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HomeMy WebLinkAbout01/19/2009 General Purpose and Administration Committee Minutes January 19, 2009 Minutes of a meeting of the General Purpose and Administration Committee held on Monday, January 19, 2009 at 9:30 a.m., in the Council Chambers. ROLL CALL Present Were: Mayor J. Abernethy Councillor A. Foster Councillor R. Hooper Councillor M. Novak Councillor G. Robinson Councillor C. Trim Councillor W. Woo Also Present: Acting Chief Administrative Officer, M. Marano Internal Auditor, Finance Department, L. Barta Director of Community Services, J. Caruana Director of Engineering Services, T. Cannella Director of Planning Services, D. Crome Director of Operations, F. Horvath Director of Corporate Services, M. Marano Fire Chief, Emergency Services, G. Weir Deputy Clerk, A. Greentree Clerk II, E. Atkinson Mayor Abernethy chaired this portion of the meeting. DISCLOSURES OF PECUNIARY INTEREST Councillor Hooper indicated that he would be stating a pecuniary interest with respect to Report PSD-010-09. Later in the meeting, Councillor Novak stated a pecuniary interest with respect to Confidential Report COD-003-09. ANNOUNCEMENTS Councillor Novak informed the Committee that she, Councillor Hooper and Mayor th Abernethy attended the 17 Anniversary of Clips and Crafts located in Hampton. Councillor Novak, informed the Committee of a brochure for Eat Smart Dining Diet and advised the Committee that The Pita Pit, Steamers Restaurant and Espresso Legato Coffee House, all located in Clarington, were mentioned in this brochure. General Purpose and Administration Committee Minutes January 19, 2009 Councillor Hooper informed the Committee the Kawartha Conservation Board held their elections and the new Chairperson is Jim McMillen of Scugog Township. He also informed the Committee that the siren located at the Goodyear plant in Bowmanville was set off due to a mechanism that was frozen causing the siren to activate. Resolution # GPA-081-09 Moved by Councillor Robinson, seconded by Councillor Hooper THAT the Agenda be altered to allow for an update from the Director of Operations with regards to the snow fall in Clarington for the month of January, 2009. CARRIED Fred Horvath, Director of the Operations Department informed the Committee that recently there has been approximately 45 – 60 centimetres of snow fall in the Clarington area. All roads are expected to be ploughed by the end of the day. He informed the Committee the plough drivers are still experiencing problems with parked vehicles on the road and he will be contacting the Parking Enforcement Division to have this issue addressed; especially the vehicles that park on the streets on a reoccurring basis. Councillor Woo advised the Committee that the Visual Arts Centre will have an exhibit th starting on January 18 through to February 8th, featuring talents of our local high school students. Resolution #GPA-082-09 Moved by Councillor Novak, seconded by Councillor Trim THAT the rules of order be waived to hear from Councillor Hooper and Councillor Woo as to why notice regarding the siren at the Goodyear plant was not communicated to all Members of Council. CARRIED Councillor Woo informed the Committee the siren located at the Goodyear plant is only used on Remembrance Day and apparently one of the mechanisms for activating the siren was frozen in the open position causing the alarm to activate. He advised the Committee that preventative measures will be taken to ensure this does not happen again. Councillor Hooper confirmed that should this happen again, notice will be provided to all Members of Council. - 2 - General Purpose and Administration Committee Minutes January 19, 2009 MINUTES Resolution #GPA-083-09 Moved by Councillor Robinson, seconded by Councillor Foster THAT the minutes of the regular meeting of the General Purpose and Administration Committee held on January 5, 2009, be approved. CARRIED PRESENTATIONS Gary Jeffery, Chairperson for Agricultural Advisory Committee provided the Committee with an update on the accomplishments achieved in 2008 by the Agricultural Advisory Committee. He informed the Committee elections were held and new officers have been elected. Mr. Jeffery thanked Council for their support with the consideration given in regards to the Durham Growth Plan and stated the farm land in the white belt area needs to be protected. Monitoring the use of pesticides has been a concern, as not all are being banned and the Committee would like to see everyone working towards a positive approach to their use. Mr. Jeffery stated that one of the focuses of the Agricultural Advisory Committee is to implement the Just In Time Delivery system and that a motion was made at the last meeting to amend the Highway Traffic Act. Mr. Jeffery congratulated Council on setting up the Agricultural Advisory Committee stating it is a role model for other municipalities to use. An invitation was extended to all Members of Council to attend a meeting of the Committee. Shelia Hall, Clarington Board of Trade provided the Committee with an Economic Development Update, highlighting the Economic Development Activity for 2008, and stating that a television campaign was started to spread “Good Business Stories”. Ms. Hall advised that in 2008 there were eleven vacant land inquiries, nine vacant space inquiries, six new companies have opened in Bowmanville and three have closed. A survey was sent to the businesses and the Clarington Board of Trade was very pleased with the positive results returned. This survey indicated 65% of industrial businesses plan to expand in the next five years, 95% do not have plans to relocate, 60% feel they are supported by local business, 35% are interested in diversifying their business, 71% stated it’s difficult to find skilled and technical trades, 43% forsee barriers to growth due to the economy, cost competitiveness, development charges, zoning restrictions and permitting process. She stated that 78% see municipal taxes as a challenge. Ms. Hall informed the Committee of the meetings the Clarington Board of Trade held in 2008 and how the Board has helped local businesses. She described for the Committee the requirements the Board feels are needed to help expand the business side of Clarington. Ms. Hall stated the Clarington Board of Trade will be updating the industrial land inventory and mapping system, and conducting a corporate call strategy to help prepare an economic impact study and directory. They will also be creating a Community profile and help to prepare the existing business community to benefit from - 3 - General Purpose and Administration Committee Minutes January 19, 2009 the Darlington New Nuclear Project. Ms. Hall thanked Council for their support and looks forward to working with Council on their future endeavours. DELEGATIONS Kristen Schmidt-Chamberlain, Executive Director, Durham Hospice and Marian Timmermans, Registered Nurse, Durham Hospice, addressed the Committee regarding the “No One Should Die Alone” campaign. Ms. Schmidt-Chamberlain provided the Committee with statistics on the number of persons they help in Clarington, as well as other statistics from the Quality End-Of-Line Care Coalition of Canada 2008 National Report. She stated that in 2008 the Durham Hospice served 254 palliative clients and dealt with 314 bereavement clients, of which 80 where from Clarington. Durham Hospice has volunteers in all parts of Durham and bereavement groups are currently established in Uxbridge, Whitby and Bowmanville. Plans are in place to start these groups in Pickering and Cannington in 2009. Ms. Timmermans highlighted areas which the Council could help, especially with support for establishing a residential hospice in Bowmanville. Resolution #GPA-084-09 Moved by Councillor Novak, seconded by Councillor Hooper THAT, in accordance with Section 239 (2) of the Municipal Act, 2001, the meeting be closed for the purpose of hearing the delegation of Mr. Maurice Pitre regarding a confidential personal matter. CARRIED The meeting reconvened in “open” session at 11:50 a.m. RISE AND REPORT Mayor Abernethy reported that the delegation of Mr. Maurice Pitre was heard in a closed session in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, and no decision was made. Councillor Novak chaired this portion of the meeting. PUBLIC MEETING (a) Subject: Application to Amend the Clarington Zoning By-law 84-63 Applicant: Ridge Pine Park Inc. Report: PSD-010-09 Bob Russell, Planner, Planning Services Department provided a verbal report supported by a PowerPoint presentation pertaining to Report PSD-010-09. - 4 - General Purpose and Administration Committee Minutes January 19, 2009 No one spoke in opposition to or support of Report PSD-010-09. Roger Howard, Ridge Pine Park Inc. was present to address any concerns or questions raised at the Public Meeting. Mr. Howard advised the Committee that the applicant is in agreement with the recommendations contained in Report PSD-010-09. PLANNING SERVICES DEPARTMENT Councillor Hooper stated a pecuniary interest with respect to Report PSD-010-09 as his parents are residents of the Wilmot Creek Community. Councillor Hooper refrained from discussion and voting on this matter. APPLICATION TO AMEND THE ZONING BY-LAW TO PERMIT THE REPLACEMENT OF 8 APPROVED DETACHED DWELLINGS WITH 11 TOWNHOUSE DWELLINGS IN PHASE 7 OF THE WILMOT CREEK COMMUNITY APPLICANT: RIDGE PINE PARK INC. ON BEHALF OF CANADIAN APARTMENT PROPERTIES REIT Resolution #GPA-085-09 Moved by Councillor Trim, seconded by Councillor Robinson THAT Report PSD-010-09 be received; THAT the rezoning application submitted by Ridge Pine Park Inc. on behalf of Canadian Apartment Properties REIT be approved and that the Zoning By-law Amendment as contained in Attachment 1 to Report PSD-010-09 be adopted by Council; THAT a By-law attached to Report PSD-010-09, to remove the Holding (H) symbol be forwarded to Council at such time that the applicant has satisfied the provisions of Section 23.4.3 of the Official Plan including executing a Site Plan Agreement; and THAT all interested parties listed in Report PSD-010-09, any delegations, and the Regional Municipality of Durham Planning Department be advised of Council’s decision. CARRIED 2008 ANNUAL REPORT ON APPLICATIONS FOR PLANS OF SUBDIVISION Resolution #GPA-086-09 Moved by Councillor Hooper, seconded by Councillor Foster THAT Report PSD-011-09 be received; and - 5 - General Purpose and Administration Committee Minutes January 19, 2009 THAT the Region of Durham Planning Department be forwarded a copy of Report PSD-011-09 and Council’s decision. CARRIED Councillor Foster chaired this portion of the meeting. ENGINEERING SERVICES DEPARTMENT MONTHLY REPORT ON BUILDING PERMIT ACTIVITY FOR DECEMBER2008 , Resolution #GPA-087-09 Moved by Councillor Novak, seconded by Councillor Hooper THAT Report EGD-004-09 be received for information. CARRIED PORT OF NEWCASTLE SUBDIVISION, NEWCASTLE PHASE 1 STAGE 1B, PLAN 40M-1984 (PART OF) AND PORT OF NEWCASTLE DRIVE, PLAN 40R-18328 ‘CERTIFICATE OF ACCEPTANCE’ AND ‘ASSUMPTION BY-LAWS’, FINAL WORKS INCLUDING ROADS AND OTHER RELATED WORKS Resolution #GPA-088-09 Moved by Councillor Trim, seconded by Councillor Robinson THAT Report EGD-005-09 be received; THAT the Director of Engineering Services be authorized to issue a ‘Certificate of Acceptance’ for the Final Works, which include final stage roads and other related Works, constructed within Plans 40M-1984 (Part of) and 40R-18328; and THAT Council approve the by-laws attached to Report EGD-005-09, assuming certain streets within Plans 40M-1984 (Part of) and 40R-18328 as public highways. CARRIED NEWCASTLE MEADOWS SUBDIVISION PHASE 4, BOWMANVILLE PLAN 40M-2152 ‘CERTIFICATE OF ACCEPTANCE’ AND ‘ASSUMPTION BY-LAWS’, ROADS AND ABOVE GROUND SERVICES INCLUDING ROADS AND OTHER RELATED WORKS Resolution #GPA-089-09 Moved by Mayor Abernethy, seconded by Councillor Novak THAT Report EGD-006-09 be received; - 6 - General Purpose and Administration Committee Minutes January 19, 2009 THAT the Director of Engineering Services be authorized to issue a ‘Certificate of Acceptance’ for the Roads and Above Ground Services, which include roads and other related Works constructed within Plans 40M-2152 and 40R-16993; and THAT Council approve the by-laws attached to Report EGD-006-09, assuming certain streets within Plans 40M-2152 and 40R-16993 as public highways. CARRIED Councillor Trim chaired this portion of the meeting. OPERATIONS DEPARTMENT PROTECTIVE HEAD GEAR Resolution #GPA-090-09 Moved by Councillor Foster, seconded by Councillor Robinson THAT Report OPD-001-09 be received for information. CARRIED Councillor Woo chaired this portion of the meeting. EMERGENCY AND FIRE SERVICES DEPARTMENT MONTHLY RESPONSE REPORT – DECEMBER 2008 Resolution #GPA-091-09 Moved by Councillor Novak, seconded by Councillor Foster THATReport ESD-002-09 be received for information. CARRIED Councillor Robinson chaired this portion of the meeting. COMMUNITY SERVICES DEPARTMENT TRUE SPORT Resolution #GPA-092-09 Moved by Councillor Novak, seconded by Councillor Woo THAT Report CSD-002-09 be received; - 7 - General Purpose and Administration Committee Minutes January 19, 2009 THAT Council endorse the True Sport Principles (Attachment #1 to Report CSD-002-09) for Communities; and THAT Council declare Clarington a True Sport Community. CARRIED Councillor Hooper chaired this portion of the meeting. CLERK’S DEPARTMENT CONFIDENTIAL REPORT – CONSIDERATION OF TAXICAB AND LIMOUSINE OWNER/BROKER LICENCE Resolution #GPA-093-09 Moved by Councillor Novak, seconded by Councillor Woo THAT the Confidential Report CLD-001-09 from the Clerk’s Department be referred to the end of the agenda to be considered in a “closed” session. CARRIED Mayor Abernethy chaired this portion of the meeting. CORPORATE SERVICES DEPARTMENT CONFIDENTIAL REPORT – PERSONAL COMPENSATION MATTER REGARDING AN IDENTIFIABLE INDIVIDUAL Resolution #GPA-094-09 Moved by Councillor Novak, seconded by Councillor Foster THAT the Confidential Report COD-003-09 from the Corporate Services Department be referred to the end of the agenda to be considered in a “closed” session. CARRIED COMMUNITY VIDEO SHOWCASE PROGRAM Resolution #GPA-095-09 Moved by Councillor Woo, seconded by Councillor Foster THAT Report COD-005-09 be received; THAT the requirements of the Purchasing By-law be waived; - 8 - General Purpose and Administration Committee Minutes January 19, 2009 THAT the Municipality enter into a two (2) year agreement with CGI Communications, Inc., Rochester, New York, for the provision of a no cost Community Video Showcase program coupled with opportunities for local business to showcase and promote themselves; THAT the By-law Schedules “A” attached to Report COD-005-09, authorizing the Mayor and the Clerk to execute the two (2) year agreement be approved; THAT the Director of Corporate Services be authorized to sign any related operating agreements that may be required during the term of the master agreement that may be necessary to facilitate the provision of the services; THAT the Purchasing Manager be authorized to negotiate an additional two (2) year agreement with CGI Communications in the event a competitive service is not available on expiry of the 2009-10 agreement or subsequent extensions; and THAT the Director of Corporate Services be authorized to approve and sign the agreements to extend the services beyond the current and subsequent terms provided competitive services are not available. REFERRED TO STAFF (See following motion) Resolution # GPA-096-09 Moved by Councillor Robinson, seconded by Councillor Trim THAT Report COD-005-09 be referred back to staff for further information regarding: opportunities within our own community for the same service, the possibility of a Clarington Board of Trade endeavour and the ownership and control of information; and THAT staff report back to the Committee on their findings. CARRIED KENDAL COMMUNITY CENTRE LEASE JANUARY 1, 2009 TO DECEMBER 31, 2010 Resolution #GPA-097-09 Moved by Councillor Robinson, seconded by Councillor Hooper THAT Report COD-006-09 be received; THAT the lease agreement with the Kendal Community Centre (Schedule A to Report COD-006-09) for the term of January 1, 2009 to December 31, 2010 be approved; - 9 - General Purpose and Administration Committee Minutes January 19, 2009 THAT during 2009, the Municipality will be responsible for 50% (25% Emergency & Fire Services, 25% General Municipal Funds Account) of the utility costs and in 2010 the Municipality will be responsible for 25% (Emergency & Fire Services) of the utility costs with the Kendal Community Association being responsible for 50% and 75% respectively; and THAT the By-law marked Schedule “B” attached to Report COD-006-09, authorizing the Mayor and the Clerk to execute the necessary agreement be approved. CARRIED RFP2008-15 – PEER REVIEW FOR DARLINGTON NEW NUCLEAR BUILD Resolution #GPA-098-09 Moved by Councillor Woo, seconded by Councillor Robinson THAT Report COD-007-09 be received; THAT the proposal received from Morrison-Hershfield, Toronto, Ontario being the most responsive bidder meeting all terms, conditions and specifications of Request for Proposal RFP2008-15 be awarded the contract for the provision of the Peer Review for the Darlington New Nuclear Build with a bid including disbursements of $242,200.00 (excluding GST); THAT the funds required be drawn from Account #100-00-000-02195-2015 and recovered through invoicing (OPG) Ontario Power Generation periodically throughout the project; and THAT the By-law marked Schedule “A”, attached to Report COD-007-09, be approved authorizing the Mayor and the Clerk to execute the contract agreement which is satisfactory to the Municipal’s Solicitor. CARRIED FINANCE DEPARTMENT There were no reports to be considered under this section of the Agenda. CHIEF ADMINISTRATIVE OFFICE There were no reports to be considered under this section of the Agenda. - 10 - General Purpose and Administration Committee Minutes January 19, 2009 UNFINISHED BUSINESS PRESENTATION – GARY JEFFERY - AGRICULTURAL ADVISORY COMMITTEE - REGARDING 2008 ACCOMPLISHMENTS Resolution #GPA-099-09 Moved by Councillor Robinson, seconded by Councillor Novak THAT the presentation of Mr. Gary Jeffery regarding the 2008 accomplishments of the Agricultural Advisory Committee be received with thanks. CARRIED PRESENTATION – SHEILA HALL - CLARINGTON BOARD OF TRADE - REGARDING ECONOMIC DEVELOPMENT UPDATE Resolution #GPA-100-09 Moved by Councillor Hooper, seconded by Councillor Novak THAT the presentation of Ms. Shelia Hall regarding the Economic Development update be received with thanks. CARRIED DELEGATION – KRISTEN SCHMIDT-CHAMBERLIAN AND MARIAN TIMMERMANS DURHAM HOSPICE – REGARDING “NO ONE SHOULD DIE ALONE” CAMPAIGN Resolution #GPA-101-09 Moved by Councillor Novak, seconded by Councillor Foster THAT the delegation of Kristen Schmidt-Chamberlain and Marian Timmermans be received with thanks. CARRIED OTHER BUSINESS LIVESTOCK EVALUATION CLAIMS Resolution #GPA-102-09 Moved by Councillor Robinson, seconded by Councillor Novak THAT the Clerk’s Department be directed to provide the Committee with a report regarding the Livestock Evaluation claims to date. CARRIED - 11 - General Purpose and Administration Committee Minutes January 19, 2009 SAFETY CONCERN REGARDING THE INTERSECTION AT BEAVER ST. AND KING AVE. EAST, NEWCASTLE Resolution #GPA-103-09 Moved by Councillor Trim, seconded by Councillor Robinson THAT the Director of Engineering in collaboration with the Region of Durham, implement a solution, as soon as possible, to the safety concerns at the intersection of Beaver St. and King Ave. East, Newcastle. CARRIED COMMUNICATIONS APPOINTMENT TO THE NEWCASTLE VILLAGE COMMUNITY HALL BOARD Resolution #GPA-104-09 Moved by Councillor Robinson, seconded by Councillor Hooper THAT Peter de Jong, Sierd De Jong and Dave Patterson be appointed to fill the three vacant positions on the Newcastle Village Community Hall Board, for a two-year term. CARRIED Resolution #GPA-105-09 Moved by Councillor Foster, seconded by Councillor Woo THAT in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing the following matters: ? Confidential Report CLD-001-09, Consideration of Taxicab and Limousine Owner/Broker Licence involving personal information about an identifiable individual; and ? Confidential Report COD-003-09, Personal Compensation Matter Regarding an Identifiable Individual. CARRIED The meeting reconvened in open session at 12:21 p.m. RISE AND REPORT During the “closed” meeting, Councillor Novak stated a pecuniary interest with respect to Report COD-003-09 as she has a licence with the company named and left the “closed” portion of the meeting during discussion on this Report. Councillor Novak refrained from discussions and voting on this matter. - 12 - General Purpose and Administration Committee Minutes January 19, 2009 Mayor Abernethy reported that two items were discussed in "closed" session in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, and two resolutions were passed. ADJOURNMENT Resolution #GPA-106-09 Moved by Councillor Robinson, seconded by Councillor Woo THAT the meeting adjourn at 12:25 p.m. CARRIED DE UTY ER -13-