsible for planning, implementing and evaluating municipal recreation, leisure programs and facilities. This report provides Council with an overview of the activities associated with the Department over the course of the 2018 calendar year. 1. Background 1.1 In 2018 the Community Services Department was restructured by strategically realigning various responsibilities to create three service sections. The Facilities Services, Recreation Services and Client Services portfolios all combine to provide state of the art programs and facilities in a safe and welcoming environment. 2. Recreation Services Section 2.1 The Recreation Services Section provides a wide variety of programming opportunities and drop-in activities to residents. The section's key areas of program delivery are aquatics, fitness and wellness, youth, adult recreation, as well as older adult programs and services. 3. Aquatics 3.1 The Municipality operates three indoor aquatic facilities (Alan Strike Aquatic and Squash Centre, Courtice Community Complex and the Diane Hamre Recreation Complex). These facilities operate year round, seven days a week, and offer a wide variety of recreational swimming and aquatic instructional programs for the community. Additionally, there is a seasonal outdoor pool (Orono Park Pool) which operates daily for recreational swimming for both the community and municipal camp programs. 3.2 The Aquatic Division provides a number of part time employment opportunities and currently employs approximately 90 staff, the majority of which are students and young adults. These positions offer employees valuable skills and experience in areas such as customer service, leadership, health and safety, conflict resolution and responding to emergency situations. Aquatic staff are required to achieve and maintain, on average, six certifications for employment (Bronze Medallion, Bronze Cross, Water Safety Instructor etc.). Upon hire, staff undergo intensive training (25-30 hours) and complete quarterly in-service training throughout the year. 3.3 In 2018, the Municipality, along with many others across the province, experienced a shortage of qualified applicants for various aquatic positions. This staffing shortage ultimately impacted programming levels in the summer and fall resulting in a slight reduction of programs and services that aligned with available staff resources. The "Be A Lifeguard" campaign was launched in the fall of 2018, and moving forward will focus on marketing aquatic employment opportunities to a more diverse range of candidates (youth, students, adults, stay at home parents, recent retirees, former lifeguards). This 41 Municipality of Clarington Page 3 Report CSD -002-19 campaign will continue to evolve in 2019 and staff will continue to look for ways to attract and retain qualified and committed individuals for our aquatic team. t "I , BF JUARD ""Them st rewarding part of my jog is teaching kids and adults lifelong skills that may one day save their lives." - Sarah, Clarington Head Lifeguard Dive into a reat job at www.clarington.net/jobs OII Instructional Aquatic Programs 3.4 Community Services currently offers approximately 80 hours of aquatic instructional programming each week. Weekly programming includes preschool/youth/adult swimming lessons and aquafit. Additionally, the Department offers a large variety of advanced aquatic programs, including first aid, swimming instructor, and lifeguard certifications. 3.5 Registered aquatic programs continue to be popular, particularly at the Courtice Community Complex and Diane Hamre Recreation Complex, where tot pools exist. In 2018, approximately 10,000 individuals participated in a swim program. While 2018 registration numbers were marginally lower than 2017, this was a direct result of the current staffing shortage. Aquatic Program Registration Statistics (Swimming Lessons) Pool 2016 2017 2018 Alan Strike Aquatic and Squash Centre 1,295 1,207 1,173 Courtice Community Complex 3,516 3,930 3,983 Diane Hamre Recreation Complex 4,384 4,886 4,738 Total Number of Users 9,195 10,023 9,894 42 Municipality of Clarington Page 4 Report CSD -002-19 Recreational Swimming 3.6 Recreational swimming remains a popular and affordable activity for all ages. On average, the Municipality offers 110 hours of public, adult and lane swimming each week. Depending on the facility, swims are offered as early as 6 a.m. and run until 9:30 p.m. daily. This provides residents the opportunity to participate at a municipal pool, at a time that best suits their swimming ability and schedule. Recreational Swimming Participant Statistics Pool 2016 2017 2018 Alan Strike Aquatic and Squash Centre 15,795 15,103 16,269 Courtice Community Complex 37,696 36,160 38,470 Diane Hamre Recreation Complex 50,140 50,128 48,163 Orono Park Pool 5,255 4,001 4,866 Total Number of Users 108,886 105,392 107,768 •s� 4. Fitness and Wellness 4.1 The Community Services Department offers fitness programs and activities at several municipal recreation facilities. The Fitness Training Centre is located within the Courtice Community Complex and is a fully equipped fitness centre. Group fitness programs are offered at the Courtice Community Complex, Diane Hamre Recreation Complex, Alan Strike Aquatic and Squash Centre, South Courtice Arena, Garnet B. Rickard Recreation Complex, Bowmanville Indoor Soccer facility, and the Kendal Community Centre. All fitness programs and activities are conducted by Certified Fitness professionals. 43 Municipality of Clarington Page 5 Report CSD -002-19 Courtice Fitness Training Centre 4.2 The Courtice Fitness Training Centre is open to members and drop-in participants seven days a week. There is a wide variety of strength and cardio machines, as well as weight / functional (ex. balls, bands) equipment for participants to use. Other programs and services available include group fitness classes, one-on-one, and small group personal training. Group Fitness 4.3 Group fitness continues to grow in popularity. Fitness programs are available to members, registered, and drop-in participants. The Fitness Division monitors industry trends and participant feedback when planning future programs and locations. Currently group fitness classes are offered at the Courtice Community Complex, Alan Strike Aquatic and Squash Centre, Diane Hamre Recreation Complex, Garnet B. Rickard Recreation Complex, South Courtice Arena, and Kendal Community Hall. Active Living Memberships 4.4 Community Services provides a variety of memberships to meet the range of needs of Clarington residents. Memberships include Swim/Skate, Squash, Group Fitness, and Fitness (Basic and Plus options). Membership terms vary depending on the type purchased, with options such as Annual, 3 month, and 6 month. Grade 5 Action Pass 4.5 Clarington has been a partner in the Durham Region Grade 5 Action Pass program, which was introduced in 2008 to all grade 5 students in Durham Region. The pass provides free drop-in access to students for public swimming and skating and runs October 1 of the year the student is in grade 5 until August 31 of the following year. With rising childhood obesity rates, this initiative was introduced to address the growing concern over the number of children leading a sedentary lifestyle and not meeting daily physical activity guidelines. 2015/2016 2016/2017 2017/2018 Number of Grade 5 students 1,240 1,326 1,142 Number of Students with an Action Pass 394 466 353 Percentage of Grade 5 students with an Action Pass 32% 35% 31% Municipality of Clarington Page 6 Report CSD -002-19 Membership Retention and Club 150 4.6 The Fitness Division offers programs throughout the year to keep members accountable for their own fitness and encourage membership retention. "Club 150" is a tracking program that assists participants in planning and tracking their daily, weekly and monthly goals in minutes of physical fitness. Studies show 150 is the total minutes of physical activity recommended weekly for gaining and maintaining optimal physical fitness, and individuals with clear, written goals are significantly more likely to succeed. Other popular activities offered by the Division include Amazing Race and Race Across Canada. Staff continue to help participants achieve their goals, encourage member retention and increase participation on a monthly basis. Clarington Walks 4.7 Research shows that taking a minimum of 10,000 steps per day is the benchmark for a healthy lifestyle. The Community Services Department offers the Clarington Walks opportunity to all members of the public at a number of our recreation facilities. Maps with walking routes and distances have been created and posted for each facility. Participating facilities are: Bowmanville Indoor Soccer Centre, Diane Hamre Recreation Complex, Courtice Community Complex, Garnet B. Rickard Recreation Complex, and South Courtice Arena. Where appropriate, facilities have designated times and spaces for indoor walking. All facilities have the option to walk the hallways at any time. The Clarington Walks program continues to grow in popularity, especially during the winter months when outdoor walking can pose risks and challenges for individuals. 5. Recreation Programming 5.1 The Department offers a variety of recreation programs and services at various municipal recreation facilities, local schools, and park locations throughout Clarington. Recreation programs provide both registered and drop-in opportunities for preschool, children, youth and adults. 45 Municipality of Clarington Page 7 Report CSD -002-19 5.2 The Recreation portfolio employs approximately 100 part time recreation staff annually. For many of these employees this will be their first job. The staff team is made up primarily of high school, college, and university students. All recreation staff take part in seasonal training, including topics such as health and safety, WHMIS, customer service, leadership, program planning and accessibility. Summer Camps 5.3 For a number of years, Community Services has offered summer camp programs to our residents. These camps serve a wide range of children and youth from 4 to 16 years of age. In 2018, there were a variety of camp opportunities including: Leadership Camp, Counsellor in Training, Trip Camp, Sports Camp, Road Hockey Camp, Kinder Camp, Lego Camp, Theatre Stars Camp, Dance Camp, Fishing Camp, Scooter Camp, Arts Camp, Eco Camp, Junior Chef Camp, French Camp, Dodgeball Camp, Soccer Camp, Ice Hockey Camp, Outdoor Adventure Camp, Youth on the Go Camp, and new additions in 2018 were Outdoor Sports Camp, and Super Cool Science Camp. 2015 2016 2017 2018 Total Camp Registrations (including extended care registrations) 2308 2621 2708 2852 500 1000 1500 2000 2500 3000 *Please note 2015 had 10 weeks of camp, all others had 9 weeks . lb Municipality of Clarington Page 8 Report CSD -002-19 5.4 Camp programs continue to experience growth and most camps reach the maximum registration prior to the start of the camp. Summer camp offerings are reviewed and revised annually to ensure a variety of camp opportunities and locations each year. 5.5 In the summer of 2018, our camps employed a total of 40 students as camp supervisors and counsellors. They brought a wide range of knowledge, experience, leadership, and enthusiasm to the team. All staff received 44 hours of pre -camp training in leadership development, team building, health and safety, customer service, program planning, behaviour management, conflict resolution, risk management, and administrative responsibilities. They were also required to be certified in the High 5 Principles of Healthy Child Development, Standard First Aid and CPR "C" as well as providing an acceptable Criminal Background Check. 5.6 Camp programs provide children with special needs the opportunity to participate in a summer day camp experience along with their peers. Integration Counsellors are hired to provide support to children with identified needs requiring assistance while at camp. Support provided varies from 1:1 to small group. In 2018, we had 36 children with identified exceptionalities; many of these campers attended multiple weeks of camp throughout the summer. In the 2018 season, 36 children attended a total of 74 weeks of summer camp. It should be noted that this service continues to see a steady increase in requests annually, both in the number of children, as well as the number of weeks of camp, along with the complexity of needs. Moving forward, staff will be researching best practices in the area of supporting families and children with identified needs for summer camp opportunities, as well as year round programming. 5.7 Community Services continues to partner with the YMCA Early Years staff to deliver a Mobile Playground program in Clarington. The program operates at 10 park locations from early July to the end of August. YMCA Early Years Centre and Community Services Department each provide one van and two staff to the program. The Community Services staff delivered playground programs for children 6 to 12 years of age. The YMCA staff provided games and activities for children 0 to 6 years of age. The 47 Municipality of Clarington Page 9 Report CSD -002-19 drop-in style programs offers a less structured option to our day camps for participants and caregivers at no cost. Public Skating 5.8 In 2018, Community Services had over 11,000 participants attend our public skating programs throughout the Municipality. The South Courtice Arena skating statistics are higher than the other two facilities as there are two weekly skating times (Tuesday and Friday) at that location and one at the Garnet B. Rickard Recreation Complex (Sunday) and one at Darlington Sports Centre (Saturday). Facility 2016 Participants 2017 Participants 2018 Participants South Courtice Arena 6,363 6,239 7,008 Garnet B. Rickard Recreation Complex 3,342 2,832 2,943 Darlington Sports Centre 2,143 1,836 1,203 Total 11,848 10,907 11,154 6. Older Adults (55+) 6.1 Entering into its third year, the Community Services Department has been providing direct programming for older adults living in Clarington. A wide range of leisure opportunities to promote wellness, personal growth, and fitness have been offered. The programs offered will help older adults stay engaged and keep active within the community as both participants and as volunteers. Current programming includes registered programs, drop-in programs, workshops, and special events. Registered Programs 6.2 The Community Services Department offers a large variety of 55+ registered programming. These include active living classes (fitness, yoga, aquafit), general interest classes (art, music, quilting), and computer classes (iPad, tablet and laptop). Programs are offered at multiple locations, including the Courtice Community Complex, Diane Hamre Recreation Complex, Alan Strike Aquatic and Squash Centre, Garnet B. Rickard Recreation Complex, Bowmanville Indoor Soccer facility, and South Courtice Arena. 6.3 In fall 2018, 55+ introduced a group fitness membership option for people to attend multiple fitness classes a week. We have seen great success in this area and have sold approximately 100 memberships from September to December. We anticipate this area will continue to grow over the coming years. Municipality of Clarington Page 10 Report CSD -002-19 Registered Program/Event Participant Statistics Drop-in Activities 6.4 Offering a range of low cost and low commitment drop-in opportunities is an important aspect of older adult programming. We continue to offer a wide range of drop-in activities, including games such as cribbage and euchre, to more physically active activities such as table tennis, biking and the very popular sport of pickleball. In the fall session of 2018, we added volleyball to the offerings at the Diane Hamre Recreation Complex. Due to the popularity of our registered ukulele class, we have offered a ukulele drop-in at the Courtice Community Complex. Drop-in Activity Statistics Activity Active General Computers Workshops Luncheons Special Activity Living Interest 726 (Cooking, 1,839 Events 70 (Fitness) (Art, music) 590 wellness) 191 2,482 Duration 10 week 10 week 2-5 week 1 day 1 day 1 day 4,209 session session session 2016 643 152 184 237 328 647 2017 1,261 187 161 266 642 1,001 2018 1,165 199 158 373 831 2,057 Drop-in Activities 6.4 Offering a range of low cost and low commitment drop-in opportunities is an important aspect of older adult programming. We continue to offer a wide range of drop-in activities, including games such as cribbage and euchre, to more physically active activities such as table tennis, biking and the very popular sport of pickleball. In the fall session of 2018, we added volleyball to the offerings at the Diane Hamre Recreation Complex. Due to the popularity of our registered ukulele class, we have offered a ukulele drop-in at the Courtice Community Complex. Drop-in Activity Statistics Activity Euchre Open Activity Open Jam Pickleball Table Tennis Bingo Volleyball 2016 312 726 147 1,839 141 70 N/A 2017 590 957 191 2,482 183 92 N/A 2018 1,827 1,677 290 4,209 227 141 210 Municipality of Clarington Page 11 Report CSD -002-19 rW Volunteers 6.5 Volunteering provides many benefits to older adults, creating a strong sense of purpose by helping others, and maintaining social connections. Volunteers within the 55+ Older Adult Centre are a valuable and integral part of our drop-in programs and special events offered throughout the year. In 2018, 1,240 volunteer hours were logged by 33 volunteers. Staff are actively recruiting volunteers and the program is expected to expand in the coming years. Special Events 6.6 June is Seniors Month in Ontario. The Community Services Department held seniors' month events to recognize seniors' accomplishments and contributions to the community. On June 28, 2018, a "Celebrating Seniors Month" barbecue was held at the South Courtice Arena. The no -cost event featured interactive displays from community agencies, live entertainment by Rockin with Elvis and Eric Lambier, free barbecue, and draw prizes. Over 300 people took part in this event. 6.7 Special events with meals continued to be very popular in 2018. A Mardi Gras Dinner and Dance was held in February, featuring entertainment by the Ragtime Jazz Band. In May, a Spring Fling Dinner and Dance and October, a Halloween Dinner and Dance was held at the Garnet B. Rickard Recreation Complex with the Lincolnaires. Fashion Shows in spring and fall were very well received with Fashions by Nygard and modeled by some 55+ participants. 6.8 A Christmas Luncheon was held on December 14 at the Garnet B. Rickard Recreation Complex. Entertainment was provided by Eric Lambier. A delicious, traditional turkey meal was served. A wonderful time was had by all 213 attendees and volunteers. 6.9 The Municipality received a grant through the Ministry for Seniors and Accessibility, and the Older Adults Centres Association of Ontario to host a free Older Adult Information and Active Living Fair at the Courtice Community Complex. The event took place on Saturday, November 10. A total of 36 exhibitors (14 non-profit and 22 for-profit) took 50 Municipality of Clarington Page 12 Report CSD -002-19 part in the Trade Show. Educational workshops were scheduled throughout the day. Healthy snacks and lunch were also provided, along with door prizes. The event was very well received. 7. Client Services Section 7.1 The Client Services Section was established through a structure review within the Community Services Department in 2018. As a result of the re -structure, Customer Services and Community Development were brought under the Client Services umbrella. The focus of this section is customer service and support to both recreation services and facility services, as well as community support through assistance to community groups and sustaining volunteerism. Emerging as a support mechanism to all areas of Community Services, including Standard Operating Procedure creation, to Rates and Fees development and other business practices, Client Services provide a number of functions within the Department. 8. Customer Services Customer Service Desks 8.1 Community Services operates five full service customer service desks in our various recreation centres. Our front line customer service team provides more than 400 hours of support each week to residents of Clarington through emails, phone calls and in- person interactions, as well as internally providing administrative support to the Department. 8.2 They are the hub of our recreation centres and an access point for residents to take part in swim, skate, fitness and recreation opportunities in Clarington. Staff are on-site to assist residents with activity registration, permitting indoor recreation space, fitness centre memberships, etc. Our team provides a wealth of knowledge on services in our Department and the greater Clarington community, often fielding questions about external events, opportunities, and resources. Point of Sale Processing 8.3 In 2018, over 88,000 point of sale (POS) transactions took place at our customer service desks, for a total value of $657,869 in debit, credit and cash transactions. These transactions account for services such as drop-in program admissions, swimming pool pro -shop sales, garbage bag tags, Durham Region Transit ticket sales, and more. 51 Municipality of Clarington Page 13 Report CSD -002-19 Month Number of POS Transactions Value of Transactions Processed Jan -18* 9,605 $91,932 Feb -1 8* 9,078 $84,358 Mar -1 8* 9,525 $83,038 Apr -1 8* 7,097 $71,134 May -18 5,508 $48,323 Jun -18 4,776 $39,408 Jul -18 8,427 $42,744 Aug -18 6,797 $38,688 Sep -18 5,522 $36,418 Oct -18 6,238 $42,584 Nov -18 7,394 $34,445 Dec -18 8,063 $44,793 Totals 88,030 $657,869 *From January through April, sales in our arena concessions and vending services were processed through our point of sale terminals, accounting for the increase in those months. Active Net — Stats (Registration) 8.4 During each of the registration seasons our customer service team assists Clarington residents with both in-person (front desk) and online enrollments. With the change to Active Net software in 2017 came the addition of our new, more customer friendly, beActive online registration system, and we continue to see a trend toward more and more online registrations. The customer service team provides support for online transactions by assisting customers in account set-up, navigation of the website, and troubleshooting issues that may arise. 52 Municipality of Clarington Page 14 Report CSD -002-19 Season Front Desk Enrolled Online Enrolled Winter 2018 2,246 2,407 Spring 2018 2,984 2,786 Summer 2018 1,523 857 Summer Day Camp 2018 808 2,044 Fall 2018 3,133 3,102 Totals 10,694 11,196 Facility Permitting 2018 Hourly Indoor Soccer/Outdoor Lacrosse Rental Statistics 8.5 Rental usage from Darlington Soccer Club has rebounded from the 2017 reporting. This is reflected in the year-end rental revenue actuals. Category 2016 hours 2017 hours 2018 hours Youth Soccer 1,038 989 1,134 Adult Soccer 138 164 141 Other 101 103 127 Lacrosse Bowl 255 110 149 Total 1,532 1,366 1,551 2018 Hourly Swimming Pool Rental Statistics 8.6 In 2018 we saw an increase in daytime school board rentals including from their swim teams. The Clarington Swim Club reduced their pool rentals times with some early morning weekday hours turned back for their 2017/18 season. 53 Municipality of Clarington Page 15 Report CSD -002-19 Category 2016 hours 2017 hours 2018 hours Swim Club 596 635 580 School Boards 117 59 83 Other 116 84 90 Total 829 778 753 2018 Hourly Ice and Floor Rental Statistics 8.7 The demand for prime season/prime time ice remains very strong and consistent year over year. Any minor fluctuation year to year in total hours is the result of the demand for "shoulder" season ice and late night ice rentals. It should be noted that some of our major ice users continue to permit ice outside of Clarington for prime time ice not available here. Category 2016 hours 2017 hours 2018 hours Minor Hockey — Boys 5,676 5,502 5,419 Minor Hockey — Girls 1,976 1,996 2,066 Figure Skating 665 609 710 Speed Skating 121 106 48 Adult Hockey 1,018 1,010 970 School Boards 203 101 166 Other 796 649 974 Lacrosse / Other Dry Pad 1,072 1,246 878 Total 11,527 11,219 11,231 Financial Assistance Program 8.8 Community Services is committed to removing barriers, increasing access and participation in recreation activities among Clarington residents. Staff administer financial assistance through a variety of subsidy programs including external opportunities like Canadian Tire Jumpstart and internal programs like Financial Assistance Program (FAP), and the Membership Access Program (MAP). 8.9 The Canadian Tire Jumpstart program was created in 2005 by Canadian Tire Foundation for Families, and works in partnership with the Community Services 54 Municipality of Clarington Page 16 Report CSD -002-19 Department. The program's goal is to provide financially disadvantaged children, 4 to 18 years of age, with the opportunity to participate in sports and recreation activities through providing funding to those children to offset registration costs. 2018 saw a continued increase in the number of applicants and the amount of funding distributed to the residents of Clarington. 8.10 The Department administers our internal Financial Assistance Program. The aim of the program is to assist individuals or families currently receiving social assistance through Ontario Works or Ontario Disability Support Program Income Support. Eligible residents can receive financial assistance of 50% of the cost of program registrations or membership fees. In 2018, fee assistance in the amount of $6,783 was provided to 39 members of the community to help minimize the barrier to access recreation and fitness opportunities in Clarington. 8.11 The Membership Access Program strives to remove barriers and increase recreation opportunities for individuals with a permanent disability. Clarington residents who meet the criteria for fitness memberships and who have a permanent disability are eligible for MAP. This entitles the individual to a reduced fee for fitness memberships. As this program relates to a permanent disability, once an individual is confirmed eligible for this program, it remains available to them indefinitely; there is no re-application process to gain the discount. In 2018, the Municipality assisted 36 individuals to gain access to our fitness memberships by providing $3,270 in membership fee assistance. 9. Community Development Special Events 9.1 Special events bring our community members together, connect our neighbours and foster civic pride in Clarington. Throughout the year we offer a variety of special events including New Year's Eve and Canada Day. 9.2 Canada Day 2018 was a celebration complete with jumping castles, musical entertainment, a Canada cake, BBQ and fireworks. The event saw over 5,000 people enjoying the festivities at the Garnet B. Rickard Recreation Complex. Additional funding was received through sponsorships from Enbridge Gas Distribution and Ontario Power Generation, as well as through the Government of Canada's Celebrate Canada Fund. 9.3 Clarington rang in 2019 with a family friendly celebration at the Garnet B. Rickard Recreation Complex. Over 1,000 people took part in the festivities which included public skating, an inflatable obstacle course, carnival games, crafts, a balloon drop and much more. This year a sensory break zone was provided for guests who needed a break from the excitement and stimulation of the evening. Quiet activities were offered to guests and their caregivers, which included calming sensory activities and darkened rest areas. This new area was developed and supported through consultation with our partners at Autism Home Base Durham and Lakeridge Health. 9.4 Clarington Blooms is an annual program which recognizes our residents, businesses, churches and schools in Clarington, who put time and effort into making Clarington 55 Municipality of Clarington Page 17 Report CSD -002-19 beautiful. For 20 years, the event has been organized in cooperation with the Bowmanville, Newcastle and Orono horticultural societies. After a hiatus in 2014, the program was relaunched in 2015 in an effort to encourage greater participation. However, numbers have steadily declined and staff are conducting a review of the program which may include some relevant updates, including a focus on clean communities and environmental impact of gardening. 9.5 Each year, the Community Services Department, in partnership with staff from the Mayor's Office, Communications and external agencies hosts fundraising events such as the Clarington Mayor's Love of Art Gala and the Clarington Mayor's Golf Classic on behalf of the Mayor's Office. In 2018, the Gala event raised $27,780.99 each for the Visual Arts Centre of Clarington and A Gift of Art Gallery. The Bowmanville Hospital Foundation was the beneficiary of the 2018 Golf Tournament and they received $34,190.08. Both events have been quite successful over the years, providing much needed funds to organizations in our community. Clarington Mayor's Golf Classic Clarington Mayor's Love of Art Gala 56 Municipality of Clarington Page 18 Report CSD -002-19 9.6 In Clarington there are numerous not-for-profit community organizations that provide recreation and sport opportunities for the community. In an effort to share these resources with the community, the Community Services Department hosts the annual Clarington Sport & Leisure Fair at the Garnet B. Rickard Recreation Complex. The event includes information booths, demonstrations and interactive activities from our various groups along with a free public skate. The fair is always well attended with several hundred people visiting throughout the afternoon. Volunteerism 9.7 ClaringtonVolunteers.ca was developed and launched in November 2018 with a goal of increasing awareness and engagement through volunteering in our community. This platform provides opportunities for residents to connect with volunteer opportunities offered by local community organizations. Access to the service is free for both organizations and volunteers. 9.8 To date there are 34 registered organizations who have joined the website with 59 opportunities posted and 86 connections have been made with Clarington residents. For example, at the recent Clarington Sport & Leisure Fair, the volunteers representing the Visual Arts Centre of Clarington were connected with the opportunity through ClaringtonVolunteers.ca. 9.9 Staff continue to promote the program to organizations and our residents to build further capacity in our volunteer community. Community Development 9.10 Through Community Development, we work closely with the community by building relationships with various community groups and organizations. Together, we work to overcome gaps, provide services and events that engage and empower our residents. 9.11 Based on feedback from community partners, staff worked with local trainers to develop a lineup of workshops and opportunities which addressed some training needs and provided a forum for networking and support among Clarington's volunteer community. We offered workshops on topics such as creating persuasive funding proposals, Smart Serve certification and social media overview for community groups. We look forward to continuing to offer relevant opportunities in our 2019 training plan. 10. Facility Services 10.1 Facility Services is responsible for the operations and maintenance of the seven indoor recreation facilities managed by the Community Services Department, as well as the outdoor pool in Orono Park and the lacrosse bowl in South Bowmanville. In addition to the day-to-day operations of the facilities, we are responsible for preventative maintenance and capital works programs including repairs, upgrades and replacements necessary to maintain facilities and equipment to desirable standards. 57 Municipality of Clarington Page 19 Report CSD -002-19 10.2 Supporting the Facilities Manager, the section is staffed by four Facilities Supervisors and four Lead Hands. The Supervisors share the management of our seven indoor facilities, lacrosse bowl and the outdoor pool. Along with the 23 full time unionized staff, the section requires approximately 80 part time staff to help operate the facilities. 10.3 With the development of the Client Services section of the Department, 2018 was a transition year for coordination of facility allocation and rentals to this new area. Facilities staff will remain involved in upcoming years with Client Services taking the lead, with the shared objective of providing the regular and occasional facility rental users the best in customer service. Energy Conservation 10.4 In 2018 our total utilities costs were in excess of 1.6M, with hydro being the major contributor. Through various conservation measures, including replacement and upgrades to major mechanical systems, the 2019 proposed budget total for utilities has been reduced by $170,000 from the 2018 approved budget. 10.5 Although the Energy Management Steering Committee has been replaced by the Inter - Departmental Working Group on Climate Change, facility staff continue to meet regularly with representatives from our energy providers to stay informed on potential incentive programs and to gain insight on emerging conservation trends. 10.6 In late 2017, we installed a de -oxygenated water system for our ice flooding operations at South Courtice Arena. This system removes oxygen from the source water which allows us to use warm water instead of hot water. This has reduced our natural gas usage and we are seeing these results in our utility bills, in addition to the $10,000 incentive we received from Enbridge Gas. Kudos to the facility staff at South Courtice who identified the technology, researched the systems and were involved through installation, and now, on monitoring ice quality and energy usage impact. Feedback from our ice users has been very positive and staff have experienced no negative effects in our ice operations. Based on this success we will be looking to add these systems to our other municipal arenas. Capital Projects 10.7 Each year, the Department prepares a detailed capital budget submission that includes the replacement or refurbishment of equipment and repairs or upgrades necessary to keep our facilities safe, well maintained and enjoyable for our customers. The objective of this preventative program is to extend the life cycle of our facilities and equipment, at the same time as controlling unplanned breakdowns that are both costly and inconvenient for these customers. 10.8 To assist in preparing this program, we undertake a number of facility building condition audits. These audits are completed by engineers. In addition to assessing the building envelope, these reports provide a condition status for mechanical and electrical systems, roofing systems, life safety, building code compliance and accessibility, etc. Municipality of Clarington Page 20 Report CSD -002-19 The reports make recommendations for remedial repairs and replacements, both in the short and long term. 10.9 Staff consider the findings and recommendations in these studies when preparing upcoming capital budgets and forecasts. This information is also shared with Finance for capital asset management purposes. 10.10 The Department is also represented on the recently formed Asset Management Working Group. The objective of this group is to "discuss and determine asset management strategies that will maximize benefits, manage risk and provide satisfactory levels of service to the public in a sustainable manner." 10.11 As part of the annual capital program, the Department completed the replacement of the arena floor on Pad A at Garnet B. Rickard Recreation Complex. After a number of years of in -floor brine leaks, this replacement will extend the useful life of the arena floor for 30 plus years. We also managed a minor renovation for Community Care Durham as they expanded their office space at the Rickard Complex. With the approval of two pilot youth centre projects, renovations were undertaken at South Courtice Arena and Diane Hamre Recreation Complex to accommodate these initiatives. Workplace Health and Safety 10.12 Workplace health and safety continues to be a top priority for all staff in the Department. In addition to the day to day focus on safety we have developed strong training 59 Municipality of Clarington Page 21 Report CSD -002-19 programs and worked very closely with the Health and Safety Coordinator throughout the year. 10.13 In 2018, a review of existing refrigeration plant safety procedures was undertaken. This resulted in the improvement of the ammonia warning light system in the facility for both staff and customers, revisions to operating procedures and the addition of personal ammonia detection units that are worn by staff at all times when they are in our refrigeration rooms. With the lessons learned from the tragedy in the arena in Fernie, B.C., our facilities remain safe for both staff and the public. 11. Conclusion The Community Services team is very proud of the work we do to provide the best level of service we can to our community. We continue to see growth in many areas of our programs and services and we will strive to identify new quality recreational opportunities that will promote a healthy lifestyle for our growing and diverse community. 12. Strategic Plan Application The recommendations contained in this report conform to the Strategic Plan. Submitted by: Joseph P. Caruana, Director of Community Services Reviewed by: " V, Andrew C. Allison, B. Comm, LL.B CAO Staff Contact: Joseph P. Caruana, Director of Community Services, 905-623-3379 ext. 2502 or jcaruana@clarington.net There are no interested parties to be notified of Council's decision. Clarftwn Finance Department Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: March 25, 2019 Report Number: FND-007-19 Resolution: File Number: By-law Number: Report Subject: Annual Commodity Hedging - 2018 Recommendation: That Report FND-007-19 be received for information. 61 Municipality of Clarington Page 2 Report FND-007-19 Report Overview This report complies with the annual reporting requirements to report to Council the status of the existing commodity hedging agreements. 1. Background 1.1 Under the Ontario Regulation 635/05, the Treasurer is required to report annually to Council the status of existing commodity hedging agreements, including a comparison of the expected results to actual of using the agreements and confirmation that they comply with the Municipality's policies and goals. 1.2 As required by the Municipal Act, 2001, Council adopted a Commodity Price Hedging Agreement Statement of Policies and Goals in report COD -054-08, on Monday October 6, 2008. In this statement of policies and goals, the responsibilities are delegated as follows. The Director of Finance/Treasurer or designate is responsible for the financial administrative matters pertaining to commodity price hedging. The Director of Corporate Services or designate is responsible for the procurement and contractual administrative matters pertaining to commodity price hedging. 2. Comments 2.1 The Municipality's energy consumption trends have been studied since 2008. Detailed budget estimates are made based on these consumption trends and pricing projections of the various utilities including natural gas for the Municipality's operating departments. This information together with the procurement strategy aimed at reducing risk and stabilizing cost continues to focus on the need for a stable natural gas supply contract. The Municipality has an energy consulting agreement with Blackstone Energy Consulting. The term was for November 1, 2014 to October 31, 2017 with an option to extend for two additional one year terms. The Municipality has extended the agreement to October 31, 2019. This agreement covers many services related to the Municipality's supply of natural gas including the supply of information relevant to decision making, arranging contracts for the continuous supply, analysis and reconciliation of usage and forecasting of natural gas pricing pressures. 2.2 Blackstone Energy Services Inc. working on the Municipality's behalf is authorized to enter into fixed priced natural gas agreements as per the procurement strategies and to the agreed indicative prices. Previously natural gas was supplied from three pools — Dawn (southwestern Ontario), Empress (western Canada) and Central Delivery Area 62 Municipality of Clarington Resort FND-007-19 Page 3 (CDA). All of the Municipality's natural gas is now supplied from the Dawn hub as of November 1, 2017. 2.3 In 2017, in consultation with Blackstone, the Municipality entered into the hedging agreements as shown below in the chart. Some of the hedge dates are updated to November 1, 2018 to reflect the change in the source of the natural gas supply through the Dawn hub. From November 2017 to October 2019, 100% of the gas supply is hedged. Further notes from Blackstone explain that 5A is a monthly index for price for natural gas which is calculated by taking the average of daily weighted average same day trade prices in a given month. This particular index is at a particular gas hub called AECO (which is in Alberta). Every day Blackstone calculates the weighted average trade price at AECO, for same day purchases. Then the prices are averaged over the month to calculate the 5A rate. The +x.xx is a rate adder which represents the transportation to Dawn from AECO. For example in December 5A settled at 1.5314, and the total price would be 1.5314 + 2.20 = $3.7314/GJ. If there is value, Blackstone will buy gas this way instead of buying it directly at Dawn. Note that all these hedges include some transportation costs for delivery to Dawn. Date Range Pool Price % of Comments ($/GJ) Portfolio November 1, 2017 to October 31, 2018 Dawn 4.45 28% Fixed Rate November 1, 2017 to October 31, 2018 Dawn 5A+1.59 40-43% Indexed Rate November 1, 2017 to October 31, 2019 Dawn 4.24 26-28% Fixed Rate November 1, 2018 to October 31, 2019 Dawn 5A +2.20 48% Indexed Rate November 1, 2018 to October 31, 2019 Dawn 5A +1.25 26% Indexed Rate 63 Municipality of Clarington Resort FND-007-19 Page 4 2.4 A component of the natural gas pools is the setting of the Minimum Daily Volume (MDV). The MDV amounts were changed as shown in the chart below based on past natural gas consumption, climate change projections for the next year. 2.5 Another element of the natural gas purchasing is that the Municipality sets the price on bill (POB). The price on bill is set to estimate the average cost of the gas factoring in transportation costs. Setting the price on bill reduces the fluctuations over the year. Blackstone does provide recommendations for the price on bill and the Municipality can change the price on bill at any time. Since October 2016, the price on bill has been set at $0.14/m3. This price has been used for 2017 and 2018 budget projections. Due to projections received from Blackstone January 2019, the POB was increased to $0.1905 effective February 1, 2019. The POB will be reviewed in October 2019. 2.6 The weighted average cost of natural gas purchases from November 2017 to October 2018, not including balancing deals, was $3.80/GJ. This would equate to $0.1474/m3. Note that bulk natural gas is priced in GJ which is an energy unit compared to billing on account in m3 which is a volume measurement unit. 2.7 The combination of the hedges, MDV, POB and actual natural gas consumption combine to determine if a balancing transaction is required in the pools. This is always done at the end of the natural gas year in October. In 2017 Clarington had a substantial surplus so a withdrawal of $60,000 was taken from the Blackstone account. In October 2018, Clarington purchased 3,674 GJ of gas at a total cost of $16,422.78 taken from our accumulated surplus to balance our account. With the change in the POB to $0.1905 the hedging account is projected to break even as of October 2019. The natural gas market and the account balance of the Municipality's hedging account are monitored on a regular basis. 2.8 These contracts met the procurement goal of both reducing risk and stabilizing the cost. The Municipality has a fixed source of supply up to October 2019 at a reasonable cost with an appropriate consumption estimate. The current hedges have resulted in overall cost savings to the Municipality. 2.9 To date, the Municipality has not hedged for electricity. The structure of electricity hedging is different from natural gas. A significant component of electricity bills on the ID November 2017 to October 2018 November 2018 to October 2019 Dawn Hub 141 154 2.5 Another element of the natural gas purchasing is that the Municipality sets the price on bill (POB). The price on bill is set to estimate the average cost of the gas factoring in transportation costs. Setting the price on bill reduces the fluctuations over the year. Blackstone does provide recommendations for the price on bill and the Municipality can change the price on bill at any time. Since October 2016, the price on bill has been set at $0.14/m3. This price has been used for 2017 and 2018 budget projections. Due to projections received from Blackstone January 2019, the POB was increased to $0.1905 effective February 1, 2019. The POB will be reviewed in October 2019. 2.6 The weighted average cost of natural gas purchases from November 2017 to October 2018, not including balancing deals, was $3.80/GJ. This would equate to $0.1474/m3. Note that bulk natural gas is priced in GJ which is an energy unit compared to billing on account in m3 which is a volume measurement unit. 2.7 The combination of the hedges, MDV, POB and actual natural gas consumption combine to determine if a balancing transaction is required in the pools. This is always done at the end of the natural gas year in October. In 2017 Clarington had a substantial surplus so a withdrawal of $60,000 was taken from the Blackstone account. In October 2018, Clarington purchased 3,674 GJ of gas at a total cost of $16,422.78 taken from our accumulated surplus to balance our account. With the change in the POB to $0.1905 the hedging account is projected to break even as of October 2019. The natural gas market and the account balance of the Municipality's hedging account are monitored on a regular basis. 2.8 These contracts met the procurement goal of both reducing risk and stabilizing the cost. The Municipality has a fixed source of supply up to October 2019 at a reasonable cost with an appropriate consumption estimate. The current hedges have resulted in overall cost savings to the Municipality. 2.9 To date, the Municipality has not hedged for electricity. The structure of electricity hedging is different from natural gas. A significant component of electricity bills on the ID Municipality of Clarington Page 5 Report FND-007-19 larger accounts such as the recreation facilities is the Global Adjustment. Electricity hedging could be used to mitigate the cost of the electricity but would not affect the Global Adjustment cost. Electricity hedging could be explored in the future. 3. Concurrence This report has been reviewed by the Director of Corporate Services who concurs with the recommendations. 4. Conclusion 4.1 The Municipality of Clarington has natural gas commodity hedging agreements in place up to October 2019. These agreements are consistent with the Municipality's statement of policies and goals relating to the use of financial agreements to address commodity pricing and costs. 4.2 It is respectfully recommended that this annual commodity hedging report be received for information in compliance with Ontario Regulation 635/05 of the Municipal Act, 2001. Submitted by: :55 7Z�� `4'4" RPx/iPx/ved by. Trevor Pinn, B.Com, CPA, CA, Director of Finance/Treasurer Andrew C. Allison, B. Comm, LLB CAO Staff Contact: Catherine Carr, Manager of Internal Audit, 905-623-3379 ext. 2606 or ccarr@clarington.net There are no interested parties to be notified of Council's decision. 65 Clarftwn CAO Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: March 25, 2019 Report Number: CAO -004-19 Resolution: File Number: By-law Number: Report Subject: Regional Government Review Recommendation: 1. That Report CAO -004-19 be received; and 2. That Council either, (a) advise staff which specific issues from the long list of issues on the Province's public survey (Attachment 5) it wishes to take a position on and direct staff to provide information in relation to those issues prior to the April 8, 2019 Council meeting; or (b) fill out the survey on an individual basis and encourage Clarington residents to do the same. . • Municipality of Clarington Report CAO -004-19 Report Overview Page 2 The Minister of Municipal Affairs and Housing (Hon. Steve Clark) announced on January 15, 2019 that the Government of Ontario will be undertaking a review of regional government. This report provides information in relation to the nature and extent of this review. 1. Background 1.1 At the General Governance Committee meeting on March 4, 2019, Committee passed the following resolution (#GGC-254-19): Whereas the Province has appointed two special advisors to make recommendations to the Minister of Municipal Affairs and Housing on improving regional governance and service delivery; Whereas the consultation process includes interviews by the advisory body with upper and lower tier heads of Council; Whereas the heads of council ought to consider, with their respective councils, such that they are reflecting the will of the Council that they represent, and such that the review is open and transparent in accordance with the requirements of the Municipal Act, Now therefore be it resolved that: The head of Clarington Council place before Council, at its next Council meeting, in writing, the position put forth to the advisory body regarding Clarington Council; 2. Prior to further meeting with the advisory body, the head of Clarington Council submit any proposed recommendations to the advisory body for approval by Clarington Council, 3. That Staff be directed to prepare a Report proposing Clarington's input regarding the Province's Regional Governance Review; and 4. That this resolution be forwarded to the Region of Durham and the Durham municipalities. 1.2 A general description of the regional government review and the terms of reference for the special advisors can be found at: https://www.ontario.ca/page/regional-government- review. A copy of the information found at this link is attached to this report (Attachment 1). 67 Municipality of Clarington Report CAO -004-19 Page 3 1.3 One of the first actions taken by the special advisors was to ask for a meeting with Heads of Council. A copy of the email invitation sent to Regional Chair Henry and all lower tier Durham Mayors is attached to this report (Attachment 2). 1.4 In preparation for their meetings with Regional Chair Henry and all Durham Mayors, the special advisors sent a proposed agenda. A copy of that email invitation dated January 30, 2019 is attached to this report (Attachment 3). In the email, it was made clear that only the Heads of Council and one staff member were invited to the February 25, 2019 meetings. I attended the meeting with Mayor Foster. 1.5 The following three fundamental questions were posed by the special advisors: What reforms would you recommend to promote better representation and decision-making? For example, do you favour any structural changes (e.g., moving to single -tier municipality or amalgamating existing municipalities)? If the two-tiered structure continues, do you think that the number of representatives on the upper -tier municipality should be reduced in number, or should they be elected or appointed differently? What reforms would you recommend to improve the quality and/or to reduce the cost and overlap of lower -tier and upper -tier municipal services? For example, should there be greater rationalization and more specific assignments of responsibility in such functional areas as: land -use planning; water, wastewater and storm water; public transit; health, housing and social services (public health, long-term care, hospital capital fundraising, social housing); etc.? Are there municipal special purpose bodies that should be considered as part of our review (e.g., conservation authorities, police service boards, library boards, health units (where separated), etc.)? This is the first comprehensive review of regional government in many years. The pace of evolution of municipal institutions is different from region to region, and is influenced by a variety of factors and innovations. In that context: Where do you see your upper -tier and lower -tier municipality ten years from now? 1.6 In an email dated March 5, 2019, Mayor Foster set out the position that he communicated to the provincial advisors on February 25, 2019. A copy of that email is attached to this report (Attachment 4). 1.7 At the meeting on February 25, 2019, we were advised by the special advisors that the Province would be creating a portal through which the public could provide input into its review of regional municipalities. We were also advised that they were hoping to have a confidential report prepared for Cabinet's review by the end of June of this year. Municipality of Clarington Report CAO -004-19 Page 4 1.8 On March 13, 2019, the Province launched its online consultation. Public input in relation to the review can be provided at https://www.ontario.ca/form/survey-regional- government-review. A copy of the survey is attached to this report (Attachment 5). 1.9 The website states that the Province "want[s] to hear your views on the way your municipal elected representatives make their decisions and represent your community" and they "also want your thoughts and observations on the efficiency, effectiveness and cost of the various municipal services that your municipalities provide." 1.10 The deadline for providing comments is April 23, 2019. 1.11 The Province has asked that the following themes be considered when completing the survey: x Improving representation and decision-making (for example, council size, selection process and municipal structure) x Improving the quality of municipal services and reducing costs (for example, land - use planning, public infrastructure, economic development and social services) x Where you see municipal governments in 10 years 1.12 These same themes were reflected in the agenda sent to Regional Chair Henry and local Mayors on January 30, 2019 (see section 1.5 of this Report). 1.13 The Province has requested that submissions be 500 words or less and that if the submission must go over 500 words, an executive summary and highlight your recommendations be provided. 1.14 At the meeting of March 18, 2019 Council endorsed Communication item 8, the Town of Whitby resolution regarding the Regional Review (Attachment #6). 2. Discussion 2.1 The manner in which the Province has set up its survey makes it very difficult to provide a consolidated position of any municipal council. The questions on the public survey, just like the questions on the special advisor's agenda for the meetings with Heads of Council, are opened -ended and far reaching. The survey does not lend itself to responses from municipal councils. 2.2 The survey is the main means by which the Province has attempted to engage the public in the review process. The window for providing comments is quite small given the significance of the issues that are being considered. Municipality of Clarington Report CAO -004-19 Page 5 2.3 Given the amount of time provided to complete the survey, there is little time available for Clarington Council to solicit and receive public input to inform a Council position in relation to the review. Based on our meeting schedule, a special meeting of Council would have to be called before the April 23, 2019 survey deadline if the desire of Council is to receive public input into its decision. 3. Conclusion 3.1 In light of the above, it is respectfully submitted that Council either, (c) advise staff which specific issues from the long list of issues on the Province's public survey it wishes to take a position on and direct staff to provide information in relation to those issues prior to the April 8, 2019 Council meeting; or (d) fill out the survey on an individual basis and encourage Clarington residents to do the same. Submitted by: Andrew C. Allison, B. Comm, LL.B, CAO Staff Contact: Andrew Allison, CAO, 905-623-3379 Ext. 2001 or aallison@clarington.net Attachment 1 — Provincial description of Regional Government Review (with terms of reference) Attachment 2 — Invitation email dated January 24, 2019 Attachment 3 — Agenda email dated January 30, 2019 Attachment 4 — Email dated March 5, 2019 from Mayor Foster to Council Attachment 5 — Survey: Regional government review Attachment 6 — Town of Whitby Resolution March 8, 2019 Re: Regional Review 70 D.UgiViiai gvvC:iiIuIUIIL ievicw I vivalIV.I a Municipality of Clarington ry. ntario Regional government review Attachment 1 to Report CAO -004-19 We are reviewing the governance, decision-making, and service delivery functions of 8 regional municipalities and Simcoe County. Learn more about the review and how you can participate. Overview With the help of an advisory body comprised of 2 special advisors, we are reviewing regional governments and Simcoe County to help ensure that these municipalities are working effectively and efficiently, and can continue to provide the vital services that communities depend on. Participate in the review The review will include consultations with municipal councilors and leaders, stakeholder organizations and the public in the spring of 2019. The special advisors The Minister of Municipal Affairs and Housing has appointed 2 special advisors as an advisory body to help with this review, Ken Seiling and Michael Fenn. The special advisors will follow the terms outlined in the terms of reference. Municipalities covered under the review The review covers Ontario's 8 regional municipalities (Durham, Halton, Muskoka District, Niagara, Oxford County, Peel, Waterloo, York), Simcoe County, and their lover -tier municipalities. In total, 82 upper and lower -tier municipalities are included in the review. Durham Region • Ajaz • Brock • Clarington • Oshawa • Pickering • SCLI(yog • Uxbridge • WliitbN- https:l/��vw.ontario.ca/page/regional-government�j,�w 1 1 /03/2019 tcegtonat governmeM review I vruarluxu Halton Region • Burlington • Halton Hills • Milton • Oakville Muskoka District • Bracebridge • Gravenhurst • Georgian Bay • Huntsville • Lake of Bays • Muskoka Lakes Niagara Region • Fort Erie • Grimsby • Lincoln • Niagara Falls • Niagara -on -the -Lake • Pelham • Port Colborne • St. Catharines • Thorold • Wainfleet • Welland • West Lincoln Oxford County • Blandford -Blenheim • East Zorra-Tavistock • Ingersoll • Norwich • South-West Oxford • Tllsonburg • Woodstock • Zorra Peel Region • Brampton • Caledon • Mississauaa zz littps:HNN-NNNN-.ontario.ca/page/reg ional-go\,erinment l'iW iap,ctri v 11/03/2019 tcegionai governmem review I vnLar10Xd Waterloo Region • Cambridge • Kitchener • North Dumfries • Wilmot • Waterloo • Wellesley • Woolwich York Region • Aurora • East Gwillimbury • Georgina • King • Markham • Newmarket • Richmond Hill • Vaughan • Whitchurch-Stouffville Simcoe County • Adjala-Tosorontio • Bradford West Gwillimbury • Clearview • Collinpwood • Essa • innisfil • Midland • New TeeUmseth • Oro-Medonte • Penetan-Uishene • Ramara • Severn • Springwater • Tay • Tiny • Wasaga Beach Terms of reference for the special advisors Background x ns- -j vi v Since Ontario's regional nluniclpalltles were established In the 1970s. populations have �growti or changed, infrastructure pressures have increased, and taxpayers' dollars are being stretched. https://wxvti,,°.ontario.ca/page/regional-government y,�w 11/03/?019 Acgionar -government rcvicw I vivariu.c U Ia6k.Tviv The government is committed to undertaking a review of regional government and Simcoe County to help ensure that the upper- and lower -tier municipalities in these geographic areas are efficient and accountable to their residents and businesses. The review will cover Ontario's eight regional municipalities (Halton, York, Durham, Waterloo, Niagara, Peel, Muskoka District, and Oxford County) and their lower -tier municipalities. Simcoe County and its lower -tier municipalities will be included in the review because of its rapid growth and associated challenges. Mandate 1. The mandate of the advisory body is to provide expert advice to the Minister of Municipal Affairs and Housing and to make recommendations to the government on opportunities to improve regional governance and service delivery. Recommendations from the advisory body will focus on the following questions: Questions on municipal governance and decision-making; a. Is the decision-making (mechanisms and priorities) of upper- and lower -tier municipalities efficiently aligned? b. Does the existing model support the capacity of the municipalities to make decisions efficiently? c. Are two-tier structures appropriate for all of these municipalities? d. Does the distribution of councillors represent the residents well? e. Do the ways that regional councillors/heads of council get elected/appointed to serve on regional council help to align lower- and upper -tier priorities? Questions on municipal service delivery; f. Is there opportunity for more efficient allocation of various service responsibilities? g. Is there duplication of activities? h. Are there opportunities for cost savings? i. Are there barriers to making effective and responsive infrastructure and service delivery decisions? Responsibilities of the advisory body 2. The responsibility of the advisory bode is to deliver expert advice to the Minister based on the subject -matter expertise of the two special advisors and the assessment of feedback received through the consultation process. The advisory body" will solicit input from elected and appointed council members, municipal and business stakeholders and members of the public from the nine upper• -tier municipalities and 73 lower -tier member municipalities. The consultation process will include, but is not limited to: a. initial intervie�is with all upper and lover -tier heads of council in ear]} 2019 to elicit their views on an individual basis and to prepare for group consultations in spring 2019 b. consultations with all nine upper -tier councils as well as the Mayors and Regional Chairs of Ontario (MARCO) httpsJhv\vNv.ontat•io.ca/page/regional-government / ` W 11/03/2019 I'GgIUIIUI gOWI11111CUL ICV1CW I L11Ld11V.4d carp- ✓ vlv c. engaging key municipal associations such as the Association of Municipalities of Ontario (AMO), the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO), etc. d. a provincially -hosted online consultation targeted to residents and businesses within the regions and Simcoe County e. accessing background information and expertise as needed to inform the review by meeting with municipal staff and appointed/elected officials, or by reviewing research, reports, and other materials f. other consultation methods deemed appropriate to solicit additional input from other stakeholders, communities and/or organizations Support for the advisory body 3. Staff from the Ministry of Municipal Affairs and Housing will provide administrative support to the advisory body as needed. This may include, but is not limited to, logistical and writing support, the provision of access to relevant background information (e.g. research, reports), subject -matter expertise and setting meetings with municipal staff or elected and appointed officials. The advisory body will direct media inquiries to the Ministry. Deliverables 4. The advisory body will develop a work plan that will outline the proposed approach for delivering on the review and submit it to the Ministry on or. before January 18, 2019 for approval. 5. The advisory body will develop a detailed consultation plan for the review and submit it to the Ministry on or before January 31, 2019 for approval. 6. The advisory body will develop recommendations for the Minister for the purpose of improving governance, decision-making and service delivery in the regions/Simcoe County and their lower -tier municipalities, and actionable options for implementation. 7. These recommendations will be submitted in the form of a written document to the Minister, and could be specific to particular regions/Simcoe County to account for their different needs, challenges, resources and objectives. Timeframe 8. The Nvork of the advisory body will begin on December 20, 2018. Recommendations will be submitted to the Minister in early Summer 2019. The Minister may retain the special advisors to assist with additional advice until September 30, 2419. Conflict of interest 9. Members of the advisory body are required to declare to the Ministry any actual, potential, or perceived conflict of interest arising in regard to any matter tinder discussion as part of the review. Confidentiality and access to information https:lhvNv«-.ontario.ca/page/regional-government itW 11/03/2019 ttVg1V11d1 rVVfZtciuiVuL icViow I viiLMWA� n iar't.vviv 10. Members of the advisory body shall not use or disclose any confidential information, either during or after the appointment, obtained as a result of their appointment for any purpose unrelated to the duties of the appointment, except if required to do so by law or authorized to do so by the Minister. 11. All materials produced by the advisory body, including research analysis, reports and recommendations, are the exclusive property of the Ministry and may be released publicly at the discretion of the Ministry. 12. Background research reports prepared for the advisory body are the exclusive property of the Ministry and may be made available to the public at the discretion of the Ministry. 13. Documents in the possession of the Ontario Public Service related to the work or support for the advisory body will be subject to the provisions of the Freedom of.Information and Protection of Privacy Act. Questions about the review If you have any questions or want more information, email us at regionalgovreview@ontario.ca (mailto:regionalgovreview@ontario.ca). Updated: February 4, 2019 Published: January 15, 2019 Related List of Ontario municip alities htt :I/www.mah. gov. on. ca/Pa e1591.as x https:l/��v.ontario.ca/pa<ge/regional-Rovernment�j�w 11/03/2019 ATTACHMENT 2 TO REPORT CAO -004-19 Pascoe, Jane From: Coutu, Linda Sent: Thursday, March 14, 2019 9:27 AM To: Pascoe, Jane Subject: FW: Regional Government Review: Interviews with Durham Heads of Council February 25 From: Regional Government Review (MMA)[mailto:regionalgovreview@ontario.ca] Sent: January -24-19 2:29 PM To: iohn.henry@durham.ca Cc: shaun.collier@aiax.ca; dbath-hadden@townshipofbrock.ca; Mayors ExternalMailGroup <mavor@clarington.net>; mavor@oshawa.ca; mavor@pickering.ca; bdrew@scugog.ca; dbarton town,uxbrid e.on.ca; mitchelld@whitby.ca; elai ne.baxter-tra hair@ durham.ca Subject: Regional Government Review: Interviews with Durham Heads of Council February 25 Dear Regional Chair and CEO, As Minister Steve Clark announced on January 15, 2019, the Government of Ontario is moving forward with its commitment to undertake a review of regional government, to ensure that they work effectively and efficiently. We have been appointed as special advisors to the Minister, in support of this review, which will focus on the themes of municipal governance, decision-making, and service delivery in the seven Regional Municipalities, the District of Muskoka and the Counties of Oxford and Simcoe. We want to begin our review by hearing from the Heads of Council of all 82 lower- and upper -tier municipalities. As Heads of Council, you have unique experiences and knowledge of your municipalities, so as a first step we want to ensure that we hear your perspectives through individual interviews. To facilitate a productive and open conversation, we would like to come to your municipality on Monday, February 25 and have in-person meetings with you and each of the Heads of Council in your region individually. We would ask that you work with your lower -tier colleagues to schedule 30 minute interviews for each Head of Council, with a 15 minute buffer between each meeting. We would be available from 9:00 am to 5:00 pm on February 25 to ensure there is sufficient time to meet with the representative of each municipality in your region. During these meetings you and your lower -tier Heads of Council will be asked to share your perspectives with respect to the themes of municipal governance, decision-making, and service delivery. The conversation will be an opportunity to let us know what is working well in your municipality, as well as identify where there may be opportunities for improvement. We appreciate your assistance in facilitating these important meetings with all the Heads of Council included in the regional government review. These conversations will be an important building block for the review and informing our recommendations to the Minister. 77 We would ask that you please confirm the receipt of this email and share with us the location and schedule for the interviews at your earliest convenience, by Friday February 8 at the latest. Should you have any questions, please call Sarah Hubbs, Municipal Specialist at the Ministry of Municipal Affairs and Housing at 416-585-6319 or email re_ iq onalgovreview@ontario.ca Ken Seiling Special Advisor to the Minister of Municipal Affairs and Housing's Regional Government Review 1TAIRITMfnTI N Special Advisor to the Minister of Municipal Affairs and Housing's Regional Government Review Pascoe, Jane From: Sent: To: Subject: Attachments: Attachment 3 to Report CAO -004-19 Coutu, Linda Thursday, March 14, 2019 9:28 AM Pascoe, Jane FW: Regional Government Review: Interviews with Durham Heads of Council February 25 Agenda- RGR meetings with HoCs.docx From: Regional Government Review (MMA)[mailto:regionalgovreview@ontario.ca] Sent: January -30-19 4:15 PM To: 'ohn.henr durham.ca Cc: shaun.collier@alax.ca; dbath-hadden@townshipofbrock.ca; Mayors Externa IMailGroup <mayor@clarington.net>; mayor@oshawa.ca; mayor@pickerinp,.ca; bdrew@scuRog.ca; dbarton(cDtown.uxbridge.on.ca; mitchelld@whitby.ca; elaine.baxter-trahair@durham.ca Subject: RF: Regional Government Review: Interviews with Durham Heads of Council February 25 Dear Regional Chair and CEO, Thank you for agreeing to meet with us, and for organizing the meetings with your lower -tier mayor colleagues. As our time together is limited, we would like to hear those things that you think it is most important for us to hear. We have attached an agenda for our meeting as a general guide for our conversations. In addition, we would like to pose three fundamental questions for you: 1. What reforms would you recommend to promote better representation and decision- making? For example, do you favour any structural changes (e.g., moving to single -tier municipality or amalgamating existing municipalities)? If the two-tiered structure continues, do you think that the number of representatives on the upper -tier municipality should be reduced in number, or should they be elected or appointed differently? 2. What reforms would you recommend to improve the quality and/or to reduce the cost and overlap of lower -tier and upper -tier municipal services? For example, should there be greater rationalization and more specific assignments of responsibility in such functional areas as: land -use planning; water, wastewater and storm water; public transit; health, housing and social services (public health, long-term care, hospital capital fundraising, social housing); etc.? Are there municipal special purpose bodies that should be considered as part of our review (e.g., conservation authorities, police service boards, library boards, health units (where separated), etc.)? 3. This is the first comprehensive review of regional government in many years. The pace of evolution of municipal institutions is different from region to region, and is influenced by a variety of factors and innovations. In that context: Where do you see your upper -tier and lower -tier municipality ten years from now? Finally, some Heads of Council have asked if they can be accompanied at their meeting by municipal staff. if you or your lower -tier colleagues would like to include one staff member in the interview, such 79 as a CAO, you are welcome to do so, however it is not required, and we would ask that anyone else attending be staff and limited to one person. Thank you again for making time to meet with us, Ken Seiling and Michael Fenn, Special Advisors, Regional Government Review AGENDA: Regional Government Review Interviews with Heads of Council and Advisors 30 -minute Attendees: • Michael Fenn • Ken Seiling • Upper -Tier or Lower -Tier Head of Council o One municipal staff (optional) 1. Introductions 2. Discussions on what works well and what can be improved in the areas of: a. municipal governance, b. decision-making, and c. service delivery. 3. Other items 3 ATTACHMENT 4 TO REPORT'CAO-004-19 Allison, Andrew From: Coutu, Linda Sent: March -05-19 1:58 PM To; Councillors Office; Department Heads; Mayors Office Cc: Admin Assistants Subject: Regional Governance Review Dear Councillors and Department Heads, Mayor Foster asked me to provide you with his comments below pertaining to Regional Governance Review. As noted at the Committee meeting on March 4th, the meeting that Mr. Allison and I had on Regional governance review was informal and far ranging, with dialogue being directed by both sides of the table. As best I recollect and in random order, some of the topics discussed follow. Mr. Allison will provide you with information that was prepared in advance, some dealt with, some not. Roads. There was discussion of the merits of having one road authority. The discussion centred around the merits of one authority and not who that authority might be. Planning and Ec/Dev. The suggestion was that planning functions (who does what) could be revisited and the process could be both simpler and more predictable. I suggested that the province should consider not simply moving things to an upper tier government, but may do well to consider moving functions down, to the local government. Land Division Approval Authority was discussed in some detail. Conservation Authorities. Discussion revolved around either properly funding CA's or considering how they might be better integrated in planning functions elsewhere. Council size. I shared that I believe we could revisit how many councillors currently sit at the Region. Emergency Services. 1 shared that we may wish to review how emergency services are delivered. Hospital Capital Funding. 1 shared concerns that the lower and upper tier municipalities should clearly understand the expectations about capital funding. On the value of maintaining local governments vs. one single 'upper' tier, I shared that residents value the access and support that they get from a level of government that truly understands their needs and their community. Thank you, On behalf of Mayor Adrian Foster Linda Coutu, AMCT Executive Assistant to the Mayor Serve}: Regional goy ernment review � Ontario.ca ATTACHMENT 5 TO REPORT CAO -004-19 You're using an outdated browser. This website will not display correctly and some features will not work. Learn more about the browsers we support for a faster and safer online experience. Search Search Ontario.ca Search contact us franpais Topics + • Business and econom • Drivina and roads • Education and training • Environment and energy • Government • Health and wellness • Home and comma • Jobs and employment • Law and safety • Laws • Rural and north • Taxes and benefits • Travel and recreation Survey; Regional government review Help inform our review of Ontario's eight regional municipalities and Simcoe County, and their lower -tiers. Share your thoughts on governance, decision-making and service delivery functions in these regions. Closing date: April 23, 2019 httpsah3 «��.ontario.ca/form/sur�'e} regional-gove8it-revie�� 3/18/2019 Survey Regional government review I Ontadoxa Overview In this consultation: • "municipality" refers to both upper and lower -tier municipalities • "upper -tier municipality" means your regional municipality or county government • "lower -tier municipality" means your city, town or township government View the full list of upper- and lower -tier municipalities. 9. Which upper -tier municipality are you commenting on for the purpose of this consultation? Please select one, - Select - General 2. How would you describe the performance of the upper -tier municipality in terms of making decisions and delivering services in your community? 3. How would you describe the performance of the lower -tier municipality in terms of making decisions and delivering services in your community? 4. In general, how might upper- or lower -tier municipalities be improved? htt}�s://��« ont��rio.ca/form/slime} re��ional-�o�e8 it -review 3/18/2019 Survev: Regional government review I Ontarioxa Governance Municipal councils vary in size and governance structures. For example, in some municipalities, council members can serve on both local and regional council. In others, council members can sit on only the lower -tier or the upper -tier council. All lower -tier municipal mayors sit on the upper -tier council. 5. Overall, how well do you feel represented by the current upper -tier council in the municipality? How might better representation be promoted? 6. Does the upper -tier council in the municipality achieve the right balance between upper -tier issues and lower -tier issues? Please explain. Decision-making 7. Are decisions in the upper -tier municipality made in a timely and efficient manner? Please explain. 8. Are decisions in the upper -tier municipality focused on the right priorities? Please explain. https://%v««-.ontario.ca/ion-rn/stn-N'CN -regional-('ON�e�i lit -review 3/18/2019 Snrvev : Reuional �tiovernment reg ien j Ontario.ca 9. Are decisions in the lower -tier municipality made in a timely and efficient manner? Please explain. 10. Are decisions in the lower -tier municipality focused on the right priorities? Please explain. 11. How might municipal decision-making be improved? Service delivery Your municipal services could be delivered by your upper- or lower -tier municipality. The services vary for each municipality. For example, your upper -tier municipality may be responsible for arterial roads, area -wide land use planning, and health and social services. Your lower -tier may provide services for local roads, garbage collection, recreation, and local land use planning. 12. Are the services provided by the upper -tier municipality delivered effectively and efficiently? Please explain. httpsa/�� .ontario.ca/form/sun'e} -regional-`�o� e816 it-revieW 3/18/2019 Survey: Regional government reg icw I Ontario.ca 13. Are the services provided by the lower -tier municipality delivered effectively and efficiently? Please explain. 14. How might the quality of municipal services be improved or be made more cost effective? 15. Please share any other feedback or ideas for improvement in the upper- and lower - tier municipalities. Tell us about yourself 16. Select all that apply. * ❑ I live in one of Ontario's regional municipalities or Simcoe County ❑ I own a second residence in one of Ontario's regional municipalities or Simcoe County ❑ I visit one of Ontario's regional municipalities or Simcoe County frequently ❑ I work in one of Ontario's regional municipalities or Simcoe County ❑ I am a business owner in an Ontario regional municipality or Simcoe County ]ltkpsa/««��,ontario.ca/form/sur�'e}'-regional-;�ove497lt-revien� /18/Za19 Surwev: Reoional government reviev,- I Ontarioxa ❑ I invest in, or I am a client of, a business in one of Ontario's regional municipalities or Simcoe County ❑ I am a member of council in an Ontario regional municipality or Simcoe County, and/or one of their lower -tier municipalities ❑ I am employed by an Ontario regional municipality or Simcoe County, or one of their lower - tier municipalities ❑ I am a member of a municipal sector organization ❑ I am an official of a labour organization serving public -sector employees ❑ Other 17. Which municipality do you live in? - Select - Submit Updated: March 13, 2019 Rate Rate this page Share Face bookTwitterPrint Tags Home and commun • Municipality httpsa/��«.ontario.ca/form/sure e�-re��ional-<<o�e@�@nt-reg ie� >/I 8/')019 Town of Whitby Office of the Town Clerk 575 Rossland Road East, Whitby, ON L1 N 2M8 www.whitby.ca March 8, 2019 Michael Fenn, Special Advisor Appointed by the Province michael.fenn(a)ontario.ca Ken Seiling, Special Advisor Appointed by the Province ken. seiling(aD_ontario.ca Re: Regional Review Please be advised that at a meeting held on March 4, 2019 the Council of the Town of Whitby adopted the following as Resolution #94-19: Whereas, the Government of Ontario has announced a review of Ontario's eight regional municipalities, the County of Simcoe, and their lower -tier municipalities by appointed Special Advisors; Whereas, the provincially appointed advisory body will develop recommendations for the Minister for the purpose of improving governance, decision-making and service delivery in the regions and Simcoe County and their lower -tier municipalities; Whereas, the Association of Municipalities of Ontario informed its members that last August, the Minister of Municipal Affairs and Housing began informal discussions, wishing to hear from people about how this system of governance is working recognizing it was established in the 1970s; Whereas, the provincially appointed advisory body has included in the review consideration of moving to single -tier municipalities or amalgamating existing municipalities; and, Whereas, neither the provincial review nor amalgamation was ever discussed during the recent provincial election by the Premier or our local Members of Provincial Parliament; Whereas, 73 percent of residents are satisfied with the customer service they receive from the Town of Whitby; Whereas 91 percent of Whitby residents indicate that the quality of life in Whitby is either good or excellent; Whereas the Town of Whitby has a history of finding efficiencies and savings while enhancing programs, services and facilities; F -T 67 Whereas the Town of Whitby has contributed to Durham Region's AAA credit rating; and, Whereas Whitby is recognized as one of Canada's best places to live. Now Therefore be it Resolved 1. THAT the Council of the Town of Whitby endorses the current effectiveness of our two-tier municipal government as it has evolved on mutual agreement with our partner lower -tier municipalities since its foundation in 1974; 2. THAT the residents of Whitby value their choices, voices and diversity of representation and residents should have their say before any change in municipal representation, or possible merger with other municipalities; 3. THAT Mayors and Councils be provided the opportunity to have their say before any change to municipal representation is made; and, 4. THAT this resolution be forwarded to the Special Advisors appointed by the Province, Durham Region municipalities, the Association of Municipalities of Ontario, the Minister of Municipal Affairs and Housing and made publicly available. Should you require further information, please do not hesitate to contact Office of the Town Clerk at 905-430-4315. aisp r Harris Town Clerk Copy: Association of Municipalities of Ontario 200 University Ave. Suite 801 Toronto ON M5H 3C6 Honourable Steve Clark, Minister of Municipal Affairs and Housing 777 Bay Street, 17th Floor, Toronto, ON M5G 2E5 clerk(a)durham.ca alexander. harras(aD_ajax.ca tgettinby(c_townshipofbrock. ca clerks(c),clarington.net clerks(cD.oshawa.ca clerks(cD_pickerinq.ca jnewrnam( scu oc oq.ca dleroux(d,)town.uxbridge. on. ca ac Page 2 of 2 Clarington Finance Department Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: March 25, 2019 Report Number: Addendum to Report FND-005-19 File Number: By-law Number: Report Subject: 2018 Council Remuneration Recommendations: Resolution: That Addendum to Report FND-005-19 be received for information. 91 Municipality of Clarington Addendum to Report FND-005-19 Report Overview Page 2 This report complies with Resolution #GPA -445-95 requiring the annual Region of Durham report detailing the remuneration and expenses of the Members of council and Regional Council appointees to local boards to be forwarded to Council. 1. Background 1.1 Report FND-005-19 dated March 4, 2019 provided the 2018 summary of remuneration and expenses paid for members of Council of the Municipality of Clarington. 1.2 At the March 4, 2019 General Government Committee meeting the information from the Region of Durham was not available. Attachment #1 provides Region of Durham Report 2019-F-12 on the 2018 remuneration of Members of Council and Regional Council Appointees to Local Boards. 2. Concurrence Not Applicable 3. Conclusion It is respectfully recommended that the report be received for information. 4. Strategic Plan Application Not applicable. Submitted Trevor Pinn, B.Com, CPA, CA, Director of Finance/Treasurer Reviewed by: for Andrew C. Allison, B. Comm, LL.B CAO Staff Contact: Trevor Pinn, B.Com, CPA, CA, Director of Finance / Treasurer, 905-623-3379 ext.2602 or tpinn@clarington.net There are no interested parties to be notified of Council's decision. Attachment #1 — Report 2019-F-12 2018 Remuneration of Members of Council and Regional Council Appointees to Local Boards 92 If this information is required in an accessible format, please contact 1-800-372-1102 ext. 2304 The Regional Municipality of Durham Report To: Finance and Administration Committee From: Commissioner of Finance Report: #2019-F-12 Date: March 19, 2019 Subject: The Remuneration and Expenses in 2018 of Members of Regional Council and Regional Council Appointees to Local Boards, as Required by Section 284(1) of the Municipal Act, 2001, S.O. 2001, c. 25 Recommendation: That the Finance and Administration Committee recommends to Regional Council: That this report be received for information. Report: Purpose 1.1 As required by Section 284(1) of the Municipal Act, 2001, 1 have prepared a statement of the remuneration and expenses that were paid in 2018 to Regional Councillors and Regional Council Appointees (see attached Schedules 1 to 3). 1.2 The information concerning Regional Council appointees was obtained directly from the Local Boards, except for the following whose accounting records are maintained by the Regional Finance Department: Development Charges Complaint Committee, Durham Accessibility Advisory Committee, Durham Advisory Committee on Homelessness, Durham Agricultural Advisory Committee, Durham Environmental Advisory Committee, Durham Nuclear Health Committee, Durham Regional Local Housing Corporation, Durham Region Child & Youth Advocate, Durham Region Police Services Board, Durham Region Roundtable on Climate Change, Durham Region Transit Commission, Durham Active Transportation Committee, Energy from Waste —Waste Management Advisory Committee, Land Division Committee, Local Diversity and Immigration Partnership Council, Transit Advisory Committee, 2018 Municipal Election Compliance Audit Committee, and the 9-1-1 Management Board. T! Report #2019-F-12 Page 2 of 2 2. Attachments Schedule #1: Regional Council Members 2018 Remuneration and Expenses Schedule #2: Regional Council Members 2018 Compensation Paid in Lieu of Pension Plan and Severance Schedule #3: Regional Council Appointees to Local Boards 2018 Remuneration and Expenses Respectfully submitted, Original Signed by Nancy Taylor Nancy Taylor, BBA, CPA, CA Commissioner of Finance Recommended for Presentation to Committee Original Signed by Elaine Baxter-Trahair Elaine Baxter-Trahair. Chief Administrative Officer 934 REGIONAL COUNCIL MEMBERS Aker, J. Anderson, G. (4) Ashe, K. Ballinger, J. (4) Barton, D. (4) Bath -Hadden, D. Carter, D. Chapman, R. (5) Collier, S. (5) Crawford, M. Dies, J. Drew, R. Drumm, J. (4) Foster, A. (4) (5) Gleed, D. (4) Grant, J. Henry, J. Highet, G. (4) Jordan, C. Kerr, R. Kolodzie, J. Leahy, C. (4) Lee, S. Marimpietri, T. McLean, W. McQuaid -England, A. Mitchell, D. (4) (5) Molloy, P. (4) Mulcahy, R. (4) Neal, Joe (4) Neal, John Nicholson, B. O'Connor, G.L. (4) (5) Parish, S. Pickles, D. (5) Pidwerbecki, N. (5) Rowett, T. Roy, E. (4) Ryan, D. (5) Sanders, D. Smith, T. Woo, W. (4) Wotten, W. Yamada, S. (4) REGIONAL COUNCIL MEMBERS 2018 REMUNERATION AND EXPENSES CONFERENCES, CONVENTIONS REMUNERATION MILEAGE & MEETINGS 51,764.38 4,681.50 56,445.88 51,764.38 4,681.50 4,681.50 56,445.88 23, 958.78 59,774.51 4,681.50 4,681.50 56,445.88 51,764.38 56, 945.88 51,764.38 51,764.38 51,764.38 4,681.50 51, 764.38 4,681.50 22,338.07 4,681.50 4,681.50 4,681.50 56,445.88 51,764.38 56, 945.88 30, 520.38 4,681.50 56,445.88 56,445.88 4,681.50 18,777.28 51, 764.38 62, 005.22 57,323.72 51, 764.38 56,445.88 60,274.51 51, 764.38 56,445.88 51, 764.38 4,681.50 4,681.50 1,587,144.83 95 141.88 398.70 945.30 106.40 493.02 559.25 1,285.60 34.56 265.80 8.88 381.82 246.65 526.59 195.87 379.71 141.88 739.38 396.66 141.88 2,083.91 608.34 10, 082.08 3,707.45 1,389.73 1,939.68 1,519.31 1,686.79 1,266.44 1,444.29 1,943.58 3,840.95 3,056.79 1,001.04 2,013.60 3,921.52 28,731.17 SCHEDULE 1 TOTAL 51, 906.26 4,681.50 60, 552.03 54,099.41 4,681.50 4,681.50 56, 552.28 23, 958.78 59,774.51 4,681.50 4,681.50 58, 878.58 53, 283.69 57,505.13 51, 764.38 53, 049.98 51, 764.38 4,681.50 53,485.73 4,681.50 22,338.07 4,681.50 4,681.50 4,681.50 56, 711.68 51, 773.26 56, 945.88 32,168.64 4,681.50 56,445.88 58,136.82 4,681.50 19,303.87 53, 903.83 66,225.88 60, 522.39 52,503.76 57,446.92 60, 671.17 51, 906.26 60, 543.39 56,294.24 4,681.50 4,681.50 1,625,958.08 Page 1 of 2 REGIONAL CHAIR (s) Anderson, R. (7) Henry, J. O'Connor, G.L. REGIONAL COUNCIL MEMBERS 2018 REMUNERATION AND EXPENSES REMUNERATION 51,859.00 16, 000.00 134, 573.97 202,432.97 MILEAGE 901.68 461.09 1,542.82 2,905.59 CONFERENCES, MEETINGS & OTHER (715.67) 7,662.57 6,946.90 NOTES TO SCHEDULE OF REGIONAL COUNCIL MEMBERS 2018 REMUNERATION AND EXPENSES SCHEDULE1 (continued) TOTAL 52,045.01 16,461.09 .143,779.36 212,285.46 (1) Remuneration to the Regional Chair and Regional Councillors is authorized under by-laws #55-2018, #16-2007, #01-2005, #08-2004, #09-2004, #10-2004, #50-95 and #61-93. (2) Regional Councillors may claim reimbursement for expenses incurred for Regional business purposes in accordance with approved policies. Regional Councillors may decline reimbursement. Mileage - based on the approved rate per kilometre. Conferences, Meetings, etc. - Meals & Incidentals - based on the approved rate of $75/day without receipts; however, if the daily rate is insufficient, actual expenses with receipts are reimbursed. Accommodation, registration, etc. - reimbursed based on actual receipts. Term Limit maximum of $10,000 for conferences. (3) Regional Chair Anderson was provided with an automobile and reimbursed for actual expenses incurred. Regional Chairs Henry and O'Connor declined use of the automobile and received reimbursement in accordance with the approved policy for mileage. (4) Remuneration paid to Regional Councillor by Area Municipality and the Region reimburses the Area Municipality. (5) Denotes Regional Standing Committee Chair during a period -in 2018. (6) Regional Chair Position held by Anderson: January - March, O'Connor: April - November, and Henry: December. (7) Refund received for conference expenses reported in prior year. 96 Page 2 of 2 SCHEDULE 2 REGIONAL COUNCIL MEMBERS 2018 COMPENSATION PAID IN LIEU OF PENSION PLAN AND SEVERANCE REGIONAL COUNCIL MEMBERS IN LIEU OF PENSION SEVERANCE (3) Aker, J. (4) 9,581.31 16,396.61 Ashe, K. 4,922.52 - Ballinger, J. 4,922.52 - Carter, D. 4,922.52 - Chapman, R. (5) 7,451.54 38,187.66 Collier, S. 4,922.52 - Drew, R. (4) 11,683.94 - Drumm, J. 4,922.52 - Grant, J. 4,922.52 - Henry, J. 4,922.52 - Jordan, C. (4) 9,581.31 - Kolodzie, J. 2,010.43 - McLean, W. 5,761.58 - McQuaid- England, A. (4) 9,581.31 - Neal, John 4,922.52 - O'Connor, G.L. (4) 25,020.46 - Parish, S. (4) 9,581.31 - Pickles, D. 5,761.58 - Pidwerbecki, N. 5,761.58 - Rowett, T. (4) 9,581.31 18,726.00 Ryan, D. 5,596.68 - Sanders, D. (4) 8,137.32 - Smith, T. 4,922.52 - 169,394.34 73,310.27 NOTES TO SCHEDULE OF 2018 COMPENSATION PAID IN LIEU OF PENSION PLAN AND SEVERANCE (1) Pursuant to by-law #08-2004, members of Regional Council who are not enrolled in the Ontario Municipal Employees Retirement System (OMERS) are entitled to compensation in lieu of a pension plan. Payment is made in the current year based on prior year's earnings. (2) Pursuant to by-laws #16-2007 and #55-2018, the Regional Chair has the option to enrol in OMERS or to receive payment in Lieu of Pension. (3) Pursuant to by-laws #61-93, #50-95 and #9-2004, Regional Council members with more than three years service may become entitled to receive severance remuneration upon ceasing to be a member of Regional Council. Application for severance must be received within six months of leaving office and is reported in the year paid. (4) Amount for in Lieu of Pension includes entitlement based on 2017 and 2018 earnings. (5) Councillor resigned from office April 13, 2018 and received in Lieu of Pension and severance payments at the time of resignation. 97 Page 1 of 1 SCHEDULE3 REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS 2018 REMUNERATION AND EXPENSES Ganaraska Region Conservation Authority Neal, Joe - - - Partner, W. 2,095.00 1,296.65 3,391.65 Woo, W. 220.00 99.40 319.40 Zwart, M. - - - 2,315.00 1,396.05 3,711.05 Kawartha Region Conservation Authority Hooper, R. 480.00 - 480.00 CONFERENCES, 540.00 540.00 Kiezebrink, D. - CONVENTIONS, Ross, A. REGIONAL COUNCIL - - Rowett, T. MEETINGS & 240.00 APPOINTEES REMUNERATION MILEAGE OTHER TOTAL 2,317.00 Central Lake Ontario Conservation Authority Aker, J. 300.00 . 62.70 362.70 Barton, D. 100.00 99.00 199.00 - Chapman, R. 100.00 19.80 119.80 Collier, S. 250.00 99.00 349.00 Drumm, J. 300.00 59.40 359.40 Foster, A. - - - Gleed, D. 300.00 300.00 Hooper, R. 350.00 350.00 Jones, J. - - Lee, S. - - Leahy, C. - - Marimpietri, T. - McDougall, I. - - - Mitchell, D. 2,750.00 101.75 - 2,851.75 Mulcahy, R. - - - - Neal, Joe 200.00 - 200.00 Neal, John 250.00 110.00 360.00 Nicholson, B. - - - O'Connor, G.L. 100.00 69.96 169.96 Pickles, D. 250.00 121.55 371.55 Pidwerbecki, N. 350.00 69.30 419.30 Rowett, T. 50.00 29.15 79.15 Roy, E. 150.00 46.20 - 196.20 Trail], C. - - - Yamada, S. - - 5,800.00 887.81 - 6,687.81 Ganaraska Region Conservation Authority Neal, Joe - - - Partner, W. 2,095.00 1,296.65 3,391.65 Woo, W. 220.00 99.40 319.40 Zwart, M. - - - 2,315.00 1,396.05 3,711.05 Kawartha Region Conservation Authority Hooper, R. 480.00 - 480.00 Kett, D. 540.00 540.00 Kiezebrink, D. - - Ross, A. - - - Rowett, T. 240.00 - 240.00 Smith, T. 1,020.00 37.00 1,057.00 2,280.00 37.00 2,317.00 Page 1 of 6 REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS 2018 REMUNERATION AND EXPENSES REGIONAL COUNCIL APPOINTEES Lake Simcoe Region Conservation Authority Barton, D. Bath -Hadden, D. Drew, R. Grant, J. Molloy, P. Toronto & Region Conservation Authority Ashe, K. Ballinger, J. Dies, J. Highet, G. Jordan, C. 2018 Municipal Election Compliance Audit Committee Ashman, A. Austin, R. Boghosian, D. Jones, P. Kanter, R. Kler, G. Robinson, P. Rous, C. Smith, H. Valcour, G. Wade, D. Wyger, J. Durham Accessibility Advisory Committee Atkinson, R. Barrie, S. Bell, M. Boose, C. Campbell, D. Drumm, J. Galloway, K. Hume -McKenna, D. McAllister, D. Mulcahy, R. O'Bumsawin, A. Roche, M. Rundle, P. Sones, S. Sutherland, M. CONFERENCES, CONVENTIONS, MEETINGS & REMUNERATION MILEAGE OTHER SCHEDULE3 (Continued) TOTAL 900.00 495.00 1,395.00 1,000.00 671.00 1,671.00 1,000.00 286.00 1,286.00 2,900.00 1,452.00 - 4,352.00 692.96 360.00 1,052.96 1,948.95 1,540.00 3,488.95 996.13 376.00 1,372.13 3,638.04 2,276.00 5,914.04 400.00 400.00 400.00 400.00 400.00 400.00 400.00 400.00 400.00 400.00 400.00 4,400.00 ii 34.36 34.36 400.00 400.00 400.00 400.00 400.00 400.00 400.00 400.00 400.00 400.00 400.00 4,400.00 34.36 34.36 Page 2 of 6 SCHEDULE 3 (Continued) REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS 2018 REMUNERATION AND EXPENSES Page 3 of 6 1300 CONFERENCES, CONVENTIONS, REGIONAL COUNCIL MEETINGS & APPOINTEES REMUNERATION MILEAGE OTHER TOTAL Durham Agricultural Advisory Committee Bacon, I. 95.08 95.08 Bath -Hadden, D. - - - Bowman, E. - 198.37 198.37 Cohoon, Z. - 360.68 360.68 Henderson, J. - 52.10 52.10 Highet, G. - - Howsam, B. 115.22 115.22 Kemp, K. - 660.74 660.74 Kennedy, K. 350.66 350.66 O'Connor, G.L. - Puterbough, F. - 484.27 - 484.27 Risebrough, D. 691.23 691.23 Rowett, T. - - - - Schillings, H. - 141.06 - 141.06 Smith, B. 403.96 - 403.96 Taylor, G. 161.40 - 161.40 Watpool, T. 539.21 - 539.21 Winter, B. 76.94 76.94 4,330.92 - 4,330.92 Durham Active Transportation Committee Back, J. - 63.52 63.52 Ballinger, J. - - - - Carter, D. - - Clayton, W.T. - 210.09 - 210.09 Collier, S. - - - Davidson, P. - - - Gray, C. 12.92 12.92 Jones, K. 20.44 - 20.44 Kerr, R. - - - LaLonde, R. 1.16 - 1.16 Lee, S. - Lodwick, G. 117.22 117.22 McDougall, I. 82.35 - 82.35 Mujeeb, A. 18.33 - 18.33 Neal, Joe - - - Pickles, D. - Roy, E. - - Smith, P. - 37.67 37.67 Taylor, D. - - - Weist, M. - - - 663.70 - 563.70 Page 3 of 6 1300 SCHEDULE 3 (Continued) REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS 2018 REMUNERATION AND EXPENSES Durham Region_ Non -Profit Housing Corporation Anderson, R. - - - Carter, D. 6,000.00 1,490.42 7,490.42 Chapman, R. - - - Collier, S. - - Dies, J. - Foster, A. - Henry, J. - - Mitchell, D. - Neal, Joe - - O'Connor, G.L. - Pickles, D. - - Pidwerbecki, N. - - - Ryan, D. - 6,000.00 1,490.42 7,490.42 Durham Region Police Services Board Anderson, R. Ashe, K. Drew, B. Henry, J. Lal, S. McLean, W. 2,744.83 4,288.57 6,059.34 500.00 9,087.52 5,959.22 28,639.48 1401 - 2,744.83 1,846.16 6,134.73 6,232.37 12,291.71 - 500.00 9,087.52 - 5,959.22 8,078.53 36,718.01 Page 4 of 6 CONFERENCES, CONVENTIONS, REGIONAL COUNCIL MEETINGS & APPOINTEES REMUNERATION MILEAGE OTHER TOTAL Durham Environmental Advisory Committee Carpentier, G. 116.22 116.22 Chaudhry, O. 141.46 141.46 Clearwater, S. 316.79 316.79 Duffy, C. - 23.44 - 23.44 Henry, J. - - - Junop, C. - - - Layton, G. - 203.88 203.88 Lee, S. - - - Manns, H. - 250.47 - 250.47 McDonald, K. - 47.59 - 47.59 Moss -Newman, W. - 75.64 - 75.64 Murray, K. - 93.17 - 93.17 Parish, S. - - - Pettingill, C. - 283.03 283.03 Porter, E. - - - Sellers, K. - 96.88 96.88 Stathopoulos, D. - 256.08 - 256.08 Thompson, M. - 105.20 105.20 Yamada, S. - - - 2,009.85 2,009.85 Durham Region_ Non -Profit Housing Corporation Anderson, R. - - - Carter, D. 6,000.00 1,490.42 7,490.42 Chapman, R. - - - Collier, S. - - Dies, J. - Foster, A. - Henry, J. - - Mitchell, D. - Neal, Joe - - O'Connor, G.L. - Pickles, D. - - Pidwerbecki, N. - - - Ryan, D. - 6,000.00 1,490.42 7,490.42 Durham Region Police Services Board Anderson, R. Ashe, K. Drew, B. Henry, J. Lal, S. McLean, W. 2,744.83 4,288.57 6,059.34 500.00 9,087.52 5,959.22 28,639.48 1401 - 2,744.83 1,846.16 6,134.73 6,232.37 12,291.71 - 500.00 9,087.52 - 5,959.22 8,078.53 36,718.01 Page 4 of 6 SCHEDULE3 (Continued) REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS 2018 REMUNERATION AND EXPENSES Trent Conservation Coalition Source Protection Committee Franklin, R. 600.00 129.60 - 729.60 600.00 129.60 - 729.60 Page 5 of 6 1402 CONFERENCES, CONVENTIONS, REGIONAL COUNCIL MEETINGS & APPOINTEES REMUNERATION MILEAGE OTHER TOTAL Energy From Waste- Waste Management Advisory Committee Ankrett, P. - 443.39 - 443.39 Baker, T. - 198.70 - 198.70 Bracken, W. 406.52 - 406.52 Burrows, A.M. 152.19 - 152.19 Collis, E. - 305.19 - 305.19 Hicks, J. - 333.18 - 333.18 Nelson, P. 738.03 - 738.03 Rocoski, G. - - - - Vinson, J. 241.98 - 241.98 2,819.18 - 2,819.18 Greater Toronto Airport Authority Consultative Committee Weiss, K. 195.36 195.36 - 195.36 195.36 Land Division Committee Bavington, K. - - - Cooke, S. - - Georgieff, A. - - - - Hamilton, P. 2,122.51 217.23 - 2,339.74 Hudson, E. 2,327.25 523.92 120.98 2,972.15 Hurst, J. 2,327.26 - - 2,327.26 Kydd; G. 2,340.91 591.89 73.70 3,006.50 Malone, R. 2,331.19 720.75 73.78 3,125.72 Marquis, D. 2,542.72 567.77 - 3,110.49 Molinari, C. - - - - O'Connor, G.L. - - - - Reinhardt, K. 1,496.55 147.55 29.85 1,673.95 Rock, G. 467.88 103.78 47.57 619.23 Smith, D. - - - 15,956.27 2,872.89 U5.613 19,175.04 CTC Source Protection Presta, J. - 130.24 - 130.24 130.24 130.24 Trent Conservation Coalition Source Protection Committee Franklin, R. 600.00 129.60 - 729.60 600.00 129.60 - 729.60 Page 5 of 6 1402 SCHEDULE3 (Continued) REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS 2018 REMUNERATION AND EXPENSES NOTE TO SCHEDULE OF REGIONAL COUNCIL APPOINTEES TO LOCAL BOARDS 2018 REMUNERATION AND EXPENSES No remuneration or expenses were paid to Regional Council Appointees to the: 9-1-1 Management Board Association of Local Public Health Agencies Association of Municipalities of Ontario Business Advisory Centre Durham - Canadian National Exhibition Association Development Charges Complaint Committee Durham Advisory Committee on Homelessness - Durham Nuclear Health Committee - Durham Region Child and Youth Advocate Durham Region Roundtable on Climate Change Durham Region Transit Commission Durham Regional Local Housing Corporation - East Duffins Headwaters Committee Federation of Canadian Municipalities Golden Horseshoe Food & Farming Alliance - Greater Toronto Airports Authority Local Diversity and Immigration Partnership Council Royal Agricultural Winter Fair Association South Georgian Bay -Lake Simcoe Source Protection Committee - Toronto Global - Transit Advisory Committee - TRCA Trail Guidelines Advisory Committee Page 6 of 6 1403 Clarington Board of Trade and Office of Economic Development Report to Clarington Council Clarington Board of Trade 2018 KPI report Report Overview: The purpose of this report is to provide a 2018 year-end Key Performance Indicators update to Clarington Council. All data collected is for the period of January 1, 2018 to December 31, 2018. As identified in our Plan 2021 submitted to Council in 2016, we will be updating progress on 12 key performance indicators and 8 specific activities for 2018. It is important to recognize that our investment outreach has increased an additional 75% from 2017. Over the past 2 years the number of leads we have responded to has climbed 30% which intrinsically increases our efforts in follow up and client care. In addition, the level of inquiries we are working with require a wide variety of community data and information which is used not only in independent inquiries but for our marketing as well. We have aligned partnerships to allow us to increase our outreach and communications. Strong knowledge-based communications continue to lead to consistent investment interest. Reliable data is allowing us to support clients with relevant information to make educated decisions for their businesses. Our improved tracking system is providing us with valuable insight into the types of businesses showing interest in Clarington and the type of investment i.e. are they looking for land or existing buildings. The collaboration of data sets allows us to understand the deficiency of inventory for existing building and land and the types of users looking in Clarington. We are also tracking lead satisfaction rates based on our ability to provide options/or not and attached to employee numbers unrealized. Creating awareness and converting interest into investment utilizes valuable resources. Clarington has been successful in the past couple of years, attracting significant investment and creating hundreds of jobs. It is important to remember that these wins are not only great moments, but they are also the result of a process. As Clarington grows, so do the investors we attract, and the breadth and complexity of their needs. The care required for many clients begins long before and continues long after agreements are secured. Our commitment to meeting the long-term needs of businesses and investors is something we take great pride in and this level of service is respected by stakeholders locally and beyond. In order to best service investment clients in Clarington it is important that our location remain close to townhall to allow us to provide seamless service to clients and relevant departments in the Municipality. Our physical presence in the downtown core is critical for collaboration which has made it challenging to relocate and fulfill the business centre initiatives in our plan 2021. However, we have been very successful in increasing our attraction and retention efforts at an accelerated rate compared to projections. The unique partnership of stakeholders in Economic Development in Clarington provides the advantage of bringing user insights to opportunities for economic growth. How we can work together: In partnership with key stakeholders move the conversation of servicing land forward and build a business case with real examples and costing to encourage investment in local infrastructure in strategic locations. In partnership with key stakeholders work on solutions to incenting development to increase inventory of vacant industrial space. Continue with strategic partnerships and creative solutions to encourage and enable local business expansion. Sheila Hall, Executive Director Clarington Board of Trade Y CY N;l 00 O N CO a) .o aa)) U () 0 O P tf O Q a) (n m U 03 a) 2-1 a) U C c6 E m J, a) OS O J U) a) O Q. N 00 d 0 r Q N L N d _ CD W V L = L- 0 O i U O O N c0 N Lt .�.1 L o CL a) a O Y CY N;l 00 O N CO a) .o aa)) U () 0 O P tf O Q a) (n m U 03 a) 2-1 a) U C c6 E m J, a) OS O J U) a) 00 O i U O O N c0 N O O O � � a) .-. 0 cu .0 > r- O O) O N 'T N CY) U 00 �. 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O C C) • 3 ca O C O ca O (a W ca O E c `� L N a `� Q O o Q -.L-. 0 ca Q x p U Z3 _" U w 0 C O •_ 0 �+ 0) C O � o� '- C W o > a) C CD 0 3 a) m Y 30 0 (n >= ca N C o m a) O E o c" m ai ami o c aL�i o c o cca c c Q n3 - m E '� - 3 a) Fu c -0 = � - U c Q U ° .� o > o +. o 0 o a) o x o a) ca Q m m co 0 ca U o to cl Z U c) U W F- m 0- U U cn ca C m 0 rn C D C O Q a) x a) LO i (L6 C 0 L \ CU C O Q a) U U X CO Q � C � cu a) L CD J 0 II C Q) p c c ) U L U (a (a a) 4- ca O O O C C C �- O a) m �°) (a m C O _0 a> O o () L CL)0 Z a) a) U� to W 0 w m 0 aa)) li Clarington Public Library Administrative Report Date of Meeting: March 25, 2019 To: Mayor Adrian Foster Members of Council Report Subject: Bowmanville Branch Accessibility Redesign Recommendation: 1. THAT Municipal Council receive Bowmanville Branch Accessibility Redesign report as information. Report Overview: The purpose of this report is to provide Municipal Council with the revised plans for the Bowmanville Branch Redesign which consider accessibility elements only. Background During the 2019 budget process, the Library requested $2,050,000 of capital funding to complete a holistic redesign of the Bowmanville Branch. Of this request, $1.3 million was available in existing Library Capital Reserves, $49,542 has been obtained in provincial AODA grant funding, and the balance of $700,458 was being sought in additional municipal funding. The following resolution was passed at the February 19, 2019 Council Meeting: Resolution #GG -096-19: 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. The Library's Project Steering Committee, with the support of the Municipality's Accessibility Coordinator, compiled a list of high priority accessibility enhancements for the Library Board's consideration, as outlined below: General Accessibility Improvements: x Replace uneven, crumbling slate flooring with smooth, slip -resistant tile x Improve lighting in the atrium, over the customer service desks, and in the restrooms x Lighten the paint colours to provide contrast around doorways/windows x Remodel customer service desks (first and second floors) to include accessible features Clarington Public Library Page 2 Report A09-19 First Floor Accessibility Improvements x Installation of universal accessible washroom, with baby and adult change tables; washroom to be relocated to adjacent to the main floor elevator to facilitate access from all floors x Expand front entrance and install automatic sliding doors Mezzanine Level Accessibility Improvements x Remove the outside doors leading to the male and female washrooms In order to address the accessibility shortcomings, Architects Shoalts and Zaback Ltd. (SZA) prepared the revised floor plans attached in Appendix A. Implementation As the scope of the project has been revised, the Bowmanville Branch should be able to remain open to the public during most of the construction work. Construction areas will be hoarded from public space and shielded with dust partitions. Work will be completed in phases in order to reduce service interruptions and minimize the need for short-term closures. Cost Estimate A cost estimate for the work described above was provided by Shoalts and Zaback Architects. Based on the revised plans, the Bowmanville Branch Accessibility Redesign is estimated at a cost of $730,000 including net HST. An accessibility grant was received in the amount of $49,542 towards the installation of a universal washroom. As a result, the funds required to complete the project are $680,458. Conclusion The following resolution was passed at the March 21, 2019 Library Board meeting: Library Board Resolution #LB020-19 THAT the Clarington Public Library Board approve the revised design plans and cost estimates provided by Shoalts and Zaback; THAT the Clarington Public Library Board present the Bowmanville Branch Accessibility Redesign and cost estimate to Municipal Council. As per Council's Resolution #GG -096-19 (outlined above) and Library Board Resolution #LB020-19, this report is provided to Municipal Council for information purposes. Report Submitted by: Linda Kent, CEO/Library Director Sarah Vaisler, Deputy Director March 25, 2019 ------------ ----------- Ground Floor Plan PROJECT OVERVIEW LEGEND Slate Tile Replacement Approximate Area of Work Contractor Area of Work GROUND FLOOR PLAN A. New Accessible Front Entrance B. New Accessible Universal Washroom C. New Accessible Customer Service Desk (with x2 height adjustable sections) D. 610FE WLi@WRRUL(R E. Improved lighting in existing atrium space F. RRkMLWRQRRUSECFDi9RRPV G. BDL0111/LURRULEMM Mezzanine Plan 1 1 1 1 1 1 1 Information Desk 1 263 1 1 _ ■ 1 1 1 Study Area ■---. 272 Lobby 262 Corr. 261 Second Floor Plan --A Easi Stacks 273 PROJECT OVERVIEW LEGEND Slate Tile Replacement Approximate Area of Work Contractor Area of Work MEZZANINE A. Remove existing doors in public washroom B. Improve lighting and replace existing washroom partitions C. 11DL01EYLURRULEEM SECOND FLOOR PLAN A. New, Accessible Customer Service Desk B. 15IDLOJEWLURRULQDkI Re: Report No. OPD -003-19 Dear Clarington Council, I am writing on behalf of several organizations across Clarington. We attended the Field User meeting last night, upon further review of the documents each group realized the devastating impact of the proposed change to allocation and field costs regarding the 85% of program users being Clarington Residents. We feel this decision is short sighted and prohibitive. ❑❑❑[P CH"RI R❑US®=LLCFRP EM -W 1111 GUE1❑ 01D0❑E1TW❑EEER❑AfflV❑= ❑Came Clarington proudly. There is a reason they choose to play here, we are an amazing community. The organizations in this letter are providing a service to Clarington residents and the broader community that supports, celebrates and promotes Clarington. By adopting this piece of user ❑❑IUI❑FITVV [P ❑]=❑EEEDF❑[RI [RAJFU D❑=Dffi❑Our organizations have set budgets and teams for the upcoming season. We have consulted neighbouring communities about allocation practices, we have yet to find another city/town that has such prohibitive requirements. The adult leagues that are a part of this letter have been providing a great place to play for many years. They are well run organizations that players, local and regionally, come to play. We want our adults to stay active and engaged. The youth teams are growing and simply will crumble if this is adopted. As rep teams we offer services/organizations with specialized requirements, our parent organizations do not have the boundary restrictions like hockey therefore people will flock to us. We want to increase the opportunities for youth sport not decrease it. In addition, we are collectively concerned with the collection of private information of our members. Many of our members have registered and we did nit disclose or get permission to share info to the municipality. What safeguards are in place for this information? The benefits of our organizations cannot go unnoticed. We increase revenue to local businesses, we increase the activity level in both adults and youth. The travel teams are promoting Clarington across Ontario. As Clarington residents we understand the importance of taking care of our residents first, W❑UJFUIZ]❑[SLRSREEId❑[Fm❑❑❑IN❑❑7FU]❑]❑MR::P D RSSREE❑AR-I]❑❑ . Without it, our organizations may not be viable to continue. Thanks for your consideration, Clarington Adult Baseball Clarington Ravens Clarington Renegades DESA Durham Outlaws Clarington Operations Department Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: March 25, 2019 Report Number: OPD -003-19 Resolution: File Number: By-law Number: Report Subject: Sports Field User Guide and Fees Recommendations: 1. That Report OPD -003-2019 be received; 2. That a reduction in the Artificial Turf Field fees for both youth and adult users be approved; 3. That the sports Field user fees for 2019, as outlined in attachment 1 of Report OPD -003-19, be approved; and 4. That all Sports Field User Fees for 2020 and each subsequent year be updated using the annual, January over January, Ontario all -Items Consumer Price Index. Municipality of Clarington Report OPD -003-19 Report Overview Page 2 This purpose of this report is to recommend that Council approve for the 2019 the various fees, as proposed, for the rental of the Municipalities sports fields. This report also outlines the recommendation that Council approve the use of the Ontario All -Items Consumers Price Index (CPI) by staff in future years to adjust the annual fees for sports fields. 1. Background 1.1 In 2015 Council approved a multi-year (2015-2018) user fee schedule for sports fields. This fee schedule has now expired requiring that new updated pricing be established for the 2019 recreational season. For 2020 and beyond, it is recommended that the current method of comparing and adjusting Clarington's field user fees with those from neighbouring municipalities be discontinued. The recommended approach will be to utilize the Ontario All -Items Consumer Price Index (CPI) to calculate any future increases or decreases for the Sports Field User fees. It is expected that on average the CPI will result in an increase of approximately 1.5 to 2.0 percent per year. 1.2 For context, Clarington sports fields were booked for a total of 18,578 hours throughout the municipality in 2018 and 18,286 hours in 2017. 2. Reduction of Artificial Turf Field Fees 2.1 The Artificial Turf Field located at the South Courtice Arena complex was officially opened in July of 2014. Since its date of inception the field has been used by various permit holders, however, the frequency of bookings for this premium facility drops dramatically each year during the months of June, July and August. 2.2 In consultation with local youth and adult user groups it has been identified that the Artificial Turf Field is regularly under-utilized during the peak summer months due to the higher costs that are associated with the field rental. The various user groups suggest that if the fees for the Artificial Turf Field were reduced to a manageable amount the facility would be used at a much higher frequency. 2.3 The rental fee for the Artificial Turf Field in 2018 was $83 per/hr for youth and $118 per/hr for adults. Staff are proposing that a reduction of over 25% be approved for the months of June, July and August commencing in 2019 to encourage the greater use of this premium facility. The increased use of the artificial turf field will also result in the ability to "rest" various other natural turf fields in the Municipality thereby fostering better overall turf quality. Municipality of Clarington Page 3 Report OPD -003-19 3. Proposed Fee Schedule 3.1 The following chart provides a breakdown of the Sports Field fees for 2018 and the proposed rates for 2019. Tournament fees apply to adult tournaments only Tournament fees will include use of the field from 8 am to 11 pm plus 2 field drags Non -Residential 2018 2019 Youth $8.50 per/hr $9 per/hr Adult $24 per/hr $25 per/hr Lights $38 per/hr or $80 per/evening $38 per/hr or $80 per/evening Baseball Tournaments $150 + light fee if required $200 + light fee if required Private/Special Events - $30 per/hr $35 per/hr Tournament fees apply to adult tournaments only Tournament fees will include use of the field from 8 am to 11 pm plus 2 field drags Non -Residential Non -Resident $43 per/hr $43 per/hr Non -Resident Tournament $300 per/field/per day + lights $300 per/field/per day + lights Artificial Turf Field Saturday $130 — 1 person for a min 2018 2019 Youth $83 per/hr $60 per/hr Adult $118 per/hr $80 per/hr Non -Resident $165 per/hr $165 per/hr Lights $38 per/hr or $80 per/evening $38 per/hr or $80 per/evening Mobile Stage Saturday $130 — 1 person for a min $146 — 1 person of 3 hours for a min of 3 hours Sunday & Statutory $180 — 1 person for a min $195.60-1 Holidays of 3 hours person for a min of 3 hours 3.2 Tournament fees only apply to adult field usage while youth tournaments remain at the approved per hour rate. Tournament fees allow the use of a baseball diamond from 8 a.m. to 11 p.m. Municipality of Clarington Resort OPD -003-19 Page 4 3.3 Staff recognize the tax -based contribution that is provided by residents to develop and operate the various sports fields. As such, it is acknowledged that residents will always receive priority over non-residents in the allocation of any outdoor field usage. Non-residents will be defined as: xAny individual that does not reside within Clarington or a Clarington resident booking on behalf of a non-resident group or team; xAny groups that are not affiliated with a Clarington Community Organization xAny team/clubs that do not have regular schedule of seasonal field permits in Clarington. 4. Outdoor Facility User Guide 4.1 On an annual basis, Operations Department staff complete a comprehensive review and update of the Outdoor Facility User Guide. This document provides an update on all outdoor facilities that are available, current field user fees, changes that are made to the allocation of fields and any special event policies. 4.2 During the fall of 2018 staff invited the leagues and groups that comprise out Sports Field User Groups to meet with staff on an individual basis to review the Outdoor Facility User Guide. Participants were invited to provide their input and comments on what they would like to see reflected in the document to address the growing field usage in our Community. 4.3 The 2019 Outdoor Facility User Guide is attached for your review Attachment 1. 5. Concurrence Not Applicable 6. Conclusion Outdoor Facility User Guide 2019 the Municipality of Clarington QVI. gt0n It is respectfully recommended that the recommended fees for sports fields be approved. Municipality of Clarington Resort OPD -003-19 7. Strategic Plan Application Not applicable I Submitted by: Reviewed by Frederick J. Horvath Director of Operations Page 5 for/ Andrew C. Allison, B. Comm, LL.B CAO Staff Contact: Fred Horvath, Director of Operations, 905-263-2291 or fhorvath@clarington.net Attachment 1 — Outdoor Facility User Guide 2019 Outdoor Facility User Guide 2019 A guide to the outdoor places and spaces in the Municipality of Clarington ClaF*MII Clarington Table of Contents OutdoorFacility User Guide.......................................................................................................................... 2 ParkEtiquette...........................................................................................................................................................3 FAQ's............................................................................................................................................................. 4 GeneralPolicies............................................................................................................................................. 6 Accessibility..............................................................................................................................................................8 SplashPads...............................................................................................................................................................9 SkateboardPark.....................................................................................................................................................10 Gazebo's.................................................................................................................................................................11 Washrooms.............................................................................................................................................................14 Parking....................................................................................................................................................................14 FacilityPermits............................................................................................................................................ 15 Purpose...................................................................................................................................................................15 Allocation................................................................................................................................................................16 BaseballFields........................................................................................................................................................18 SportsFields...........................................................................................................................................................19 Fees......................................................................................................................................................................... 20 FieldLights: ............................................................................................................................................................. 21 Payments, Cancellations and Refunds....................................................................................................................22 FieldClosures..........................................................................................................................................................24 HowTo Apply..........................................................................................................................................................25 FacilityPermit Application......................................................................................................................................26 South Courtice - Artificial Turf Field.......................................................................................................................28 SpecialEvents.............................................................................................................................................. 30 Special Events Permit Application..........................................................................................................................31 Municipality of Clarington Mobile Accessible Stage................................................................................... 34 Rental of Mobile Accessible Stage: ......................................................................................................................... 34 Mobile Accessible Stage Policies............................................................................................................................35 Mobile Stage Rental Application............................................................................................................................40 Parks By-law 2006-126................................................................................... Error! Bookmark not defined. 11 Page Outdoor Facility User Guide The Municipality of Clarington currently has over 280 hectares of developed parkland as well as an expanding trail network in the Bowmanville Creek Valley, the Soper Creek Valley and along the waterfront. Open space areas such as the Sydney B. Rutherford Woods Walk, the Bowmanville Creek Valley, the Samuel Wilmot Nature Area and Camp 30 provide excellent passive recreational opportunities. The Municipal parks system is comprised: District parks — these are parks that serve the entire Municipality such as Port Darlington East Beach Park and Orono Park Community parks — parks that serve the needs of a series of neighbourhoods providing outdoor recreation facilities. Clarington Fields is a community park Neighbourhood parks are intended to serve the needs of surrounding residents. Typically built with new subdivision and provide playgrounds, walkways, seating areas and may have an unlit sports field such as Rosswell Park and Longworth Park. Hamlet parks — provide recreational facilities for hamlets and the surrounding rural community. Parkette — these are found in urban areas and are often green spaces or have limited amenities. CONTACT US! If you have questions or concerns related to any outdoor facility, want to permit a facility or wish to report a problem please contact us: e-mail operations(a_clarington.net phone 905-263-2291 website www.clarington.net 21 Page Park Etiquette We encourage you to respect and protect these lands at all times by following some basic tips. x Obey all signs posted in the park x Stay on designated trails and respect all trail users x Put litter in its place in the containers provided. x Do not put household trash in park garbage cans x Keep dogs on leashes (unless you are in the leash free park) and do not let pets roam free x Pick up your dog's waste - take it home and put it in your trash x Leave wildlife alone - the Ontario Ministry of Environment has more information on living with wildlife x Do not disturb, remove or plant vegetation x Remember, encroachment on public property is prohibited Your co-operation will help us to reduce maintenance costs and maintain the integrity of our greenspaces now and for future generations. If you see a hazard or problem that requires attention you can report it to the Municipality by: x Call us at 905-623-3379 during normal business hours; x E-mail operation s(a�clarington.net; or x Use the Report a Problem link on our web site W_ Pearce Farm Park, Newcastle 31 Page FAA's Can I rent the gazebo in the park? Yes! The gazebos at Rotary Park, Tooley's Mill, and Ina Brown Parkette can be rented by contacting the Operations Department to arrange a permit. Please be aware that while you can permit exclusive use of the gazebo we cannot provide exclusive use of the park property. Gazebos at Newcastle Village Community Hall and Orono Library are the permitted by their respective hall boards. Do I need a permit for wedding pictures? You do not need a permit to take photographs in a municipal park. However, should you wish to guarantee the availability of a gazebo for those pictures we suggest you call and arrange a permit. Can I reserve a park and picnic tables for my family? Orono Park and Bowmanville Memorial Park both have designated picnic areas that can be reserved by contacting the Operations Department. The municipality does not supply picnic tables other than what is currently on site. Can I take a BBQ? Gas BBQ's are allowed. Barbecues which use charcoal are not allowed in any municipal parks. When do baseball and soccer fields open? Sports fields typically open for the season during the second week of May. When does the splash pad open? Splash pads are operational daily from 10 am to 8 pm from late June to Labour Day week -end depending on weather conditions. Can I reserve the splash pad? No. Splash pads, tennis courts and basketball courts cannot be permitted. These amenities are open to the public during normal park hours. What are park hours? Municipal Parks are open from dawn to dusk unless otherwise permitted. Can I get a permit for East Beach Park? Beach areas cannot be reserved for private use. This includes Bond Head beach area and West Beach The garbage can at my neighbourhood park is overflowing! Please call the Operations Department at 905-263-2291 to report any problems with a park. 41 Page How do we turn the lights on at sports field? Use of the lights at any sports field is by permit only. If you wish to reserve a field with lights please contact us and we will help you with the permit application. Does the municipality have any accessible playgrounds or playgrounds that have accessible features? All new and units replaced within the last 5 years have accessible features including wood fibre surfaces for accessibility. Please see Accessibility page for a complete list of parks and features. Why were the fields closed? I was there at 6 pm and it was fine. For more information of our Field Closure Policy please direct your attention to Field Closures policies. The grass in all parks and sports fields are cut on a schedule. Park areas are cut once a week, sports fields are cut twice a week. 51 Page General Policies Smoking In July 2018 the government of Ontario amended the Smoke Free Ontario Act to include the following amendments to the legislation: Playgrounds and publicly owned sports areas You cannot smoke or vape on children's playgrounds or public areas within 20 metres of children's playgrounds. You also cannot smoke or vape on publicly owned sporting areas, their fan/viewing areas, and public areas within 20 metres of these places. "Publicly owned" means that the sporting area is owned by a municipality, the province or a post -secondary education institution. Community recreational facilities You cannot smoke or vape on anywhere on the property of a community recreational facility and any public areas within 20 metres of its grounds. A community recreational facility is an enclosed public place or enclosed workplace that offers athletic and recreational programs to the local community and is owned or operated by: a not-for-profit corporation an organization registered as a charity the province a municipality It is the responsibility of the owner, operator or the person in charge to ensure that smoking laws are followed. They are required to: x Give notice to the public that smoking is prohibited in the smoke-free area; x Post "no smoking" signs at entrances and exits to the smoke-free area, in appropriate locations and in sufficient numbers, to ensure the public is aware that smoking is not permitted. x Ensure that persons do not smoke in the smoke-free area. x Ensure that a person who refuses to comply with the prohibition of smoking does not remain in the smoke-free area. You, as the permit holder, are considered the "person in charge" during your permitted date/time. 61 Page Liquor Alcohol is not allowed at any outdoor Municipal facility unless authorized by the Alcohol and Gaming Commission of Ontario. Proof of licence will be required prior to the issuing of any permits. All Municipal policies regarding the sale and consumption of alcohol on municipal property must be adhered to. BBQ and Campfires Gas BBQ's are only allowed with a permit at Orono Park and Bowmanville Memorial Park picnic areas. Municipality of Clarington Parks By -Law 2006-126, Part III — Park Use, Section 11. Campfires and Barbecues states: While in any park, no person shall: (a) Light, build, or stoke an open fire or bonfire unless authorized by permit; (b) Use charcoal or solid fueled portable barbecues unless authorized by permit or where posted to allow same; (c) Use fuel other than charcoal or briquettes in stationary barbecues; or (d) Leave a barbeque or campfire without extinguishing the fire and ensure the embers are cold. 71 Page Accessibility An accessible and inclusive playground means it is as easy as possible for everyone to play, regardless of their abilities or disabilities. Accessible play spaces are play areas with surface treatments that allows wheelchair and other devises easier access the area. Parks with a wood fibre base are considered to be accessible play spaces. The Municipality of Clarington has accessible play spaces in the following locations: Bowmanville xBarlow Court Parkette xLanderville Parkette xLongworth Park xWestside Drive Park xGarnet B Rickard Rec Centre Newcastle xAndrew St Parkette xEdward Street Park xFoster Creek Parkette xNewcastle Memorial Park Courtice xAvondale Park xCourtice West Side Park xHarry Gay Neighbourhood Park xHighland Park xMoyse Parkette Hamlets xHarvey Jackson Memorial Park Inclusive playground indicates that at least one of the amenities on the play structure is accessible to persons with disabilities. Currently inclusive swings are installed in the following parks: Newcastle: x Rickard Neighbourhood Park x Andrew Street Parkette x Enniskillen Park Bowmanville x Baxter Park x Scugog Street Neighbourhood Park x Northglen Neighbourhood Park Courtice x Harry Gay Neighbourhood Park 81 Page Splash Pads There are 16 splash pads thought the Municipality for your enjoyment. Splash pads are open daily from 10 am to 8 pm. These facilities will open the last week of June and close Labour Day week -end. All open/close dates are approximate and weather dependant. Splash pads are located at the following parks: x Bowmanville Memorial x Guildwood Park x West Side Park x Avondale Park x Rosswell Park x Pearce Farm Park x Walbridge Park x Bons Park W -1 1 x Harry Gay Park x Baxter Park x Harvey Jones Parkette x Longworth Park x Port Darlington Each Beach Park x Orono Park x Rickard Neighbourhood Park x Northglen Park 91 Page Skateboard Park There are four dedicated skateboard parks within the Municipality of Clarington: x Rob Piontek Skatepark located at the Courtice Community Complex (Courtice) x Carson Elliott Memorial Skatepark located at the Garnet B. Rickard Recreation Complex (Bowmanville) x Darlington Sports Complex (Hampton) x Orono Park (Orono) The skateboard parks are unsupervised. All boarders should be aware that they are using the park's facilities at their own risk. The Municipality of Clarington is not responsible for any losses, damages or injuries resulting from use of the skate parks. x Come dressed with the proper safety equipment. x Take turns and be courteous. x Place garbage in the containers provided. x Only use the park during posted hours of operations. x Dry surfaces are safer. Avoid skateboarding on wet or icy surfaces. 101 Page Gazebo's There are several locations throughout Clarington that have gazebos available for your next special event or private function. Rotary Park Located in the heart of Bowmanville the gazebo at Rotary Park is ideally located for special events. 192 Queen Street, Bowmanville Tooley's Mill Park, Courtice PF"ik- -,ft mp=wr Located in the river valley off Old Kingston Road, just south of Hwy. 2 and west of Prestonvale Road, the park was originally the site of a mill built in 1874. 71 Old Kingston Road, Courtice 111 Page Orono Library Located on the grounds adjacent to the Orono Library at 39 Pine Street, Orono Ina Brown Parkette, Newtonville Newtonville Mill Street, Newtonville, ON 121 Page 4b rip Washrooms All users should be aware in advance of facilities where washrooms are available. All groups are asked to inform their members and especially visiting team members of the washroom status of the facility. Washrooms are available at the following locations: Courtice Community Complex* Bowmanville Memorial Park South Courtice Arena* Port Darlington East Beach Park Garnet B. Rickard Recreation Rotary Park Complex* Orono Park Clarington Fields Solina Park * - washroom availability subject to building operational hours Port -o -Potties are available at the following locations (seasonal): Harvey Jackson Memorial Park Clarington Fields Soper Creek Park Elephant Hill Park Garnet B. Rickard Recreation Rosswell Park Complex Darlington Hydro Fields Parking Facility users should be aware that parking space is limited in some locations. In recognition of this, all groups are asked to observe the following parking guidelines: 1. Obey all `NO PARKING" signs; 2. Do not park on or block private property; 3. Consider forming car pools where possible; and 4. Make use of any available nearby off-street parking. 141 Page Facility Permits Purpose The Municipality of Clarington schedules the use of various municipally owned or operated outdoor facilities by issuing "facility permits". The purpose of a facility permit is as follows: x Approves use of a specific facility for a defined purpose. x Ensures exclusive use of a specific facility by the permit holder on certain dates and times. x Assures that the facility will be prepared for the permit date and time. x Is an agreement, which binds the permit holder to certain conditions in return for the above provisions. Bowmanville Memorial Park 151 Page Allocation The Municipality of Clarington acknowledges the tax -based contribution provided by its residents toward the development and operation of recreation and sports fields and recognizes that residents will always receive priority over non-residents in the allocation of outdoor facilities. Applications will be processed according to the following priority levels: 1. Municipality of Clarington programs including special events 2. Youth league tournaments 3. Adult league tournaments 4. Adult invitation tournaments 5. Municipality of Clarington youth league games x Groups offering youth sport programming must consist of a minimum of 85% Clarington residents. Each group will be required to submit registration data to the Operations Department prior to permits being issued. 6. Full season adult league games x Groups offering adult sport programming must consist of a minimum of 85% Clarington residents. Each group will be required to submit registration data to the Operations Department prior to permits being issued. 7. Single game requests 8. Youth practices 9. Adult practices Registration data must be submitted to the Operations Department in an approved format no later than April 15. In the instance of the artificial turf field registration data must be submitted by February 15. The following information will be required: x Total number of players per age group x Surname x Year of birth x Street name and municipality The Municipality of Clarington will assign fields based on historical use wherever possible, however, the Municipality reserves the right to reduce, re -assign or reallocate field time when supply exceeds demand and/or new and emerging groups are seeking access. 161 Page Non-residential will be defined by the following: x Any individual that does not reside within Clarington or a Clarington resident booking on behalf of a non-resident group or team; x Any groups that are not affiliated with a Clarington Community Organization x Any team/clubs that do not have regular schedule of seasonal field permits in Clarington. Clarington Community Organization will be defined as: x Based within the boundaries of the Municipality of Clarington x A non-profit, voluntary organization whose goal is to provide a range of opportunities for residents of the Municipality of Clarington of various ages to participate in 171 Page Baseball Fields There are currently 27 baseball fields within the Municipality of Clarington. The following list shows the appropriate age classification for each diamond. Park Division Age Courtice West Park Pee Wee 13 and under Highland Park Mosquito 11 and under Penfound Park Adult Roswell Park Mosquito 11 and under Stuart Park Mosquito 11 and under Argent Park Adult Bowmanville Memorial N Mosquito 11 and under Bowmanville Memorial S* Adult Burketon Park Adult Clarington Fields* 4 Adult diamonds Elephant Hill Park E/W Mosquito/Pee Wee 13 and under Garnet B. Rickard 2 Adult diamonds Complex* Longworth Park Adult Lord Elgin Park ENV Mosquito 11 and under Optimist Park Mosquito 11 and under Rhonda Park Mosquito/Pee Wee 13 and under Soper Creek Park* Adult Edward Street Park Mosquito 11 and under Harvey Jackson Memorial 2 adult 13 and under — Orono Park Pee Wee Adult Soft ball Tyrone Park Adult "denotes lights available 181 Page Sports Fields There are currently 41 sport and soccer fields within the Municipality of Clarington. The following list shows the appropriate age classification for each field. Field Size Baseline Park 1 mini Baxter Park 1 mini Burketon Park 1 adult & 1 mini Burketon Park (Burketon) 1 adult & 1 mini Clarington Fields * 1 multi, 2 adult & 2 mini Courtice Community Complex 1 mini Courtice Memorial Park 1 mini Courtice South Arena* 1 adult & 1 artificial turf Darlington Hydro Fields * 3 adult & 2 mini Darlington Sports Centre (Hampton) 1 adult Elliott Memorial Park (Hampton) 1 adult Green Park 1 adult Guildwood Park 1 adult Highland Park 1 mini Longworth Park 2 mini Newcastle Memorial Park 1 mini Northglen Park 1 adult Optimist Park (Waverley Rd) 2 mini & 1 adult Pearce Farm Park 1 adult Penfound Park 1 mini Rickard Neighbourhood Park 1 adult Roswell Park 1 mini Scugog Street Neighbourhood Park 1 adult Solina Park 2 adult Tyrone Park 1 mini & 2 adult Walbridge Park 1 adult Westside Drive Park 1 adult Zion Park (Mitchells Corners) 1 mini & 1 adult *denotes lights available 191 Page Fees Non-Resident/Commercial Non -Resident/ 2019 2020 and beyond Youth $9 per/hr Yearly price increase to be linked to CPI Adult $25 per/hr Yearly price increase to be linked to CPI Lights $38 per/hr or $80 per/evening Yearly price increase to be linked to CPI Tournaments* $200 + light fee if required Yearly price increase to be linked to CPI Special Events - $35 per/hr Yearly price increase to be linked to CPI Holidays Non-Resident/Commercial Non -Resident/ $43 per/hr Yearly price increase to be linked to CPI Commercial $60 per/hour Yearly price increase to be linked to CPI Non -Resident/ $300 Yearly price increase to be linked to CPI Commercial per/field/per Yearly price increase to be linked to CPI Tournament day + lights Artificial Turf Field Non -Residential / Commercial Non -Resident/ Commercial $165 per/hr Yearly price increase to be linked to CPI Tournament fees apply to adult tournaments only x Tournament fees will include use of the field from 8 am to 11 pm plus 2 field dragsNon- residential Fees will apply to: a) any individual that does not reside within Clarington or a resident booking on behalf of a non- resident group or team; b) Any groups that are not affiliated with a Clarington Community Organization; c) Any teams/clubs that do not have a regular schedule of seasonal field permits in Clarington. 201 Page 2019 2020 and beyond Youth $60 per/hour Yearly price increase to be linked to CPI Adult $80 per/hour Yearly price increase to be linked to CPI Lights $38 per/hr or $80 per/evening Yearly price increase to be linked to CPI Non -Residential / Commercial Non -Resident/ Commercial $165 per/hr Yearly price increase to be linked to CPI Tournament fees apply to adult tournaments only x Tournament fees will include use of the field from 8 am to 11 pm plus 2 field dragsNon- residential Fees will apply to: a) any individual that does not reside within Clarington or a resident booking on behalf of a non- resident group or team; b) Any groups that are not affiliated with a Clarington Community Organization; c) Any teams/clubs that do not have a regular schedule of seasonal field permits in Clarington. 201 Page Field Lights: Use of lights on diamonds is accessed through a key lock/push button system. Leagues with scheduled games will be able to push the "on" button to activate the lights. If mechanical light failure or inclement weather conditions render the diamond unsuitable for use, contact the Operations Department at 905-260-0746 by the next business day. Groups not following this process will be charged for lights. Lights are available at the following field locations: x Garnet B. Rickard Recreation Complex (2) diamonds x Soper Creek (1) diamond x Memorial Park South (1) diamond x Clarington Fields (5) = 1 sports field, 4 diamonds x Orono Park (1) diamond x Kendal Community Park (1) diamond x Hydro Fields (2) soccer x South Courtice Arena 2 = (1) soccer (1) Artificial Turf Field On Off May 8:00 PM 11:00 PM June & July 8:30 PM 11:00 PM August 7:30 PM 11:00 PM September & October 6:30 PM 11:00 PM Lights at Soper Creek will be turned off by 10:30 pm Light times and fees will automatically be added to permit requests on the above noted schedule. 211 Page Payments, Cancellations and Refunds Full Season Use 1. Payments may be made in cash, cheque, credit or debit card. Cheques are to be made payable to the Municipality of Clarington. Payment can be made at Municipality of Clarington Administrative Centre, Finance Department, 40 Temperance Street, Bowmanville or at the Operations Depot 2320 Taunton Road, Hampton. Municipality of Clarington Leagues will be invoiced monthly if payment is not received prior to use. 2. Any request for a refund or usage fees arising from cancellation by the permit holder must be made in writing and received by the Operations Department a minimum of five (5) business days in advance of any date affected. Refunds will be issued after the final permit date. 3. The fee for all services, lights and fields, will be indicated on the permit at the start of the season. 4. If a permit is not signed for your league or group you will not have permission to use the facilities. Unauthorized use of permitted parks may result in loss of existing permit or By -Law Enforcement fines. 5. You will be advised on the availability and when to pick up your permits. Our office hours are Monday to Friday 8 am to 3:30 pm — 7:30 am to 3:00 pm during July and August. Our telephone number is 905-263-2291 or fax 905-263-4433; our e-mail address is operations(a-_)clarington.net. 6. Schedules including playoffs shall be submitted to the Operations Department no later than May 1. 7. Permits not signed by May 15 will be re -allocated. To cancel this permit or a day on the permit the Operations Department must receive written notification no less than 5 business days prior to the date stated on the permit. 221 Page Occasional Use Payments may be made by cash, cheque, debit or credit card at the Municipality of Clarington Administrative Centre, Finance Department, 40 Temperance Street, Bowmanville or at the Operations Depot 2320 Taunton Road, Hampton. 2. Any request for a refund or usage fees arising from cancellation by the permit holder must be made in writing and received by the Operations Department a minimum of five (5) business days in advance of any date affected. Refunds will be issued after the final permit date. 3. The fee for all services, lights and fields will be indicated on the permit. 4. If a permit is not signed for your league or group you will not have permission to use the facilities. Unauthorized use of permitted parks may result in loss of existing permit or By -Law Enforcement fines. 5. You will be advised on the availability when to pick up your permit. 6. Permits not signed and paid for 5 business days prior to date of use will be re -allocated. Tournaments Tournament fees must be paid a minimum of 14 business days prior to the event date and are due in full or the event will be cancelled. A schedule of games is also required at this time. 2. In the event that inclement weather forces alteration and/or cancellation of your tournament, you are required to give full details of your schedule revisions in writing, to the Operations Department within 48 hours. This will allow for appropriate fee adjustments to be made. If written notice is not received by the deadline tournament fees will not be refunded. 231 Page Field Closures The field closure policy has been put in place to enhance the health and safety for users and to protect the conditions of the sports fields. Sports fields in the Municipality of Clarington will be considered unplayable if one of the following conditions exists: x Pooling of water on the surface of the field/diamond x Water sponging up around your feet when walking on the field/diamond x Weather conditions x Any risk related issue If one of these conditions occurs, the sports field or diamond will be considered unplayable and the field will be closed. The Municipality continues to have exclusive rights to cancel any games booked due to any reason deemed acceptable by the Municipality. Should teams arrive at a field and one of these conditions exist or develop during the course of play they are asked not to play on the sports field/diamond. Several factors should be considered, including the safety of the participants, the liability through accidents or injuries and the expense of sports field/diamond repairs and maintenance. If the permit holder ignores the unplayable conditions: 1. The permit holder may be required to pay for all damages to the sport field/diamond arising from the abuse to the facility; 2. The permit holder will be held liable and responsible for accidents or injuries incurred because of conditions; and 3. The permit holder may have their permit suspended or revoked for any future use of sports fields/diamonds. In the event of field closure the Operations Department will make the determination not later than 2:30 pm. An e-mail notification will be sent to all user group representatives and individuals holding valid permits for that date and notification will be posted to www.clarington.net. Users should contact the Operations Department to make arrangements to reschedule cancelled dates on the next business day. In the event that rescheduling is not feasible, a credit for the date(s) affected will be issued. 3. If any game(s) are cancelled due to weather conditions after 3 pm or during non- business hours users must notify the Operations Department within 48 hours of the required cancellation. Rescheduling or credits will be arranged. 241 Page How To Apply You must be 18 years of age or older to apply for a permit. To apply for the use of an outdoor facility you are required to complete a permit application form. The deadline for submitting applications for occasional usage, picnics, tournament and special event usage is one month in advance. The deadline for submitting full season usage is the first Friday in April. Applications received on or before the established deadline will be reviewed according to the criteria outlined on page 2. Applications for OCCASIONAL USAGE (other than tournaments and special events) must be submitted a minimum of five (5) working days prior to the date(s) being requested. When completing the permit application, the following must be indicated clearly and accurately: a) The number of ball diamonds/soccer fields, etc. required at each facility requested; b) The date and time(s) required at each facility; c) Whether or not you require the use of lights, where available; and d) Contact, name, address and telephone number. NOTE: INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED. 251 Page Clarington MAIL TO: Operations Department Municipality of Clarington 40 Temperance Street Bowmanville, ON L1C 3A6 PURPOSE OF USE: DELIVER TO: Operations Department 2320 Taunton Road Hampton, ON LOB 1JO 905-263-4433 Operations Department Facility Permit Application Please Print FAX FACILITY DATE(S) TIME(S) RENTAL RATE ACCOMMODATION, SPECIAL EQUIPMENT & PRIVILEGES: GROUP NAME: CONTACT PERSON: (MUST BE 18 YEARS OR OVER) MAILING ADDRESS: PHONE NUMBER: ALTERNATE CONTACT: ESTIMATED ATTENDANCE: The permit holder agrees to be responsible for payment of any applicable rental charge that becomes due to the Municipality of Clarington under this permit. Payment in advance with post dated cheques due before permit date. The permit for facility and rental dates is valid only when an authorized representative of the Operations Department signs the application. SIGNATURE OF PERSON IN CHARGE: DATE: OPERATIONS DEPARTMENT AUTHORIZATION: DATE ISSUED: Municipality of Clarington 261 Page Terms and Conditions By signing this contract, the undersigned has read, understands and agrees to each of the terms and conditions listed below: 1. To comply with the regulations hereof and enforce such regulations. 2. To obtain and maintain in full force and effect, a commercial _general liability insurance policy in the amount of at least TWO MILLION ($2,000,000) DOLLARS naming the Municipality of Clarington as an additional insured thereon. A certificate of insurance shall be provided to the Municipality of Clarington evidencing such coverage upon execution of the permit. 3. To indemnify and save harmless the Municipality of Clarington and its staff and agendas from any and all suits, demands, torts and actions of any kind which may be brought against its staff or agents, which may arise as a result of the Permit Holder's use under this rental agreement. 4. To comply with all Federal, Provincial and Municipal laws and regulations at all times. 5. To provide competent supervision of the facility and section to which this contract applies. 6. To be responsible for all loss and/or damage arising out of the use of this facility or section. 7. That the keeping, use or sale of alcoholic beverages within the facility or section, except when specifically authorized by the Alcohol and Gaming Commission of Ontario (AGO) (formerly LLBO) and Municipality of Clarington is prohibited. NOTE: As we all know, drinking in public parks without a license from the Alcohol and Gaming Commission of Ontario (formerly LLBO) is illegal. We ask that you and your organization promote a zero tolerance from alcohol at your events. In the event of alcohol being consumed during your permitted event the permit will be suspended for that night for the remainder of the season. 8. To comply with any orders and direction of the Operations Department Staff. Rowdiness, verbal or otherwise, will not be tolerated. 9. That no person shall use the facility except for the purpose specified herein. NO time, function, event or use shall be substituted without prior approval by the Operations Department. 10.To pay all associated charges relating to this permit. 11.That vehicles shall be parked in the designated spaces. 12.That this permit is not transferable. 13.That the Operations Department reserves the right to cancel any permit temporarily or permanently. 14.That this permit is not valid unless signed by the appropriate Director or authorized representative of the Operations Department. 15.To cancel this permit, the Operations Department must receive written notification no less than fifteen (15) business days prior to the date stated on the permit or all charges continue to apply. 16.To comply with and adhere to the Municipality of Clarington's By-law 2006-126 dealing with the use, regulation, protection and governing of parks in the Municipality of Clarington. Signature: Print Name: Staff 271 Page South Courtice - Artificial Turf Field To protect the field surface and to maximize the life of the field, every team official, player, spectator, and parent should be aware of the following rules and regulations for use of the artificial turf field. Coaches are responsible for the conduct and behaviour of players and spectators on the field. Rules and Regulations General: x The facility is available to rent for approved uses only (ie: soccer, field lacrosse, football, rugby and ultimate Frisbee). No casual use is allowed. x Facility users must not enter the field prior to their permitted time and should leave the field five minutes before their end time to allow transition between groups. x Only players, officials and coaches are permitted on the turf. x Animals are prohibited on the turf. x Staff must be immediately alerted to any instance of blood or vomit on the field. Please call Clarington Operations at 905-263-2291. In case of after-hours emergency please call 905-623-5126. 28IPage Food and Beverage: x Only water in non -breakable containers is permitted on the turf. x No food is permitted on the turf, including gum, sunflower seeds and nuts. Turf Care: x Staking of sharp objects (including flags, shade structures and tents) into the turf is prohibited. x Marking, painting or taping on any surface is strictly prohibited. x Substances that may stain the turf, such as ointments or sunscreen must be kept at player benches or outside the fenced area. x Footwear on artificial turf fields must be moulded rubber cleats, turf shoes or running shoes. Metal cleats and screw-in plastic cleats are forbidden. The Artificial Turf Sport Field Rules & Regulations are in effect at all times and apply to everyone using the field. Permit holders will be liable for suspension of field privileges if the rules are not followed. Inclement Weather: The artificial turf fields are open rain or shine. Artificial turf fields will only close in an instance of thunder and/or lightning. x In the event that thunder and/or lightning occurs prior to the contract start time, Operations staff will disallow play on the artificial turf. Groups will be required to wait for a period of 30 minutes without thunder. x In the event that thunder and/or lightning occurs after the permitted game has started, game officials will follow established protocol from the individual sport governing body. 29IPage Special Events A "special event" means a cultural, recreational, educational or similar event including fairs, festivals and carnivals A special event is defined as a one-time, annual or infrequently occurring event on Municipality of Clarington property that is reserved for exclusive use and whose scope may include the following: x Celebration of a specific theme x Has a pre -determined opening and closing date/time x Is available to the community at large x Fundraising events designed to generate revenue for non-profit organizations Note: activities not meeting these criteria may still be permitted to occur as private rental functions and may still be subject to some or all of the policies, procedures and requirements outlined. Inflatables Amusement devises such as bouncy castles, zipline rides and revolving rides are just some examples of amusement devices covered by the Technical Standards & Safety Authority (TSSA) in Ontario. As an event organizer it is your responsibility to ensure that the company providing your amusement devise can provide the following safety documents. These documents will be required prior to the issuance of your permit. TSSA Amusement Device licence issued to the owner for the current year that acknowledges the owner's understanding to operate a device per Ontario Safety Laws and Regulations; ISSA Amusement Device Permit (one per device) which displays a TSSA inspector's identification, date and signature and confirms the devise has been inspected by TSSA for the current operation season; Amusement Device Permit Number for Each Device physically attached to each ride or device; Certified Amusement Device Mechanic on staff, who is in compliance with the requirements of Ontario Regulation 187/03 for the Certification of Mechanics; Rroof of $2,000,000 Liability Insurance specific to the operation of amusement rides. This is in addition to the Certificate of Insurance required to obtain a facility permit. All devices or rides must be inspected when first installed and prior to being operated in Ontario. A site inspection will be conducted by the Director of Operations or his designate on the day of set up prior to the opening of the event. All documentation will be required prior to completion of inspection. Failure to provide required documentation may result in no permit being issued. 301 Page Special Events Permit Application Pre -consultation service and assistance in completing this form is available by contacting the Municipality of Clarington Operations Department at 905-263-2291 or e-mail operations ccD,clarington.net Event Information: Event name: Mailing Address Event location: Fax: Description of Event (provide as much detail as possible) Expected Attendance: Annual Event YES NO Proposed Dates: Hours of Operation: Set up date: Set up time: Tear down date: Tear down time: Applicant Information: Name of Organization: Mailing Address Phone: Fax: Applicant must have signing authority for Organization Applicant: e-mail Phone Event Contact (if different from applicant) Primary Contact Cell: Secondary Contact Cell: The undersigned has read and hereby warrants and represents that he/she has sufficient power, authority and capacity to bind the applicant with his/her signature. Applicant Signature: Date of Application: 311 Page Please indicate what is involved in your event — Be as complete as possible with your answers A. Applicant Information: Organization please answer the following: 1. is your group a Charitable Organization? Yes No If yes, does it have a Charitable Donation Number? Yes 2. Is your group a Non -Profit Organization? Yes No If yes please provide proof B. Will you be requesting use of the Mobile Stage Yes No If yes, please complete and submit Mobile Stage Rental Application Form C. Will you require Road Closure? Yes No Please be advised you are required to complete a separate Special Events permit obtained from the Engineering Services Department. D. Food, Alcohol and Goods/Merchandise 1. Will goods and/or merchandise be sold? Yes No 2. Will goods and/or merchandise be given away? Yes No 3. Will there be food and non-alcoholic beverages at your event Yes No 4. Will there be food and alcoholic beverages at your event Yes No Please note: You are required to obtain Durham Region Health Department approval if your event is serving/selling food and non-alcoholic beverages. Events including alcohol are required to obtain a valid permit for liquor sales and must adhere to all Municipal Alcohol policies. E. Site Plan Please provide a detailed site plan drawing for your event F. Installation of Tents/Structures (ie inflatables, tents etc) 1. Do you plan to erect any tents or other structures during your event? Yes No If yes, please specify for what purpose. Note that tents over 60m2 require Building Department approval. Each amusement ride/inflatable requires a TSSA certificate. 32IPage G. Washroom Facilities Will you be installing portable facilities? Yes No H. Will you be selling tickets to your event? Yes No I. Do you require vehicle access to site? Yes No J. Do you require access to electrical power? Yes No K. Please provide details of waste management plan. 331 Page Municipality of Clarington Mobile Accessible Stage Rental of Mobile Accessible Stage: 3/4The stage is available for rental from June 1St to October 31St. 3/4 Rental of stage must be within the boundaries of the Municipality of Clarington. 3/4 The stage is available in multiple deck configuration from band shell (6m X 7m) to full sized (12m X 7m) with wind walls on three (3) sides. Rental will include: % Delivery and pick up of Mobile Accessible Stage by Municipal Staff; %Set up and take down of Mobile Accessible Stage by Municipal Staff; % Municipal Staff will remain on site for duration of the rental. 341 Page Municipality of Clarington Operations Department Mobile Accessible Stage Policies Rental Allocation Priorities: Applications will be processed according to the following allocation list and the discretion of the Operations Department: % Municipality of Clarington 3/4 Bowmanville Rotary Ribfest % Orono Fair % Visual Arts Centre % Not for profit organizations Rules and Regulations: Municipal Staff is required for: x All set up and tear down x Transport of the stage to and from the site x Stage hydraulics, breaker boxes and any other stage mechanicals x Will be operated by Operations Department Staff only Renter represents to the Municipality that: The person(s) signing this Rental Agreement has (have) been duly authorized to do so on Lessee's behalf; ii. by entering into this Rental Agreement, renter will not violate any law or other agreement to which it is a party; and iii. Renter is not aware of anything that will have a material negative effect on his/her ability to satisfy its obligations under this Agreement. No alterations may be made to the stage. Decorations or banners may be attached only through the holes in the canopy ends or the truss beneath the stage deck by plastic cable ties, string or rope only. Covering stage graphics is prohibited. Banners and/or skirts must be pre -approved a minimum of 1 week before installation Renters must provide proof of all relevant and required additional permits prior to issuance of stage permit. (i.e. road closure, event permit, building permit and engineering certificate etc...) Renter shall use the Equipment in a careful and prudent manner and in accordance with the Municipality or the manufacturer's specifications and not for any unlawful purpose and shall, at their own expense, comply with and conform to all federal, provincial, municipal and other laws, ordinances and regulations in any way relating to the possession, use or maintenance of the Equipment. 351 Page Renter shall use the Equipment for its own use. Renter shall not sublet or part with possession or control of the Equipment or permit its use by any person other than Renter or employees or agents of Renter who are qualified and competent to use the Equipment. Renter is responsible to ensure that the use of any tobacco products, alcoholic beverages or other intoxicating substances is not permitted on the stage. Equipment must be carried or rolled, not slid across the Stage floor. If rental requires the stage to be on location outdoors overnight, stage must be secured by Operations Department staff only. The stage will be re -opened the following day by Operations Department staff only. The renter is responsible for the security of the stage at all times. Renter is responsible to ensure that all activities are properly controlled and supervised to prevent damage to the stage. In the event that the stage malfunctions or fails to operate, or is lost, stolen, damaged in any way or for any other reason is not available or suitable for return, Renter shall promptly notify the attending competent worked of such event. Renter shall promptly notify the Municipality of Clarington of any accident or incident which is or can be a basis of a claim by or against the Municipality. These provisions in no way affect or replace any notice that Lessee is or may be required to give to its insurer or any other person. An external power source, when required, is the responsibility of the renter. All electrical installation must be acceptable to the Electrical Safety Authority (ESA). This may be determined by a direct inspection. Insurance: Renter shall, at its own expense, place and maintain with insurers acceptable to the Municipality of Clarington: a. comprehensive all risks insurance on the Equipment for its full replacement value, such insurance to include: (i) the Municipality of Clarington as additional insured (ii) a loss payable clause in favour of the Municipality of Clarington as first payee; and (iii) a waiver of subrogation in favour of the Municipality of Clarington; and b. general public liability and property damage insurance with limits of liability equal to at least two million dollars ($2,000,000.00) per occurrence (or such greater amount as the Municipality may require from time to time), and such insurance shall: (i) extend to all liabilities of Renter arising out of its use or possession of the Equipment 361 Page (ii) name the Municipality of Clarington as additional insured; and (iii) include a cross -liability which insures each person insured there under in the same manner and to the same extent as if a separate policy had been issued to each. All insurance policies shall contain endorsements providing that: i. thirty (30) days' written notice shall be given to the Municipality of Clarington before a policy lapses or is materially altered or cancelled ii. coverage shall be primary and not contributor iii. the Municipality of Clarington's interest as additional insured shall not be invalidated or otherwise affected by any act or omission, deliberate, negligent or otherwise of Renter or its agents, servants or employees iv. the Municipality of Clarington shall not be responsible for payment of any premium; and v. the Municipality may elect to have all proceeds of loss payable only to itself. One (1) week prior to the Delivery Date, Renter shall supply the Municipality of Clarington with certified copies of all insurance policies or other evidence satisfactory to the Municipality of Clarington of these insurance provisions. Delivery and Set U The Director of Operations or his delegate must approve the physical site and access prior to setting up the stage. The stage will be delivered and setup 2 hours prior to the event for band shell and 3 hours prior for full set up on the day of its use and removed at the end of the rental period by Operations Department staff only. If the set up is required earlier than 2 or 3 hours prior to the event, the hourly rate will be charged for each additional hour. The renter must be present at the site at the time the unit is scheduled to arrive to assist with orientation of the stage, accept delivery and inspect the stage with Operations Department staff for cleanliness and existing condition. The lessee acknowledges that during setup and take down of the stage that this is considered a "construction" site, and all work must be completed in compliance with the Ontario Occupational Health and Safety Act. This includes but is not limited to use of personal protective equipment and working at heights certification. Stage delivery and pick up take approximately 1 hour each. Setup of the stage requires a minimum of 2 workers 2-3 hours after the unit has been positioned. (Depending on configuration of stage (Band shell or Full). Renter will be held liable and assume all risk from the time of delivery until removed by Operations Department staff. Renter agrees to turn over the stage in the same condition as on delivery. Renter will supply their own cleaning equipment and cleaning products. 371 Page Weather Related Policies: In the event of high winds, the public and personnel present will evacuate the premises and remain 30 metres away from the stage; The Director of Operations or his delegate has the authority to close the stage during unfavorable weather conditions; The stage will not be opened in winds over 65 km. In the event weather poses a risk of damage to the stage (rain, wind or lightning) the stage will be closed by Operations Department staff until such time Operations Department staff determines that conditions are safe for stage opening. Cancellation Policy: Cancellation by the renter must be made no later than twenty (20) business days prior to the rental (the date the stage is requested) in order to receive a full refund. Liability Policy: In renting the stage the Municipality of Clarington assumes no responsibility: x For loss of, or damage to, any property placed on the premises by the renter x For the loss or damage to any property or personal effects, including motor vehicles and their contents, of the renter, agents, employees participants, guest or attendees. x For any physical injuries sustained by an individual or group of individuals, during the duration of the rental period. x For malfunction of any electrical or mechanical equipment provided for the renter and the applicant waives any claim thereof. The renting party shall indemnify, save and hold harmless the Municipality of Clarington and its officers, agents and employees from all suits, actions, losses, damages, claims or liability of any character, type or description, including without limiting the generality of the foregoing, all expenses of litigation, court costs, and attorney's fees for injury or death to any person on injury to any property, received or sustained by any person or persons or property, arising out of, or occasioned by, the acts of the renting party or his or her agents or employees, in the rental of the stage. Renter will assume responsibility and liability for all persons in attendance. Renter assumes all responsibility for any damage to the stage and/or Municipal equipment during the rental period. 38IPage Mobile Accessible Stage Rental Fee: Stage Rental Fee Saturday (1 person for minimum 3 hours) $146.00 Sundays and Statutory Holiday (1 person for minimum 3 hours) $195.50 391 Page Municipality of Clarington Mobile Stage Rental Application (Please print all information) Applicant Name: Address: Phone: (W) Organization Name: Address: Requested Date(s) of use: Name of Event or Function: Brief description: Function/Event time: Begins: Delivery time: Exact location stage is to be placed: (H) City City Ends Removal time: Postal Code C) Postal Code I have been given a copy of and agree to abide by the Mobile Stage Policies as set out by the Municipality of Clarington. I further agree to indemnify, save and hold harmless the Municipality of Clarington and it's officers, agents and employees from all suits, actions. Losses, damages, claims or liability of any character, type or description, including without limiting the generality of the foregoing, all expenses of litigation, court costs and attorney's fees for injury or death to any person or injury to any property received or sustained by any person or persons or property arising out of or occasioned by the acts of renting party or his or her agents or employees in the rental of the stage. I agree to assume all responsibility for any damage to the stage and/or Municipal equipment during the rental period and further agree that part or all the clean up and damage deposit will be retained in order to cover expenses to repair damage. I also agree that I will be billed accordingly if damages exceeds amount of deposit. The undersigned has read and hereby warrants and represents that he/she has sufficient power, authority and capacity to bind the applicant with his/her signature. Applicant Signature: Date of Application: 401 Page BOWMANVILLE Parkland Accessible Diamond Soccer Lights Tennis Basketball Play- Splash Skate Wash- Premit Field ground Pad Park room Rqd. Argent Park 3 3 *P 3 Barlow Court Parkette 3 3 3 Baseline Park 3 3 *P 3 Baxter Park 3 3 *P 3 Bons Park 3 3 3 Bowmanville Boat Launch Bowmanville Memorial Park 3 3 3 3 3 3 Bowmanville Valley Lands Button shaw Parkette 3 Clarington Arms Parkette Clarington Fields 3 3 3 *P 3 Dave Boyd Dog Park East Beach Parkette 3 3 3 East Beach Properties BOWMANVILLE 411 Page Parkland Accessible Diamond Soccer Lights Tennis Basketball Play- Splash Skate Wash- Premit Field ground Pad Park room Rqd. Elephant Hill Park 3 3 *P 3 Garnet B. Rickard Rec Complex 3 3 3 *P 3 Glanville Parkette 3 3 Green Park 3 3 3 3 3 Guildwood Park 3 3 3 3 3 3 3 Harvey Jones Parkette 3 3 Landerville Parkette 3 3 Lions Parkette 3 Longworth Park 3 3 3 3 3 3 Lord Elgin Park 3 3 3 3 Mearns Park 3 Nelson St. Parkette 3 Northglen Neighbourhood Park 3 3 Optimist Park 3 3 3 3 3 BOWMANVILLE 421 Page Parkland Accessible Diamond Soccer Lights Tennis Basketball Play- Splash Skate Wash- Premit Field ground Pad Park room Rqd. Port Darlington East Beach Park Rhonda Park 3 3 3 Rotary Park 3 3 Scugog Street Neighbourhood Park 3 3 3 Soper Creek Park 3 3 3 3 *P 3 Squire Fletcher Parkette 3 Waterfront Trail (OPG lease) West Beach Properties Westside Drive Park 3 3 3 3 3 431 Page Courtice Parkland Accessible Diamond Soccer Lights Tennis Basketball Playground Splash Skate Washroom Premit Features Field pad Park Rqd. Avondale Park 3 3 3 3 Bathgate Commons 3 Cecil Found Parkette 3 Courtice Community Complex 3 3 Courtice Leash Free Dog Park Courtice Memorial Park 3 3 Courtice South Arena Courtice West Park 3 3 3 3 Firwood Parkette Foxhunt Parkette 3 3 Gatehouse Parkette 3 3 441 Page Courtice Parkland Accessible Diamond Soccer Lights Tennis Basketball Playground Splash Skate Washroom Premit Features Field Pad Park Rqd. George Reynolds Parkette Glenabbey Parkette 3 3 Harry Gay Neighbourhood Park 3 3 3 3 Highland Park 3 3 3 3 3 3 Highway 2/Trulls Parkette Mitchell Corners/Zion Park Moyse Parkette 3 3 3 Penfound Park 3 3 3 Pickard Gate Parkette 3 Rick Gay Parkette 3 Roswell Park 3 3 3 3 3 3 451 Page Courtice Parkland Accessible Diamond Soccer Lights Tennis Basketball Playground Splash Skate Washroom Premit Features Field pad Park Rqd. South Courtice Park Springfield Parkette Stuart Park 3 3 3 3 3 Tooley Mill White Cliffe Parkette 3 461 Page Newcastle Parkland Accessible Features Diamond Soccer Field Lights Tennis Basket ball Play ground Splash Pad Skate Park Wash room Premit Rqd. Andrew St. Parkette 3 3 3 3 Bondhead Boat Ramp/Parkette 3 Brookhouse Parkette 3 3 Edward Street Park 3 3 3 3 Foster Creek Parkette 3 3 Lakebreeze Drive (Open Space) Newcastle Glenn (Open Space) Newcastle Leash Free Dog Park Newcastle Memorial Park 3 3 3 Pearce Farm Park 3 3 3 3 3 Rickard Neighbourhood Park Samuel Wilmont Nature Area Wallbridge Park Westview Park Ina Brown Parkette 3 Newtonville Cenotaph 471 Page Parkland Location Accessible Diamond Soccer Lights Tennis Basket Play Splash Skate Wash Premit Features Field ball ground Pad Park room Rqd. Darlington Hydro Field Darlington 3 3 3 3 Pickard Gate Parkette Darlington Tyrone Park Darlington Burketon Park Burketon 3 3 3 3 3 Enniskillen Park Enniskillen 3 3 Darlington Sports Hampton Centre 3 3 3 3 Elliott Memorial Park Hampton Elliott Skateboard Park Hampton Haydon Community Haydon Hall Parkette Harvey Jackson Kendal Memorial Park 3 3 3 Ina Brown Parkette Newtonville 3 Newtonville Cenotaph Newtonville Orono Park Orono 3 3 3 3 3 3 3 3 3 Peters Pike Parkette Orono 3 Sidney B. Rutherford Orono Solina Park Solina 3 3 3 3 3 Zion Park Hampton 481 Page To book: Darlington Hydro Fields — contact Tyrone Hall Bookings Contact — Gwen Woodcock 263-8831 or Mark Canning, Chair TCC — 263-2664 mcanning2@hotmail.com Solina Park Bookings contact — Wayne Yellowles 905-725-566 491 Page OFFICE CONSOLIDATION OF BYLLAW 2006-126 claftwin THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2006-126 Being a by-law to regulate Parks Passed by Council on: June 12, 2006 Consolidation as of: June 25, 2014 Amendments: Amending By-law Date Passed Amendment Details 2008-158 September 15, 2008 Amend Section 2(a)(i) Disclaimer.- The isclaimer. The following consolidated by-law is an electronic reproduction made available for information only. It is not an official version of the By-law. The format may be different, and plans, pictures, other graphics or text may be missing or altered. The Municipality of Clarington does not warrant the accuracy of this electronic version. • o�■ ■m �■m■m■nrm■■�im■ ni■■m o�mm■ ■ � Page 1 of 10 OFFICE CONSOLIDATION OF BYFLAW 2006-126 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NO. 2006-126 Being a by-law to regulate, protect and control all public parks in the Municipality of Clarington and to repeal By-laws 91-20 and 92-125 WHERAS the Council of the Municipality of Clarington, pursuant to the provisions of Section 130 of the Municipal Act S.O. 2001, c.25, has the authority to enact this by-law; AND WHEREAS the Council of the Corporation of the Municipality of Clarington find it necessary to enact a by-law to regulate, and control all public parks in the Municipality of Clarington and to protect these lands on behalf of the public interest; AND WHEREAS Section 425 of the Municipal Act S.O. 2001, c.25, provides that any person who contravenes by-laws of the Council passed under the authority of the Municipal Act is guilty of an offense. NOW THEREFORE The Municipality of Clarington hereby enacts as follows: DEFINITIONS For the purpose of this by-law, (a) m❑U(RUJ-IGA4❑❑11 means any sign, notice, or other device placed or erected in or upon a park, under the authority of this by-law; (b) ZRLSRLDIAR❑❑means the Corporation of the Municipality of Clarington; (c) =R❑❑FLameans the Council of the Municipality of Clarington; (d) ❑GDP DCH❑means break, injure, deface, move or remove; (e) I GHVL I DWG DU-Dmeans an area defined or constructed for a specific use which may include posted conditions; (f) I I LU-FWLL means the Director of Operations of the Municipality of Clarington or his/her designate; (g) ❑QiT❑RLL means liquor as defined by the Liquor Control Act; (h) 11P RYKUYF F®I❑means a motor vehicle within the meaning of the Highway Traffic Act, R.S.O. 1990, c.H8 as may be amended from time to time; (i) 11P RYKLL +GU+U-MEYHl4F®I❑ includes a snowmobile, go-cart, trail bike, mini bike, all -terrain vehicle, or similar vehicle, propelled or driven by an internal combustion engine; (j) CSDLN❑ means land and land covered by water and all portions thereof owned or made available by lease, agreement, or otherwise to the Municipality, that is or hereafter may be established, dedicated, set apart or made available for use as woodlot, ravine, recreation centre, square, garden, walkway, water or any other area in the Municipality, devoted to active or passive recreation; (k) F-SDIN�—IOW means any area or a tract of land designated for the parking of vehicles; (1) 1 SDINL V/SDFH❑means a portion of the surface of a parking lot designated by suitable markings for the purpose of parking a vehicle, exclusive of aisles; (m) CSHLP LW means any written authorization of Council, a Committee established by Council, or the Director where such authority has been delegated; (n) CU-MGI-1❑W means residents of the Municipality of Clarington; Page 2 of 10 fl P a g e OFFICE CONSOLIDATION OF BYFLAW 2006-126 (o) ❑YH❑FMW11❑ means any flower, plant material, shrub or tree; (p) EYFKF®I❑ includes a motor vehicle as defined under the Highway Traffic Act, R.S.O. 1990, c.H8, as may be amended form time to time, and any bicycle, carriage, wagon, sleigh or other vehicle or conveyance of every description, whatever the mode of power, but excludes wheelchair or similar device (powered or otherwise) used by an individual due to a disability, baby carriage or cart, FAG= DJ R1111FACY=\UMY FA0M®L l I RURM-UFR M -I D FH R I GJHEDNlW❑ PART 1 ❑ HOURS OF OPERATION 2. a) Except as otherwise expressly provided by this by-law: (i) All parks and exterior grounds and landscaped areas of any library or museum shall be closed from dusk until dawn unless otherwise posted or permitted. (ii) Notwithstanding the foregoing, the parks may be opened at any time upon permission of the Director. (iii) During any period when a park is closed, no vehicle shall remain on park property. (iv) During the time a park is closed, as herein before provided, no person except a Police Officer or a Municipality of Clarington employee, while on duty, shall enter or remain on park property and, during such period, no person shall leave a vehicle owned or operated by him/her on park property. PART 2 ❑ CONDUCT 3. Conduct No person shall, within the limits or boundaries of any park within the Municipality: (a) indulge in any riotous, boisterous, violent, threatening, or illegal conduct or use profane or abusive language; (b) cast, throw, or in any way propel any object in such a manner as may, or does, endanger or cause injury or damage to any person or property; (c) create a nuisance by loitering, spying, accosting, frightening, annoying or otherwise disturbing other persons; or (d) create a nuisance or in any way interfere with the use and enjoyment of the park by other persons. 4. Firearms and Offensive Weapons While in any park, no person shall be in possession of or use any firearm, replica guns, air gun, bow and arrow, axe or offensive weapon of any kind unless authorized by permit. 5. Fireworks While in any park, no person shall ignite, discharge or set off any firecrackers, rockets or other fireworks except as a fireworks display authorized by permit. 6. Injury and Damage No person shall in any park: (a) climb any building, structure or equipment, unless it is equipment designed for climbing; Page 3 of 10 fl age OFFICE CONSOLIDATION OF BYFLAW 2006-126 (b) Damage any vegetation or any building, structure, equipment or other property of the municipality; (c) Unless authorized by permit, climb, move or remove the whole or any part of rocks, boulders, rock faces, vegetation, or remove any soil, sand or wood; (d) In any manner, disturb ground which is under repair, prepared for planting, has been newly seeded or sodded or is in an area posted to that effect; or (e) Drive, park or walk in an area posted to prohibit same. 7. Waste and Pollution No person shall in any park; (a) dispose or dump garbage, litter, tree trimmings, yard waste, or any other refuse, except that which is generated through the normal use of the park and shall only deposit same in receptacles provided for such purpose. (b) dispose of or dump garden refuse except in a designated area thereof; (c) unless authorized by permit, dump or deposit snow, fill, soil, building or construction materials; or (d) dump or drain onto any soils or into the waters of any pool, pond, lake, stream, fountain or watercourse of any kind any material, toxic or otherwise, which may have the effect of polluting same. 8. Protection of Wildlife No person shall in any park: (a) kill, attempt to kill, maim, injure, trap or disturb any animal, bird, waterfowl, fish, worms, or other wildlife; or (b) touch, injure or remove any nest or egg there from; or (c) feed any waterfowl. 9. Encroachment Unless authorized by permit or agreement, no person shall encroach upon or take possession of any park by any means whatsoever, including the construction, installation or maintenance of any fence or structure, the dumping or storage of any materials or plantings, cultivating, grooming or landscaping, thereon. 10. Alcohol While in any park, no person shall consume, serve, or sell alcoholic beverages unless authorized by permit and with the approval of the Liquor Licence Control Board of Ontario. PART III C PARK USE 11. Campfires and Barbecues While in any park, no person shall: (a) light, build, or stoke an open fire or bonfire unless authorized by permit; (b) use charcoal or solid fueled portable barbecues unless authorized by permit or where posted to allow same; (c) use fuel other than charcoal or briquettes in stationary barbecues; or Page 4 of 10 fl P a ge OFFICE CONSOLIDATION OF BYELAW 2006-126 (d) leave a barbeque or campfire without extinguishing the fire and ensuring that the embers are cold. 12. Organized Gatherings and Picnics While in any park, no person shall: (a) unless authorized by permit, hold a picnic, organized gathering or event for more than twenty-five persons; or (b) interfere with a picnic, organized gathering or event authorized by permit. 13. Amplifiers and Loud Speakers Unless authorized by permit, no person shall operate loud speakers or amplifying equipment in any park. 14. Camping and Lodging Unless authorized by permit, no person shall dwell, camp, or lodge in any park. 15. Tents and Structures Unless authorized by permit, no person shall place, install, or erect any temporary or permanent structure in any park. 16. Bathing, Swimming or Sun Bathing No person shall: (a) swim in any public swimming pool, except at times designated for swimming; (b) fail to abide by posted signs in or adjacent to any swimming pool, or to obey the instructions of any lifeguard or other authorized person; or (c) swim, bathe, or wade in any fountain, pond, lake or stream, except in a designated area. 17. Use of Wash and Change Rooms No person shall enter any portion of any washroom, bathhouse, or change room in any park set apart for the opposite sex. No person shall enter any portion of any washroom, bathhouse, or change room in any Park with a camera or electronic equipment capable of replicating images. PART IV ❑ GAMES, SPORTS, AND ORGANIZED ACTIVITIES 18. Organized Sports or Activities 1. While in any park, no person shall: (a) arrange or engage in an organized sport or activity, unless authorized by permit; or (b) interfere with an organized sport or activity authorized by permit. 2. In addition to the prohibitions set out in subsection (1), while in any park no person shall utilize a designated area without a permit where same is posted to prohibit or restrict such use. 19. Fishing No person shall fish in an area posted to prohibit same, in any park. Page 5 of 10 QP age OFFICE CONSOLIDATION OF BYFLAW 2006-126 20. Golfing While in any park, no person shall play or practice golf or strike a golf ball. 21. Model Aircraft and Rockets While in any park, no person shall operate any powered models of aircraft, rockets, watercraft, or vehicles unless authorized by permit. 22. Gliders and Hot Air Balloons Unless authorized by permit, no person shall tether, launch, or land any hot air balloon, hand glider, ultra light aircraft or similar conveyance in any park. 23. Skating No person shall erect any outdoor ice surface in any park except unless authorized by a permit, and may construct under terms and the following conditions. 2. volunteer residents agree to the following terms and conditions: i. Abide by safety guidelines as set by the Municipality from time to time. The volunteer residents inspect the rink daily to ensure structure and skate surface is as safe as possible and maintain a log of inspections for review by the Operations Department. ii. The volunteer residents are responsible to organize, schedule, secure hoses and obtain additional volunteers to H11=LH1 LH:SEEQF=LD1 WMMW H❑❑ iii. The volunteers are required to work under the direction of the Operations Department itself. 3. Community groups agree to the following terms and conditions in addition to Section 23(2) i and ii above. i. The group must provide a hold harmless/indemnification agreement signed in favour of the Municipality. ii. The group must provide proof of at least $1,000,000 limit of liability insurance which includes the Municipality as an Additional Insured under the residents policy with respect to any liability arising out of the ice surface. 24. Skiing No person shall ski, toboggan, snowboard, or sled in any area in any park posted to prohibit same. 25. Roller Skates and Skate boards While in any park, no person shall: (a) operate or utilize roller skates, skate boards, linear skates, heelies, or like conveyances where posted to prohibit or otherwise restrict the use of the same; or (b) obstruct, inconvenience or endanger other users of the park while operating or utilizing traditional or in-line roller skates. 26. Tennis Page 6 of 10 I P a g e OFFICE CONSOLIDATION OF BYFLAW 2006-126 No person shall enter, walk, or play upon a designated area for tennis in any park, except in accordance with the posted rules and regulations. PART V ❑ VEHICLES 27. Roadways 1. The Director is authorized to establish appropriate regulations to regulate the use of park roadways. 2. Unless authorized by permit, and except as provided in Section 30 with respect to bicycles, no person shall, while in any park, drive, operate, pull or ride any vehicle except on a roadway or parking area. 28. Parking While in any park, no person shall: (a) park or leave a vehicle except in a designated area for parking; (b) park or leave a vehicle between the hours of 11:00 p.m. and 5:00 a.m., except in a designated area allowing for such overnight parking, or where authorized by permit; (c) stop or park a vehicle in a designated area for parking, except in a parking space and in accordance with posted conditions; (d) stop or park a vehicle in a designated disabled parking space, unless a disabled person parking permit issued in accordance with the provisions of the Highway Traffic Act, R.S.O. 1990 c.H.8, as may be amended form time to time, is properly displayed on or in the vehicle; or (e) use any parking space except while using the park. 29. Other Activities No person shall make use of any roadway or parking lot in any park for: (a) washing, cleaning, servicing, maintaining or, except in the event of an emergency, the repair of any vehicle; or (b) instructing, teaching or coaching any person in the driving or operation of a motor vehicle. 30. Bicycles While in any park, no person shall: (a) ride, operate or be in possession of any bicycle where posted to prohibit same; or (b) obstruct, inconvenience or endanger other users of the park while riding or operating a bicycle. 31. Motorized Recreation Vehicles No person shall ride, drive park or be in possession or control of a motorized recreational vehicle in any park except in a designated area. 32. Trucks and Commercial Vehicles No person shall drive, operate, pull or ride in any park: (a) any heavy machinery or equipment of any description and whatever the mode of power; or Page 7 of 10 6 1 P a g e OFFICE CONSOLIDATION OF BYFLAW 2006-126 (b) any truck, trailer or bus whatsoever except a vehicle that is, i. being used for the purpose of making a delivery to a point within the limits of the park while it is proceeding to or from such point of delivery, or (c) this provision shall not apply to a motor vehicle operated for personal, recreational or noncommercial purposes. 33. Speed Unless authorized by permit, while in any park, no person shall operate: (a) any vehicle on a roadway at a speed in excess of the posted limit; or (b) a bicycle other than on a roadway at a speed in excess of 20 kilometers per hour. PART VI ❑ COMMERCIAL ENTERPRISES 34. Sale of Merchandise, Trade or Business 1. Unless authorized by permit, no person shall, while in any park, sell or offer or display for sale: (a) any food, drink or refreshment; (b) any goods, wares, merchandise or articles including promotional material, souvenirs and novelties; or (c) any art, skill, service or work. 2. While in any park, no person shall practice, carry on, conduct or solicit for any trace, occupation, business or profession. 35. Circulars and Advertisements 1. Unless authorized by permit and Municipal Peddlers Licence, no person shall: (a) while in any park distribute, discard, or display any handbill, notice, or other circular, bill or advertisement; or (b) post, nail, attach, stencil or otherwise fasten or erect any poster, sign, notice, placard or other circular, bill, advertisement or paper to any park property. PART VII I I REGULATION AND ENFORCEMENT 36. Permits and Licences 1. Permits issued for activities contemplated in this by-law may be subject to such fees as Council shall from time to time establish. 2. Permits issued for activities contemplated in this by-law may include conditions as to time, location, area, equipment, number of participants, type of activities, release, indemnity and insurance coverage. 3. The issuance of a permit pursuant to this by-law shall not relieve any person from the necessity of acquiring any and all other licence or permit required for such activity by any government or public authority. 4. No permit contemplated by this by-law shall be issued if same would result in the contravention of other applicable law. Page 8 of 10 P a g e OFFICE CONSOLIDATION OF BYFLAW 2006-126 37. Posting of Signage The Director is authorized to post signage of permission, regulation, restriction, warning or prohibition with respect to uses of or activities in any park in accordance with the provision hereof. 38. Temporary Closure 1. The Director is authorized to close off for such temporary periods as the Director deems appropriate any park or part or parts thereof to relieve or prevent overcrowding or traffic congestion, or in the interests of public safety, or as may otherwise be authorized by Council. 2. The Municipality may, at any time when it is deemed advisable to do so, close to the public any park or any portion of any park, or any building in any park, and may require the payment of a fee by any person desiring to enter any such park or building and no person shall enter any park or any portion of any park, or any building in any park, so closed, without first paying the fee for admission, to a person duly authorized by the Municipality for the collection of such fee. Nothing in this by-law prevents any Municipality of Clarington employee or servant from performing his duties as an employee or servant. 3. The Director is authorized to post signage of permission, regulation, restriction, warning or prohibition with respect to uses of or activities in any park in accordance with the provisions hereof. 39. Exclusions and Exemptions 1. This by-law shall not apply to: i. the drivers, operators or other personnel of ambulance, police or fire department vehicles, or the riders or attendants of police department horses, while engaged in the performance of their duties; ii. employees or agents of the municipality while engaged in works or services undertaken for or on behalf of the municipality; or iii. a park, property or building that is now or hereafter under the jurisdiction of a board established by the Council or by statute, the members of which are appointed by Council. 40. Enforcement 1. Any police officer, Municipal Law Enforcement Officer or employee of the municipality designated by the Director is authorized to inform any person of the provisions of this by-law and to request compliance therewith. 2. Any police officer, Municipal Law Enforcement Officer or employee of the municipality whose duties include the enforcement of this municipal by-law, is authorized to order any person believed by such officer or employee to be contravening or who has contravened any provision of this by-law, iv. to desist from the activity constituting or contributing to such contravention; v. to remove from the park any animal or thing owned by or in the control of such person which the officer or employee believes is or was involved in such contravention; or vi. to leave the park. 3. Any police officer or Municipal Law Enforcement Officer may enforce the provisions of this by-law. Page 9 of 10 I P a g e OFFICE CONSOLIDATION OF BYELAW 2006-126 4. Where any person contravenes any of the provisions of this by-law, or fails to comply with any order referred to in subsection (2) hereof, the permission and licence of such person to remain in the park is revoked. 41. Penalties b. Any person contravening any of the provisions of this by-law, other than clause 33(a) resulting from the operation of a motor vehicle, is guilty of an offence and on conviction is liable to a fine in such amount provided for by the Provincial Offences Act, R.S.O. 1990. c.P.33. as may be amended from time to time. c. Any person contravening the provision contained in clause 33(a) of this by-law, resulting from the operation of a motor vehicle, is guilty of an offence under the Highway Traffic Act, R.S.O. 1990, c. H.8, and, pursuant to the provision thereof, on conviction is liable to a fine in such amount provided for by the Highway Traffic Act. R.S.O. 1990, c.H.8, as may be amended from time to time. d. The owner of a motor vehicle that is parked or left in contravention of section 28 of this by-law is guilty of an offence and on conviction is subject to the provisions of this section, unless at the time of the offence the motor vehicle was in the possession of another SRU R I WVR V�YMH R HU I FR❑EH[3N 42. Removal of Vehicles A police officer or Municipal Law Enforcement Officer, upon discovery of any vehicle parked or standing in contravention of section 28 of this by-law may cause it to be moved or taken to and placed or stored in a suitable place and all costs and charges for removing, care and storage thereof, if any, are a lien upon the vehicle which may be enforced in the manner provided by the Repair and Storage Liens Act, R.S.O. 1990, c.R.25, as may be amended from time to time, or any successor acts thereto. That by-laws 91-20 and 92-125 be hereby repealed. BY-LAW read a first, second and third time this 12th day of June, 2006 Page 10 of 10 Clarftwn Corporate Services Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: March 25, 2019 Report Number: COD -004-19 Resolution: File Number: CL2019-2 By-law Number: Report Subject: Baseline Road Extension and Lambs Road Reconstruction Recommendations: That Report COD -004-19 be received; 2. That Hard -Co Construction Ltd. with a total bid amount of $2,295,466.83 (Net HST Rebate) being the lowest compliant bidder meeting all terms, conditions and specifications of Tender CL2019-2 be awarded the contract for the Baseline Road extension and Lambs Road Reconstruction, as required by the Engineering Services Department; 3. That the funds required for this project in the amount of $3,106,000.00 (Net HST Rebate) which includes the construction cost of $2,295,466.83 (Net HST Rebate) and other costs such as design, soil testing, utility relocation, inspection, contract administration, permit fees and contingency of $810,533.18 (Net HST Rebate) be funded by the Municipality as follows: Baseline Rd (2018 Budget) (Lambs to Bennett) 110-32-330-83314-7401 Lambs Rd (2018 Budget) (Baseline to 275m north of Baseline) 110-32-330-84336-7401 Baseline Rd and Lambs Rd Street Lighting (2019 Budget) 110-32-324-84336-7401 $2,116,000.00 $ 790,000.00 $ 200,000.00 4. That all interested parties listed in Report COD -004-19 and any delegations be advised of Council's decision by the Corporate Services Department. Municipality of Clarington Report COD -004-19 Report Overview Page 2 To request authorization from Council to award the contract for the completion of the extension of Baseline Road and the reconstruction of Lambs Road as detailed in the tender document and as required by the Municipality of Clarington's Engineering Services Department. 1. Background 1.1 Tender specifications were prepared by the Engineering Services Department and CIMA and provided to the Purchasing Services Division. 1.2 Tender CL2019-2 was issued by the Purchasing Services Division and advertised electronically on the Municipality's website. Notification of the availability of the document was also posted on the Ontario Public Buyer's Association website. Thirty- five (35) Companies downloaded the tender document. 1.3 The Tender closed March 5, 2019. 2. Analysis 2.1 Nine (9) bids were received in response to the tender call. The Bids were reviewed and tabulated by the Purchasing Services Division (see Attachment 1). All submission received were deemed compliant. 2.2 The results were forwarded to the Engineering Services Department for their review and consideration. 2.3 After review and analysis of the submissions by the Engineering Services Department and the Purchasing Services Division, it was mutually agreed that the low bidder, Hard - Co Construction Ltd. be recommended for the award of contract CL2019-2 (see Attachment 2). 2.4 Hard -Co Construction Ltd. has successfully completed work for the Municipality in the past. 3. Financial 3.1 The funds required for this project in the amount of $3,106,000.00 (Net HST Rebate) which includes the construction cost of $2,295,466.83 (Net HST Rebate) and other costs such as design, soil testing, utility relocation, inspection, contract administration, permit fees and contingency of $810,533.18 (Net HST Rebate) be funded by the Municipality as follows: Baseline Rd (2018 Budget) (Lambs to Bennett) Lambs Rd (2018 Budget) 110-32-330-83314-7401 $2,116,000.00 Municipality of Clarington Resort COD -004-19 (Baseline to 275m north of Baseline) Baseline Rd and Lambs Rd Street Lighting (2019 Budget) 4. Concurrence 110-32-330-84336-7401 110-32-324-84336-7401 Page 3 $ 790,000.00 $ 200,000.00 This report has been reviewed by the Director of Engineering Services who concurs with the recommendations. 5. Conclusion It is respectfully recommended that Hard -Co Construction Ltd. being the lowest compliant bid be awarded the contract for the Baseline Road Extension and Lambs Road Reconstruction with all work being completed in accordance to all terms, conditions, specifications and drawings of Tender CL2019-2 6. Strategic Plan Application Not applicable. Submitted by: Mane Marano, H.B. Sc., C.M.O., Director of Corporate Services ,f —7z�� /—I-"- Trevor Pinn, CPA, CA. Director of Finance/Treasurer Reviewed by' for Andrew C. Allison, B. Comm, LL.B CAO Staff Contact: David Ferguson, Purchasing Manager, 2209 or dfergusion@clarington.net Attachments: 1) Bid Summary 2) Engineering Recommendation Memo List of interested parties to be notified of Council's decision is on file in the Corporate Services Department. Attachment 1 to Municipality of Clarington Report COD -004-19 Bid Summary CL2019-2 — Baseline Road Extension and Lambs Road Reconstruction BIDDER Total Bid (including HST) TOTAL BID (Net HST Rebate) .i Hard -Co Construction $2,549,014.85 $2,295,466.82 I Eagleson Construction $2,864,358.61 * $2,579,443.66 I Ratcliff Excavating & Grinding Inc. $3,057,444.67* $2,753,323.63 I Coco Paving Inc. $3,147,865.89 $2,834,750.73 Dave Boyle Excavating Ltd $3,357,941.20 $3,023,930.05 Elirpa Construction & Materials Ltd. $3,449,556.89 $3,106,432.83 Dekeyser Excavating Ltd. $3,375,079.06 $3,039,363.23 Ambler & Co. Inc. $3,541,512.99 $3,189,242.14 Premier North Ltd. $1,130,162,008.95* $1,017,745,894.08 Note: Bids with an * denote pricing corrected due to mathematical error. 0 Report COD-004-19 Orlin Attachment 2 cimingoIl Memo If this information is required in an alternate format, please contact the Accessibility Co-ordinator at 905-623-3379 ext. 2131 To: David Ferguson, Purchasing Manager From: Anthony S. Cannella, Director of Engineering Services Date: Mar 15, 2019 Subject: CL2019-2 Baseline Rd Extension and Lambs Rd Reconstruction File: CRC.Baseline Rd.2 The Engineering Services Department has reviewed the submissions for CL2019-2 and offers the following comments. The project includes the extension of Baseline Rd from Lambs Rd to Bennett Rd, and the reconstruction of Lambs Rd from Baseline Rd to approximately 300 m north of Baseline Rd. Baseline Rd will be constructed to a rural cross section, and Lambs Rd will be an urban cross section. The project includes street lighting on Baseline Rd from Haines St to Bennett Rd and on Lambs Rd from Baseline Rd to Highway 2. The project includes a portion of the natural channel construction that is required to convey storm water runoff from the Science and Tech Park. The low bidder on this contract was Hard -Co Construction Ltd. Based on past experience with this contractor, we recommend award of the contract to Hard -Co Construction Ltd in the amount of $2,549,014.86 inclusive of HST, or $2,295,466.83, net of HST rebate. A contingency amount of 10% is carried forward. Therefore, including other costs such as design, soil testing, utility relocation, inspection and contract administration, permit fees, contingencies, and net HST costs, the Engineering Department advises of the following funding: Page 11 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 Report COD -004-19 Attachment 2 File No.: CRC.Baseline Rd.2 Construction (net of HST) (Based on Low Bid) $2,295,466.82 Other costs (net of HST) $810,533.18 Total Project Value $3,106,000.00 Budget Amount: Baseline Rd (Lambs to Bennett) (2018 budget) $2,116,000.00 110-32-330-83314-7401 Lambs Rd (Baseline to 275m north of Baseline) (2018 budget) $790,000.00 110-32-330-84336-7401 Baseline Rd and Lambs Rd Street Lighting (2019 budget) $200,000.00 110-32-324-84336-7401 Total $3,106,000.00 * A more detailed breakdown to be provided to Finance to provide necessary information for tracking of Tangible Capital Assets (TCA). The project is required as part of the agreement with Toyota, and is funded from development charges. The original intent was to construct Baseline Rd to an urban cross section. Due to concerns regarding budget, the project was re -designed with Baseline Rd as a rural cross section. In order to control construction costs, the Engineering Dept also arranged for placement of excess fill on adjacent private property, to the mutual benefit of all parties. It is estimated that this effort reduced the construction costs by approximately $500,000 compared to other projects where the contractor is required to find a disposal site and truck the material away. Revisions to the Master Drainage Plan for the Science and Tech Park are required as part of the approval process, and the project costs include completion of the revisions. Based on the 2018 budget allocation for the project as well as for continuity, cost efficiencies, and maintaining the project schedule, CIMA will complete the inspection and contract administration. This is important to ensure environmental considerations that were discussed through the Environmental Assessment and approvals process are adhered to, as well as discussions with the adjacent property owners who are accepting Page 12 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 Report COD -004-19 Attachment 2 File No.: CRC.Baseline Rd.2 excess fill material. It is important to have the design consultant available during construction to address any changes that may be required and to provide stamped as - constructed drawings at the completion of the project. We recommend that Purchasing move forward with the award of the contract based on the above apportionments. Should you have any further questions, please feel free to contact the undersigned. Regards, Anthony S. Cannella Director of Engineering Services ASC/RA/SB/cv Pc: Trevor Pinn, Director of Finance Marie Marano, Director of Corporate Services R. Albright, Assistant Director of Engineering Services S. Bagshaw, Capital Works Manager Page 13 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 Report COD -004-19 Attachment 2 File No.: CRC.Baseline Rd.2 KEY MAP N-T.S. Page 14 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 rigoom-ii0 z a P N SITE CP 73p HWY 44i KEY MAP N-T.S. Page 14 The Corporation of the Municipality of Clarington 40 Temperance Street, Bowmanville ON L1 C 3A6 1905-623-3379 Presentations and Handouts Bowmanville Branch Accessibility Redesign 14fts li Idof —* AwA- Clari*ngton Public Library VIIIExperience Community Pr , ! 2 • General Accessibility Improvements • Replace uneven slate flooring • Improve lighting • Atrium • Customer Service Desks • Restrooms • Lighten paint colours • Install accessible customer service desks First Floor Accessibility Improvements • Installation of Universal Washroom • Expanded front entrance • Automatic sliding doors 0 Aaf I%%. Mezzanine Accessibility Improvements • Remove doors leading to restrooms First Floor Improvements Flooring Lighting Service desk Universal washroom Front entrance am -, - RD= a 0a Q M(a D n n Mezzanine Improvements Flooring Lighting Washroom entrances =i= Second Floor Improvements VIII Flooring Lighting Service desk rf3rmgfipn Desk 763 Study Aran 272 A6Gy FCV ■ 272c East Slacks 273 Cost Estimate Project Estimate $ 7301000 Accessibility Grant Funding $(49,542) Balance of Funds Required $ 680,458 CI arington Board of Trade and Office of Economic Development Update to Council March 2019 Welcome to Clarington! East Penn Canada, Canadian Headquarters L'als nn 50 Osborne Road, Courtice (in the Energy Park) East Penn Canada is the official manufacturer and distributor of Duracell automotive battery products for North America, and East Penn Canada is also the Master re -distributor for Duracell alkaline batteries. • New build of 200,000 square feet • Bringing approximately 200 jobs Creating awareness + Converting Interest to investment = Job Creation New Investment Toyota Canada 350,000 scl ft = 130 jobs East Penn Canada 200,000 scl ft = 200 jobs Battlefield Equipment 20,000 scl ft = 30 jobs 3D Cana 23,000 scl ft = 25+ jobs Cannapiece 487,000 scl ft = 400+ jobs Optima Health 150,000 scl ft; 50-100 jobs AM Retention & Expansion Connecting to Business • 44 Corporate Calls; 23 of these led to facilitated solutions to challenges and opportunities to growth Business expansion • We are working with 24 existing businesses on expansion projects South Courtice Water & Sewer Services Project • This will facilitate 1 business expansion and 2 new developments to move forward �ffi � cloaoliiE New Investment Toyota Canada 350,000 scl ft = 130 jobs East Penn Canada 200,000 scl ft = 200 jobs Battlefield Equipment 20,000 scl ft = 30 jobs 3D Cana 23,000 scl ft = 25+ jobs Cannapiece 487,000 scl ft = 400+ jobs Optima Health 150,000 scl ft; 50-100 jobs AM Retention & Expansion Connecting to Business • 44 Corporate Calls; 23 of these led to facilitated solutions to challenges and opportunities to growth Business expansion • We are working with 24 existing businesses on expansion projects South Courtice Water & Sewer Services Project • This will facilitate 1 business expansion and 2 new developments to move forward �ffi 2018 Assessment Industrial Land Interest &Inventory Analysis Impact on Job Creation 478 acres of investment interest in serviced land resulting from 29 individual inquiries. I i ■T WEA■ s no property options to forward. note on investment readiness: Fully serviced marketable industrial land available TODAY = 2 acres 965 Approximate jobs that cannot be realized due to lack of available inventory. Current Projects: Supporting Economic Growth 0 Labourforce Analysis for business attraction Clarington Employer -Student Summit Convention Centre/Hotel Feasibility Study Business Retention & Expansion Survey (BR+E) in partnership with Clarington Tourism Teeny Tiny Summit BIG IDEAS FOR SMALL PLACES 291-M � M 00 TEENY TINY *SUMMITS* an Expected Occupational Growth By 2022 P LAA Natural resources &agriculture - Natural &applied saences Art, culture, &recreation [fimwwker{agnaWa�al oecMkiam&myrev; cores ,e¢_1 tDrtattimert,rr,�srd�Sdesgn, davrfrt em ttxntiR t+Ill% flitranans mrm� Mws, xneq tlaxm, Pvtlus .ext t+l l% • Health texts.. metlioal auisanl nveig ar:.naotmRawtrr+.avmte�U susmets, enarke &administration aea��tn Tade, tan:port &equipment operelions ntit re., mrte� mor., .. 1r+10% �r�wiia�ttie: g �j 1+7% eiatdi,�n�orlrwarax�erls oaaau«,a,xy 1+7% M .a. 42 Join us at our AGM & Business Awards Keynote: Tony Kelly, VP Customer Services, Toyota Canada