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Home My WebLink About02/03/2003 . . . , THE MUNICIPALITY OF CLARINGTON General Purpose and Administration Committee February 3, 2003 Minutes of a meeting of the General Purpose and Administration Committee held on Monday, February 3, 2003 at 9:30 a.m., in the Council Chambers. ROLL CALL Present Were Mayor J. Mutton Councillor D. MacArthur Councillor P. Pingle Councillor G. Robinson Councillor J. Schell Councillor C. Trim Absent: Councillor J. Rowe (due to illness) Also Present: Chief Administrative Officer, F. Wu Director of Engineering Services, T. Cannella Director of Community Services, J. Caruana (until 11 :40 a.m.) Director of Emergency Services/Fire Chief, M. Creighton (until 11 :40 a.m.) Director of Planning Services, D. Crome (until 11 :40 a.m.) Director of Operations, F. Horvath (until 11 :40 a.m.) Director of Corporate Services, M. Marano Director of Finance/Treasurer, N. Taylor Deputy Clerk, M. Knight Stanley Clerk 11, D. MacKay (until 11 :40 a.m.) Mayor Mutton chaired this portion of the meeting. DISCLOSURE OF PECUNIARY INTEREST Councillor Schell indicated that he would be disclosing a pecuniary interest with respect to Report FND-004-03. Councillor Robinson indicated that he would be disclosing a pecuniary interest with respect to the Presentation of the Port Granby Project. Mayor Mutton announced that the United States are giving full support to ITER and will be contributing $5 Billion. A meeting on February 18 and February 19, 2003 will be held in Russia. Representation at these meetings is crucial. Chairman Anderson and Mayor Mutton will be in attendance. MINUTES Resolution #GPA-042-03 Moved by Councillor Trim, seconded by Councillor Pingle THAT the minutes of a regular meeting of the General Purpose and Administration Committee held on January 20, 2003 be approved. "CARRIED" 301 G.P. & A. Minutes . PRESENTATIONS . . -2- February 3, 2003 Councillor Robinson stated a pecuniary interest with respect to the Presentation of Bernard Gerestein regarding the Port Granby Project and vacated his chair; Councillor Robinson lives in the subject area. (a) Sue Stickley, Bernard Gerestein and Glenn Case, LLRWMO, 5 Mill Street Port Hope, L 1A 2S6 - Sue Stickley introduced Bernard Gerestein, Manager of Communications and Community Relations who circulated a copy of his power point presentation on the Port Granby Project. Mr. Gerestein touched on the foiiowing topics: Timeline Activity Update - municipal liaison - special studies Environmental Assessment Defining the existing environment Alternative Means Communications/Consultation - Activities to Date Conditions for Success; and Upcoming Activities Mr. Gerestein and Glenn Case answered questions from the Committee. (b) John Presta, Regional Municipality of Durham, 105 Consumers Drive, Works Department, Whitby, L 1 N 6A3 gave a powerpoint presentation on the Wellhead Protection Area Studies. Wellhead Protection includes the Township of Brock, Scugog, Uxbridge and Municipaiity of Clarington and is in place to ensure water quality. Mr. Presta pointed out 5 simple steps: 1 . Form a team 2. Determine areas 3. Identify sources of contaminants 4. Manage area 5. Plan for the future Included in Mr. Presta's presentation were: . Background Hydrogeological Studies . Typical Cross Section . Orono Cross Section . Orono Land use Inventory . Next Steps; and . Management techniques for Wellness Protection Area Mr. Presta completed his presentation by answering questions from the Committee. 302 . . . G.P. & A. Minutes DELEGATIONS -3- February 3, 2003 There were no items considered under this section of the agenda. PLANNING SERVICES DEPARTMENT Councillor Schell chaired this portion of the meeting. Monitoring of the Decisions of the Committee of Adjustment Meeting of January 16, 2003 Appeals by the TDL Group Ltd. Resolution #GPA-043-03 Moved by Councillor Pingle, seconded by MacArthur THAT Report PSD-015-03 be received; and THAT Council concur with decisions of the Committee of Adjustment made on January 16, 2003 for Applications A2002/070 and A2002/071 and that Staff be authorized to appear before the Ontario Municipal Board to defend the decisions of the Committee of Adjustment. "CARRIED" Resolution #GPA-044-03 Moved by Councillor MacArthur, seconded by Councillor Ping Ie THAT Report PSD-016-03 be received for information. "CARRIED" ENGINEERING SERVICES DEPARTMENT There were no items considered under this section of the agenda. OPERATIONS DEPARTMENT There were no items considered under this section of the agenda. Councillor Robinson chaired this portion of the meeting. EMERGENCY SERVICES DEPARTMENT Monthly Response Report - December, 2002 Resolution #GPA-045-03 Moved by Councillor Schell, seconded by Councillor Trim THAT Report ESD-002-03 be received for information. "CARRIED" Councillor MacArthur chaired this portion of the meeting. COMMUNITY SERViCES DEPARTMENT 2003 Municipal Grants Resolution #GPA-046-03 Moved by Councillor Robinson, seconded by Councillor Pingle THAT Report CSD-03-03 be received; 303 . . . G.P. & A. Minutes -4 - February 3, 2003 COMMUNITY SERVICES DEPARTMENT CONT'D. Newtonville Hall Board Horticultural Societies Bowmanville Santa Claus Parade Newtonville Hall Board Kendal Community Centre THAT Council consider all submitted grant requests; THAT all requested funds exceeding the $5,000.00 limit be referred to the Municipal budget process; and THAT all applicants be advised of Council's decision. "CARRIED" (SEE FOLLOWING MOTIONS) Resolution #GPA-047-03 Moved by Councillor Robinson, seconded by Councillor Schell THAT Application #03-46 - New10nville Hall Board be referred to the the capital budget process. "CARRIED" Resolution #GPA-048-03 Moved by Mayor Mutton, seconded by Councillor Schell THAT a grant in the amount of $350. be approved for each of the following organizations: #03-01 - Newcastle Horticultural Society #03-02 - Bowmanville Horticultural Society #03-03 - Orono Horticultural Society #03-04 - Bowmanville Community Garden/Organic Garden "CARRIED" Resolution #GPA-049-03 Moved by Councillor Schell, seconded by Councillor Pingle THAT Application #03-05 - Bowmanville Santa Claus Parade be approved for a grant in the amount of $2,000. "CARRIED" Resolution #GPA-050-03 Moved by Councillor Schell, seconded by Councillor Robinson THAT Application #03-06 - New10nville Hall Board be approved for a grant in the amount of $1 ,500. "CARRIED" Resolution #GPA-051-03 Moved by Councillor Schell, seconded by Councillor Robinson THAT Application #03-07 - Kendal Community Centre be approved for a grant in the amount of $2,500. 3D4 "CARRIED" . . . G.P. & A. Minutes - 5- February 3, 2003 COMMUNITY SERVICES DEPARTMENT CONT'D. Solin a Community Centre Tyrone Community Centre Orono Town Hall Board and Hampton Hall Board Clarington Beech Centre Clarington Older Adult Association Big Brothers & Sisters of Clarington Resolution #GPA-052-03 Moved by Councillor Pingle, seconded by Councillor Schell THAT Application #03-08 - Soiina Community Centre be approved for a grant in the amount of $1 ,000. "CARRIED" Resolution #GPA-053-03 Moved by Councillor Pingle, seconded by Councillor Trim THAT Application #03-09 - Tyrone Community Centre be approved for a grant in the amount of $3,000. "CARRIED" Resolution #GPA-054-03 Moved by Councillor Robinson, seconded by Councillor Schell THAT Application #03-10 - Orono Town Hall Board and Application #03-11 - Hampton Hall Board be approved for a grant in the amount of $3,000. each. "CARRIED" Resolution #GPA-055-03 Moved by Councillor Schell, seconded by Mayor Mutton THAT Application #03-12 - Clarington Beech Centre be approved for a grant in the amount of $3,000. "CARRIED" Resolution #GPA-056-03 Moved by Councillor Schell, seconded by Mayor Mutton THAT Application #03-13 - Clarington Older Adult Association be approved for a grant in the amount of $5,000. "CARRIED" Resolution #GPA-057-03 Moved by Councillor Schell, seconded by Councillor Robinson THAT Application #03-14 - Big Brothers & Sisters of Clarington be approved for a grant in the amount of $2,500. "CARRIED" 305 . . . GP. & A. Minutes -6- February 3, 2003 COMMUNITY SERVICES DEPARTMENT CONT'D. Canadian Red Cross- Resolution #GPA-058-03 Region Durham Branch Moved by Mayor Mutton, seconded by Councillor Pingle Clarington East Food Bank Hospice Durham Learning Disabilities Association of Peterborough OVERT Bethesda House THAT Application #03-15 - Canadian Red Cross-Region Durham Branch be denied. "CARRiED" Resolution #GPA-059-03 Moved by Mayor Mutton, seconded by Councillor Schell THAT Application #03-16 - Clarington East Food Bank be approved for a grant in the amount of $1 ,500. "CARRIED" Resolution #GPA-060-03 Moved by Councillor Schell, seconded by Councillor Trim THAT Application #03-17 - Hospice Durham be approved for a grant in the amount of $1 ,000. "CARRIED" Resolution #GPA-061-03 Moved by Councillor Schell, seconded by Councillor Trim THAT Application #03-18 - Learning Disabilities Association of Peterborough be denied. "CARRIED" Resolution #GPA-062-03 Moved by Mayor Mutton, seconded by Councillor Schell THAT Application #03-19 - OVERT be approved for a grant in the amount of $5,000. "CARRIED" Resolution #GPA-063-03 Moved by Councillor Trim, seconded by Councillor Schell THAT Application #03-20 - Bethesda House be approved for a grant in the amount of $3,000. "CARRIED" (RECONSIDERED LATER IN THE MEETiNG SEE RESOLUTION #GPA-081-03) 306 . . . G.P. & A. Minutes -7 - February 3, 2003 COMMUNITY SERVICES DEPARTMENT CONT'D. CAD CAD Youth Sport Groups Orono Amateur Athletic Association Resolution #GPA-064-03 Moved by Councillor Pingle, seconded by Councillor Schell THAT Application #03-21 - Canadian Association for Disabled Skiiers (CAD) Durham Chapter be denied. "MOTION WITHDRAWN" Resolution #GPA-065-03 Moved by Councillor Pingle, seconded by Councillor Robinson THAT Application #03-21 - Canadian Association for Disabled Skiiers (CAD) Durham Chapter be approved for a grant in the amount of $500. "CARRIED" Resolution #GPA-066-03 Moved by Councillor Schell, seconded by Mayor Mutton THAT the following Applications #03-22 - #03-36 inclusive be approved for a grant in the amount of $1 ,500. with the exception of Application #03-24, #03-26, #03-33 and #03-35. #03-22 - Clarington Minor Lacrosse Association #03-23 - Bowmanville/Newcastle Baseball Association #03-25 - Green Gaels Jr. B. Lacrosse Club #03-27 - Orono Figure Skating Club #03-28 - Bowmanville Legion Pipe Band (RECONSIDERED LATER IN THE MEETING RESOLUTION #GPA-081-03) #03-29 - Newcastle Village Minor Hockey Association Inc. #03-30 - Clarington Swim Club #03-31 - Clarington Orioles Baseball Club (COBC) #03-32 - Newcastle Skating Club #03-34 - Bowmanville United Soccer Club #03-36 - Kendal Recreation "CARRIED" Resolution #GPA-067-03 Moved by Councillor Robinson, seconded by Councillor Trim THAT Application #03-24 - Orono Amateur Athletic Association be approved for a grant in the amount of $2,500. "CARRIED" 3D? . . . G.P. & A. Minutes -8 - February 3, 2003 COMMUNITY SERVICES DEPARTMENT CONT'D. Tyrone Athletic Association Ganaraska Wolves Volleyball Club The Great Canadian Town Band Festival Orono Crown Lands Trust Newcastle Memorial Arena Management Board The Kinsmen Club of Bowmanville Resolution #GPA-068-03 Moved by Councillor Pingle, seconded by Councillor Trim THAT Application #03-26 - Tyrone Athletic Association be approved for a grant in the amount of $2,500. "CARRIED" (RECONSIDERED LATER IN THE MEETING SEE RESOLUTION #GPA-081-03) Resolution #GPA-069-03 Moved by Councillor Trim, seconded by Mayor Mutton THAT Application #03-33 - Ganaraska Wolves Volleyball Club be approved for a grant in the amount of $1 ,500. "CARRIED" Resolution #GPA-070-03 Moved by Councillor Schell, seconded by Mayor Mutton THAT Application #03-35 - The Great Canadian Town Band Festival be approved for a grant in the amount of $500. "CARRIED" Resolution #GPA-071-03 Moved by Councillor Schell, seconded by Mayor Mutton THAT Application #03-37 - Orono Crown Lands Trust be denied. "CARRIED" Resolution #GPA-072-03 Moved by Councillor Robinson, seconded by Mayor Mutton THAT Application #03-38 - Newcastle Memorial Arena Management Board be approved for a grant in the amount of $2,500. "CARRIED" Resolution #GPA-073-03 Moved by Councillor Schell, seconded by Councillor Trim THAT Application #03-40 - The Kinsmen Club of Bowmanville be approved for a grant in the amount of $1 ,000. "CARRIED" 308 . . . G.P. & A. Minutes - 9- February 3, 2003 COMMUNITY SERVICES DEPARTMENT CONT'D. Bowmanville High School Humane Society Of Durham Region Newcastle Village & District Historical Society R.C.N.A. 50'h Reunion Committee Clarington Project Clarington Community Care Resolution #GPA-074-03 Moved by Councillor Schell, seconded by Councillor Pingle THAT Application #03-39 - Bowmanviile High School be denied. "CARRIED" Resolution #GPA-075-03 Moved by Mayor Mutton, seconded by Councillor Schell THAT Application #03-41 - Humane Society of Durham Region be approved for a grant in the amount of $1 ,000. "CARRIED" Resolution #GPA-076-03 Moved by Councillor Schell, seconded by Councilior Pingle THAT Application #03-42 - Newcastle Village & District Historical Society be approved for a grant in the amount of $750. "CARRIED" Resolution #GPA-077-03 Moved by Councillor Schell, seconded by Councillor Pingle THAT Application #03-43 - R.C.NA 50'h Reunion Committee be approved for a grant in the amount of $500. "CARRIED" Resolution #GPA-078-03 Moved by Councillor Robinson, seconded by Councillor Trim THAT Application #03-44 - Clarington Project be denied. "CARRIED" Resolution #GPA-079-03 Moved by Mayor Mutton, seconded by Councillor Schell THAT Application #03-45 - Clarington Community Care be approved for a grant in the amount of $5,000. "CARRIED" 3D9 . . . G.P. & A. Minutes -10 - February 3, 2003 COMMUNITY SERVICES DEPARTMENT CONT'D. Bethesda House, Tyrone Athletic Association & Bowmanville Legion Pipe Band Newcatle Community Hall 2002 Courtice Fitness Training Centre Summary Resolution #GPA-080-03 Moved by Mayor Mutton, seconded by Councillor Schell THAT the following Applications be reconsidered: #03-20 - #03-26 - #03-28 - Bethesda House Tyrone Athletic Association Bowmanville Legion Pipe Band "CARRIED" Resolution #GPA-081-03 Moved by Mayor Mutton, seconded by Councillor Schell THAT the following Applications be approved for a grant in the amounts listed below: #03-20 - #03-26 - #03-28 - Bethesda House Tyrone Athletic Association Bowmanville Legion Pipe Band $1,850 $2,000 $1,000 "CARRIED" Mayor Mutton advised that further grant requesters will be advised of the grant policy and that grant monies have been expanded for this year. Resolution #GPA-082-03 Moved by Mayor Mutton, seconded by Councillor Schell THAT Application #03-47 - Newcastle Community Hall be approved for a grant in the amount of $5,000. "CARRIED" Resolution #GPA-083-03 Moved by Mayor Mutton, seconded by Councillor Schell THAT Durham Senior Games be referred to Communication & Tourism Department to determine if financial assistance is possible. "CARRIED" Resolution #GPA-084-03 Moved by Councillor Robinson, seconded by Councillor Pingle THAT Report CSD-04-03 be received for Information. "CARRIED" 310 . . . G.P. & A. Minutes -11- February 3, 2003 COMMUNITY SERVICES DEPARTMENT CONT'D. 2002 Aquatics Program Summary Resolution #GPA-085-03 Moved by Councillor Trim, seconded by Councillor Schell THAT Report CSD-05-03 be received for information. "CARRIED" Councillor Pingle chaired this portion of the meeting. CLERK'S DEPARTMENT Various Random Resolution #GPA-086-03 Acts of Kindness and Donations to Moved by Councillor Robinson, seconded by Councillor Schell Clarington Animal Shelter THAT Report CLD-04-03 be received for information; and THAT a copy of Report CLD-04-03 be forwarded to the Animal Alliance of Canada and the Animal Advisory Committee. "CARRIED" Spay/Neuter Resolution #GPA-087-03 Program - Application For Grant Moved by Councillor MacArthur, seconded by Councillor Robinson Expansion of Local Calling Capability THAT Report CLD-05-03 be received; THAT a Spay/Neuter Program for cats be adopted in principle; THAT, upon approval of the grant, the adoption fee for a neutered cat be increased by $40.00 (thereby making the adoption fee $75.00); THAT the amending by-law be brought forward to Council at such time as the grant from Pet Smart Charities of Canada Adoption Rewards and Sponsorship Program is approved; and THAT Animal Alliance of Canada, and the Animal Advisory Committee be advised of Council's decision. "CARRIED" Resolution #GPA-088-03 Moved by Councillor Robinson, seconded by Councillor Schell THAT Report CLD-06-03 be received; THAT Bell Canada be requested to expand the local calling capability to include all exchanges within the Municipality of Clarington; THAT the Regional Municipality of Durham be requested to endorse the Municipality of Clarington's request to Bell Canada; and THAT Bell Canada be advised of Council's decision. . 311 "CARRIED" . . . G.P. & A. Minutes -12 - February 3, 2003 Mayor Mutton chaired this portion of the meeting. CORPORATE SERVICES DEPARTMENT CL2002-27 Green Road Storm Sewer Installation FINANCE DEPARTMENT Confidential Report - Legal Matter Beaubien Property Assessment and Classification Review Resolution #GPA-089-03 Moved by Councillor Robinson, seconded by Councillor Schell THAT Report COD-004-03 be moved to the end of the agenda to be considered in a "closed" meeting for the purpose of receiving legal information. "CARRIED" Resolution #GPA-090-03 Moved by Councillor MacArthur, seconded by Councillor Pingle THAT the recommendations contained in Confidential Report FND-003-03 be approved. "CARRIED" Resolution #GPA-091-03 Moved by Councillor MacArthur, seconded by Councillor Pingle THAT Report FND-004-03 be received for information; and THAT a copy of Report FND-004-03 be forwarded to The Honourable Janet Ecker, Minister of Finance. "CARRIED LATER IN THE MEETING" (SEE FOLLOWING MOTIONS) Resolution #GPA-092-03 Moved by Councillor Schell, seconded by Councillor Trim THAT Report FND-004-03 Items #4, #5 and #15 be divided to allow for consideration of these items separately. "CARRIED" Councillor Schell stated a pecuniary interest with respect to Items #4, #5 and #15 of Report FND-004-03; vacated his chair and refrained from discussion and voting on the subject matter; Councillor Schell's employer is St. Mary's Cement. Resolution #GPA-093-03 Moved by Councillor MacArthur, seconded by Councillor Pingle THAT Items #4, #5 and #15 contained in Report FND-004-03 be received for information. "CARRIEID" 3 2 . . . GP. & A. Minutes -13 - February 3, 2003 The foregoing Resolution #GPA-091-03 was then put to a vote and Carried. CHIEF ADMINISTRATIVE OFFICER'S DEPARTMENT Accommodation And Conference Centre Study For Clarington UNFINISHED BUSINESS Presentations of LLRWMO & Durham Region OTHER BUSINESS Reschedule Meeting Resolution #GPA-094-03 Moved by Councillor MacArthur, seconded by Councillor Pingle THAT Report ADM-01-03 be received; THAT the Municipality undertake a Feasibility Study for a Hotel Accommodation and Conference Centre; THAT the Chief Administrative Officer be authorized to enter into an agreement with INAC Services Limited for the purpose of securing Provincial matching dollar funding to finance the completion of the Accommodation and Conference Study for the Municipality of Clarington and its partners; THAT the Municipality's 16.67% share of the study's cost be drawn from the Industrial & Economic Development Reserve Account; and THAT the draft Request for Proposal attached to Report ADM-01-03 be finalized by staff for circulation with the award of the proposal being conditional upon receipt of Provincial funding. "CARRIED" Councillor Robinson stated a pecuniary interest with respect to the Presentation regarding the Port Granby Project and vacated his chair; Councillor Robinson lives in the subject area. Resolution #GPA-095-03 Moved by Councillor Schell, seconded by Councillor Trim THAT Sue Stickley, Bernard Gerestein and Glenn Case from LLRWMO be thanked for their presentation on the Port Granby Project; and THAT John Presta from Durham Region be thanked for his presentation on Wellhead Protection Area Studies. "CARRIED" Resolution #GPA-096-03 Moved by Councillor Schell, seconded by Councillor Pingle THAT The General Purpose and Administration Committee meeting of February 17, 2003 be rescheduled to February 24,2003 to allow Mayor Mutton to attend a meeting for the ITER, project. 31) "CARRIED" . . . G.P. & A. Minutes -14- February 3, 2003 Resolution #GPA-097-03 Moved by Councillor Schell, seconded by Councillor Robinson THAT the committee recess for 5 minutes and reconvene at a "closed" meeting. "CARRIED" Resolution #GPA-098-03 Moved by Councillor Schell, seconded by Councillor MacArthur THAT Report COD-004-03 be received; THAT John Bianchi Grading Limited, Bolton, Ontario with a total bid in the amount of $511 ,491.12 (Including G.S.T.), being the lowest responsible bidder meeting all terms, conditions and specifications of Tender CL2002-27, be awarded the contract for the Green Road Storm Sewer Installation; THAT the funds required in the amount of $380,000.00 be drawn from the Engineering Capital Account #7205-02004-0261 ; THAT the additional funds in the amount of $50,000.00 be charged to the 2002 Capital Budget Account #7205-02004-0261 for the Green Road Storm Sewer (total project cost of $588,000. including the following: net GST, construction of Green Road Storm Sewer, additional works for the Kaitlin Group, design, contingency less $380,000. identified in the 2002 Capital Budget less $158,000. from developer, the Kaitlin Group for the additional works); THAT the financing of the additional cost of $50,000.00 be $45,500.00 from the Development Charge Roads and Related Reserve Fund and $4,500.00 from the Developer the Kaitlin Group; THAT the additional works for the Kaitlin Group, in the amount of $158,000.00, included in the total project cost of $588,000.00 to be fully recovered and is supported by the Letter of Credit from the developer, the Kaitlin Group; and THAT the By-law marked Schedule "A" attached to Report COD-004-03 authorizing the Mayor and the Clerk to execute the necessary agreement be approved. "CARRIED" 314 . . . G.P. & A. Minutes ADJOURNMENT -15 - February 3, 2003 Resolution #GPA-099-03 Moved by Councillor Robinson, seconded by Councillor MacArthur THAT the meeting adjourn at 11 :45 a.m. "CARRIED" ~$~,{~ 315